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An Acknowledgement of Reference Received Letter is used to confirm that an employer has received a reference for a current or former employee. It provides a simple written record of receipt and can confirm that the reference has been passed to the appropriate person or retained for the relevant recruitment or employment process.
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[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Acknowledgement of Reference: [insert name of applicant]
Thank you for providing a reference for [employee / applicant name].
I am writing to confirm that we received your reference on [date].
We appreciate you taking the time to provide this information and confirm that it has been passed to [the relevant
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An Acknowledgement of Reference Received Letter provides a straightforward way for an employer to confirm that an employment reference has been received. It is particularly useful where references are provided by previous employers, professional referees or other organisations as part of a recruitment or employment process.
The letter confirms who provided the reference, who it relates to and when it was received. This creates a simple audit trail and helps HR maintain organised recruitment or personnel records.
The template includes wording around the handling of reference information and makes clear that receipt of a reference does not necessarily mean that a recruitment or employment decision has been made.
A prompt acknowledgement provides a professional response to the person or organisation providing the reference and can help maintain positive relationships with previous employers and professional contacts.
Keeping a written record of references received can help demonstrate that the employer followed its recruitment or employment procedures and provides a useful record if the reference is later needed for administrative or employment purposes.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Acknowledgement of reference received letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
Our Reference Completed Letter Template streamlines the process of providing detailed and accurate employee references, saving time and effort.
Use these best practice actions, recommended timescales and process stages to understand when and how the Acknowledgement of reference received letter should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
No. There is no general legal requirement to send an acknowledgement, but it is a useful administrative practice that confirms receipt and provides a clear record of the reference being received.
No. An acknowledgement should simply confirm receipt. The reference should be assessed in accordance with the employer's recruitment or employment process before any decision is made.
This will depend on the organisation's recruitment, employment and data retention arrangements. Where the reference is retained, it should be stored securely and only accessed where there is a legitimate reason to do so.
HRDocBox combines deep HR knowledge, practical application and experience of real workplace situations. This template provides a professional way to acknowledge references while keeping the wording focused on receipt, confidentiality and the next stage of the process.
A simple acknowledgement can appear straightforward, but reference handling involves confidentiality, data protection and consistent recruitment processes. HRDocBox combines UK employment-law knowledge, practical HR experience and regular review of employment developments to provide a more considered starting point.
Generally, an employer does not have to provide a reference unless there is a contractual or other specific obligation to do so. Where an employer does provide one, it should be accurate and not misleading. https://www.acas.org.uk/providing-a-job-reference
How this content is developed and reviewed
The Acknowledgement of reference received letter template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing reference request processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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