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If you are recruiting a new employee and wish to request a reference from a previous employer, send this this model letter template to request confirmation of their employment.
The letter asks the referee to confirm the applicant's dates of employment and suitability for the role.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Reference request: [insert job title], [insert name of applicant]
[Applicant's Name] has applied for a position with our company and has provided your name as a reference. They have confirmed that I have their authorisation to request this reference from you, which I have enclosed.
I would greatly appreciate it if you could confirm their employment details and provide your comments
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For more value, this is also found in our Full library and Reference request templates toolkit
A reference request letter is a formal request from an employer or hiring manager to a candidate's previous employer or academic institution to provide a reference about the candidate. The purpose of the reference request letter is to obtain information about the candidate's skills, experience, work history, academic achievements, and character, which can be used to evaluate their suitability for a new job.
Typically, a reference request letter includes the candidate's name, job title, and the name of the company or institution where they worked or studied. The letter may also include a brief summary of the candidate's skills and experience, and a request for the reference provider to provide specific information about the candidate's performance and suitability for the role.
Reference request letters are an important part of the recruitment process, as they provide valuable insights into a candidate's background and abilities, and can help employers make informed decisions about who to hire. It is important for employers to design reference request letters that comply with UK employment laws and regulations, and to treat all candidates fairly and with respect throughout the recruitment process.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Reference request letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
If you need to request a reference for a new employee, use this model form to gain declaration of their consent for you to contact their former employer.
This form can be sent standalone to a referee nominated by the new employee, or alongside a cover letter.
Data protection: The employer should ensure that they obtain the candidate's consent to collect and use their personal data for the purpose of obtaining references, and that they comply with data protection laws when storing and processing the data.
Fairness: The employer should ensure that they request references fairly and consistently, and that they do not discriminate against any candidate on the basis of protected characteristics such as age, gender, race, religion or sexual orientation.
Accuracy: The employer should ensure that they request references that are accurate and truthful, and that they do not misrepresent the candidate's qualifications or experience.
Timeliness: The employer should ensure that they request references in a timely manner, and that they do not delay the candidate's job application unnecessarily.
Confidentiality: The employer should ensure that they respect the confidentiality of the candidate's personal data and references, and that they do not disclose this information to unauthorised third parties.
Non-discrimination: The employer should ensure that they do not discriminate against the candidate on the basis of any information contained in the reference, such as a disability, pregnancy or age.
Consistency: The employer should ensure that they request the same information from all candidates, and that they use a standardised reference request form to ensure consistency and fairness.
Overall, the employer should ensure that they treat all candidates fairly and with respect throughout the recruitment process.
Yes. This template has been designed for organisations of all sizes, including small businesses, charities and growing employers. It follows UK employment law best practice and can be adapted to suit your organisation.
Our templates are developed with UK employment legislation, Acas guidance and HR best practice in mind and are reviewed and updated as relevant requirements change. However, every employment situation is different, so the template should be adapted to the circumstances and checked against the employee's contract and your organisation's procedures before use.
Yes, we highlight the areas of the document that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable format (such as .doc or .xls) so you can customise them easily, and in PDF format for easy sharing.
If you're looking for broader support, we also offer toolkits and library bundles that include the Reference request letter template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
AI can produce a document quickly, but effective HR documentation needs to be more than well-written words. It needs to reflect relevant UK employment law, HR best practice, practical considerations and the circumstances in which it will be used. These resources have been professionally developed around that wider HR context, drawing on extensive practical experience, rather than simply generating a generic document from a prompt.
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.
"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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