Reference request letter template

Document

[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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Use

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.

The Reference request letter template should be actioned / delivered as soon as reasonably practical.

It is sent / delivered by an employer / HR team to a Company / HR team.

Workflow

Check which resources should be implemeted before and/or after the Reference request letter template, to understand the workflow.

Declaration of consent to contact reference form

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

Reference request letter

Reference request form

This form can be sent standalone to a referee nominated by the new employee, or alongside a cover letter.

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Legal Insights

Compliance

This Reference request letter template incorporates relevant UK laws and HR standards, including those listed below:

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.

UK employment law guidance for Reference request letter template

Frequently Asked Questions

Can I use this in my small business?

Yes. The Reference request letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.

Is it compliant with 2026 UK employment law?

Absolutely. As with the Reference request letter template, all of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.

Can I customise it for my organisation?

Yes, we highlight the areas of the Reference request letter template 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.

Do I get instant access to it?

Yes. Once purchased, you'll be able to download the Reference request letter template instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.

What if I need more help, not just this template?

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.

Why should I use this Reference request letter template, and not AI to generate it?

The risk of using a free AI-generated template 'without review' includes your legal exposure, missing context, and no awareness of the wider process, whereas purchasing the Reference request letter template from us mitigates that risk.