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References (where not provided) policy template

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References (where not provided)
References (where not provided) policy template cover image
January 2026
£12

Our References (where not provided) Policy respects privacy, avoids liability, and maintains impartiality when handling reference requests.

  • Includes References (where not provided) policy template + 12 months’ access, with all updates to this page provided free of charge and notified to you.
  • UK-specific accuracy.
  • 95 words over 1 page.
  • Last updated 22/09/2025.
  • Format: Word / plain text / email.
  • Delivery: Instant download after purchase (no physical item).
  • Access: Download link shown here after checkout.
  • This References (where not provided) policy template will SAVE you up to 30 mins drafting & research. Save cost. Reduce risk.
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References (where not provided) policy

1   Overview

1.1   This policy is designed to assist employees who receive a reference request for a former or current employee.

2   Scope

This policy is applicable to

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References (where not provided) policy template

The purpose of this policy is to establish a clear and consistent approach within the company regarding the provision of references for current and former employees.

It outlines that the company will not provide detailed references, assessments, or opinions about individual employees' performance, behavior, or character to external parties. Instead, the policy focuses on verifying basic employment details, protecting employee confidentiality, and encouraging employees to use personal references or an employment verification letter for personal or career purposes. The policy ensures compliance with data protection and confidentiality regulations and guides the recruitment process to use comprehensive evaluation methods when assessing candidates.

By implementing this policy, the company safeguards sensitive employee information and maintains a fair and impartial approach to handling reference requests.

Practical application of a References (where not provided) policy template


  • Issue the References (where not provided) policy template during onboarding / after changes / planned refresher.
  • Send it to appropriate internal recipients such as employees, workers, contractors etc. and request confirmation that is has been read and understood.
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Compliance

This References (where not provided) policy template incorporates relevant UK laws and HR standards, including those listed below:

  • Data Protection Act 2018: Ensures that employee data, including references and personal information, is handled securely and in compliance with data protection regulations.

  • Equality Act 2010: Prohibits discrimination and ensures fair treatment when providing references or verification information for current and former employees.

  • Employment Rights Act 1996: Provides guidelines on what information can be disclosed in references and the employee's right to access their employment records.

  • General Data Protection Regulation (GDPR): Sets out specific requirements for the lawful processing of personal data, including employee references.

  • Common Law: Imposes a duty of care on employers when providing references, ensuring they are truthful, accurate, and fair.

  • Defamation Act 2013: Protects the company from potential liability in providing references that could be defamatory or damaging to an individual's reputation.

Frequently Asked Questions about a References (where not provided) policy template

  1. Can I use this template in my small business?

    Yes. The References (where not provided) policy 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.

  2. Is the References (where not provided) policy template compliant with 2026 UK employment law?

    Absolutely. 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.

  3. Can I customise it for my organisation?

    Yes, we highlight the areas 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.

  4. Do I get instant access?

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

  5. 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 this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.

  6. Why should I use this, and not AI to generate this template?

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

 

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