Purpose and Scope
This Standard Operating Procedure establishes requirements for responding to external reference requests for current or former [Organisation Name] employees, and sets the process for gathering references on job candidates.
This procedure applies to all [Organisation Name] personnel. [Role] owns this procedure.
Send all external reference requests to [Role]. Standard reference disclosures follow a neutral format. Any disclosure beyond this neutral standard requires prior written consent from the subject and approval from [Role].
Working through related paperwork at the same time? See also our Reference Request & Provision Template (UK), Form I-9 Employment Verification Procedure Template and Performance Review & One-to-One Template (UK).
Authorized Responders
- Only designated individuals in [Role] may provide references or employment verifications for [Organisation Name]. This applies across all channels, including phone, email, formal letters, and digital platforms.
- Managers, supervisors, and staff must not provide official company references. Redirect any direct or informal reference request to [Role] immediately without commentary.
- Employees may provide personal references only in an individual capacity. These must be given outside work systems, off company letterhead, explicitly stated as personal opinions, and without citing confidential internal records.
- Managers must consult [Role] before posting public endorsements or online recommendations for current or former subordinates.
Neutral Reference Standard
Unless the subject provides explicit written consent and [Role] grants authorization, limit disclosures to the following factual data drawn directly from official personnel records:
- Dates of employment and position title(s).
- Primary work location and employment status (full-time or part-time).
- Compensation details, provided only with the subject’s explicit written authorization or where governing law permits.
- Rehire eligibility, recorded strictly as a uniform yes/no status based on official records and company policy.
The neutral reference standard explicitly excludes performance evaluations, reasons for separation, disciplinary history, medical or leave records, and subjective opinions.
Procedure for Handling Incoming Reference Requests
- Route every incoming reference request immediately to [Role], regardless of format or delivery method.
- Verify the requester’s identity. For phone inquiries, take the requester’s details and call back using the requesting organization’s publicly verified primary phone number.
- Check internal records for a signed written release from the subject. If no release exists, obtain one or limit the response strictly to the neutral reference standard.
- Disclose only verified facts from the personnel file matching the neutral reference standard. Decline requests for additional commentary using standard neutral responses.
- Decline all requests for “off-the-record” or non-attributable statements.
- Log the request in [System / Location]. Record the date, requester name, requesting organization, subject name, requested details, disclosures provided, and authorized responder name.
Use our templates to fast-track your documentation
Customize this template and 100s of others for free in Whale, the fastest way to get your team aligned.
Handling Special Situations
- Escalate any reference request involving subpoenas, agency investigations, or active or threatened legal proceedings immediately to [Legal Counsel / Role] on the date received. Take no other action.
- Handle reference requests for former employees under a formal separation agreement strictly according to the written terms of that agreement. Only [Role] may execute these disclosures.
- Consult [Legal Counsel / Role] before responding to inquiries about former personnel with documented severe misconduct.
Procedure for Requesting Candidate References
- Obtain signed candidate authorization before contacting referees, following the timing guidelines in the recruitment workflow.
- Use the standard job-related inquiry form in [System / Location] for reference checks. Ask identical questions for all candidates applying for the same role. Do not ask about protected characteristics, health history, or restricted compensation history.
- Record referee responses on the standardized form and save the file in the candidate’s recruitment folder for [Retention Period]. Treat a referee’s refusal to comment as a neutral event. Follow all statutory notice requirements if using third-party screening services.
Record Keeping and Review
Store all reference logs, candidate releases, separation agreements, and completed reference forms securely in [System / Location] for [Retention Period]. Only [Role] may access these records.
[Role] reviews this procedure [Frequency], or immediately following any reference dispute or change in employment standards.
- Procedure Owner: [Role]
- Next Review Date: [Date]
FAQs on a reference request and provision procedure
What is a reference request and provision procedure?
A reference request and provision procedure establishes requirements for responding to external reference requests for current or former employees, and sets the process for gathering references on job candidates.
Having it written down means the same rules apply to everyone, so managers are not making judgement calls case by case under pressure.
What does a reference request and provision procedure include?
This template covers authorized responders, neutral reference standard, procedure for handling incoming reference requests and handling special situations.
Every section is written to be filled in. The bracketed placeholders mark the decisions that are yours to make, such as timescales, approval owners and retention periods.
How to implement a reference request and provision procedure with Whale
Copy this template into Whale and work through the bracketed placeholders so it reflects how your organisation actually operates.
Assign it to the teams it applies to so it sits where people work rather than in a shared drive, and set a review date so it gets revisited on schedule instead of quietly going out of date.
Use our templates to fast-track your documentation
Customize this template and 100s of others for free in Whale, the fastest way to get your team aligned.
