Purpose and Scope
This procedure sets out how to request employment references for candidates and respond to reference requests for current and former [Organisation Name] staff. It applies to all roles and covers all requests, regardless of format (letters, emails, phone calls, or online forms).
Working through related paperwork at the same time? See also our Exit & Leaver Procedure, Redundancy Policy & Procedure and Performance Review & One-to-One.
Applicability
This procedure applies to:
- Conditional job offers made to candidates.
- Incoming reference requests regarding current or former staff members.
- Personal or character reference requests associated with [Organisation Name].
Roles and Responsibilities
- [HR / Office Manager]: Issues and chases reference requests for candidates.
- [Authorised Role]: Issues official references on behalf of [Organisation Name]. Unauthorized staff and line managers must not provide official references.
- All Personnel: Forwards incoming reference requests to [Role / Contact Details] on the day of receipt. Do not respond directly.
- [Senior Role]: Manages non-standard reference requests, regulated-sector compliance, live disputes, and content exceptions.
Standard Reference Policy
[Organisation Name] provides a standard factual reference for all former employees, containing:
- Dates of employment.
- Job title or titles held.
- Optional factual details (such as confirmation of resignation, where applicable).
Confirm salary details only with explicit written consent from the subject.
Any information beyond standard factual items requires written authorization from [Senior Role] and must be verifiable in official records. Staff providing personal or character references must write in a personal capacity. Never use [Organisation Name] letterheads, email signatures, or official job titles.
Procedure for Requesting References (New Starters)
- Check that the offer letter explicitly states the job offer is conditional on receiving references satisfactory to [Organisation Name].
- Obtain written candidate consent and contact details for [Number] referees covering the past [Period], including their current or most recent employer.
- Validate each referee independently using published company channels, not just candidate-supplied contact numbers.
- Issue a written reference request with a position summary and factual questions on employment dates, job titles, reason for leaving, and role-specific queries.
- Follow up on outstanding requests after [Number] working days. Call if written attempts stall, and log conversation details.
- Log incoming references in the candidate file and evaluate the content against role requirements. Escalate concerns to [Senior Role] before confirming or withdrawing an offer.
- Do not confirm an unconditional start date until you receive all required references or [Senior Role] formally accepts the risk in writing.
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.
Procedure for Providing References
- Verify the requesting organization’s identity and legitimacy using published contact details where necessary.
- Review the former employee’s record for specific obligations, such as agreed terms in legal settlement agreements.
- Complete the standard factual reference document. Ensure all details match official personnel records.
- Omit unverified opinions, health details, and unproven allegations.
- Get sign-off from [Authorised Role] and send the reference marked “Private and Confidential, For the Addressee Only”.
- Save copies of the incoming request and the completed reference in the employee’s file in [System Name].
Data Protection and Record Keeping
- References given and received contain personal data governed by the UK GDPR and the Data Protection Act 2018.
- Store reference documents in [System Name], restricting access to [Authorised Roles].
- Retain reference records for [Retention Period] in line with organizational data retention schedules.
- Restrict disclosure of confidential third-party references. Check current Information Commissioner’s Office (ICO) guidance before processing access requests.
Exceptions and Dispute Handling
- If an issued reference contains factual errors, promptly send a written correction to the recipient and file both versions.
- If a former employee disputes reference content, [Senior Role] must check the document against internal records and respond in writing.
- For roles governed by specific regulatory regimes, review relevant sector rules before responding. Standard factual references may not meet statutory regulatory standards.
Review Cycle
[Role / Name] reviews this procedure and the standard reference template [Review Frequency], or immediately after any reference dispute.
Next review date: [Date]
FAQs on Reference Request & Provision
What is a reference request and provision?
A reference request and provision sets out how to request employment references for candidates and respond to reference requests for current and former staff. It applies to all roles and covers all requests, regardless of format (letters, emails, phone calls, or online forms).
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 include?
This template covers applicability, standard reference policy, procedure for requesting references (new starters) and procedure for providing references.
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 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.
