Reference Confirmation Letter for the United Kingdom

Reference Confirmation Letter Template for England and Wales

A Reference Confirmation Letter is a formal document used under English and Welsh law to provide employment verification and character assessment of a current or former employee. The document serves as an official record of employment history, job performance, and professional conduct, while adhering to data protection requirements and employment law principles. It must balance the duty of care to both the subject employee and the recipient while maintaining accuracy and fairness in its content.

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What is a Reference Confirmation Letter?

The Reference Confirmation Letter is a crucial document in the employment ecosystem of England and Wales, used when a current or former employer needs to provide formal verification of an individual's employment history and performance. This document type must comply with the Employment Rights Act 1996, Data Protection Act 2018, and other relevant legislation. The Reference Confirmation Letter typically includes information about employment dates, job responsibilities, and performance assessments, while maintaining appropriate confidentiality and data protection standards. It serves as a key tool in recruitment processes and professional verification, requiring careful consideration of legal obligations and potential liability issues.

What sections should be included in a Reference Confirmation Letter?

1. Letter Header: Company letterhead, date, reference number

2. Addressee Details: Full name and address of recipient

3. Subject Employee Details: Name and identifying information of the person being referenced

4. Employment Period: Start and end dates of employment

5. Job Title and Responsibilities: Position held and key duties

6. Performance Statement: General statement about work quality and reliability

7. Signatory Details: Name, position, and signature of referee

What sections are optional to include in a Reference Confirmation Letter?

1. Reason for Leaving: Optional section to be included if appropriate and agreed with former employee

2. Attendance Record: Optional section to be included when specifically requested and with employee consent

3. Disciplinary Record: Optional section to be included if relevant and required by prospective employer

4. Skills and Achievements: Optional section for providing a more detailed reference including specific accomplishments

What schedules should be included in a Reference Confirmation Letter?

1. Employment History Details: Detailed breakdown of positions held and dates if a comprehensive employment history is required

2. Performance Records: Detailed performance information if relevant and agreed to be included

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Jurisdiction

England and Wales

Publisher

Genie AI

Document Type

Confirmation Letter

Sector

Sales

Cost

Free to use
Industries

Employment Rights Act 1996: Primary legislation governing employment references, including sections on references and employment records, and duty of care requirements when providing references

Data Protection Act 2018 and UK GDPR: Legislation governing personal data handling, including requirements for data processing, individual rights, consent requirements, and data minimization principles in reference writing

Defamation Act 2013: Legal framework protecting against false statements that could harm reputation, including defenses of truth and honest opinion in reference writing

Equality Act 2010: Legislation ensuring non-discrimination and fairness in employment practices, including the provision of references

Common Law Principles: Established legal principles covering duty of care to both former employee and prospective employer, requirements for true and accurate references, and negligent misstatement principles

Human Rights Act 1998: Legislation protecting fundamental rights including privacy considerations and right to work implications in reference writing

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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