Post-Employment Reference Policy

{{company_name}}

{{company_address}}

Phone: {{phone}}

Email: {{email}}

Website: {{website}}

1. Introduction

This policy sets out {{company_name}}'s approach to providing references for current and former employees. It aims to ensure that all references are provided consistently, fairly, and accurately, in accordance with legal obligations and best practices.

2. Scope

This policy applies to all employees and former employees of {{company_name}} who may be the subject of a reference request, and to all individuals within {{company_name}} who may be asked to provide a reference.

3. Authorised Reference Providers

Only designated individuals within {{company_name}} are authorised to provide employment references. Typically, these are members of the Human Resources Department or, where appropriate, senior management. Individual department managers are generally not authorised to provide formal written references without prior approval from HR.

Any employee receiving a reference request directly should forward it immediately to the Human Resources Department at {{hr_email_address}}.

4. Content of References

References provided by {{company_name}} will typically be factual and will confirm the following information:

a. Dates of employment ({{start_date}} to {{end_date}})

b. Job title(s) held (e.g., {{job_title}})

c. Reason for leaving (if applicable and agreed by the former employee or publicly known, e.g., {{reason_for_leaving}})

d. Salary at the time of leaving (if requested and authorised by the former employee, e.g., {{currency}}{{salary_at_leaving}} per annum)

{{company_name}} will not, as a standard practice, provide subjective opinions on an individual's performance, attendance, or character, unless there is a clear business need or a specific request accompanied by employee consent, and all statements can be factually substantiated.

5. Responding to Reference Requests

All requests for employment references must be submitted in writing (via email or post) to the Human Resources Department.

{{company_name}} aims to respond to all legitimate reference requests within {{number_of_days}} working days of receipt.

References will only be provided once the former employee has given their explicit consent, where required by data protection regulations.

If a reference is required for immigration purposes, specific details and consent should be provided by the former employee.

6. Data Protection and Confidentiality

All information provided in a reference will be processed in accordance with applicable data protection laws, including (where applicable) the General Data Protection Regulation (GDPR) or relevant national data protection legislation.

Information disclosed will be limited to what is relevant, accurate, and necessary for the purpose of the reference.

Former employees have a right to request access to any reference written about them by {{company_name}}.

7. Avoiding Discriminatory Practices

References will be provided without discrimination on the basis of race, colour, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other protected characteristic.

All internal decision-making processes regarding reference provision will adhere to equal opportunities principles.

8. Disclaimers

All references issued by {{company_name}} will include a disclaimer stating that the information is provided in good faith and without guarantee, and that the company accepts no liability for any loss or damage caused to the recipient by reliance on their content. A typical disclaimer will state: 'This reference is given in confidence and without legal liability on the part of {{company_name}} or the referee. The information provided is based on our records and reflects the position at the time of the employee’s departure.'

9. Breach of Policy

Any employee found to be providing unauthorised references or violating the terms of this policy may face disciplinary action, up to and including termination of employment.

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{{print_name}}

{{title}}

{{company_name}}

{{date}}