Recruitment

Managing employment reference requests is one of the most time-consuming jobs for any HR Department. For those with safeguarding obligations, new employees cannot start work until all checks are complete. So, delays in collecting employment reference requests can affect an employee start date.

Finding new staff members is hard enough, so getting them into work quickly is a priority. Your ATS should help you as much as possible.

In this blog, we’ll take a look at the key features an ATS should offer.

Creating Your Own Referee Record

It’s important for employers in Care, Education and some other sectors to keep an accurate record of each referee in addition to returned references. If there are future disciplinary issues, you may need to return to them.

Your ATS should help you copy a referee directly from a jobseeker’s application. You can complete any outstanding information, correct a typo in an email address and so on.

Applicants sometimes provide referee details later in the recruitment cycle. They can arrive by email, phone or post. Your ATS should allow you to create referee record from these sources.

Employment Reference Request Templates

Your ATS should send personalised reference requests quickly and conveniently. It should let you build reference request templates and include merge fields. Merge fields populate the applicant name, referee details, job details and other information automatically when sending the request. Here you can find an example employment reference request template with merge fields.

Reference Documents

When preparing your reference request, you may wish to attach some standard documents. These could include a confidentiality statement, your data protection policy, or safeguarding statement. If you do, your ATS should offer a secure place to store them for easy access. Click-attaching documents is more convenient and more accurate than searching for them in a local directory structure.

Send Your Employment Reference Request

Once sent, reviewing the ongoing status of your employment reference requests should be easy. Your ATS should help you track these. It should know when reference requests were sent, because most should be sent via your ATS. But, there will always be cases where reference requests were made outside of your ATS. It should help you track these too. As references are returned, you’ll want to uptick the status to show that they have been received and reviewed. Only once a reference has been reviewed should you close it for any further action.

Where is an Employment Reference Returned?

Most HR teams monitor a central email address such as hr@yourcompany.com. It shouldn’t matter who makes the request. Your ATS should make sure that replies go to that inbox.

Employment Checks

Employment reference requests may be just one of your jobs when completing employment checks. If you manage a number of checks, your ATS should bring everything together in one area of the system. Completing all checks and uploading supporting evidence should be convenient and audit ready. A good Applicant Tracking System should leave you feeling totally secure by highlighting any outstanding checks on approach to start date.

Want to know more?

CVMinder ATS helps employers recruit for themselves. It manages advertising, applications, selection, interviews, offers, employment checks and more.  It’s a low cost, award winning Applicant Tracking System and it’s developed in the UK. To recruit like the professionals and reduces your annual recruitment costs, contact us now to find out more.

Congratulations! You may be reading this because you have selected your new employee.  Now it’s time to take up references and check the reliability of the information you received.

If you are looking for an example Employment Reference Request template, one is included in this post.

Firstly, let’s deal with some of the myths and issues when requesting references.

What can you ask when making an Employment Reference Request?

Getting an employment reference is important for all employers. Receiving amore detailed reference is of particular concern for regulated employers with safeguarding or security concerns. However, some HR teams believe that they are not entitled to ask for certain information in a reference request.

Be aware that an employer is entitled to ask for either a basic reference or a detailed reference. According to ACAS, the referee may provide the following details:

• Answers to questions from the employer requesting the reference.
• Details about skills, ability and experience.
• Details about character, strengths and weaknesses re the applicant’s suitability for the new role.
• How often the applicant was off work.
• Disciplinary details.
• The reason the applicant left the job.

The amount of detail included in the reference is actually up to the person who provides it, so long as there is no company policy to limit this.

What a referee cannot say

Information provided by the referee:

• must not be misleading
• cannot include irrelevant personal information

Additionally, details provided about your applicant, their role and their performance must be fair and accurate. If a reference includes opinions, the supporting evidence must be provided.

For example, if your applicant’s performance required improvement in some areas, the reference cannot state that the applicant excelled in their job.

Reference confidentiality

A reference is generally confidential between the prospective employer and the referee. Stating that the the reference is confidential between both parties is good practice.

The Data Protection Act 1998 provides an exception with respect to confidential references. This means that the referee is not obliged to give a copy of the reference to the person they referenced. However they may still choose to give a copy.

Once a worker starts with their new employer they may ask the employer to see a copy of a reference. This is where things get a little more complicated. If it was confidentially requested, the employer can say that the reference was acquired in confidence. However, if the reference was negative and influenced an employment outcome, the worker could make a stronger demand.

The employer should gain permission from the referee to disclose the reference either in full or in summary. If agreed and the referee’s name was not known to the worker, the employer could remove the referee name when giving a copy.

If the worker thinks the reference is unfair or misleading, they may be able to claim damages in a court. The previous employer must be able to back up their reference by supplying evidence such as examples of warning letters.

Employment Reference Request Template

We hope that our examples of suitable Employment Reference Request templates help you.

Each employment reference request template denotes name, telephone number or other information as a {{field}}. Just populate your real data in their place.

If you use CVMinder ATS you may recognise these fields. CVMinder ATS is a low cost Applicant Tracking System that sends Employment Reference Requests using templates created by the employer. CVMinder ATS users you can copy either Employment Reference Request template straight into your reference template section.

Example Employment Reference Request Template when considering Safeguarding

Subject: Confidential reference request for {{applicantfullname}}

Dear {{refereefirstname}}

I write to request an employment reference for {{applicantfullname}}, a person we believe to be a former employee of {{refereeorganisation}}.

Your reference is important in determining {{applicantfirstname}}’s suitability for employment with {{company}} and forms part of our commitment to safeguarding and safer recruitment. It should be treated as confidential between us as we do not share references with employees unless there is a legal requirement to do so. The Data Protection Act 1998 provides an exception with respect to confidential references, meaning that you are not obliged to share your reference directly with {{applicantfullname}}.

Should you require any guidance on providing a job reference then please refer to the ACAS guidance by visiting https://www.acas.org.uk/providing-a-job-reference/what-employers-can-say-in-a-reference

I would be grateful if you could answer the following questions at your earliest convenience and preferably within 3 days of receipt of this email. A later response may cause a delay to {{applicantfirstname}}’s employment with us. Your answers should be accurate and supportable by evidence.

Please reply by inserting your answers below each question and returning this reference to {{myemail}}

In relation to {{applicantfullname}} and employment with {{refereeorganisation}}:

1. What was your name and position at the time of {{applicantfirstname}}’s employment with you.
2. On what date did {{applicantfirstname}} commence employment?
3. On what date did {{applicantfirstname}} finish employment?
4. Was {{applicantfirstname}} in full time, part-time or other type of employment with {{refereeorganisation}}?
5. What was {{applicantfirstname}}’s official job title?
6. What was {{applicantfirstname}}’s working relationship with you, {{refereefullname}}
7. Please comment upon {{applicantfirstname}}’s punctuality and attendance during this period of employment. Please refer to your official records when answering this question.
8. Was {{applicantfirstname}} ever subject to disciplinary action? If so, please provide details from your official records.
9. Are you completely satisfied that {{applicantfirstname}} is suitable for work in an organisation with safeguarding obligations?
10. We would be grateful for any further comments.

We are obliged to contact referees upon receipt of an employment reference so that we can validate its provenance. To this end, we have your contact telephone number listed as:

Tel: {{refereephone}} (amend if incorrect)

Should you have any questions or concerns related to this reference request then please email me by return using {{myemail}} or contact me by telephone on {{myphone}}

Many thanks in advance and kind regards,

{{myfirstname}}

General Employment Reference Request Template

Subject: Confidential reference request for {{applicantfullname}}

Dear {{refereefirstname}}

I write to request an employment reference for {{applicantfullname}} who we believe to be a former employee of {{refereeorganisation}}.

Your reference is important in determining {{applicantfirstname}}’s suitability for employment with {{company}}. As a matter of course we do not share references with employees unless there is a legal requirement to do so. Under Data Protection law you are not obliged to share your reference directly with {{applicantfullname}}.

Should you require any guidance on providing a job reference then please refer to the ACAS guidance by visiting https://www.acas.org.uk/providing-a-job-reference/what-employers-can-say-in-a-reference

I would be grateful if you could answer the following questions at your earliest convenience and preferably within 3 days of receipt of this email. Your answers should be accurate and supportable by evidence.

Please reply by inserting your answers below each question and returning this reference to {{myemail}}

In relation to {{applicantfullname}} and employment with {{refereeorganisation}}:

1. What was your name and position at the time of {{applicantfirstname}}’s employment with you.
2. On what date did {{applicantfirstname}} commence employment?
3. On what date did {{applicantfirstname}} finish employment?
4. Was {{applicantfirstname}} in full time, part-time or other type of employment with {{refereeorganisation}}?
5. What was {{applicantfirstname}}’s official job title?
6. What was {{applicantfirstname}}’s working relationship with you, {{refereefullname}}
7. Please comment upon {{applicantfirstname}}’s punctuality and attendance during this period of employment. Please refer to your official records when answering this question.
8. Was {{applicantfirstname}} ever subject to disciplinary action? If so, please provide details from your official records.
9. We would be grateful for any further comments.

Should you have any questions or concerns related to this reference request then please email me by return using {{myemail}} or contact me by telephone on {{myphone}}

Many thanks in advance and kind regards,

{{myfirstname}}

Other Employment Reference Request Templates

There are many employment reference request template options because there are many reasons why you might be asking for an employment reference. If you have comments or suggestions then don’t hesitate to contact us with your thoughts.

Want to know more?

If you would like to know more about requesting employment reference requests from your ATS, why not contact us now.