Employment references and agreed wording

An agreed employment reference should be attached or precisely recorded, not described merely as 'a satisfactory reference'. The value of the agreement depends on the wording and how future requests will be handled.

Decide what the reference will cover

Identify job title, employment dates and any agreed description of duties or performance. Acas explains that a reference, where provided, should be fair and accurate and must not mislead. ^[1] Avoid negotiating statements neither party can support.

Ask whether the employer will respond only in writing, who is authorised to respond and how requests asking additional questions will be handled. A standard reference clause may not answer what happens during a telephone enquiry or regulated-sector request.

Align the reference with the departure terms

Check consistency with the reason for leaving, announcement and any settlement agreement. If wording changes during negotiation, attach the final version rather than referring to an old email chain.

Keep the agreed contact details and provide them to prospective employers as appropriate. Settlement review should consider enforceability and permitted disclosures; final pay remains a separate entitlement that should not be confused with receiving the reference. If a later reference differs, retain the actual communication and seek advice about the discrepancy.

Decide which kind of reference is being agreed Clarify whether the employer will provide a basic factual reference or a fuller description of work and performance. Identify the information a likely prospective employer will need, including job title, duties and dates. A phrase such as satisfactory reference gives little guidance about the actual response. Ask for the proposed text and check it against reliable records. The value of the arrangement depends on content that can be supplied consistently, not on a positive-sounding promise that leaves the responding manager to decide later what to say.

Distinguish an employer reference from a personal character reference. A former colleague may be willing to describe their experience of working with you but may not be authorised to speak for the organisation. Make that capacity clear to the recipient. If the employer uses a central HR service, check whether a manager's separate promise can be implemented through it. An agreement with someone who will soon leave the business should include a durable response route, so the reference does not become unavailable when that individual changes role.

Check facts and opinions against the record Verify dates, role names and any description of responsibilities, including promotions or internal moves. If performance wording is proposed, ask what evidence supports it and whether it is accurate for the period described. Acas states that references should be fair, accurate and not misleading, with support for opinions. [1] Do not negotiate praise that contradicts documented facts or assume the employer can omit information required in a regulated context. An accurate, clearly scoped reference is more reliable than wording that either party cannot responsibly stand behind.

Consider how the reason for leaving will be described and whether it matches other agreed communications. A settlement may record an agreed departure without resolving every historical disagreement. Ask the adviser how that should be reflected truthfully in a reference or response to a direct question. Avoid unnecessary personal information, particularly sensitive health or family details. If a prospective employer asks about matters outside the agreed text, the response process should address that possibility rather than leaving an individual manager to improvise a potentially inconsistent answer.

Define how requests will be handled Identify the email or postal address for requests, the authorised respondent and whether the employer will respond in writing only. Ask how telephone enquiries, questionnaires and follow-up questions will be dealt with. A standard text may not fit a recruitment portal that requires separate answers about duties or eligibility for re-employment. Agree how the employer will approach such requests where possible, recognising any legal or regulatory duties. Keep the process with the wording so a future HR administrator understands both the agreed content and its limits.

If timing matters for a current job offer, explain the prospective employer's deadline and request a workable response arrangement. Do not assume that a reference can be supplied instantly simply because the wording is agreed. Give the correct contact details to the recruiter and retain any authorisation or request confirmation. If a delay occurs, check whether the request reached the right address before concluding that the former employer is refusing to comply. A practical communication failure can sometimes be resolved without escalating a dispute about the substance of the reference.

Record the final text within the departure agreement Where the reference forms part of a settlement, attach the exact agreed version or identify it unambiguously. Remove obsolete drafts from the signature pack and check consistency with any clause about announcements or non-derogatory statements. Ask what exceptions apply and how a later legal or regulatory requirement would be handled. A reference promise should not be treated as a guarantee of employment with another organisation. The prospective employer may assess other evidence or require a different type of verification beyond the former employer's agreed statement.

If a later reference appears inconsistent, obtain the actual communication or a reliable account of what was said, together with the request and resulting consequence. Do not rely only on a recruiter's vague comment that the reference was unhelpful. Compare the response with the agreement and relevant records, then seek advice about correction or any claim. Keep dates and loss evidence if an offer was affected. The issue may concern inaccuracy, breach of agreement, discrimination or another matter, each requiring assessment rather than assuming that every unfavourable reference is unlawful.