References: Provide a reference on a former or current employee

When to use this workflow

Use this workflow on receiving a request for a reference for a current or former employee from a prospective employer.

The workflow covers the practicalities of obtaining the employee's consent to disclosing the required information, in accordance with the Data Protection Act 1998.

This workflow is an example of a legally compliant process. Where your organisation's own procedures go beyond the procedure set out in this workflow, you should follow these.

Workflow authors: Produced by the XpertHR editorial team with the assistance of Kalpana Murthy.

Key Steps

  • Ensure have employee's consent to disclose information required for reference
  • Prepare draft reference
  • Provide written reference to prospective employer
  • Retain copy of reference securely for a reasonable amount of time
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