Checklist – Giving References
This checklist is to provide some guidance when asked to provide references for current or past
employees.
Item
All information provided must be true, fair and accurate and the referee must have
reasonable grounds, based on fact, to support any statements made, including
personal opinions.
You should ensure that the reference does not give a misleading overall impression
and is not unduly selective.
Examples of factual information that could be included are;

The dates the individual’s employment with the school began and ended (if
applicable),

Job title (or former job title),

Short description of their main duties / level of responsibility,

Where relevant, if the individual had additional responsibilities such as
responsibility for staff, budgets, etc.,

Any other jobs the individual held within the school and how long they
performed those jobs,

Information about the individual’s attendance record. This should be factual
information only i.e. the number of days’ absence over the last 12 months of
employment. It should not include any information about the reasons for any
absence,

If applicable, their reason for leaving. Again, factual information only e.g.
‘resignation’, ‘retirement’, ‘redundancy’, ‘temporary contract ended’,
‘dismissal’ etc.
When writing a reference, you should assume that the subject will be able to access
it at a later date.
Don't confuse fact with opinion. Make sure opinions are clearly stated as opinions.
If asked to provide an opinion about which you cannot make an unequivocal
statement, for example regarding the individuals honesty and integrity, it is
appropriate to use a phrase such as, “I know nothing that would lead me to question
x’s honesty”.
Do not use coded or ambiguous language.
When writing a personal character reference, rather than an employment reference
you should make the context of the reference clear. State how you are acquainted
with the individual in the opening paragraph. Do not use school letter headed paper.
Do not give an oral reference unless absolutely necessary.
When giving a verbal reference the identity of the caller should be confirmed to
ensure that the request is legitimate. Where possible the telephone reference should
be confirmed in writing. You should not make a statement that you are not prepared
to back up in writing and back up with facts. If unsure, consult your Schools HR
Advisor.
REFS Checklist 1 – Giving References
August 2015

If you have to refuse to supply a reference, issue a carefully worded refusal. Do not
imply a negative reference. A refusal to provide a reference may be unhelpful to
other employers and is likely to be interpreted as an indication that there was a
problem with the individual which might then disadvantage them.
Do not include factual detail or opinion on the following:

racial or ethnic origin,

political opinions,

religious beliefs,

Trade Union activities,

physical or mental health,

sexual life,

details of criminal offences.
If you have been asked to provide details of sickness absence then consult your
Schools HR Advisor.
Having provided a reference for an individual, a copy should be retained on the
individual’s personal file.
You should bear in mind that the subject of the reference may seek access to the
content of the reference.
If you have any concerns regarding the provision of a reference, contact your
Schools HR Advisor for guidance before providing any information to a prospective
employer.
In all cases, keep copies of information provided (letters/emails and notes of any
telephone discussions) as this information may be called upon in the future if any
queries arise.
REFS Checklist 1 – Giving References
August 2015