Requirements job reference - content, structure, wording and more

Content

1. What is a job reference?

2. Differences: Simple job reference vs. qualified job reference
   
   

3. Who is entitled to a job reference?

4. What are the deadlines for a qualified reference?

5. Who is allowed to write the job reference?

6. What are the different job references (qualified job reference, interim reference or training reference)?

7. Reference principles: The qualified reference must contain the following information

8. Formal requirements, the external form of the reference - What must a job reference look like?

9. Which areas and achievements should be mentioned in a job reference?

10. What should not be included in the reference?

11. Formulation job reference: What the codes mean

12. Conclusion: Job references are a valuable tool for job applications

What is a job reference?

The job reference should reflect the personal and professional qualifications of an employee and is considered an assessment of the cooperation. A distinction is made between two types of job references:

1. the simple employer's reference,
2. the qualified job reference.

An employer's reference must always be issued in writing. It is therefore not possible to hand over an employer's reference in electronic form. As a rule, a qualified reference comprises one to two DIN A4 pages. However, it can also be three DIN A4 pages long.

Differences: Simple job reference vs. qualified job reference

Compared to a qualified reference, a simple reference contains significantly less information. As a rule, such a reference only lists information about the personal details as well as the type and duration of the employment relationship. Since it does not contain any comments on the employee's working methods and soft skills, this form of reference does not provide any insight into the employee's work performance and work quality.

In addition to these general statements, the qualified job reference also includes detailed information regarding the employee's duties and scope of work. However, the greatest importance of the employer's reference is the performance evaluation of the employee and the assessment of behavior and social competence. Here, detailed information is provided regarding behavior towards colleagues, superiors and customers, and aspects of work performance are mentioned. Reasons for termination of the employment relationship are often also listed.

Who is entitled to a job reference?

According to Section 630 of the German Civil Code (BGB), every employee who is employed in Germany has a legal right to a written reference from the employer. This means that employers are legally obliged to issue a reference. They cannot therefore refuse a request for a simple or qualified reference.

This entitlement applies to a permanent position as well as to an internship, a trainee position or a position as a working student. This means that pupils and students also have the option of requesting a written performance appraisal from their employer.

What are the deadlines for a qualified reference?

Based on the legal entitlement, the employer is obliged to issue the certificate by the end of the notice period. However, employees should not take too long with the application, because the entitlement expires three years after the end of the employment relationship. It is therefore advisable to ask for a qualified reference before the end of the employment relationship.

Who is allowed to write the employer's reference?

In principle, the employer always writes the reference. However, it does not always have to be the management, the direct superior or a personnel officer who writes the reference. Strictly speaking, according to labor law, it is even possible for the employee to write his or her own reference or at least to suggest and submit formulations. Thus, employees can take the work off the hands of personnel managers and superiors, and at the same time have the chance to influence the design of their reference.

Afterwards, the reference is checked and approved by the responsible HR staff and signed by the management or the direct supervisor. This is because such a reference is only valid if it contains the signature of one of the supervisors.

What are the different job references (qualified job reference, interim reference or training reference)?

In addition to the classic employer's reference, which is issued upon termination of employment, there are other types of references.

Basically, a distinction is made between the following types of references:

• The general employer's reference: the general employer's reference is also considered the final reference. A qualified reference contains information about the type and duration of the employment relationship as well as the employee's working methods and quality of work. It also contains information on the employee's conduct and the reasons for the termination of the employment relationship.
• The interim reference: An interim reference provides information about the nature and duration of the employee's employment. In addition, an interim reference mentions current performance and conduct toward supervisors and colleagues.
• The certificate of employment: A certificate of employment or confirmation of employment only provides information about the duration of employment and contains information about the function performed.
• The training certificate: The training certificate contains information about the learned profession and the duration of the training. At the trainee's own request, it may also mention performance and conduct towards colleagues and superiors.

Testimonial principles: The qualified reference must contain the following information

Although the exact content and structure of a job reference is not regulated by law, there is a certain structure for the structure that employers should adhere to. Companies that deal with the topic quickly know which elements and content are important, what the presentation and scope of a qualified job reference should look like, and what reference language should be observed to ensure that a job reference makes a good impression.

In general, the following structure is recommended for an employee's reference: 

1. Letterhead with the employer's data
2. Heading: "Testimonial", "Qualified job reference" or "Job reference".
3. The employee's personal data: first and last name, date of birth, etc.
4. Information about the type of employment and the duration of the employee's employment
5. The job description: the job description lists aspects of the job and everything about the tasks and daily work in the company.
6. The performance appraisal: In the performance appraisal is the evaluation of the way of working, performance and motivation, as well as aspects of professional competence and information about the job in the company. This includes the tasks of the job as well as the achievements of the employee.
7. The behavior evaluation: The social behavior evaluation describes the behavior towards other employees, customers and superiors and includes an evaluation of leadership skills.
8. The reason for leaving: In some circumstances, information may also be provided as to why the employee is leaving the company and the position. For example, the following wording is usually used here: "The employee is leaving at his or her own request." or "The employment relationship between our company and the employee is terminated by mutual agreement."
9. Closing formula and future wishes: The closing formula always includes a regret formula in a good overall evaluation. A template is often used in its preparation and general formulas are resorted to.
10. Place, date and signature

Formal requirements, the external form of the reference - What must a job reference look like?

A formally correct job reference must first of all be issued on company paper. The preparation in electronic form is therefore not permissible. In addition, a qualified job reference must always be free of errors and handed over in a proper condition. Impermissible special characters, spelling mistakes, printing errors or creased paper are thus an absolute no-go and entitle the employee to demand a correction.

In addition, a qualified job reference must always be individual. This means that if an employee can prove that the reference was prepared using a template or sample, he or she can demand a new reference. Equally important is the signature of the personnel manager, because without a signature, a reference is not legal. Depending on the position, position and function, the reference must therefore be signed by a superior, by the personnel manager or even by the shareholder or the chairman of the supervisory board.

Which areas and achievements should be mentioned in a job reference?

Although there is no set pattern for job references, the qualified job reference should always mention the following areas:

The performance

The assessment of performance in a qualified reference includes professional knowledge, technical and communication skills, working methods, work performance and the assessment of leadership behavior if the employee is in a management position.

The know-how

Know-how is one of the most important contents in qualified job references. It is described in a qualified reference on the basis of the following points: 

• The technical knowledge,
• the comprehension skills,
• the ability to solve problems,
• intellectual and creative abilities,
• work experience.

The working style

The work style provides information about the pattern the employee follows and where his or her strengths lie. These include the following: 

• Reliability,
• the ability to work under pressure,
• independence,
• diligence,
• trustworthiness,
• discretion,
• the loyalty.

The achievements

Another important point of a qualified job reference is all the successes that the employee was able to record. The following points in particular should be mentioned:

• The pace of work,
• the quantity of work,
• the quality of work,
• the negotiating skills,
• the power of persuasion.

What should not be included in the reference?

There are certain patterns and guidelines for the content of a job reference. One of the most important of these is the fact that job references must always be formulated positively. All negative formulations should therefore be avoided. In addition, incidents in private life have no place in a reference. The same applies to information about whether an employee is or was a member of the works council or a trade union and whether the employee left the company due to parental leave or maternity leave.

Equally taboo is personal information regarding health status, disabilities or political party affiliation. Participation in strikes and the existence of criminal offenses that have nothing to do with the employee's job must also not be mentioned.

Thus, the following matters should not be mentioned in the contents of an employer's reference:

• Works council activities,
• Incidents from private life,
• pregnancy and maternity leave,
• voluntary activities,
• trade union membership,
• sideline activities,
• Number of sick days and absences,
• health status and disabilities,
• Criminal offenses unrelated to employment with employer,
  warnings,
• Salary information,
• participation in strikes.

Formulation job reference: What the codes mean

A qualified reference always contains certain formulations that initially read positively. However, what the formulations of the reference really mean only becomes clear when the content is analyzed in detail. In the following sections, we will show what the codes of a qualified reference say and how they can be interpreted.

The employee's readiness to work

The description of the employee's willingness to work, is intended to assess the "will" and willingness to perform. It mentions how committed and motivated the employee was during the employment.

The following examples indicate very good performance:

• "The employee impressed us from the beginning with a great willingness to work hard, a very good grasp of the job, and a strong ability to work under pressure in times of increased workload."
• "Mr. X always showed extraordinary initiative and great commitment in carrying out the tasks assigned to him."

The employee's ability to work

In addition to "willingness", "ability" is also assessed in an employer's reference. This mainly concerns the professional aptitude and the requirements that were necessary to fulfill the tasks in the employment relationship.

The following formulations indicate very good work aptitude:

• "Due to his high willingness to learn and his extensive technical knowledge, Mr. X met new work situations and responsibilities very confidently and always with an open mind."
• "The employee always mastered his field of work comprehensively and confidently and acquired new knowledge independently and quickly."

The expertise of the employee

Equally important is the assessment of expertise. If this is described as sound and comprehensive, this is a clear recommendation from the employer. In addition to this, it is often described how the existing expertise has been applied in practice.

Examples of a very good evaluation might be as follows:

• "Ms. X has comprehensive and in-depth expertise as well as outstanding market and industry knowledge, which she applied profitably for our company."
• "Mr. X is characterized by extensive industry knowledge and in-depth knowledge in his relevant field, which he put into practice in an exemplary manner at all times."

The way the employee works

When it comes to working methods, the main assessment is how an employee uses his or her resources to perform activities satisfactorily. In addition, personal strengths are highlighted here.

Examples of a very good evaluation of working methods may be as follows:

• "Mr. X acted independently and reliably at all times and adapted his actions excellently to changing market conditions."
• "The employee's working methods were always characterized by great efficiency, systematics and effectiveness."

The work success of the employee

Particularly in the case of employees who perform very well, the most important work successes are also reflected in the job reference. The link between the successes and the personal strengths as well as the professional suitability is often made clear.

Examples of very good work successes can be mentioned as follows:

• "The employee always achieved very good results, both qualitatively and quantitatively. He managed a large number of projects on his own responsibility and thus achieved a doubling of the company's sales. We would like to express our gratitude for these results."
• "Due to her conceptual, creative and logical thinking skills, Ms. X always found very good solutions for all problems that arose and thus ensured permanently smooth company processes."

The leadership quality of the employee

If an employee has gained management experience in his or her position, or even assumed management responsibility, this is always mentioned in the reference.

Examples of this may be as follows:

• "As a manager, Mr. X understood how to successfully motivate and involve all employees in such a way that they fully identified with their tasks and gladly took on responsibility. His leadership style was characterized by a trusting, respectful and productive working atmosphere."
• "In leading the team, the employee succeeded in individually promoting the professional and personal development of all subordinates. As a result, the employee was particularly appreciated for his open and communicative leadership style."

The social behavior of the employee

Equally important is the social behavior of the employee. The behavior towards superiors, colleagues as well as customers and business partners should always be explicitly mentioned. Thus, it is common for a sentence to be listed for each group of people. However, this only applies if the employee also had regular customer contact.

Typical examples of exemplary social behavior may be as follows:

• "His or her behavior toward superiors was exemplary and characterized by respect at all times."
• "Because of her cooperative attitude, Ms. X was always well liked and respected by colleagues."
• "Her behavior towards colleagues was exemplary at all times. Due to her team-oriented and cooperative nature, she was always held in high esteem."
• "Towards our business partners, Mr. X always appeared polite, confident and approachable. We would like to particularly emphasize his communicative skills at this point."

Conclusion: Job references are a valuable tool for job applications

According to labor law, every employee in Germany is entitled to a reference with a performance evaluation from his or her employer. In order for this to be issued correctly, it requires a certain structure. A reference should provide comprehensive information about the working relationship between the employee and the employer and assess the employee's performance in the company.

With the correct reference language, a suitable structure and all relevant information, such a reference can give a new employer a good impression of the employee's performance and motivation. Because of this, almost every company asks for the applicant's reference when applying for a job. In this way, employers can already get a good picture of the potential employee and his or her performance when viewing the application letter. Thus, the reference is considered a valuable tool in an application and should not be underestimated by any employee.

More information

Learn even more about writing job references in the following guide. From sample formulations, building blocks and hidden messages - here we go even more in depth.