A sample reference letter from employer: how and when to include a job reference on a resume?

A reference sample from an employer can greatly help you in your job search. It will help you know what this type of output should look like, what should be in it and, conversely, what should definitely not be in it. In addition, we’ve prepared practical tips and advice in this article to help you avoid unnecessary mistakes and know who to ask for references.

What are references?

A reference (also a letter of recommendation) is an informal personal recommendation given to you, as a job applicant, by your former employers, clients or business partners. They are usually a summary of information about your work experience, skills, abilities and personal qualities that will help a potential employer to build a better picture of you and determine whether you are a suitable candidate for the job. A reference includes achievements you have made in a previous job or specific examples of how you have used your strengths. The person writing the reference may mention how well you solve problems, how you work in a team or how you bring interesting ideas to the table. Employer references usually include contact details of the writer so that the new employer can check the accuracy of the information or ask for further details. However, the contacting happens only in the last rounds of the recruitment process, when there are only a few candidates for the chosen job.

Reference types

On request vs proactively

Referees may provide their recommendations:

• On request – that is, if you or your new employer asks them to do so.
• Proactively – this is an initiative to provide a recommendation of the referee’s own volition, e.g. via the LinkedIn platform in the Recommendations section.

Work assessment vs reference

However, we can still look at references from former employers from an employment and formal point of view. In this division, we know two types of documents:

• Work assessment – employer is required to provide this document at the employee’s request upon termination of employment. It is therefore a formal and regulated document governed by the Labour Code. Its exact form and content are not specified by the law. However, it should be an objective assessment of the former employee’s work. Together with the work assessment, an employment certificate is issued.
• Employer reference – this is more of an informal, voluntary and may even be just a verbal (e.g. a phone call between employers) and subjective recommendation that an employer provides to an employee for their future employer.

However, both documents are important when looking for a new job because they tell about the employee’s work history and performance from the perspective of another manager.

Obligation to issue a work assessment and employment certificate

The employer is obliged, in accordance with the provision of § 75 paragraph 1 of the Slovak Labour Code, to issue a work assessment to the employee within 15 days of the employee’s request. The employee can request a work assessment at any time during the employment relationship. However, the employer is not obliged to issue a work assessment earlier than two months before the end of the employment relationship. The law defines a work assessment as: “all documents related to the evaluation of the employee’s work, his qualifications, abilities, and other facts related to the performance of work.” The employee has the right to inspect their personal file and make extracts, copies, and photocopies from it. However, the form, method of issuance, and content of the work assessment are not specified. The employer is also obliged to issue a certificate of employment to the employee upon termination of the employment relationship and to include in it:

• the duration of the employment relationship,
• the type of work carried out,
• whether deductions are to be made from the employee’s wages, in whose favour, in what amount and in what order is the claim for which the deductions are to be made,
• an indication of the employee’s commitment to remain in the employer’s employment for a specified period of time after passing the final examination, A-levels or graduation examination referred to in section 53(2), including an indication of when that period of time will end,
• an indication of the provision of severance pay under section 76a; if severance pay has been paid retrospectively, the employer shall issue a new employment certificate to the employee.

However, if the employee disagrees with the work assessment or work certificate – and the employer has not modified or supplemented the assessment at the employee’s request – they may apply to the court for a reasonable modification of the assessment within 3 months from the date on which the employee became aware of the contents of the document. In such a case, the employer is obliged to modify the document. As regards other information about the employee, apart from the above, the employer is only entitled to provide this information with the employee’s consent.

LinkedIn references – online public evaluation of employees, employers, colleagues or business partners

References on the social network LinkedIn are a separate reference category. You can get these digital recommendations from your contacts – superiors, subordinates or clients. They have several advantages:

• They are publicly available – LinkedIn references are available to anyone who visits your profile. People who wouldn’t otherwise have access to this information can read about your strengths.
• Anyone can give them – anyone can give you a rating for your work on LinkedIn, from your colleagues and clients to your business partners and bosses.
• Easy to fill – the LinkedIn reference template doesn’t have the same strict rules as regular references. All you have to do is write what you think the person’s strengths are and post the text.
• You can have more of them on your profile – there’s no limit to the number of references you can have on LinkedIn. So you can accumulate dozens of them over the course of your career.
• They are authentic – each reference includes the author’s name and a link to their profile. This makes it easy for a potential employer to see what position the person holds, what area they work in, etc.
• They support your professionalism – LinkedIn references are just as important as traditional ones. They can confirm that you’re really good at what you do and have the skills you need.

Why are references important? It’s not just about employee evaluation

References are important for several reasons. The main ones include:

• Verifying your skills and experience – references help potential employers verify that the skills, abilities and work experience you’ve listed on your CV or cover letter are genuine.
• Credibility – a well-crafted reference from your previous employer increases your credibility and gives you some confidence that you will be a good addition to the team.
• A better view of your personality – a CV often just lists your strengths, skills and experience, but a well-written reference can show where and how you’ve used them. Thus, testimonials contain not only employee evaluations but also specific work results. A new employer will have a better idea of how you can lead a team, handle stressful situations or solve problems.
• Comparing candidates more thoroughly – it is often the case in a selection process that some candidates have the same or similar skills. In order to decide which one is better, the employer often looks at references. These can reveal a lot of details about you, such as your performance ratings during crisis situations or your working behaviour in a team, e.g. towards colleagues or clients, and help you get your dream job.
• Encouraging networking – this point is especially true in connection with references on LinkedIn. Good references can help you build valuable professional relationships and build your personal brand.

Where to put references?

You can provide references in a number of different ways, depending on what area you work in or who you’re applying to. Most often, they are included in the following documents:

• CV – references should be listed in a separate section, which you label “References” or “Testimonials”. The advantage of this solution is that the employer has all the information in one document and does not have to click anywhere. On the other hand, a CV only provides limited space, so longer references are better put separately, for example in an attachment.
• CV attachment – ideal if you have a longer reference or don’t want your CV to be several pages long. The attachment should be sent in PDF or Word format.
• Portfolio/website – if you include your portfolio or website on your CV, you can include references here. The advantage is that they are authentic, as you can link directly to the employer’s website or a colleague’s LinkedIn profile, and they are easy to update.
• Cover letter – you can include references in your cover letter. In this case, just briefly mention a recommendation from a supervisor or colleague. However, bear in mind that this is not common practice – references are more likely to appear on a CV or website.

When to include references on a CV?

You should include references in your CV in the following situations:

• if a potential employer asks for it, for example by stating it in the advertisement,
• if you already have some references and you think they could help you get your dream job,
• if you want to impress your employer,
• if you want your CV to be more credible,
• if you have a vacancy on your CV and you want to fill it.

When not to provide references?

References are great and can help you, but they may not always be useful. For example:

• you’re just starting out and you don’t have good references,
• you don’t have a relevant reference from your employer,
• the company does not require references at an early stage of the selection process,
• references make a CV too long.

Who to ask for a reference?

Who you should ask for a recommendation depends primarily on whether you are a university student, a recent graduate or an experienced professional in the field.

• If you are a student or recent graduate, ask for references from, for example, a teacher, professor, coach or part-time employer.
• If you are an experienced professional in the field, a reference can be provided by a previous employer, supervisor or mentor.

Who definitely not to ask for a job reference?

You should never ask for references:

• family members or very good and close friends who cannot be objective,
• colleagues and superiors with whom you had some conflicts,
• people who don’t know you well,
• people who aren’t interested in providing a reference and you have to force them.

How to ask for a job reference?

If you want to ask someone for a reference, you should do so professionally and respectfully. The best way to do this is to follow this procedure:

1. Choose the right person(s) – only ask for references from people who are relevant to you. A reference from someone who works in a completely different field will not be beneficial to a potential employer.
2. Choose an appropriate method of communication – the best way to ask for a reference is a face-to-face meeting, email or phone call. Avoid contacting via social media as this comes across as unprofessional.
3. Phrase your request – your request should be brief, concise and polite. Get straight to the point and remember to be polite. Explain thoroughly to the person what you need the reference for.
4. Have patience – never get references at the last minute. Give the person who has to write it plenty of time. If they turn you down, respect their decision and don’t pressure them.
5. Thank them for their helpfulness – whether or not the person has written you a reference, always thank them for their response.

Sample references and tips on how to include them in your CV

Employee reference evaluations do not have a precise template of what they should look like. However, they should include the following information:

• the name of the person writing the reference,
• the job the person holds,
• the contact details of the person,
• the text of the recommendation itself (strengths, skills, abilities, examples of specific achievements).

To make it easier to write references, we have prepared a handy sample of employer references. Download the Modern CV Samples – References.pdf.

How to write an employee evaluation from the perspective of an employer, manager, or colleague?

When a manager or colleague writes a reference for a former subordinate or colleague, they should follow a few basic rules to ensure that the reference is not only professional but also useful to the prospective employer. Here are a few recommendations:

1. Introduction and context – the first part should briefly introduce your job position and relationship with the employee or colleague. This includes information about in what capacity you have worked with them, how long and in what context. Example:

“I worked with Jan Procesny during his five-year tenure in our company as a project manager. As his supervisor, I can attest to his high work commitment and professional approach in every area of his work.”

2. Job skills and performance – this section should detail the job skills and qualities that the employee has achieved in this position. Try to be specific and provide examples that demonstrate the skills in question. You can include hardskills such as technical skills with various software, professional certifications, or language skills. Example:

“Jan has exceptional technical skills, particularly in project management and working with software tools such as Jira and Asana. In addition, he has an advanced level in Microsoft Excel and has frequently used advanced features such as contingency tables and macros to analyze and visualize data. Jan is also fluent in English and has a working knowledge of German, which has enabled him to work effectively with international clients.”

3. Work ethic and personal qualities – in addition to professional skills, it is important to include the employee’s work ethic and personal qualities. Here you can list softskills such as punctuality, responsibility, flexibility or problem-solving skills. Example:

“Jan is characterized by excellent organizational skills, which was especially evident when managing complex projects with a large scope. Thanks to his attention to detail, we were able to meet challenging deadlines while ensuring high quality results. He was also an active team member, always willing to help his colleagues. Jan is very reliable and always came with a positive attitude, even in stressful situations. He has exceptional communication skills that allow him to communicate effectively with different teams and solve problems quickly and independently.”

4. Final Recommendation – in the final section, make it clear whether you would recommend the person for the next position. Be positive and concise. You can also indicate in what areas you think they would be best suited. Example:

“Based on our cooperation, I am convinced that Jan Procesny will be an asset to any company looking for an experienced project manager with strong organizational skills and an eye for detail. I have no hesitation in recommending him.”

5. Contact details – please provide your contact details at the end so that the new employer can verify the information or get more details if necessary.

A reference structured in this way is clear, positive and offers practical information that will help a prospective employer in their decision-making process.

Which work testimonials and references are correct?

Proper job references on a resume meet these parameters:

1. They are written by a former employer, mentor, client, business partner, professor, teacher, or other person who has worked with you in the past.
2. They can be verified by phone call or email.
3. They shall contain all the particulars, including the name, surname and contact details of the person concerned.
4. They inform you about relevant facts, i.e. your skills and abilities.
5. They tend to be short and concise, not written in half a page or more.
6. They are up-to-date, truthful, objective and positive.

Sample reference – ask for feedback and get the employer’s attention

An employer reference template is a practical solution if you want to make writing a reference and finding a job easier. Remember, however, that an employer reference is not the only type of document that needs to be of good quality and well crafted. In addition to it, you will need a detailed CV and, if the employer requires it, a cover letter in which you can elaborate on your experience and skills.