Letter of recommendation

{{Short description|Document which assesses a person being recommended}} A '''letter of recommendation''' or '''recommendation letter''', also known as a '''letter of reference''', '''reference letter,''' or simply '''reference''', is a document in which the writer assesses the qualities, characteristics, and capabilities of the person being recommended in terms of that individual's ability to perform a particular task or function. Letters of recommendation are typically related to employment (such a letter may also be called an '''employment reference''' or '''job reference'''), admission to institutions of higher education, or scholarship eligibility. They are usually written by someone who worked with or taught the person, such as a supervisor, colleague, or teacher. Financial institutions, such as banks, may ask other institutions for references to judge, for example, a potential customer's creditworthiness.

References may also be required of companies seeking to win contracts, particularly in the fields of engineering, consultancy, manufacturing, and construction, and with regard to public procurement and tenders, to assess their ability to deliver the required level of service.

==History== [[File:19. Jahrhundert circa August Heinrich Plinke oil on canvas Gehilfe beim Kupferschmied.jpg|thumb|"Assistant with letter of recommendation introduces himself to the coppersmith", by August Heinrich Plinke, 19th century]]

Letters of recommendation have a long history: for example in the New Testament, Saint Paul discusses whether he needs a letter of recommendation to commend his ministry to the church in Corinth.<ref>{{bibleverse|2|Corinthians|3:1}}</ref><ref>Lias, J. J. (1897), [https://biblehub.com/commentaries/cambridge/2_corinthians/3.htm Cambridge Bible for Schools and Colleges] on 2 Corinthians 3, accessed on 6 June 2025</ref>

== Referee == The person providing a reference is called a '''referee'''. An employment reference letter is usually written by a former employer or manager, but references can also be requested from co-workers, customers, and vendors.<ref name=Doyle>{{cite web|last=Doyle|first=Alison|title=References for employment|url=http://jobsearch.about.com/od/referencesrecommendations/a/referencetips.htm|access-date=2 May 2012|archive-date=5 February 2012|archive-url=https://web.archive.org/web/20120205073639/http://jobsearch.about.com/od/referencesrecommendations/a/referencetips.htm|url-status=dead}}</ref> Teachers and professors often supply references for former students.<ref>{{cite web|title=Requesting Letters of Recommendation|url=http://web.csulb.edu/~psy301/lettersrec.html|website=PSY 301|publisher=California State University Long Beach|access-date=5 April 2017}}</ref> Reference letters for organizations are usually supplied by parties to which the company has provided similar services in the past.

Reference letters for students are usually written by a former teacher or professor.

== Content == The employment reference letter can cover topics such as:<ref>Peter Häusermann: ''Arbeitszeugnisse – wahr, klar und fair. Tipps und Anregungen für verantwortungsbewusste Arbeitgeber''. 6. Auflage. Spektramedia, Zürich 2008, {{ISBN|978-3-908244-08-0}}</ref> * the employee's tasks and responsibilities * the duration of employment or tasks/ responsibilities * the position relative to the author of the reference letter * the employee's abilities, knowledge, creativity, intelligence * the employee's qualifications (foreign languages, special skills) * the employee's social attitude * the employee's power of rapport * reason(s) of employment termination * some text with the actual recommendation itself (e.g. 'I unequivocally recommend ... [name] as a ... [function/role] and would be happy to hire him/ her again').

== Language == In some countries, elements of performance are evaluated using established forms of expression, sometimes euphemistic. For example, in the German-language ''Arbeitszeugnis'', the following terms are frequently used:<ref>Günter Huber, Waltraud Müller: ''Das Arbeitszeugnis in Recht und Praxis. Rechtliche Grundlagen, Musterzeugnisse, Textbausteine, Zeugnisanalyse''. 12. Auflage. Haufe, Freiburg/Breisgau, Berlin, Planegg bei München, Würzburg 2009, {{ISBN|978-3-448-09322-3}}</ref> * Excellent = ''stets zu unserer vollsten Zufriedenheit erledigt'' (always done to our complete satisfaction) * Good = ''stets zu unserer vollen Zufriedenheit'' (always to our full satisfaction) * Satisfactory = ''zu unserer vollen Zufriedenheit'' (to our full satisfaction) * Adequate = ''zu unserer Zufriedenheit'' (to our satisfaction) * Poor = ''hat sich bemüht, den Anforderungen gerecht zu werden'' (has endeavored to meet the demands)

This language established itself as an unwritten code in the employment world. Its purpose was to give even weakly performing employees a letter of recommendation that does not sound negative. However, the euphemistically glazed-over descriptions are now codified and generally known, so that the original cryptic intent is no longer served.<ref>Thorsten Knobbe, Mario Leis, Karsten Umnuß: ''Arbeitszeugnisse: Textbausteine und Tätigkeitsbeschreibungen'' (dt./engl.). 5. Auflage. Haufe, Freiburg/Breisgau, Berlin, Planegg bei München, Würzburg 2010, {{ISBN|978-3-448-10118-8}}.</ref> Nonetheless, it is still standard to use this codified language.

== Recipient of the letter == Depending on context and issuer, letters can be either: * specifically requested to be written about someone, and therefore addressed to a particular requester (such as a new employer, university admissions officer) * or may be issued to the person being recommended without specifying an addressee

For example, a German ''Arbeitszeugnis'' is usually issued automatically to a leaving employee, and is therefore not addressed to a particular requester. A letter of recommendation for a university of college in the US is usually written for and addressed to a specific institution the student wants to apply to.

If the letter is addressed to a particular requester, the letter will often be sent directly to that requester, and not to the applicant. In that case, applicants usually have the right to view a copy of the letter. Some applications, such as professional schools, give applicants the choice to waive their right to view their letters. Usually, applicants are encouraged to waive their rights because if they do not, it is a sign they are not confident in their recommenders.

== Checking of references == Most potential employers will contact referees to obtain references before offering a job to a new employee. A survey by the Society for Human Resource Management (SHRM) found that eight out of ten resource professionals said they regularly conduct reference checks for professional (89%), executive (85%), administrative (84%) and technical (81%) positions.<ref>{{cite web|last=Doyle|first=Alison|title=References – Will They or Won't They?|url=http://jobsearch.about.com/od/gettingreferences/a/references.htm|access-date=2 May 2012|archive-date=27 January 2012|archive-url=https://web.archive.org/web/20120127055328/http://jobsearch.about.com/od/gettingreferences/a/references.htm|url-status=dead}}</ref> Candidates are advised to ensure that they provide a suitable list of referees to their new prospective employer or institution, and to contact those referees to ensure that they are able and willing to provide a suitable reference. In some cases, employers will contact a candidate's former company for a reference even if no contact is supplied by the candidate.

==Duty to provide a reference== Some employers may not be willing to provide reference letters because they may be concerned about potential lawsuits. In this case, the employer may only provide the job title, dates of employment, and salary history.<ref name=Doyle/> Finland,<ref>{{Cite web|url=http://www.tyosuojelu.fi/web/en/employment-relationship/certificate-of-employment|title=Certificate of employment|website=Website of Occupational Safety and Health Administration in Finland|access-date=13 March 2018}}</ref> Germany, Austria, Switzerland, Hungary<ref>See [http://njt.hu/cgi_bin/njt_doc.cgi?docid=143164.348578 Section 81 of the Labour Code]</ref> and Bulgaria are the only countries in Europe where employees can legally claim an employment reference, including the right to a correct, unambiguous, and benevolent appraisal.<ref>Heinz-Günther Dachrodt, Erich Ullmann: ''Zeugnisse lesen und verstehen. Formulierungen und ihre Bedeutung''. ÖGB-Verlag Wien 2000, {{ISBN|3-7035-0809-4}}</ref>

While there is no common law duty to provide a reference,<ref>''Lawton v BOC Transhield Ltd'', [1987] 2 All ER 608</ref> the Supreme Court of Canada has held that a refusal to do so may constitute "conduct that is unfair or is in bad faith" with respect to a wrongful dismissal, and thus "indicative of the type of conduct that ought to merit compensation by way of an addition to the notice period."<ref>{{cite CanLII|litigants=Wallace v United Grain Growers Ltd|link=Wallace v United Grain Growers Ltd|year=1997|court=scc|num=332|format=canlii|pinpoint=par. 96–101|parallelcite=[1997] 3 SCR 701|date=1997-10-30|courtname=auto|juris=}}, subsequently affirmed in {{cite CanLII|litigants=Honda Canada Inc v Keays|link=Honda Canada Inc v Keays|year=2008|court=scc|num=39|pinpoint=par. 57|parallelcite=[2008] 2 SCR 362|date=2008-06-27}}</ref> There is a duty of care to ensure that, where one is provided, it is accurate and fair and not give a misleading impression,<ref name="Eversheds2016">{{cite web |url= http://www.eversheds.com/global/en/what/articles/index.page?ArticleID=en/Employment_and_labour_law/Regulatory_references_are_you_ready|title= Regulatory references: are you ready?|author= |date= 28 January 2016|publisher= Eversheds|access-date= 13 February 2016}}</ref> as held by the House of Lords in ''Spring v Guardian Assurance plc''.<ref>{{cite BAILII|litigants=Spring v Guardian Assurance plc|link=Spring v Guardian Assurance plc|court=UKHL|year=1994|num=7|parallelcite=[1995] 2 AC 296|date=7 July 1994}}</ref> If an employer goes beyond what a reference should contain, or if it gives inaccurate or misleading information, liability may arise in the areas of breach of statutory duty, negligent misstatement, deceit, defamation or malicious falsehood.<ref name="Eversheds2016"/> It does not matter what form the reference might take.<ref>{{cite BAILII|litigants=Byrnell v British Telecommunications & Anor |link=|court=EWHC|division=QB|year=2009|num=727|para=29, 32|parallelcite=|date=20 February 2009}}</ref>

In the United Kingdom, references received by an employer from another person or organization can be disclosed to the person about whom they are written under the subject access provisions of the Data Protection Act 1998, but certain confidentiality considerations apply as to the identity of the person giving the reference.<ref>{{cite web |url= https://ico.org.uk/media/for-organisations/documents/2775/references_v1_final.pdf|title= Data Protection Good Practice Note: Subject access and employment references |author= |date= 16 November 2005|publisher= Information Commissioner's Office|access-date= 14 February 2016}}</ref> As a result, together with the duty of care under ''Spring'', many organizations have issued guidance as to best practice to be undertaken by reference providers.<ref>{{cite web |url= https://www.stir.ac.uk/media/services/registry/planning/legalcompliance/ReferencesAdvisoryNote.pdf|title= Data Classification: Issuing of Staff and Student References Advisory Note|author= |date= January 2015|website= stir.ac.uk|publisher= University of Stirling}}</ref><ref>{{cite web |url= http://www.sath.nhs.uk/Library/Documents/HR/Policies/HR70%20Employment%20References%20v1.pdf|title= Human Resources Policy No. HR70: Employment References|author= |date= December 2010|website= sath.nhs.uk|publisher= Shrewsbury and Telford Hospital NHS Trust}}</ref>

The duty of care has also been held to apply in non-reference situations, as noted in 2011 in '' McKie v Swindon College''.<ref>{{cite journal |last1= Salter|first1= Michael|last2= Bryden|first2= Chris|date= 24 June 2011|title= Gone but not forgotten|url= http://www.newlawjournal.co.uk/nlj/content/gone-not-forgotten|journal= New Law Journal|volume= 161|issue= 7471}}, discussing {{cite BAILII|litigants=McKie v Swindon College|link=|court=EWHC|division=QB|year=2011|num=469|parallelcite=|date=11 February 2011}}</ref> In another case, the Court of Appeal of England and Wales has held that "a reference must not give an unfair or misleading impression overall, even if its discrete components are factually correct."<ref>{{cite BAILII|litigants= Bartholomew v London Borough Of Hackney & Anor |link=|court=EWCA|division=Civ|year=1998|num=1604|parallelcite=|date=23 October 1998}}</ref> However, while a reference must be accurate and fair, it is not necessary to report all material facts concerning an individual,<ref>{{cite BAILII|litigants=Cox v Sun Alliance Life Ltd|link=|court=EWCA|division=Civ|year=2001|num=649|parallelcite=|date=9 May 2001}}</ref> but it can be argued that, if an agreed reference arising from a settlement agreement is misleadingly incomplete, the employer can be sued by a subsequent employer for breaching its duty of care.<ref>{{cite book |last1= Smith|first1= Ian|last2= Baker|first2= Aaron|date= 2015|title= Smith & Wood's Employment Law|edition=12th|url= https://books.google.com/books?id=rpFcCgAAQBAJ&pg=PA163|publisher= Oxford University Press|page= 163|isbn=978-0-19-872735-4}}</ref> The Employment Appeal Tribunal, in an unfair dismissal case, ruled that, in preparing a reference, it was not reasonable to provide details of complaints against an employee of which the employee was not aware.<ref>''TSB Bank Plc v Harris'' [http://www.bailii.org/uk/cases/UKEAT/1999/1145_97_0112.html [1999] UKEAT 1145_97_0112] (1 December 1999)</ref>

The Court of Appeal has further held that, if an employee leaves when an investigation is ongoing but has not been concluded, or where issues arise after an employee leaves that have not been investigated, employers can disclose this information but should do so in a measured and fair way, which will be particularly important if to omit this information would mean providing a misleading reference.<ref>{{cite BAILII|litigants=Jackson v Liverpool City Council |link=|court=EWCA|division=Civ|year=2011|num=1068|parallelcite=|date=15 June 2011}}</ref>

In 2014, the UK government's Crown Commercial Service issued an information note clarifying that government departments are permitted to issue references relating to suppliers, and that failure to do so, reflecting a belief that policy matters prevented references from being issued, could have a detrimental effect on companies' development, especially small and medium sized enterprises.<ref>Crown Commercial Services, [https://www.gov.uk/government/publications/procurement-policy-note-1114-references-and-public-procurement Procurement Policy Note 11/14: references and public procurement], published 10 December 2014, accessed 6 May 2021</ref> The information note emphasized the importance of references being based on evidence and contemporaneous records, related to a specific proposed contract for which a reference has been requested, and issued by a member of staff formally authorized to speak for the organization providing the reference.<ref>Crown Commercial Service, [https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/386966/References_PPN_Final_1214.pdf Procurement Policy Note – References and Public Procurement], published 10 December 2014, accessed 6 May 2021</ref>

In 2016, the Financial Conduct Authority and the Prudential Regulation Authority are issuing rules that will require the furnishing of references, before any approval or certification may be given by them, as well as specifying the information that they must contain.<ref name="Eversheds2016"/><ref>{{cite web |url= http://fca.org.uk/news/cp15-31-regulatory-references|title= CP15/31: Strengthening accountability in banking and insurance: regulatory references|author= |date= 6 October 2015|publisher= Financial Conduct Authority}}</ref><ref>{{cite web |url= http://www.bankofengland.co.uk/pra/Pages/publications/cp/2015/cp3615.aspx#|title= Strengthening accountability in banking and insurance: regulatory references – CP36/15|author= |date= 6 October 2015|publisher= Prudential Regulation Authority}}</ref>

== Relieving letters in India == In India, employees typically receive a '''relieving letter''' (also called an '''experience certificate''' or '''service certificate''') from their employer when leaving a job.<ref>{{Cite web |title=india – What is a relieving letter? What are the consequences of not having one? |url=https://workplace.stackexchange.com/questions/20945/what-is-a-relieving-letter-what-are-the-consequences-of-not-having-one |access-date=2022-03-31 |website=The Workplace Stack Exchange}}</ref> While the relieving letter may also serve as a letter of recommendation, the specific purpose of the relieving letter is to prove to any new employer that the applicant properly resigned from their old job and fulfilled all obligations to the former employer, such as working the notice period.<ref>{{Cite web |title=How To Write Relieving Letter: A Complete Guide With Example |url=https://in.indeed.com/career-advice/resumes-cover-letters/how-to-write-relieving-letter |access-date=2022-03-31 |website=Indeed Career Guide |language=en}}</ref>

Generally, employers are legally required to provide a relieving letter to leaving employees.<ref>{{Cite web |title=Did your employer ever deny the Experience Certificate? Read on. – People First |date=5 February 2020 |url=https://peoplefirst.in/did-your-employer-ever-deny-the-experience-certificate-read-on/ |access-date=2022-03-31 |language=en-US}}</ref> In Kerala, for example, this is regulated in the Kerala Shops and Commercial Establishments Bill<ref>{{Cite web |title=THE KERALA SHOPS AND COMMERCIAL ESTABLISHMENTS (AMENDMENT) BILL, 2014 |url=http://www.niyamasabha.org/bills/13kla/published/293-pub-eng.pdf |quote=5F.Issue of service certificate. Every employer shall provide service certificate to the employees, in such manner as may be prescribed, at the time of resignation or retrenchment or superannuation or while applying for another job.}}</ref> Despite this, employers will sometimes deny or delay providing a relieving letter, which makes it difficult for a leaving employee to start a new job.

==See also== *Character witness

== References == {{Reflist|3}}

== Bibliography == * Karl-Heinz List: ''Das zeitgemäße Arbeitszeugnis. Ein Handbuch für Zeugnisaussteller''. 3. Auflage. BW Bildung und Wissen Verlag, Nürnberg 2008, {{ISBN|978-3-8214-7676-6}}. * Hein Schleßmann: ''Das Arbeitszeugnis. Zeugnisrecht, Zeugnissprache, Bausteine, Muster''. 18. Auflage. Verlag Recht und Wirtschaft, Frankfurt am Main 2007, {{ISBN|978-3-8005-3083-0}}. * Volker Stück: ''Das Arbeitszeugnis''. In: ''Monatsschrift für Deutsches Recht''. 60. Jg., Bd. 2, 2006, S. 791–799. * Arnulf Weuster, Brigitte Scheer: ''Arbeitszeugnisse in Textbausteinen. Rationelle Erstellung, Analyse, Rechtsfragen''. 11. Auflage. Richard Boorberg Verlag, Stuttgart, München, Hannover, Berlin, Weimar, Dresden 2007, {{ISBN|978-3-415-03862-2}}. * {{cite web |url= http://greggowe.com/files/Reference%20Letters.pdf|title= Reference Letters|last1= Gowe|first1= Gregory T.|date= May 2006|website= greggowe.com|publisher= Lawson Lundell LLP|location=Vancouver}}

Category:Employment Category:Letters (message) Category:Recruitment