FAQ: Employment Reference What Employees Should Know About Employment References

Employment references are an integral part of professional life. As part of a job application, they are included in the application materials alongside cover letters and resumes. That’s why it’s important to pay close attention to what’s written in your employment reference. 

Contents

1. Am I entitled to a job reference?
2. How long am I entitled to a job reference?
3. What types of employment references are there?
4. What formal requirements must a job reference meet?
5. What school grade does my employment reference correspond to?
6. Are there secret codes in the employment reference?
7. What is the closing formula?
8. What should not be included in an employment reference?
9. Am I entitled to have my employment reference corrected?
10. What should I do if my employer refuses to issue a job reference?
11. Where can I get help with questions or disputes regarding my employment reference?

1. Am I entitled to a job reference?

Yes, this right is established by law and cannot be waived. It applies to apprentices, working students, individuals in internships or mini-jobs, temporary workers, and temporary agency workers. The right is based on Section 109 of the German Trade Regulation Act (Gewerbeordnung). It states: “Upon termination of an employment relationship, the employee is entitled to a written reference.” This right arises upon termination of the employment relationship, effective as of the last day of work—regardless of whether you resigned, were terminated, or a fixed-term contract expired. During an ongoing employment relationship, you may request an interim reference upon request if you are taking on a new position within the company, a change in supervision is imminent, or you wish to apply for a job internally or externally. 
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2. How long do I have the right to receive a job reference?

This entitlement is governed by the so-called general statute of limitations, meaning the right to receive a reference expires after three years. So if the employer does not automatically issue a reference upon termination of the employment relationship, you should assert this right. In practice, companies often do not issue the employment reference until the employee actively requests it, even though they are legally obligated to do so automatically. Therefore, it is best to request the employment reference in writing as soon as possible after leaving the company—an email is sufficient for this purpose. The date of issuance of the employment reference must be in connection with the end of the employment relationship. If statutory or collective bargaining agreement statutes of limitations stipulate that all claims arising from the employment relationship or its termination must be asserted within a specific time frame, this also includes the right to request a revision of the reference. If no such request is made within the specified time frame, the right is forfeited. In the event of a dispute or if you have questions about the employment reference, members should therefore seek advice from their local IG Metall chapter.
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3. What types of employment references are there?

There are four types of employment references: the basic employment reference, the qualified employment reference, the interim reference, and the training certificate.

• A basic employment reference is issued upon termination of an employment relationship and contains personal data and basic information about the nature and duration of the work. This is sufficient to document the work performed, especially in the case of short-term assignments. 
• If the assessment of the specific work performance and conduct in the workplace is of decisive importance, a detailed employment reference is appropriate. In addition to the information included in a standard employment reference, this document also contains details regarding performance and conduct during the employment relationship. The detailed employment reference is the norm in workplace practice.
• Aninterim referenceis issued during the course of the employment relationship when there is a valid reason. Typical occasions include a change in supervisor, a transfer of business operations, applying for another position, and the start of an extended period of parental leave. The same rules apply to the interim reference as to the final reference: It must provide information on the duration of the employment relationship, the nature of the work, the employee’s performance, and their interpersonal skills.
• The training certificate is issued upon completion of an apprenticeship or in the event of early termination, such as due to dismissal or a change of employer. The legal basis is Section 16 of the Vocational Training Act (BBIG).

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4. What formal requirements must an employment reference meet?

It must be written on company letterhead, include the place and date, and be signed by the employer or a designated senior representative. In addition, it must be in good condition—that is, it must not have any stains or creases. The document must also be free of spelling errors or corrections. Individual words may not be crossed out, underlined, italicized, or printed in bold. As of January 1, 2025, an employment reference may be issued in electronic form with the employee’s consent. This means that the document no longer needs to be printed on paper and signed by hand. In this case, a qualified electronic signature replaces the handwritten signature.
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5. What school grade does my employment reference correspond to?

A very good employment reference (Grade 1) includes phrases such as: “The assigned tasks were always completed to our complete satisfaction. The employee’s conduct toward supervisors and coworkers was consistently exemplary. We deeply regret the employee’s departure, thank them for their consistently excellent performance, and wish them every success in their future endeavors.”

A goodemployment reference (Grade 2) might include phrases such as: “The assigned tasks were always completed to our full satisfaction. The employee’s conduct toward supervisors and coworkers was exemplary. We regret your departure, thank you for your consistently good performance, and wish you every success in your future endeavors.”

Satisfactory (Grade 3): “The assigned tasks were completed to our full satisfaction. The employee’s conduct toward supervisors and coworkers was good. We regret the employee’s departure and thank them for their work.”

Satisfactory(Grade 4): “The assigned tasks were completed to our satisfaction. The employee’s conduct toward supervisors and coworkers was impeccable. We thank the employee for their contributions.”

Poor(Grade 5): “The assigned tasks were completed to our satisfaction overall (or for the most part). The employee’s conduct toward supervisors and colleagues was generally appropriate. We appreciate the effort to perform well.”

Inadequate (Grade 6): “He/she made an effort to complete the assigned tasks to our satisfaction. Or: He/she carried out the tasks assigned to him/her with great diligence and interest. He/she made an effort to maintain a good relationship with supervisors and coworkers.”
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6. Are there secret codes in the employment reference?

The language of the reference must be clear and understandable, and all evaluations must be phrased favorably so as not to hinder the employee’s search for a new position. Coded phrasing is not permitted. Anyone who encounters such phrasing should file a complaint with the employer. The same applies if you receive an incomplete reference. You should be wary of certain phrases that sound positive but cleverly disguise negative statements. 

Examples: 

• “She/he properly completed the tasks assigned to her/him.” What this actually means: She/he showed no initiative.
• “She/he was always a good role model when it came to punctuality.” Meaning: “But not in other respects.”
• “Made an effort to meet the requirements”: Was willing, but failed.
• “Showed an understanding of the work”: Was lazy and accomplished nothing.
• Was very capable and knew how to present themselves well: Was opinionated and an unpleasant show-off. 
• Contributed to improving the workplace atmosphere through a sociable nature: Has a weakness for alcohol. 
• Advocates for the interests of employees: Is particularly active in the union or on the employee representative committee. 
• Leaves our company of their own accord: Resignation by the employee.
• We parted ways by mutual agreement: Termination agreement initiated by the employer.
• Termination of employment in the middle of the month: This could be a termination without notice.

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7. What is the closing formula?

A qualified employment reference often includes a closing statement. It typically expresses gratitude for the work performed, regret over the employee’s departure, and, finally, best wishes for the employee’s personal and professional future. The employer is not required to include it in the employment reference. However, if closing remarks are customary at the company, the employee is entitled to one. 

Examples of closing remarks:

• For a very good overall evaluation: “... is leaving our company at his/her own request. We deeply regret his/her decision, as we are losing a valuable employee. We thank him/her for his/her service to our company and wish him/her continued success and all the best in his/her personal life.”
• For a good overall evaluation: “... is leaving our company at his/her own request. We regret his/her decision, thank him/her for his/her work at our company, and wish him/her continued success and all the best personally.”
• For an average overall rating:“... is leaving our company at his/her own request. We thank him/her for his/her work and wish him/her all the best for the future.”
• For a satisfactory overall rating:“... is leaving our company at his/her own request. We wish him/her all the best for the future.”
• For a poor overall rating:“... is leaving our company at his/her own request. We wish him/her good luck for the future.”

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8. What should not be included in an employment reference?

The reason for leaving should only be mentioned at the employee’s express request. Similarly, information regarding absences due to illness may not be included if the employee does not wish it to be. References to union membership, service on the works council, or parental leave may also not appear in the reference. The employee cannot demand that the reference include a thank-you for their cooperation or best wishes for the future.
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9. Am I entitled to have my employment reference corrected?

Yes, you have this right if the conditions are met. This means if your employer has unfairly given you a poor evaluation in the reference. However, the burden of proof lies with you. In principle, employees can demand that the reference be corrected if its content does not comply with the regulations. You can pursue this claim in court by filing a lawsuit to correct the reference. Union members can seeklegal protection from IG Metall for both in-court and out-of-court resolution .
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10. What should I do if my employer refuses to issue me a job reference?

In the workplace, employees often have to go to court to enforce their right to receive a reference because their employer refuses to provide one. In such cases, they can sue the employer to compel the issuance of the reference. IG Metall members are represented free of charge by attorneys from DGB Rechtsschutz GmbH in labor and social courts, if necessary. The first point of contact for advice is your local IG Metall office.
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11. Where can I get help with questions or disputes regarding my employment reference?

IG Metall supports its members with questions and helps review employment references. If necessary, IG Metall members are represented free of charge by lawyers from DGB Rechtsschutz GmbH in labor and social courts . The first point of contact for advice is your local IG Metall office. Further information on legal protection is available in our guide *Legal Protection for Union Members: How It Works*. 
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