Job references and interim reports made easy: rights and tips for professionals

Do you only think of an employment reference as a formal farewell note from your employer? Then it's time to change that! 

Whether you are looking for a new challenge or simply want to document your professional achievements, job references and interim references are key documents that are often underestimated. They are your personal letters of recommendation that can open doors and create opportunities. Let's take a look at what makes these documents so important and how you can use them for your career.

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What is an employment reference?

An employment reference is an official document that documents your professional achievements and behavior in the workplace. It is therefore both a confirmation of your employment and a business card of your professional past that shows potential new employers what you can do. Keep in mind, however, that a letter of reference is not the same thing.

There are two main types of references:

• Simple job reference: It only confirms the type of activity and the duration of employment.
• Qualified reference: This contains much more - how well you did your work and how you got on with colleagues and bosses. If you want such a detailed reference, you need to ask your line manager for one.

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Who is entitled to a reference?

Every employee in a dependent employment relationship is entitled to a reference. This applies regardless of whether the employment is full-time, part-time or temporary. Trainees automatically receive a reference without being requested to do so, whereas freelance employees have no legal right to one.

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Legal framework for employment references

References must be clear and understandable and should not contain any secret codes that could affect your career opportunities. For example, the phrase "The employee always made an effort to complete their tasks", although it sounds positive at first glance, is very ambiguous and may contain hidden criticism. It leaves room for interpretation that the employee may not always have been successful or did not fully complete their tasks.

A reference must also be given to you in writing. This means it must be handed over on paper and not in electronic form. An e-mail with the reference attached is therefore not sufficient. 

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What should you do if you don't get a reference or it's negative?

If you do not receive a reference despite asking, it is important to remain polite but firm. You could also remind your employer of your request in writing and ask for your reference to be issued again. The same applies to a negatively worded reference or one with hidden criticism: talk to your line manager about it. Explain your concerns and ask for clarification or correction. If the conversation does not lead to a solution, you can even file a complaint with your company. In some more serious cases, it may be necessary to take legal action, especially if your reference is affecting your career prospects.

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What is an interim reference?

An interim reference will be issued to you on request during your existing employment relationship. It can be particularly useful if you are planning to apply internally or would like to apply for a job outside your company. 

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Legal framework for interim reports

The legal basis for interim references is less strict than that for employment references. This means you can request an interim reference at any time. But be careful: your employer may get the impression that you are planning to resign and may beat you to it. You should therefore have a good reason for issuing an interim reference so as not to arouse suspicion. A good reason could be, for example, that there has been a significant change in your activities. 

Tips to make sure everything runs smoothly:

1. Ask in good time: It is particularly important to let us know early if you have a qualified certificate.
2. Check your reference: When you receive a reference, take a close look at it. If something is wrong, you can ask for corrections.
3. Set a deadline: If your employer is taking their time, you can set a clear deadline. If that doesn't help, there are also legal options.
   

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