Employment References - Guidance March 2025

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2. Taking Up References During the Recruitment Process

Why take up references?

References play an important part in the recruitment and selection process as they provide confirmation of a candidate’s employment history, qualifications, and experience. References are just one part of the selection process and should be used to check facts, employment history, qualifications, etc. Only factual information/ data should be relied on, not subjective opinion with regard to competence or performance.

 

When do we take up references and from whom?

References should be taken up following interviews and the selection of a preferred candidate. Employers must have the consent of the applicant to approach a referee, and no job reference should be sought without the prospective employee's express permission as this would breach the individual's rights under the GDPR (Data Protection regulations). Managers should never seek to make "secret enquiries" about a prospective employee, whether on the telephone or in writing, however useful they think such enquiries might be.

 

Non-Safeguarding Roles

For applicants applying for non-safeguarding posts, only one reference is required. These must be provided by the applicant’s current employer (if in employment) and they must have been with that employer for over 6 months. If they have been in employment for under 6 months with that employer, the employer prior to that will also need to provide a reference.

For all internal applications, a formal reference does not need to be requested as it is assumed that the manager is satisfied with the performance, etc of their employee.

 

Safeguarding Roles

Two references are required for external applicants who are applying for safeguarding posts. These must be provided by the applicant’s current employer and previous employer. Where an applicant is not currently working with children, young people and/or adults at risk, but has done so in the past, the second reference must be obtained from the last employer with whom the applicant was employed and worked with children, young people and/or adults at risk, as appropriate.

For existing employees who apply for a safeguarding role from a non-safeguarding post, one reference from the current line manager will be requested. In addition, if the employee has worked in a safeguarding role in the past a further reference must also be obtained from the last employer with whom the applicant was employed and worked with children, young people and/or adults at risk, as appropriate.

 

All roles

If the applicant is not in employment, then the most recent employer should be used. It is important that the named referee is their direct line manager and not a work colleague or friend at their place of work. Recruiting managers are responsible for checking that the correct referees have been provided and that any gaps in employment are explored. This can be done at interview. Failure to do this could result in delays to the appointment process.

If the candidate is self-employed, they may provide the name of someone who has known them in a professional capacity, such as an accountant or solicitor.

If the applicant has not been employed before, then a personal reference may be accepted as well as a reference from the applicant’s school or college. Please ensure that the personal referee is not related to the applicant.

References or open testimonials provided by the candidate or references from relatives should not be accepted. (Please contact your HR / Recruitment Advisor for advice).

Information is available on our jobs pages to assist applicants with their selection of an appropriate referee.

 

What information do we request from referees?

If you are using the Council’s Recruitment Service, the Team will request references using a standard template, "Employment Reference - Request for Reference". This template has been designed to ask specific questions relating to the applicant. If, for some reason, you respond to references directly you should always use this template.

 

What to do once references are received

It is the Recruiting Manager’s responsibility to carefully check references and to ensure that the information provided is sufficient to enable a decision to be made.

If the information provided is not sufficient or raises concerns, you may consider following up with a telephone call or email to the referee. Please seek advice from your HR or Recruitment Advisor.

Once you are satisfied with the references and, subject to other pre-employment checks being completed, you will be able to confirm the offer of employment to the applicant and agree a start date.

 

If a Referee refuses to provide a reference

it is recommended that you seek consent from the applicant to approach another employer or person who can complete the reference template. Please make a note of the refusal and reasons why.

 

Jobs which involve work in “regulated activity” or with a vulnerable group

For posts based in schools and those which have access to children, young people and/or adults at risk, the Council reserves the right to approach other employers named in the application.

We recommend that recruiting managers in schools seek two references from all shortlisted applicants prior to interview. Further guidance is available at Keeping Learners Safe Welsh Government.

 

Telephone References

Telephone references should never be used instead of a written reference request. However, there may be times when a referee needs to be contacted by telephone, including:

  • Where the information contained within the written reference is ambiguous or insufficient.
  • When appointing to a children’s home there is a requirement to obtain both written and verbal references 1.
  • Where you are recruiting to a post with access to children, young people and/or adults at risk and a telephone reference is required to confirm authenticity and/or clarify any anomalies or discrepancies.

The following checklist is useful to follow when contacting a referee by telephone:

  • Plan beforehand and be clear about the information you are seeking.
  • Ensure you are speaking to the correct and most appropriate person.
  • Ask factual questions only using the reference template supplied here.
  • Be aware that a referee may only be prepared to provide basic or limited information.
  • Take notes and make an accurate record of the conversation.

Where the post involves working with children, young people or adults at risk, the following additional questions should be asked:

  • What is the referee’s opinion of the candidate’s suitability for working with children, young people or adults at risk.
  • Whether there are any disciplinary warnings, including time expired warnings, that relate to the safeguarding of children, young people and/or adults at risk.
  • Whether the referee considers the applicant as suitable for the post being applied for.

The notes of the telephone reference form part of the recruitment process and should be sent to the Recruitment Team for their records.

 

What to do if the reference is unsatisfactory, incomplete or raises concerns

Occasionally a reference may be received which appears to contradict information provided by the applicant or infers unsatisfactory performance or conduct in a previous role.

This does not necessarily mean that you should not offer employment to the applicant, and it is important that you take time to consider:

  • Is the information provided relevant to the job the person has applied for?
  • Does the information render the individual unsuitable for the job? Why?
  • How recent is the information?
  • Is the previous employment similar to the post you have sought references for?

You should not automatically assume that the job applicant has provided incorrect or misleading information, and you should seek clarification with the applicant before deciding wherever possible. You should seek HR advice particularly if the reference contains information regarding disciplinary matters, safeguarding concerns or disclosure of convictions.

When discussing any discrepancies with the applicant you should be mindful of protecting the confidentiality of the referee. Speak to your HR Advisor or Recruitment Team for advice.

 

References and the General Data Protection Regulation (GDPR)

Occasionally job applicants or employees may ask for references (from the provider or from the person receiving them) relating to them to be released under the “subject access” provisions of data protection regulations.

An employer does not have to release this information as it is exempted from these provisions. For this reason, the Council’s reference template is marked “Strictly confidential – employment reference”. In addition, when providing a reference, the same strapline should be used.

Although employers can rely on this exemption to refuse to disclose a reference to the individual, an employer may decide to adopt an approach of openness and provide a copy anyway. It should consider whether the disclosure would also reveal the identity of another individual (namely the author of the reference). The employer may decide to disclose the reference if the other individual concerned consents to this or if their identity can be concealed. Each case should be considered on its merits. Please seek your HR Advisor’s advice.

 

1. Warner report recommendations (1992) - written and verbal references for all appointments to children's homes, reinforced by the Utting report in 1997 (north Wales children's home abuse scandal), and the Care Standards Act 2000. the duty to safeguard & protect children in public care from abuse.