Due to announced job losses and job cuts over the past month, many workers will be searching for employment. As a result, managers and HR will be asked to provide references for departing employees.

For some companies, the standard policy is to provide only the basics, such as verification of employment. Organizations may or may not have clear guidelines around how to provide a reference. Check your company policy for information.

But just as delivering honest direct performance feedback is sometimes challenging, providing a reference may also send some managers looking for guidance. An overly vague or misleading reference is not helpful to the potential employer or to the applicant.

The Canadian Public Service Commission recommends sticking to “facts, descriptions, relevant incidents and behavioural examples rather than opinions.” Furthermore, the Commission advice that information be “relevant to the qualification” applies to both the individual seeking the reference and the individual giving it.

On About.com, Susan M. Heathfield offers a sample reference checking form. Along with “key responsibilities” and “reason for leaving,” the sample form includes questions about “attitude and outlook,” “most important contributions,” number of “reporting staff” and relationships with co-workers. Healthfield also reminds us of the need to obtain employee consent before giving or seeking a reference.

Adequate preparation is essential. For example, the Canadian Public Service Commission suggests referees “be familiar with the candidate’s file,” avoid rushing and be prepared with examples and facts. Selecting the most appropriate person to provide the reference should not be overlooked.

When an employee has been dismissed, certain legal considerations may be relevant.

For example, a PPT presentation entitled Handling Problem Employees: Avoiding Lawsuits and Investigation Disasters that addresses the topic of how to provide a reference for an employee who is a potential discrimination claim can be found on the American Management Association website.

References:

Hanna, Thomas and Terrence Seamon. “Handling Problem Employees: Avoiding Lawsuits and Investigation Disasters.” American Management Association [www.amanet.org]. 2007.

Heathfield, Susan M. “Reference Checking.” About.com: Human Resources [www.humanresources.about.com]. Obtained April 18, 2008.

Public Service Commission. “Checking references a window into the past.” [www.psc-cfp.gc.ca]. July 7, 2007.