A reference is more than just a formal document that lists your period of employment and activities. It is an evaluation of your performance and skills during your time at work. It provides a formal written assessment of an employee's performance and behavior during their employment with the company. The reference is used as a reference by future potential employers and provides significant insight into the person's skills, experience and work ethic. But behind the carefully chosen words often lies a secret code that is difficult for laypeople to decipher.
Around half of all hirings fail because candidates do not have convincing references. It is therefore no wonder that employees keep a close eye on their references - and sometimes even take legal action if the result does not meet their expectations.
In this post, we'll take a deep dive into reference letters, from the basics to wording to the secret code they can contain.
Important to know:
Based on Section 109 of the German Trade Code and Section 630 of the German Civil Code, employees have a right to a reference. However, they must actively request that it be issued - in light of the so-called obligation to collect it.
A distinction is made between two types of employment references: the simple and the qualified employment reference.
When preparing a reference, it is important to ensure that the wording is clear, concise and positive.
To make things easier to understand, a kind of secret code has been established among employers and HR managers.
Table of contents
The importance of a reference
A reference not only serves as confirmation of your length of employment, but also as a reference for future employers. It should be an honest and objective assessment of your achievements and provide prospective employers with insight into your abilities. Therefore, it is important to carefully review a reference to ensure that it adequately reflects your skills and achievements.
Types of employment reference
There are two different types of employment reference: the simple and the qualified employment reference.
Simple employment reference:
The simple employment reference contains basic information about the employee's period of employment and position, without containing detailed performance appraisals or assessments of his or her skills and behavior. It is essentially limited to objective facts such as the length of employment, the employee's position and, where applicable, special responsibilities or areas of responsibility.
A simple employment reference is often issued in cases where the employee does not require a comprehensive evaluation of his or her performance or when the employment relationship ends on a neutral basis.
Qualified job reference:
In contrast, the qualified employment reference contains a more detailed assessment of the employee's performance, skills and behavior during their period of employment. It provides a more comprehensive insight into the employee's professional competencies and commitment and is therefore often requested by employers to give potential new employers a more accurate picture of the employee's skills and qualities. A qualified employment reference typically includes an introduction that includes information about the employee and a detailed assessment of their performance and behavior. This assessment can be divided into different categories, such as quality of work, technical knowledge, teamwork and leadership skills.
Both types of employment references have their own uses and meanings, and the choice between them often depends on the individual circumstances of the employment and the requirements of the employer.
Request a reference and observe the deadline
After your employment relationship has ended, you have the right to request a reference. Most companies are legally obliged to provide you with a qualified reference. It is advisable to submit the request in writing and set a reasonable deadline for its preparation to avoid delays. As a rule, the reference should be available within two to four weeks of the request.
According to Section 109 Paragraph 1 of the Trade Regulations, it is possible to apply for a reference after the employment relationship has ended. If the employment relationship ends due to termination, the applicant can obtain the reference at the end of the notice period. Employers are legally obliged to issue a reference, but they only have to comply with this obligation after being explicitly requested to do so . Since the right to a reference is time-limited, it is very important for employees to submit the application in good time. In addition, employees should consider whether they prefer a simple or qualified reference, as there are different types of reference.
If there is a conflict regarding the employment reference, it is advisable to seek legal advice.
Content and structure of an employment reference
The content and structure of a reference usually follows a standardized format consisting of different sections:
1. Introduction to the person and current activities:
The introduction to the employment reference usually contains information about the employee's identity, such as their full name, date of birth and the exact title of their position in the company. This information is used to clearly assign the employment reference to a specific person and position.
2. Description of activities and responsibilities:
This section details the employee's primary duties, responsibilities and accountabilities during their period of employment. It lists the specific job roles and projects the employee was involved in to provide a comprehensive overview of their job activities.
3. Evaluation of services:
The core of the reference is the assessment of the employee's performance. This includes evaluating his or her professional skills, quality of work, professional knowledge, communication skills, teamwork, initiative and other relevant competencies. These assessments are usually written in the form of standardized formulations that describe the employee's performance objectively and precisely.
4. Behavior and social skills:
In addition to professional performance, the employee's behavior and social skills are also assessed in the employment reference. This includes aspects such as punctuality, reliability, ability to work in a team, conflict resolution skills, communication style and dealings with superiors and colleagues.
5. Conclusion:
The closing phrase of the reference contains a final assessment or summary of the employee's performance and behavior. A closing phrase is often used here that thanks the employee for their work and wishes them all the best for the future.
6. Date and signature:
The employment certificate will be dated and signed by an authorized representative of the company to confirm its authenticity.
Understanding employment reference wording
Reference letters often follow a specific format and contain standardized wording. These wordings can have different meanings depending on the context and the employer's intent. Some common wordings and their meanings are:
- "He/she has always performed his/her duties to our satisfaction." : This is a neutral statement that indicates that the employee has fulfilled his/her duties without delivering outstanding performance.
- "He/she has always completed his/her tasks to our complete satisfaction." This wording indicates that the employee has performed his/her tasks above average.
- "He/she always tried hard." : This can be interpreted as a hidden criticism and implies that the employee tried to complete his/her tasks but may not have been successful.
- "He/she has always tried hard." : Similar to the previous formulation, but with a slightly more positive undertone. It can mean that the employee has tried hard but has not always been successful.
These are just a few examples of the variety of wording found in employment references. It is important to recognize the subtleties and understand the true evaluation of your performance.
The secret code in the employment reference
References often contain a hidden "secret code" that can give subtle clues about the employee's true rating. This code is often based on the placement of certain words and phrases in the reference. For example, positive ratings in the first section of the reference may indicate that the employee is rated well overall, while negative comments are hidden at the end.
Another aspect of the secret code is the use of superlatives. For example, when an employer uses words like "excellent" or "outstanding," these are often indications of above-average performance. On the other hand, words like "satisfactory" or "satisfactory" can indicate that the employee's performance was average.
Check employment reference and decrypt secret code
To decipher the secret code in your employment reference, it is important to carefully examine the document and understand the subtleties of the wording. Pay attention to the placement of words and phrases, as well as the general tone of the reference. If you are unsure, you can contact an employment law expert or an experienced HR consultant to help you evaluate the reference.
Nowadays, HR managers pay particular attention to the overall assessment Your performance, which is conveyed by the language used in the reference. Behind this secret code are the classic school grades from "very good" 1 to "unsatisfactory" 5. You can find some examples here that illustrate the different grades behind similar reference wordings:
Expertise:
Very good 1: “He/she has excellent specialist knowledge, which he/she used with the utmost efficiency and precision.”
Good 2: “ He/she has good technical knowledge which he/she used with great efficiency and accuracy.”
Satisfactory 3: “He/she has extensive specialist knowledge which he/she uses confidently.”
Sufficient 4: “He/she has specialist knowledge which he/she uses.”
Poor 5: "He/she showed diligence when given instructions." "Mr./Ms. ... was motivated overall." "He/she showed diligence for the most part."
How it works:
Very good 1: “He/she always worked absolutely safely and completely independently.”
“He/she approached new work situations very confidently and was always open-minded.”
Good 2: “He/she always worked safely and independently.”
“He/she always coped well with new work situations.”
Satisfactory 3: “He/she worked safely and independently.”
“He/she successfully mastered new work situations.”
Sufficient 4: “He/she showed no uncertainty in carrying out his/her work.”
“The adaptation to new working situations took place to the required extent.”
Poor 5: “His/her professional knowledge was satisfactory and supported him/her in new work situations.” “Settling into new work situations was mostly problem-free.”
No or bad reference received - what to do?
If educators receive a bad reference or no reference at all, this can affect their professional future. Here are some tips on how to deal with this situation:
1. Clarification of the facts: Before taking action, the educators should clarify the reason for the missing or bad reference. There may have been misunderstandings or problems during their employment that they did not notice.
2. Talk to the employer: The first thing the teachers should do is talk to their former employer and ask for clarification. They can politely ask why no reference was issued or why the reference was negative. It is important to remain calm and respectful in order to find a constructive solution.
3. Written request: If the discussion does not lead to a satisfactory solution, the educators can make a written request for a reference. They should politely ask for a reference to be issued and point out their rights under Section 109 Paragraph 1 of the Trade Regulations.
4. Legal advice: If the employer continues to refuse to issue a reference or if the reference is unjustifiably negative, the teachers may consider taking legal action. An employment lawyer can advise them of their rights and help them enforce those rights.
5. Alternative references: In the meantime, teachers can obtain alternative references from colleagues, parents or other people familiar with their work. These references can be presented in applications and interviews to convince potential employers of their abilities.
6. Further training and networking: To improve their chances on the job market, educators can complete further training and expand their professional network. This can help open up new professional opportunities and mitigate the negative effects of a missing or poor job reference.
Overall, it is important to be calm and strategic in order to make the best of a difficult situation. By knowing their rights and acting proactively, educators can shape their professional future positively despite a bad or missing reference.
Do you need support in securing your professional future, even if you are faced with a missing or bad reference? Kita-Job Agentur is here to help you. Contact us today and let's advance your career together. We are here to help you get the best out of yourself, even in challenging situations.
We are happily looking forward to hearing from you!
Together we can achieve more!
Your daycare job agency
Vladislav Ivanova