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Neutral Reference Letter Template for England and Wales

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Key Requirements PROMPT example:

Neutral Reference Letter

"I need a Neutral Reference Letter for a software developer who worked in my team from March 2025 to September 2025, confirming their employment dates and technical responsibilities without including any performance evaluation."

Document background
A Neutral Reference Letter is commonly used in situations where an employer wishes to provide a basic, factual reference while minimizing potential legal risks. Under English and Welsh jurisdiction, this document typically confirms employment dates, job titles, and basic role descriptions without offering subjective opinions or detailed performance assessments. The neutral format helps employers comply with data protection requirements and avoid potential claims of negligent misstatement or defamation. This approach has become increasingly common in the UK employment landscape, particularly among larger organizations seeking to standardize their reference-giving practices.
Suggested Sections

1. Letter Header: Company letterhead, date, and 'To whom it may concern'

2. Employment Period: Dates of employment and job title(s)

3. Role Description: Basic description of main responsibilities

4. Factual Information: Objective facts about employment

5. Contact Details: Referee's contact information and position

Optional Sections

1. Reason for Leaving: Optional section stating reason for leaving, only included when agreed with former employee and relevant

2. Attendance Record: Optional section containing factual attendance information, included when specifically requested and relevant to new role

3. Professional Qualifications: Optional section listing relevant qualifications obtained during employment, included when qualifications are relevant to future employment

Suggested Schedules

1. No Schedules Required: Reference letters typically do not include any schedules or appendices

Authors

Alex Denne

Head of Growth (Open Source Law) @ ¶¶Òõ¶ÌÊÓÆµ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Relevant legal definitions







Clauses










Relevant Industries
Relevant Teams
Relevant Roles
Industries

Data Protection Act 2018 and UK GDPR: Primary legislation governing the processing of personal data. Key considerations include lawful and fair processing of data, data minimization (only including necessary information), and ensuring accuracy of information provided in the reference.

Defamation Act 2013: Legislation protecting against false statements that harm reputation. When writing references, statements must be truthful and verifiable to avoid potential defamation claims.

Equality Act 2010: Legislation prohibiting discrimination. References must avoid any discriminatory language or references to protected characteristics such as age, gender, race, disability, religion, or sexual orientation.

Employment Rights Act 1996: Establishes the legal framework for employment relationships, including the duty of care to provide accurate information in references and the obligation to provide basic factual information when requested.

Common Law Principles: Established legal principles including duty of care to both former employee and potential employer, qualified privilege in giving references, and considerations regarding negligent misstatement.

Trade Union and Labour Relations (Consolidation) Act 1992: Legislation protecting workers' rights to join trade unions and preventing discrimination based on union membership or activities when providing references.

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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