Template: Qualified Reference Letter (Arbeitszeugnis)
A qualified reference letter (Arbeitszeugnis) is a mandatory Swiss employment document you must issue within 7 days of request or termination. This template includes employment dates, role, pay, conduct assessment, and reason for departure—compliant with Swiss law and canton-level norms.
Swiss employment law requires you to issue a qualified reference letter (Arbeitszeugnis) to any employee who requests one, or must provide one on termination. The letter must be factually correct, fair, and timely (within 7 days).
This template covers employment facts, role and responsibilities, performance, conduct, and departure reason. Customize dates, salary, pensum, and canton-specific details. Consult a lawyer if disputes arise over wording.
Employment Facts & Role
List precise dates of employment, job title, pensum percentage, and main responsibilities. Include any promotions or role changes. This section is purely factual and must be accurate.
If the employee worked under a GAV (collective labor agreement), mention it. Include salary range or monthly/annual CHF if customary in your canton. Do not exaggerate duties or omit material facts.
- Employment period: [dd.mm.yyyy] to [dd.mm.yyyy]
- Position: [Job Title], [X]% pensum
- Report to: [Manager/Department]
- Main tasks: [List 3–4 key responsibilities]
- Salary: CHF [amount] per month / annual
- GAV or special terms: [If applicable, state agreement name]
Performance & Conduct
Assess work quality, reliability, teamwork, and adherence to company rules—in neutral, factual language. Avoid subjective language; use concrete examples or metrics where possible. Positive and critical points must be balanced fairly.
If performance was excellent, say so. If there were concerns (absences, conduct issues, missed targets), state them plainly and objectively. The tone should match reality; overstatement or understatement can damage the employee or expose you to dispute.
- Work quality: [e.g., 'reliable', 'met deadlines', 'required supervision']
- Teamwork & reliability: [Concrete examples]
- Adherence to rules & safety: [e.g., 'exemplary', 'no issues', 'minor warnings']
- Conduct towards management & peers: [Objective tone]
- Absences: [If material: number of sick days, unauthorized absences]
- Special skills or certifications: [If relevant to role]
Departure & Final Notes
State the reason for departure: resignation by employee, termination by employer (with notice period met), mutual agreement, or fixed-term contract end. Be factual; do not editorialize or speculate.
Add a standard closing: 'We wish [Name] success in future endeavours' or similar. Do not add conditions, references to references, or requests for confidentiality—these are not standard in Swiss practice and may raise legal questions.
- Reason for departure: [Resignation / Termination / End of fixed term / Mutual agreement]
- Notice period: [Complied with / Waived by agreement]
- Final salary settlement: [If relevant: payment of 13. Monatslohn, vacation payout, Quellensteuer status]
- Equipment returned: [If material: confirm all company property returned]
- Closing: 'We wish [Name] success in future endeavours.'
- Date & signature: [Your name, title, company stamp]
Frequently asked questions
- What is the legal deadline for issuing an Arbeitszeugnis?
- You must provide a qualified reference letter within 7 days of a written request or within 7 days of the employment ending. Swiss law (Obligationenrecht) treats this as a legal duty. Delaying or refusing can expose you to a claim for damages.
- Can I refuse to give a reference letter?
- No. Swiss law entitles every employee to a qualified reference letter on request or termination. You cannot condition it on signing a non-compete or other clause. You may, however, limit it to factual content and fair assessment.
- Should I mention salary and pensum in the Arbeitszeugnis?
- Practice varies by canton and industry. In most Swiss cantons, including Zurich and Bern, salary and pensum are commonly included and expected, as they are objective facts. Check local norms or consult your sector's GAV. Omitting them may raise suspicion.
General information for Swiss employers, not legal advice. Have a lawyer confirm anything with legal consequences.