Template: Responding to a Reference Request
When contacted for a reference about a former employee, confirm identity and employment details, describe responsibilities and performance factually, keep tone neutral, and respond within 5–10 business days. In Switzerland, you have no legal duty to give references, but if you do, they must be truthful and complete.
Reference requests arrive by phone or email. Respond promptly and stick to verifiable facts: job title, Pensum, dates, core duties, conduct. Avoid speculation, hearsay, or opinion.
Swiss law does not oblige you to provide a reference. If you choose to, it must be honest and not misleading. A short, factual response protects both you and the candidate.
When and how to respond
Answer within 5–10 business days. Respond to the requester directly—usually HR at the new employer—and verify their identity if the request comes by phone.
If you cannot or prefer not to confirm details by phone, ask for the request in writing (email is sufficient). This creates a clear record.
- Confirm the person's full name and employment dates
- State their job title and Pensum percentage
- Describe main responsibilities briefly
- Comment on reliability, conduct, and teamwork if you have direct knowledge
- Keep language neutral and professional
- Do not speculate about reasons for departure
What to include in your response
Stick to facts you can defend. Include employment dates, role, Pensum, and whether the person fulfilled their duties reliably.
If performance or conduct were issues, state them factually without embellishment. Be consistent with any Arbeitszeugnis (final employment certificate) you issued.
- Employment period (start and end date)
- Job title and Pensum (e.g. 80%)
- Key areas of responsibility
- Attendance, punctuality, and reliability
- Compliance with company policies
- Overall suitability for the role applied for (if known)
Legal and practical boundaries
You may decline to answer. No Swiss law compels you to provide a reference. A brief, honest 'no comment' is acceptable.
If you do respond, ensure accuracy. False or misleading statements can expose you to liability. Consult a lawyer if the request touches on sensitive matters (misconduct, disputes).
- You have no legal duty to provide a reference under Swiss law
- References must be truthful and complete, not misleading
- Do not disclose medical, personal, or sensitive data without consent
- Keep a copy of your response for your records
- If you refused employment continuation, be clear about job performance only
- Avoid assumptions about the candidate's suitability for their new role
Frequently asked questions
- Am I required to give a reference in Switzerland?
- No. Swiss law does not impose a duty on employers to provide references. You may decline politely. If you choose to respond, your statement must be truthful and not misleading.
- Can I mention reasons for termination?
- Only if directly relevant to job performance or conduct. General terminations (company restructuring, role redundancy) need not be detailed. If the person was dismissed for cause, focus on documented behaviour or performance issues, never personal opinion.
- What if the candidate disputes what I write?
- Keep your response factual and based on documented evidence (timesheets, performance reviews, incident records). If conflict arises, a lawyer experienced in employment law can advise. Truthful statements are generally protected.
General information for Swiss employers, not legal advice. Have a lawyer confirm anything with legal consequences.