11. Requesting References and Reference Content

You may choose to develop a reference form or write a reference request letter. As stated in other sections of the toolkit, references from current or previous employers must only be accepted on headed paper. If you choose to accept an emailed reference you must carry out all necessary checks to ensure that it is reliable and is from the source requested. However, email references are not recommended.

All reference requests must seek objective information that can be verified and is not subjective opinion.

Reference requests must be accompanied by the job description and person specification. Reference information that is requested must also include questions that are related to these documents.

On receipt of the reference you must check that all information requested has been supplied. If there are any gaps you must follow these up by telephone and ensure this is noted, dated and timed. This record should be held with all other application/ recruitment records for that person.

Reference request criteria:

Name, address and position of the person providing the reference and their relationship to the applicant.
Confirmation of the applicant's current post and areas of responsibility.
Suitability of the applicant to meet the person specification and the job description.
A statement of their suitability to work with children and, if not, give reasons.
Details of any disciplinary procedures that the applicant has been the subject of and any allegations or concerns relating to the safety and welfare of children including the outcomes.

Early Years Foundation Stage Statutory Framework (2025) 3.20, provides the following information about references:

Providers must obtain a reference for any member of staff (including students and volunteers) before they are recruited.

Providers should:

Not accept open references e.g. to whom it may concern.
Not rely on applicants to obtain their reference.
Ensure any references are from the applicant's current employer, training provider or education setting and have been completed by a senior person with appropriate authority.
Not accept references from a family member.
Obtain verification of the individual's most recent relevant period of employment where the applicant is not currently employed.
Secure a reference from the relevant employer from the last time the applicant worked with children (if not currently working with children). If the applicant has never worked with children, then ensure a reference is from their current employer, training provider or education setting.
Ensure electronic references originate from a legitimate source.
Contact referees to clarify content where information is vague or insufficient information is provided.
Compare the information on the application form with that in the reference and take up any discrepancies with the applicant.
Establish the reason for the applicant leaving their current or most recent post, and ensure any concerns are resolved satisfactorily before appointment is confirmed.

The Department for Education has produced an Early Years Employment Reference Template which can be accessed here.

This form will help early years providers give references for current and former employees. It includes questions about the person's role, safeguarding history, and suitability to work with children.

Reference requests should include:

A commitment statement to safeguarding children: 'This organisation is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.'
Clarification of the referee's relationship with the candidate e.g. how long have you known the candidate and in what role.
Whether the referee is satisfied that the candidate is suitable and if not to give specific details of their concerns.
Accurate information which does not contain any omissions or misleading information.
Details of performance history and conduct.
Details of sickness/absence record (you may request the information but it must not form part of decision making at interview).
Reference to the Data Protection Act 2018 on how this information will be stored and can be accessed.
Candidate's current post.

Remember:

Referees must be reminded that the information they provide is accurate and the content may be discussed with the applicant. The applicant also has a right to see the references if they request to do so.
Referees must be reminded that if they omit any information they will be contacted again by telephone or in writing. The additional information they provide will be recorded and may be shared with the applicant.
Please note employers are not able to ask questions in relation to health in references taken up before an offer of employment is made.
When making decisions you will need to exercise your judgement. Serious or recent concerns that have not been resolved satisfactorily should cause you concern. Also a history of repeated concerns or allegations over time should cause you concern. Any cases when an issue was satisfactorily resolved some time ago or an allegation was unfounded or did not need formal disciplinary action may not cause you concern.

A reference request letter should be set out using the following format:

<Date >

<Referee's name and address>

Dear <Referee's name>

<Main body of letter> (Including relevant information detailed in the bullet points above, a reminder that information the referee provides must be accurate and the content maybe discussed with the applicant and that any omissions on the reference form will be followed up by telephone or in writing).

Yours sincerely,