I am often asked to be a reference for staff or to provide a reference letter. Recently I was asked to provide a reference for a staff member who was difficult to work with. Should I be careful about what I say as a reference?

Employers can be held liable for what they say or write as a reference, so it’s wise to have a standard reference policy in place that identifies who can act as a reference for the organization and what type of information is given.

When drafting your reference policy, be sure to include the following:

• Consent from the employee to speak to prospective employers. Draft a standard authorization form to make the process run smoothly.
• Clearly outline what is included in a reference letter or verbal reference. Specify what is standard for your organization, as having an outline available will make the process easier.
• Appoint specific roles within the organization to be responsible for drafting a reference letter or taking a call as a reference. Ensure the people in these roles understand your policy and have access to the reference procedures and documents.

Standard reference information may include:

• A description of the organization and its mandate
• The role or roles held by the employee
• Dates of employment for each role
• Duties or responsibilities of the position held by the employee
• Contact information for confirmation of the reference (for a reference letter)

When asked specific questions during a reference check interview be sure to keep your response objective. If you are unsure about how to respond, it is OK to state that your policy limits the amount of information that you may disclose. Just let the caller know what information you can share, which you will find, of course, in your reference policy.

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