Templates
Employment Certificate – & workplace-ready free
Free employment certificate template for Excel and Google Sheets. Employment certificate fields for agencies and authorities. Download now.
- 100% free
- Workplace-ready
- Excel & Google Sheets
What is an employment certificate and when do you need a template?
Under German law, an Arbeitsbescheinigung (employment certificate) is an official document the employer issues when employment ends. It confirms the type, duration, and extent of employment and the gross pay figures needed for unemployment benefits or basic income support. A structured employment certificate template helps employers capture mandatory fields before electronic submission.
The Federal Employment Agency ( Bundesagentur fuer Arbeit) and job centres use this certificate to calculate benefits. Without it, claims are delayed. Since 2023, transmission is electronic only via the BEA procedure ( Bescheinigungen elektronisch annehmen). The Ordio Excel workbook is a preparation aid—the employer submits the official form digitally.
When is it required?
- Unemployment benefit I: Under Section 312 SGB III—official federal form for entitlement and any waiting period.
- Citizens’ allowance (Buergergeld): Under Section 57 SGB II—separate job-centre form for basic security.
- Social security records: When changing employers or documenting contribution periods for pension insurance.
SGB III and SGB II use different forms with similar data. The employer must issue the certificate promptly; refusal or delay can be challenged at the labour court. This is not legal advice—confirm obligations with HR or official guidance.
Required fields on the employment certificate
| Area | Mandatory information |
|---|---|
| Employer | Name, cover letter, company number, tax ID |
| Employee | Name, date of birth, cover letter, social security number |
| Employment | Start, end, type (full-time/part-time), weekly hours |
| Pay | Gross pay, social contributions, reason for termination |
| End of employment | Last working day, notice period, benefits on leaving |
Termination reason and last working day are critical—errors can affect waiting periods or benefit amounts. Gross pay must match payslips. The Ordio template includes a compliance sheet to flag common mistakes before you transfer data to the official BEA form.
Complete and submit the employment certificate: BEA procedure
Under German law, since 1 January 2023 the employment certificate must be sent electronically via BEA. Paper or Excel is for preparation only.
- Fill the template: Enter employer, employee, and employment data in Excel or Google Sheets. Check completeness.
- Set up BEA access: Employers register via the company service portal ( Unternehmensserviceportal, usp.bund.de).
- Submit digitally: Transfer validated data into the official BEA form and send. Keep the confirmation email.
- Meet the deadline: Issue and transmit promptly after employment ends—usually within a few days.
Employees cannot submit the certificate themselves without employer participation. Save a copy of the filled workbook for reference if the authority requests clarification.
Excel template: instructions and compliance checks
Employment certificate template from Ordio
The free Ordio employment certificate template structures SGB II and SGB III fields, includes instructions, and offers automated compliance checks in Excel. Prepare data here, then enter it in the official BEA form.
For other HR documents after someone leaves, see our employment reference template or browse free Excel templates. Download the workbook on this page—no registration required.
The workbook includes an instructions sheet, the certificate form, and a compliance check. The guide explains each section; the form mirrors official layout so fields are easy to map to BEA.
The compliance sheet checks four areas: mandatory fields complete, dates logical (start before end), pay consistency, and termination reason present. Use it before digital submission. The file works in Excel and Google Sheets.
Companies that centralise HR documents can pair this template with digital employee files in Ordio—useful when staff turnover is frequent in hospitality, retail, or care.
Manage employment certificates with Ordio
Automatic checks support compliant HR workflows
Automatic working-time rule checks
Rest periods, breaks, and max hours monitored automatically
Audit-ready documentation
Records created automatically and stored in a GDPR-aligned way
Early warnings
Get alerts before issues turn into violations
Time saved
Spend less time on manual compliance checks
With Ordio:
See how Ordio supports compliant HR
See automatic checks improve audit readiness · No obligation · 15 minutes
More free templates
Discover more Excel templates for planning, time tracking and HR.
Frequently asked questions about Employment Certificate – free & workplace-ready
What must a Employment reference look like for the employment office?
Under German law, the Arbeitsbescheinigung for the Federal Employment Agency must include employer and employee data, employment period, type and extent of work, remuneration, social contributions, and reason for termination as required under SGB III or SGB II. Official forms are on Arbeitsagentur.de. The Ordio Excel template helps you prepare accurate data before electronic submission.
How can I send a Employment reference to the employment office electronically?
Since 2023, German employers transmit the certificate only via the BEA portal (electronic employer notification). Register with the Federal Employment Agency, transfer figures from your preparation sheet, and submit digitally. The Ordio Excel template is a drafting aid—the legal filing happens in BEA.
Where do I get the employer certificate?
Your employer issues the Arbeitsbescheinigung when employment ends. They use Federal Employment Agency forms or a preparation template such as Ordio's. Under German law you may request it in writing; the employer must cooperate with the official process.
How do I get a employment reference from the employer?
Request the Arbeitsbescheinigung in writing by email or letter. Under German law the employer must issue it promptly at termination and transmit it to the Employment Agency electronically. You do not normally receive the official filing copy—the agency does.
When does the employer have to complete the employer certificate?
German employers should complete and send the certificate immediately after the employment relationship ends. Delays can hold up unemployment benefit. If the employer refuses, seek advice on enforcing your rights under German social law.
How do I transfer a Employment reference to the Employment Agency?
As employer, submit only through BEA: log in, complete the digital form (using your Ordio preparation data if helpful), and send. You receive email confirmation. Paper or Excel alone does not satisfy the filing obligation under German law.
Where do I get a Employment reference for the employment office?
Ask your employer. They file via BEA using official layouts from Arbeitsagentur.de or data prepared in the Ordio template. This certificate is specific to the German unemployment system—not a US W-2 or UK P45.
Can you request a Employment reference by e-mail?
You may request it by email from your employer. Under German law the employer still must issue and transmit through BEA—not email the finished certificate to you as the official filing. You should receive confirmation once it is sent.
How do I get a employment reference from the old employer?
Write to your former employer requesting the Arbeitsbescheinigung. Under German law they must issue and file electronically. If they delay, consider legal advice or labour court steps. The Ordio template helps employers capture correct facts.
How long can a Employment reference be issued retroactively?
There is no fixed retroactive limit, but German practice expects prompt issue after termination. The certificate must reflect actual employment dates and pay. Late issue can delay benefits.
Can you get unemployment benefit without a Employment reference?
No. Under German law the Arbeitsbescheinigung is required for unemployment benefit I. Without employer transmission via BEA, the Federal Employment Agency cannot process your claim. Employers who refuse may face enforcement.
What employment reference for unemployment benefit 1?
Unemployment benefit I uses the Arbeitsbescheinigung under SGB III. The official form is on Arbeitsagentur.de with all mandatory fields. The Ordio Excel template supports preparation; BEA handles the legal submission under German law.
How do I formulate a confirmation of work?
A neutral factual confirmation states name, period, role, and remuneration without performance opinions. Under German law the formal Arbeitsbescheinigung for the agency has additional fields—use the Ordio structured template so employers do not omit required data.