Templates
Employment Reference – & workplace-ready free
Free employment reference template for Excel and Google Sheets. Structured employment reference sections aligned with common German practice. Download now.
- 100% free
- Workplace-ready
- Excel & Google Sheets
What is an employment reference and when do you need it?
An employment reference (Arbeitszeugnis) is a written assessment of an employee's work, issued when employment ends or, in some cases, during employment. Under German law (GewO § 109), employees are generally entitled to receive one. The free employment reference template from Ordio helps employers capture mandatory details and issue a workplace-ready document.
A qualified reference includes the type of work, employment period, performance, and conduct. It should be issued within a reasonable time after the employment ends. The claim typically expires three years after the end of the calendar year in which employment ended. Waivers before the end of employment are not valid.
During employment, employees may request an interim reference when they have a legitimate interest—for example a change of manager, promotion, job application, or parental leave. For mini-jobs or short assignments, a simple certificate of employment may be enough; for job applications, a qualified reference is more valuable.
Since 2025
Since 2025: With the employee's consent, references may also be issued electronically with a qualified electronic signature (QES). A signed paper document on company letterhead remains the common standard.
Who is entitled?
All employees—including during probation, part-time, and mini-jobs—as well as trainees and interns under BBiG rules. The employee usually collects the document from the employer; postal delivery is only required if collection is unreasonable.
Request the reference promptly—ideally at or shortly after the end of employment—so the entitlement does not lapse. For related HR forms, browse our free Excel templates.
Content and structure: a compliant employment reference
A compliant employment reference includes personal details (name, date and place of birth), type and duration of employment, and employer letterhead. The wording must be truthful and fair (wohlwollend). The Ordio template covers mandatory sections so nothing is forgotten.
Format requirements: typed text on company paper with place, date, and a handwritten signature by the employer or authorised signatory (QES is possible with consent since 2025). Wording must be clear—hidden codes are not permitted under GewO § 109.
Structure of a qualified reference
Heading, personal details, optional company job title, employment period, role job title, performance rating, conduct rating, reason for leaving (only if requested), closing formula, signature. The template guides you through each section step-by-step.
Performance is often described across readiness, ability, working method, and results; for managers, leadership may be included. A summary phrase (e.g. "always performed duties to our full satisfaction") completes the assessment.
How to use the employment reference template: step-by-step
Download the free employment reference template from Ordio and open it in Excel or Google Sheets.
- Enter employee data: Name, date of birth, and place of birth. Check spelling carefully.
- Enter employment dates: Start and end dates; add contract details for part-time or fixed-term roles if relevant.
- Describe the role: Replace placeholders with concrete tasks—main duties first, routine tasks after.
- Draft performance wording: Match phrasing to actual performance using the rating scale (see block 5).
- Describe conduct: Cover behaviour toward managers, colleagues, and customers.
- Closing and signature: Add thanks, regret, and wishes if appropriate; print on letterhead and sign by hand.
The template is free with no registration. For ongoing HR documentation, see digital employee files in Ordio.
Qualified vs. simple employment reference
Employees may choose a simple or qualified reference. The simple version states only the type and duration of work. It is often enough for mini-jobs or short assignments.
The qualified reference adds performance and conduct assessments, a detailed role job title, and achievements. It is what most recruiters expect for applications.
Choose simple when you only need proof of employment; choose qualified when applying for a new role or documenting performance. Employers cannot withhold a reference the employee is entitled to.
Tip
Tip: Request a qualified reference when applying for jobs—you cannot upgrade later if the claim has expired.
The Ordio template supports both forms: omit performance sections for a simple certificate of employment, or complete all sections for a qualified one.
Read more in our lexicon article on employment references (German).
Reference phrasing and rating scale
| Grade | Typical wording | Signals |
|---|---|---|
| Very good (1) | "always performed duties to our full satisfaction" | always, consistently, outstanding |
| Good (2) | "always performed duties to our full satisfaction" (without "always" in some contexts) | to full satisfaction, exemplary |
| Satisfactory (3) | "performed duties to our full satisfaction" | solid, successful—without always/always |
| Sufficient (4) | "performed duties to our satisfaction" | satisfactory, no complaints |
| Poor (5-6) | weaker phrasing such as "tried to perform duties" | implies performance issues |
Closing thanks, regret, and good wishes matter—a missing closing can weaken an otherwise strong reference. The Ordio template includes sample phrases for each level. Store completed references securely with digital employee files.
Tips for employers: fair and accurate wording
Employers must balance truthfulness and the duty to be fair. The reference should be accurate without unnecessarily harming future career prospects. False statements can lead to liability if a new employer relies on them.
Do not include union membership, strikes, health data, or illness-related absences unless legally required. Reasons for termination should only be included if the employee requests them.
Work through the template section by section. Assess the employee fairly and objectively using established phrasing. A well-written reference supports the employee's next application and reflects positively on your company. For secure HR documentation, use digital employee files alongside this template.
Store employment references with Ordio
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Frequently asked questions about Employment Reference – free & workplace-ready
When should I request a simple or qualified Employment reference?
A simple Employment reference contains only the type and duration of the work - suitable for minijobs or helpers. A qualified reference additionally evaluates performance and behavior. Ask a qualified person if you want to apply: It shows potential employers how you worked. You have the right to vote - the employer must respect your choice.
How can I request a qualified Employment reference?
Request it in writing - by e-mail or letter. The best before or at the latest at the end of the employment relationship. Formulations: "I would like to issue a qualified employment reference." The employer must issue within a reasonable period of time. Use a template like that of Ordio to check whether all mandatory information is included.
When can I request a qualified Employment reference?
At the end of the employment relationship you are entitled to a qualified reference. During employment, you can also request an interim reference - with legitimate interest, e.g. priority change, promotion or application. The claim expires three years after the end of the calendar year of termination.
Can I request an e-mail certificate?
Yes, you can email the request. The exhibition itself must be made in writing - on company paper with signature. Since 2025, your consent also allows an electronic certificate with qualified signature. The transmission by e-mail is then permitted.
Can I request a qualified Employment reference during my employment?
Yes, as an intermediate. You need a legitimate interest: e.g. priority change, promotion, application or parental leave. The employer must issue it in a reasonable period. A waiver of the qualified reference before the end of the employment relationship is ineffective - so you can later demand a final certificate.
Why should a qualified employment reference be requested?
A qualified reference evaluates your performance and behaviour - this helps with applications. Employers are reading how you worked. A simple certificate of employment says only "was there, X has made". For the next job, the qualified reference is significantly more valuable. You have a right to do this.
Can I request a qualified Employment reference at any time?
At the end: yes, always. In the current employment relationship: only with legitimate interest (e.g. application, change of supervisor). After termination, you don't have to request it immediately - the claim expires only after three years. But get it out of time, otherwise it might threaten.
How long can a employment reference be requested?
The claim expires after three years (§ 195, 199 BGB) - calculated from the end of the calendar year in which the employment relationship ended. In the event of long inactivity, interaction can also occur. Therefore, promptly request the certificate. If you refuse, you can sue it.