Templates
Employment Reference Letter Template – free for Word, PDF and Excel for jobs in Germany
Free · Version 2026.10
Write a fair, accurate employment reference step by step. The free employment reference letter template works in Excel, Google Sheets, Word and as a fillable PDF and covers the United Kingdom, Ireland and the United States.
- 100% free
- Workplace-ready
- Excel & Google Sheets
Keep the signed reference in the employee file
The workbook drafts the German Arbeitszeugnis. Ordio stores the signed copy with the employee record.
Signed copy on the record
Store the PDF next to the contract and the employment certificate
HR access only
References stay out of shared drives and inboxes
One file at exit
Reference, employment certificate, and termination letter in the same record
Less searching later
The rating phrases stay in the workbook. The signed copy stays in the file.
With Ordio:
- Digital employee files
Store the signed Arbeitszeugnis with the employee record
- Document management
Keep the reference, the certificate, and the termination letter together
- Payroll
Employment dates stay available when HR writes the reference
- Absences
Leave dates stay on the record when the reference is written
See how Ordio supports compliant HR
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Frequently asked questions about German employment reference
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 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.
Can I refuse to give a reference?
Usually yes. In the UK, Ireland and under US federal law there is no general duty to give one, except in some regulated sectors. But a refusal must not be discriminatory or retaliatory, and any reference you do give must be true, accurate and fair.
Is the employment reference letter template free, and does it work in Excel and Google Sheets?
Yes. You download it free of charge after a short form and get an Excel file (.xlsx, Excel 2016 or Microsoft 365) and a Google Sheets copy, plus a fillable PDF and a Word document. Excel and Sheets contain the same 5 sheets: Instructions, Reference, Checks, Legal basis, Ordio.
Which countries does the template cover?
The template covers the United Kingdom, Ireland and the United States. The country notes in the file set out the rules for each: United Kingdom: The “Legal basis” sheet refers to UK law (Acas guidance, Spring v Guardian Assurance, FCA rules for regulated references). Ireland: there is no legal requirement to give a reference; if you give references, give them to all employees without discrimination. A reference contains personal data – the EU GDPR applies. United States: no federal law requires a reference, but under the laws enforced by the EEOC it is illegal to give a negative or false reference, or refuse one, because of a protected characteristic or in retaliation. State rules vary. Note: Guidance only, not legal advice. Status: October 2026.
What does the template check automatically?
The “Checks” sheet shows ✔ or ⚠ for: Required details complete; End date not before start; Content matches reference type; No ambiguous or coded wording; No special-category data; Consent / issue date recorded.