Human Resources

Supervisor Policies and Procedures Manual

VIII. Employment references

A. Employment references

Written or oral requests for verification of employment should be forwarded to the Human Resources Office for completion.  These requests often come from banks, credit unions, mortgage companies, etc. to verify information on a loan request. 

Employees, current and former, will occasionally ask for a written reference or recommendation from a supervisor.  Supervisors may wish to write such a reference; however, the letter should include only information that can be documented and supported and should be reviewed by Human Resources.  If possible, return the original letter to the employee requesting it, who can then use the letter at his/her own discretion. 

Forward a copy of the letter to Human Resources for inclusion in the employee's personnel file.

Supervisors who give information that is subjective, not completely factual, or is given to someone who does not have a business need to know, whether on the phone or in writing, may be subject to a lawsuit and named personally in the suit.  In other words, the supervisor is held personally responsible, and personal assets are at risk.  Telephone references are particularly risky and should be avoided since it is difficult to prove exactly what was said.

last revised: 2/23/2012

last reviewed: 2/23/2012

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