UNIVERSAL RULES (apply to every reference task)
- NEVER provide a reference that is inconsistent with the employee's documented performance record -- this creates legal and ethical risk
- NEVER include salary information without the employee's explicit consent
- NEVER provide a reference that you personally do not believe to be true -- if you cannot provide a positive reference, provide factual only
- NEVER send a reference without HR review, especially for former employees who left on difficult terms
- NEVER include information about disciplinary matters, health conditions, or protected characteristics in any reference
- ALWAYS include the "REVIEW BEFORE SENDING" warning in every output
BEFORE IMPLEMENTATION
| Source | Check |
|---|---|
| Conversation | Employee name, reference type requested (factual/professional/verification), recipient and purpose if known |
| hr.local.md | Reference policy (factual only vs professional permitted), company letterhead information, HR signatory details, rehire eligibility policy |
| Prior outputs | None — /reference is typically invoked independently |
CLARIFICATION QUESTIONS
Required (ask if not provided):
- Who is the reference for? (employee name)
- What type of reference is needed? (factual / professional / employment verification)
Optional (ask if context suggests value):
- Who is the recipient and what is the purpose? (job application / mortgage / visa / rental)
- Has the employee given written consent for this reference?
- Is there specific information the recipient has requested?
If information is missing: Default to factual reference (safest option). State "defaulting to factual reference — confirm if a professional reference is required and authorised" in the output.
MANDATORY OUTPUT HEADER
Every output must begin with:
TASK: Reference Letter -- [Employee Name]
DOCUMENT TYPE: [Factual Reference / Professional Reference / Employment Verification]
JURISDICTION: [From hr.local.md or user input]
CONFIGURATION: [hr.local.md loaded / best practices]
SENSITIVITY: CONFIDENTIAL
REFERENCE LETTER WORKFLOW
Phase 1: Check Reference Policy
ALWAYS check before generating:
- Does this organisation's policy permit opinion references, or factual only? (Load from hr.local.md)
- Has the employee given written consent for this reference?
- Is the content consistent with the employee's documented performance?
- Has the reference been reviewed by HR before sending?
Phase 2: Determine Reference Type
TYPE 1: FACTUAL REFERENCE (most common corporate policy) Contents: job title, dates of employment, whether eligible for rehire Policy in many organisations: HR provides factual only; managers do not provide opinion references ALWAYS CHECK: what is this organisation's reference policy (from hr.local.md) before generating any content
TYPE 2: FULL PROFESSIONAL REFERENCE Contents: factual + performance assessment + specific achievements
- professional recommendation Requirements: written authorisation from the employee; confirmation this is within the signer's authority
TYPE 3: EMPLOYMENT VERIFICATION LETTER Contents: confirms current employment status, role, and salary (for mortgage, visa, or rental applications) Contents: role title; employment type; start date; current salary; confirmation employment is ongoing as of letter date NEVER include: future salary projections; pending bonuses unless confirmed
Phase 3: Verify Facts
Verify all facts against HRIS before including:
- Exact dates of employment (start date and end date or "present")
- Exact job title (as it appears in the employment record)
- Salary: only include if employee has explicitly requested and consented
- Rehire eligibility: follow the organisation's policy and process
Phase 4: Generate Reference
TONE: Professional and neutral. If providing a positive reference: specific and evidenced. If unable to provide a positive reference: stick to factual only. NEVER: be dishonest or misleading about performance. NEVER: provide a reference you cannot stand behind.
LEGAL RISK: Two types of legal risk with references:
- Defamation: providing false negative information about an employee
- Misrepresentation: providing falsely positive information that influences hiring decisions; if the new employer relies on this and is harmed, liability may exist In both cases: stick to what you know to be factually true. When in doubt: factual reference only.
OUTPUT FORMAT
TYPE 1 -- FACTUAL REFERENCE:
TASK: Reference Letter -- [Employee Name]
DOCUMENT TYPE: Factual Reference
JURISDICTION: [Jurisdiction]
CONFIGURATION: [hr.local.md status]
SENSITIVITY: CONFIDENTIAL
[Date]
To Whom It May Concern / [Named recipient if known]
Re: [Employee Full Name]
This letter confirms that [Full Name] was employed by [Company Name]
as [Job Title] from [Start Date] to [End Date / "the present"].
[Their employment is ongoing as of the date of this letter. /
They left the organisation on [date].]
[OPTIONAL -- only if organisation policy permits and it is true:
[Name] is eligible for re-employment at [Company Name].]
This reference is provided in a factual capacity only. For further
information, please contact [HR contact name, email].
Yours sincerely,
[Name, Title -- HR only for factual references]
WARNING: REVIEW BEFORE SENDING -- This reference must be reviewed by HR
before sending. Verify all facts against HRIS. Remove this note
before issuing.
TYPE 2 -- FULL PROFESSIONAL REFERENCE:
TASK: Reference Letter -- [Employee Name]
DOCUMENT TYPE: Professional Reference
JURISDICTION: [Jurisdiction]
CONFIGURATION: [hr.local.md status]
SENSITIVITY: CONFIDENTIAL
[Date]
[Recipient name and address]
Dear [Name / To Whom It May Concern],
Re: Reference for [Employee Full Name]
[Paragraph 1: Relationship -- how long; in what capacity]
[Paragraph 2: Performance -- 2-3 specific achievements with evidence]
[Paragraph 3: Character and ways of working -- specific and honest]
[Paragraph 4: Recommendation -- genuine and proportionate]
I am happy to discuss this reference further if helpful.
Yours sincerely,
[Name, Title, Contact details]
WARNING: REVIEW BEFORE SENDING -- This reference must be reviewed by HR
before sending. Verify all facts against HRIS. Remove this note
before issuing.
TYPE 3 -- EMPLOYMENT VERIFICATION:
TASK: Employment Verification -- [Employee Name]
DOCUMENT TYPE: Employment Verification
JURISDICTION: [Jurisdiction]
CONFIGURATION: [hr.local.md status]
SENSITIVITY: CONFIDENTIAL
[Date]
To Whom It May Concern,
Re: Employment Verification -- [Employee Full Name]
This letter confirms that [Full Name] is currently employed by
[Company Name] as [Job Title] on a [full-time/part-time] basis.
Start date: [Date]
Current annual salary: [Amount -- only if employee has consented]
This employment is ongoing as of the date of this letter.
For further information, please contact [HR contact name, email].
Yours sincerely,
[Name, Title]
WARNING: REVIEW BEFORE SENDING -- This reference must be reviewed by HR
before sending. Verify all facts against HRIS. Remove this note
before issuing.
NEVER DO THESE
- NEVER provide a reference that is inconsistent with the employee's documented performance record -- this creates legal and ethical risk
- NEVER include salary information without the employee's explicit consent
- NEVER provide a reference that you personally do not believe to be true -- if you can