A Reference Confirmation Letter is utilized when a former or current employer needs to provide verified employment information to a requesting party. This document type is essential in the United States job market, where employment verification is a standard part of the hiring process. The letter must be carefully drafted to comply with both federal and state employment laws, including privacy regulations and anti-discrimination statutes. It typically includes verified employment dates, positions held, and any additional information the former employee has explicitly authorized for disclosure. The Reference Confirmation Letter serves as a risk-managed way to provide employment verification while protecting both the provider and subject of the reference.
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1. Date and Address Block: Current date and recipient's contact information at the top of the letter
2. Subject Line: Clear indication that this is a reference confirmation letter
3. Employment Verification: Confirmation of employment dates and position(s) held by the former employee
4. Consent Statement: Confirmation that proper consent has been obtained from the former employee
5. Disclaimer: Legal disclaimer regarding the information provided and limitations of liability
6. Signature Block: Author's name, title, and contact information for verification purposes
1. Performance Information: Optional section containing details about job performance, only included when specifically requested and permitted by company policy
2. Reason for Departure: Optional section explaining why the employee left, only included when explicitly authorized by the former employee
3. Rehire Eligibility: Optional statement about eligibility for rehire, included only when company policy allows disclosure of this information
1. Consent Form: Attached copy of the signed consent form from the former employee
2. Employment Verification Form: Standard verification form if required by the requesting entity
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