Free Employee Reference Letter Template

Dear Ms Laura Bennett, HR Director,

I am writing in my capacity as Jonathan Clarke, Chief Operating Officer at Pinnacle Consulting Ltd, to provide an employment reference confirming the Employee's factual employment history and, where set out, professional assessment in respect of Rachel Helen Morrison of 7 Oak Avenue, Leeds LS6 2BT. This reference is given honestly and in good faith, on the basis of my direct knowledge of the Employee and the records held by the Company, and in accordance with the duty of care established in Spring v Guardian Assurance plc [1995] 2 AC 296 and Kidd v Axa Equity and Law [2000] IRLR 301.

1.1 I confirm that Rachel Helen Morrison was employed by Pinnacle Consulting Ltd from 2019-02-01 to 2025-02-28 in the role of Senior Project Manager within the Operations team on a Full-time basis. 1.2 The employment ended by reason of resignation by the Employee on notice. 1.3 Final salary: £74,500 (gross basic remuneration; excluding bonus and benefits).

2.1 During the period of employment, the Employee was responsible for the duties and responsibilities associated with the role of Senior Project Manager.

2.2 Leading cross-functional project teams of up to 18 people; managing a portfolio of client relationships worth approximately £4m annually; delivering complex infrastructure projects on time and within budget; reporting directly to the COO.

3.1 Based on my direct observation and the Company's performance records over the period of employment, the following assessment is provided:

Overall performance: Strong / above expectations
Attendance and reliability: Excellent
Would re-employ: Yes — we would re-employ the Employee

3.2 Key strengths: Strong analytical skills, excellent attention to detail, proactive approach to problem-solving, and a collaborative team player. Managed several high-profile regulatory change programmes successfully.

3.3 Attendance / reliability notes: No unauthorised absences. Sickness absence well below the Company's Bradford Factor threshold.

I have no hesitation in recommending Ms Morrison for a Senior Project Manager role or equivalent. She would be an asset to any organisation.

This reference is given with reasonable care and skill in accordance with Spring v Guardian Assurance plc [1995] 2 AC 296, Hedley Byrne v Heller [1964] AC 465, Kidd v Axa Equity and Law [2000] IRLR 301 and Bartholomew v London Borough of Hackney [1999] IRLR 246. The information is true, accurate, fair and not misleading on the basis of the Company's records and the signatory's personal knowledge at the date of this letter. Save where an assumption of responsibility is expressly stated, no duty of care is owed to any person other than the named recipient. To the maximum extent permitted by law, liability is limited to direct loss.

This reference is given on an occasion of qualified privilege at common law, for the protection of a legitimate interest of the recipient, and does not constitute a defamatory statement within the meaning of the Defamation Act 2013 ss.1-4. Any factual statement is honestly believed to be true and any expression of opinion is honest opinion based on the facts set out above.

In providing this reference the Company has complied with section 108 of the Equality Act 2010 (post-employment relationships and protection from victimisation) and the Rehabilitation of Offenders Act 1974 ss.4 and 7 in relation to spent convictions (save where the role falls within an exception to the Act). The reference does not reflect any protected characteristic within the meaning of ss.4-12 of the Equality Act 2010.

The personal data contained in this reference is processed under the lawful basis in Article 6(1)(f) of the UK GDPR (legitimate interests of the recipient), the Data Protection Act 2018 and the Data (Use and Access) Act 2025 (as commenced by SI 2026/82 with effect from 5 February 2026), and, where applicable, Article 9 conditions under DPA 2018 Sch 1. Confidential references given for employment purposes are exempt from subject access requests under DPA 2018 Sch 2 Pt 4 para 24. This letter is provided in confidence for the named recipient only and must not be disclosed to third parties without the written consent of the Company.

International transfers. Where the recipient is located outside the United Kingdom, this reference is provided in reliance on the data protection test in Schedule 7 of the DUA Act 2025 (replacing the prior "essentially equivalent" standard for adequacy assessments) and, where required, on an approved transfer mechanism (UK adequacy regulations, the UK International Data Transfer Agreement or UK Addendum to the EU SCCs). The Employee has been informed of, and has consented to, the provision of this reference.

Automated screening note. Where the recipient proposes to use this reference as input to an automated decision-making or AI screening tool (for example, an applicant tracking system that scores candidates), the recipient is reminded of its own obligations under Articles 22 to 22D of the UK GDPR as reformed by section 80 of the Data (Use and Access) Act 2025: no decision producing legal or similarly significant effects on the Employee may be taken solely by automated means without the safeguards required by Articles 22A-22D (notice, meaningful human intervention, contestation, the right to obtain an explanation).

To the extent that the Company is a company, LLP or other registrable body, it confirms that the directors, members and persons with significant control (PSCs) of the Company, including the signatory of this reference, have completed (or will complete within the transitional window ending mid-November 2026) the identity verification regime introduced by section 62 of the Economic Crime and Corporate Transparency Act 2023, inserting sections 1110A to 1110F of the Companies Act 2006. The regime was available on a voluntary basis from 8 April 2025 and became mandatory on 18 November 2025 for new appointments, with a 12-month transition for existing officers. The recipient may seek confirmation of the signatory's Companies House identity verification status on reasonable request.

This reference and any non-contractual obligations arising out of or in connection with it are governed by the laws of England and Wales. The courts of England and Wales shall have exclusive jurisdiction, save that regulated references remain subject to the supervisory jurisdiction of the Financial Conduct Authority and the Prudential Regulation Authority where applicable.

YOURS SINCERELY,