Reading and understanding a job reference: Grades and wording

In short: Job references must be benevolent and true; the wording follows a grading language in which “always to our fullest satisfaction” means grade 1.

In more detail: Whoever leaves has a right to a reference (§ 109 Trade Regulation Code, for trainees § 16 BBiG). It has two commandments: truth and benevolence (it should not unnecessarily hamper advancement). This has produced standard formulas that express performance in grades. This is general information and not legal advice; figures and rules change and depend on industry, collective agreement and individual case. For questions the chamber’s training advisers, works council, youth representation, union or advice centres help.

In Depth

Simple and qualified reference

• Simple reference: only type and duration of the activity.
• Qualified reference: additionally performance and conduct. You can demand it (trainees: right to a qualified reference). It should be issued promptly (at contract end); interim references are possible with legitimate interest (transfer, change of superior, application). Usual structure: heading, personal details, description of the company and the tasks, performance assessment, conduct, closing formula (regret, thanks, good wishes), date, signature.

Performance grades in wording

• 1 (very good): “always to our fullest satisfaction”
• 2 (good): “always to our full satisfaction”
• 3 (satisfactory): “to our full satisfaction”
• 4 (adequate): “to our satisfaction”
• 5 (poor): “overall to our satisfaction”, “made an effort” Small words make the difference: “always” and “fullest” belong to the top grade. For conduct: “always exemplary” is top; the order (superiors before colleagues) and completeness play a part.

Oddities and “secret code”

Many hints are well known: omissions of important traits (teamwork, reliability), too short references, too weak closing formula, omitting thanks and regret, ambiguous wording (“was very capable and knew how to sell himself”). But there is no secret sign language; errors and inadmissible features (illnesses, works-council work, private details) are impermissible.

If the reference does not fit

1. Check: completeness, spelling, dates, task description, grade (is it plausible for the performance?).
2. Demand correction/change (in writing, reasoned, with examples); in a dispute the labour court can decide. For grades better than satisfactory the company must prove reasons, for worse grades the employee.
3. Advice: union, chamber, labour-law counselling.
4. Mind deadlines (exclusion periods from collective agreements, forfeiture after months). Tip: get an interim reference in time and make wording suggestions yourself (often usual).

See also: Certificate and completion, Employment contract, Probation and dismissal