Civil Service reference practices vary. Many departments provide a factual reference confirming employment dates and role information, while additional information may be supplied only under a specific policy or request.
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Find the authorised reference route
Ask whether references are issued by a central HR service, shared services or a manager. A personal manager reference may not be an official departmental reference.
Give the new employer the correct contact details and any required consent.
Check the factual record
Before leaving, confirm your name, role title, grade, dates, department and employment status are recorded accurately.
Where a disciplinary, performance or attendance entry is disputed, use the relevant correction, grievance or appeal route rather than relying on the reference request to solve it.
Keep lawful copies
Retain your contract, payslips, appointment and leaving confirmation, performance documents and training certificates where you are entitled to do so.
Do not remove classified, confidential or personal information belonging to the department or other people.
Civil Service departments use different contracts, policies and approval routes. Check your own contract, intranet guidance, scheme documents and any letter you have received before acting.
Members can unlock the reference and record-protection plan, model requests, factual-error challenge wording and a checklist for preparing future applications without taking restricted material.
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