References in public sector recruitment

Public sector employers usually ask for two references, and at least one must be from your current or most recent employer, normally your line manager. The NHS usually wants references covering the last three years of employment. Schools in England follow Keeping Children Safe in Education, which means references are normally taken up before interview and must come from someone who can comment on your suitability to work with children. Councils and the Civil Service have their own policies, but follow similar principles.

Who to give as a referee

The ideal referee is your current line manager. Public sector employers want someone who supervised your work and can confirm your dates, your role and your conduct. A colleague or a friend is not usually acceptable.

If your current manager is new or you do not want them contacted before an offer, say so on the form. Many employers will only contact your current employer after a conditional offer, but schools are an exception: under safer recruitment, references are usually sought before interview so any concerns can be explored on the day.

The usual order of preference is:

1. Current or most recent line manager
2. A previous line manager, ideally from the last few years
3. For students and school leavers, a tutor or teacher
4. For people returning to work, a volunteering supervisor or a professional who knows your work

Personal or character references are accepted for some entry-level roles, but most public sector employers prefer professional ones.

How each sector handles references

NHS

NHS trusts follow the NHS Employment Check Standards. References usually cover at least three years of employment or training, and the trust may contact more than two referees to get that coverage. Many trusts ask referees to complete a structured form covering dates, job title, sickness absence and any disciplinary matters. For clinical posts, a reference from your most recent clinical employer is usually required.

Schools

Schools must check references as part of safer recruitment. KCSIE says references should be obtained before interview where possible, should be from the candidate’s current employer, and should be checked for consistency with the application. Schools are expected to ask about any disciplinary action or allegations relating to children. If you have previously worked with children, that employer will usually be contacted even if it was not your last job. Open references and “to whom it may concern” letters should not be relied on. See our guide on safer recruitment.

Civil Service and councils

The Civil Service usually takes up references after a provisional offer, as part of pre-employment checks along with nationality, right to work and security clearance. Councils typically ask for two references after interview. Posts working with children or vulnerable adults follow stricter rules similar to schools.

Gaps and difficult situations

Unexplained gaps are a common reason for delays. If you had time out for caring, illness, travel, study or unemployment, put the dates on the form with a brief reason. Employers in regulated roles must explore gaps, and a clear explanation upfront saves time. Our guide on explaining employment gaps covers wording.

If your previous employer has closed, say so and give an alternative referee who knew your work there, such as a former manager who has moved on. If you left a job on bad terms, you still usually need to name the employer; give a second referee who can speak well of you, and be ready to explain the circumstances at interview.

If you are self-employed, a client, accountant or professional contact can often act as referee. If you have been out of work for a long period, a volunteering supervisor or a tutor from a recent course may be accepted. Ask HR before you apply.

What a referee can and cannot say

Referees must give a reference that is accurate and fair. They can mention facts such as dismissal or disciplinary findings, but should not include misleading or unfair comments. Many organisations give a factual reference only, confirming dates and job title, as a matter of policy. That is normal and does not count against you.

If you think a reference was inaccurate and cost you a job, you can raise it with the referee’s employer. For advice, ACAS and your trade union can help. Our guide to your rights about references explains more.

Practical tips

Tell your referees in advance, and give them the job description so they know what will be asked. Check that the contact details you give are correct, including a work email address, not a personal one where possible. Chase politely if the employer tells you a reference is outstanding, since references are one of the most common reasons pre-employment checks take longer than expected.