The following information refer to job references in Germany.

Why should you include a job reference with your application?

A job reference is an important part of an application as it provides potential employers with information about the performance, skills, and work style of the applicant. A well-written job reference can help the applicant demonstrate their suitability for a position and increase their chances of being invited for an interview. Submitting an application without a job reference is no longer viewed favorably. Furthermore, a job reference serves as an important proof of professional experience and can be of great significance to future employers. Conversely, a missing or poor job reference from your current employer can raise doubts about the applicant's performance and diminish their chances of employment.

The structure of a job reference

Before we delve into the translation of phrases and keywords in a job reference, it is important to know how a properly structured job reference looks. It is your right to receive a reference at the end of a job that meets all quality requirements. If that is not the case, you have the right to request improvements. A correctly structured job reference includes the following:

1. A clear heading such as "Job Reference," the employee's details (name, date, and place of birth), a job description that mentions important keywords and areas of responsibility to provide recruiters with an overview of your skills.

2. Furthermore, a job reference includes an evaluation of your performance and social behavior, which can be hidden behind mysterious formulations. The time and reason for the termination of the employment should also be clearly stated to explain the reason for your departure.

3. The closing formula and the employer's wishes for you, such as expressing regret about your departure and well wishes for your future, should also be included. Finally, the formalities such as signatures, company stamp, and date are provided to conclude the job reference.

Different types of job references: basic job reference, qualified job reference, or interim job reference

There are different types of job references that differ fundamentally from each other: the basic job reference, the qualified job reference, and the interim job reference. A basic job reference only includes factual and objective information about your employment, such as the tasks you performed and whether you fulfilled them. For a short internship, such a reference may be sufficient, but for a longer job, you should insist on a qualified job reference. A qualified job reference includes not only objective facts but also a subjective assessment of your performance and social behavior. If you have been working in a company for a long time and a company takeover is imminent but you have not yet received feedback, you can always request an interim job reference. However, you should proceed with caution and not give your current employer the impression that you are actively looking for a new job. One thing to note about interim job references is that while they can provide information about the original field of activity, they are not detailed enough to assess whether significant changes have occurred in the job since then. For example, it may remain unclear whether performance has been maintained or has significantly declined since the interim assessment, leading to termination. This lack of information can be particularly problematic when potential employers rely solely on a single interim job reference to assess applicants.

How do I ask for a job reference if the employer should not know about a possible job change?

When asking your current employer for a job reference, it is important to choose the right timing and approach the conversation with tact. Clearly explain why you need it and provide evidence of your achievements to support your request. Explain that having these relevant references can help you in future endeavors when you have these references and certificates in writing. Assure the employer that your current commitment will not be affected by these efforts and that there will be no conflicts between the two jobs. Show appreciation to your employer and let them know that you value their support.

Which statement corresponds to which grade?

When recruiters have a stack of applications in front of them, they have very little time for each individual application. For this reason, special attention is paid to the job references, particularly the overall rating centered around the word "satisfaction." The evaluations in the job reference are divided as follows:

- "Stets zu unserer vollsten Zufriedenheit" : Excellent! With this reference, you have a good chance of being considered a top candidate.

- "Stets zu unserer vollen Zufriedenheit": Good.

- "Stets zu unserer Zufriedenheit / Zu unserer vollen Zufriedenheit": Satisfactory. It becomes more challenging to be seen as a top candidate.

- "Zu unserer Zufriedenheit": Sufficient. If the rating is a 4 or even lower, you should urgently discuss it with your employer as the reference is unusable. It is even legally required that a reference with a grade worse than 3 must have a valid explanation.

- "Im Großen und Ganzen zu unserer Zufriedenheit": Poor.

- "Zu unserer Zufriedenheit zu erledigen versucht": Unsatisfactory.

Silent employers

If your employer fails to mention important main tasks in your job reference or instead emphasizes minor activities that are not related to your field, you should be suspicious. This evasive behavior could indicate that you were overwhelmed and unable to handle challenges. Even if your professional skills are not explicitly evaluated, the silence of your current employer suggests that they considered your competence to be limited. Another possibility is that your employer extensively describes trivial qualities such as punctuality or friendliness to cover up weaknesses in your performance because you were unable to work at a high level.

Hiding bad references?

Including references and job references in an application is a key element to ensure that the overall profile presents a convincing picture of the job seeker and their performance and abilities. Therefore, it is important to consider each reference or job reference regardless of its content. If a reference is negative or undesirable, it can cast a person in a bad light. However, omitting the bad reference usually does not work as a tactic. Hiring managers are well aware that sometimes less favorable evaluations are received, and they instead seek an honest portrayal of past performance. Such omission is only legally permissible if a bad reference does not align with the desired position or characteristics or if it is older than ten years and newer references are available. Otherwise, omitting bad references can lead to mistrust and ultimately have a more detrimental impact on employment prospects than if the reference is presented along with exemplary ones.

It is important to understand the meaning of the formulations in the job reference and how to interpret them. If employees are not satisfied with their job reference, they should have a conversation with their employer to find a solution. Overall, it is advantageous to receive a qualified job reference that includes not only factual information but also a subjective assessment of performance and social skills. A good job reference can increase career opportunities, while a bad one can significantly hinder them.

How to explain a bad job reference?

At some point during the application process, most likely in the interview phase, the employer will ask for an explanation as to why you received a poor job reference from your former company. It is important to first understand why you received such a rating and then be prepared to give an honest answer that sheds a positive light on your behavior in the workplace. Prepare an explanation that addresses any shortcomings while highlighting your strong skills to regain the trust of potential employers.