Telephone Requests

What should supervisors do if they receive a telephone call requesting information on an existing or former employee? Policies should address what the recipient of the call should do. For example:

• Refer the call to HR.
• Request the identity of the caller.
• Ask why the information is being sought.
• Take the name and telephone number of the caller so that the information provided by the caller can be confirmed as accurate.
• Ask for a written request from the person seeking the reference.
• Contact the employee before giving out information.
• Request written authorization from the employee.
• Provide the information in writing.
• Confirm the dates of employment and positions held.

Other Types of Reference Request

Requests concerning currently employed individuals. It is customary not to answer a request for information on a current employee without the individual's consent.

The amount of information given may vary depending upon the identity of the requester. For example, if an employee is seeking to qualify for a home improvement loan, an employer may want to be more cooperative than if it is a former employer trying to locate the employee.

Termination letters. If your state requires you to provide employees with a letter detailing the reasons for the employee's termination, the policy should address how to prepare the letter. Consider obtaining legal advice before responding to a written request.

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