In Switzerland, employment references are mandatory and form part of every employment relationship. They should provide an objective and truthful account of the working relationship between employees and companies. Here you can find out what elements are included and how to create a legally compliant and easily understandable document.
The most important points in brief:
An employment reference is mandatory in Switzerland and must be
objective, complete, and formulated in a benevolent manner, even in the case of
a difficult departure.
It must contain all essential information: name of the employee, length of employment, position, duties, level of employment, performance and conduct assessment, location, date, and signature.
A clear four-part structure is recommended: introduction, job description, assessment, closing formula.
The assessment must be precise and balanced, without vague wording or undertones that could have a negative effect.
The text should be written in a way that is easy to understand and without internal jargon so that it can also be read by third parties without any problems.
Remain objective and positive. Every word can influence the employee's future career path.
The length of the employment reference should be appropriate to the function and duration of the employment.
A carefully worded employment reference strengthens the employee's professional profile and at the same time underlines the professionalism of the company.
How to write an employment reference that stands out
Mandatory content
In Switzerland, an employment reference must clearly and completely contain the following information:
personal details (last name, first name, date of birth, place of birth)
start and end dates
the position held, supplemented by a sufficiently detailed description of the tasks
the level of employment (full-time or part-time)
an assessment of work performance and conduct
place and date of issue
the signature of the supervisor or management
Whether it is an interim employment reference (during employment, for example in the case of an internal transfer) or a final employment reference, this information must be included in every employment reference.
Recommended structure
Writing an employment reference requires care, precision, and a balanced tone. For clarity and internal logic, a four-part structure has proven effective:
1. Introduction
This section introduces the employee: name, date of birth, position, level of employment, and duration of employment.
2. Job description
This section describes the tasks that the employee actually performed, including their main responsibilities, the tools they used, their main contacts, and their level of independence.
The aim is to provide a factual and easily understandable description of what the person actually did in their everyday work, in a clear and comprehensible manner and without exaggeration.
3. Assessment
This part of the employment reference is often the most challenging. It covers the quality of the work, the sense of responsibility and the behavior towards colleagues, superiors, or customers.
Avoid exaggerated or ambiguous statements. “Was highly valued by colleagues” or “Was always punctual” say something different from “Demonstrated strong team spirit” or “Handled challenging situations calmly and efficiently.” An indirectly negative employment reference can significantly impair a future job application.
4. Conclusion
Conclude with an appreciative closing sentence. It can include a thank you, good wishes for the future, and—if appropriate—regret at the employee's departure. The tone should remain respectful, even in the case of short or challenging employment.
Recommended wording
An employment reference requires a balanced approach: it should acknowledge performance without glossing over reality.
Keep the wording simple and clear: no internal jargon, no abbreviations. The document is intended for people outside the company and must be understandable without additional context.
Remain factual and objective: every word counts. Gaps or overly vague statements can quickly be interpreted as indirect criticism.
Adjust the length to the profile: short-term positions or simpler roles can be kept brief. More demanding roles or long-term positions deserve a more detailed description that reflects development, tasks, and results achieved.
A hastily or overly neutrally worded employment reference can damage an employee's professional reputation. Therefore, take your time and, if necessary, rely on feedback from the employee's supervisor or previous performance reviews.
Example of an employment reference
Here is an example that complies with current Swiss standards and is structured as described above.
Employment reference
Ms. Sophie Martin, born on July 15, 1987, in Bern, worked for our company as Head of Administration from May 1, 2018, to April 30, 2025, with an 80% employment rate.
As part of her role, Ms. Martin was responsible for the overall administrative organization of the company. This included invoicing, monitoring payments, managing HR files (contracts, absences, salaries), and providing administrative support to the project teams.
She performed her duties with great care, independence, and professionalism. Particularly noteworthy are her organizational skills, reliability, and strong service orientation. Her relationships with colleagues, customers, and partners were always excellent.
We would like to thank Ms. Martin sincerely for her commitment and consistently high quality of work. We regret her departure and wish her all the best for her future career.
Bern, April 30, 2025
Signature
Position
A well-written employment reference does more than just list facts. It reflects a professional relationship, documents career development, and plays a key role in future job applications. By following the recommended structure, including the required information, and using precise, positive language, you will meet legal requirements while strengthening the professional credibility of your company.
