Employer reference
1 template
Free
Employer reference form template
England
Wales
Scotland
Northern Ireland
Fillable PDF
Complete on screen or print and sign
About 5 minutes for the employer
Checked October 2026
Before you use it
Employers: we only ask you to confirm facts held in your records. If you can’t provide an item, leave it blank or write “not provided”. You may reply on company letterhead instead if it contains the same information. Employers are not generally required to provide a reference and may limit their response in accordance with their internal policies.
For the employer
About 5 minutes
To complete, from HR or payroll records.
What we ask
Facts only
No opinions about the applicant.
Consent
Signed
By the applicant before this is sent.
What the form covers
1
Request: completed by the landlord or agent
2
Applicant’s consent: signed before this form is sent
3
About you: the person giving the reference
4
The applicant’s employment: as held in your records
5
Income: gross figures from payroll
6
Confirmation: signed by the referee
Designed so employers actually reply
HR teams often refuse long forms or questions about character. This one asks only for facts held in payroll records, lets them leave any item blank, and accepts a reply on company letterhead instead. It also tells employers they are not generally required to give a reference and can limit their answer under their own policies. It asks them not to speculate about future earnings or continued employment.
How to request an employer reference
Have the applicant sign the consent section.
Find the employer’s HR or payroll contact yourself, rather than relying only on an email address the applicant gives you.
Send the form with a clear return date.
Compare the confirmed income with the rent using our rent affordability calculator.
An employer reference usually sits alongside a landlord reference and a credit check. Our guide to credit checking a tenant covers that step. Our guide to tenant referencing explains how the pieces fit together.
When income isn't enough
If the confirmed income doesn’t comfortably cover the rent, you can ask for a guarantor or use a rent guarantor service. Self-employed applicants won’t have an employer to ask, so use accounts, tax returns or an accountant’s letter instead.
Data protection
Income and employment details are personal data. Tell the applicant how you’ll use them in your privacy notice, store completed forms securely against the applicant in August, and delete them when you no longer need them, particularly for applicants who don’t get the tenancy. The applicant’s signature is good evidence of agreement, but you still need a lawful basis for processing the data.
Frequently asked questions
Does an employer have to give a reference for a tenant?
No. Employers are not generally required to give references and many limit what they share. If an employer won’t complete the form, recent payslips and bank statements can confirm income instead.
Can a landlord contact my employer without permission?
A landlord should get your consent before contacting your employer for a reference. Our form includes a consent section for you to sign first.
What income should a tenant earn to afford the rent?
There is no legal rule. Referencing companies set their own thresholds, so use our rent affordability calculator to compare income with rent consistently across applicants.
How long does an employer reference take?
The form takes about five minutes to complete, but replies can take several days. Our guide to how long tenant referencing takes has typical timescales.
Templates checked against legislation in October 2026. They are provided for general information and are not legal advice.
