Job reference secret code - deciphering formulations correctly

A job reference almost always sounds positive – and it has to, as employers are obliged to phrase references in a favourable light. Yet behind the friendly words often lies a coded assessment. In this guide, you’ll learn how to decipher the language of references and determine whether your reference is really as good as it sounds.

Why are there secret codes in job references?

Employers face a dilemma: on the one hand, the reference must be truthful; on the other, it must not openly criticise the employee. To strike this balance, a distinct language of references has developed over decades, one that insiders understand — but which is often difficult for outsiders to decipher.

Legally speaking, a job reference must not contain any characteristics or wording intended to convey a meaning other than that apparent from the text (Section 109(2) of the German Trade Regulation Act). In practice, however, there are still numerous phrases with hidden meanings.

The grading scale in job references

The most important technique is the so-called satisfaction scale. Through subtle gradations — individual words such as ‘always’, ‘fully’ or ‘completely’ — a school-style grade is awarded:

The difference between a grade 1 and a grade 3 often comes down to a single word — ‘always’ or ‘completely’. Anyone unfamiliar with these nuances may easily mistake a mediocre assessment for praise.

Wording for social behaviour

Behaviour towards superiors, colleagues and customers is also assessed on a similar scale:

Also pay attention to the order: if superiors are not mentioned first or are omitted entirely, this may indicate conflicts with management.

Typical code words and their meanings

In addition to the grading scale, there are numerous phrases that sound harmless at first glance but convey a negative message:

Warning signs: What’s missing from the reference

Sometimes the hidden message lies not in what is said — but in what is missing:

Missing closing remarks: A good reference letter expresses regret at the employee’s departure, thanks for their collaboration and best wishes for the future. If these elements are missing, this is a warning sign.

Missing performance assessment: If only the duties are described but no assessment of performance is provided, this should be viewed negatively.

No mention of specific skills: If leadership behaviour is not mentioned in a role that requires leadership qualities, this may be a deliberate omission.

No mention of line managers: If, under ‘interpersonal skills’, only the relationship with colleagues is mentioned, but not with line managers, this suggests conflicts with management.

What to do if you receive a poor reference?

If you find that your reference is worse than expected, you have several options:

1. Request a correction: Ask your employer in writing to correct the reference. Specify exactly which phrases you object to and why.

2. Bear in mind the burden of proof: If the rating is lower than ‘satisfactory’ (grade 3), the employer must prove that the negative rating is justified. If you wish to receive a rating higher than grade 3, the burden of proof lies with you.

3. Take the matter to the employment tribunal: If your employer refuses to make the correction, you can enforce your right to a fair reference before the employment tribunal. You should not delay taking this action unnecessarily.

Frequently Asked Questions (FAQ)

Am I entitled to a ‘good’ reference?

Not automatically. You are entitled to a truthful and favourable reference. The average rating is a grade 3 (“satisfactory”). To obtain a better grade, you must prove in the event of a dispute that your performance was above average.

Is my employer allowed to use secret codes?

No. The law expressly prohibits coded statements (Section 109(2) of the Trade Regulation Act). In practice, however, they are still common. If you recognise a code in your reference, you can request a correction.

What does “He made an effort” mean?

This phrase is one of the most well-known negative assessments. It indicates that performance was inadequate despite efforts — comparable to a grade 5 or 6.

When should I have my reference checked?

Ideally, whenever you are unsure. It is particularly important to have it checked if you intend to use the reference when applying for jobs — a poorly rated reference can significantly reduce your chances on the job market.

How long do I have to challenge a reference?

There is no strict legal deadline, but your right to challenge it may lapse if you wait too long. Act as soon as possible after receiving the reference.

What is the difference between a standard reference and a detailed reference?

A standard reference contains only details of the nature and duration of your employment. A qualified reference additionally assesses your performance and conduct. You are generally entitled to a qualified reference.

This article is for general information purposes only and does not replace individual legal advice. Every case is different — if you have specific questions, we recommend seeking legal advice at an early stage.