In short: An employment reference is more than a farewell document. It can strengthen applications but also raise questions. Those who review the content, job description and phrasing in good time get off to a better start in their next job.
After a dismissal, a job change or the end of a fixed-term employment relationship, people often immediately look ahead: search for new positions, update their CV, prepare for interviews. The employment reference can easily be pushed to the back. That's risky. Because an imprecise, overly brief or ambiguously worded reference can later unnecessarily hold things up in application processes.
In Austria, employees are entitled to an employment reference when an employment relationship ends, but they must generally explicitly request it. This is shown, among other sources, by the Chamber of Commerce in its employment law information. The Chamber of Labour also explains that an employment reference must not contain anything that makes obtaining a new position more difficult. For applicants, this is an important safeguard, but it does not replace their own review.
Why an employment reference matters for job applications
Many companies today no longer automatically request all certificates with the initial application. Nevertheless, employment references remain relevant. They confirm where someone worked, during which period, and in which role. In later stages of the application process, for jobs with greater responsibility, or when there are significant gaps in a CV, they can play an important role.
A good employment reference helps credibly document one’s professional experience. It not only shows the job title but ideally also the actual duties. This is particularly important when responsibilities changed over the course of the employment. Someone who, for example, started as a clerk and later coordinated projects, handled client appointments, or trained a team should see that development reflected in the reference.
Conversely, a weak reference can raise questions. If the role is described only very generally, if important duties are missing, or if the time period appears unclear, applicants will have to explain more later. That’s why it’s worth not waiting until just before the next job interview to pull the reference out of a drawer.
What must be included in an employment reference
In Austria, the statutory employment reference is primarily proof of the employment relationship. According to the Chamber of Labour (Arbeiterkammer), it should include general personal details, the exact designation of the employer, the duration of the employment relationship, and the nature of the activity. The WKO describes the legal content similarly: the start and end of the employment relationship as well as the type of activity are confirmed.
The description of duties is particularly important. It should be concrete enough for outsiders to form a clear picture. A mere 'worked in the office' is of little help. Better is a comprehensible description: customer support, preparing quotations, appointment scheduling, data maintenance, preparation for accounting, project coordination, warehouse organization, sales, training new colleagues, or responsibility for specific systems.
If duties changed during the employment, that should not be lost. The AK points out that the description should clearly show which tasks were carried out. For applications, that is exactly what matters: the employment reference should not only confirm that someone was there, but what experience can be derived from it.
No automatic right to praise
A common misconception concerns the so-called qualified employment reference. Many employees expect their reference to evaluate performance, conduct, reliability, or special achievements. In Austria, however, there is no automatic entitlement to that. The Chamber of Labour states that employees have no claim to a reference containing information about the quality of their performance. The WKO also explains that positive evaluations are permissible but not mandatory.
This means: A service certificate without explicit praise is not automatically unlawful. However, it may be less effective for job applications. Anyone who has a good relationship with their former employer can kindly ask for a more meaningful job description or a positive addition. The tone is crucial. A factual request often works better than arguing over every single phrasing.
It is practically useful to send the employer a list of the most important tasks and projects. This facilitates the issuance and increases the chance that relevant points are not forgotten. Especially in the case of longer employment relationships, HR departments do not always know in detail which tasks were actually performed on a daily basis.
Which phrasings can be tricky
The service certificate must not contain anything in content or form that hinders further professional progress. Therefore, negative hints, hidden disparagements, or information that has nothing to do with the actual activity are problematic. According to the WKO (Austrian Economic Chambers), information about the cause and type of termination of the employment relationship is particularly sensitive, for example in the case of dismissal or termination by the employer.
Very brief or conspicuously incomplete certificates can also be confusing. If there are only two lines about the activity after several years of employment, future employers may wonder why so little is confirmed. Likewise, unusual phrasings can arouse suspicion, even if they sound friendly. The Chamber of Labour warns that a negative message can be hidden behind seemingly positive phrasings.
However, not every unusual phrasing is a "secret code". Some certificates are simply poorly written. Applicants should therefore not overinterpret, but check specifically: Is the period correct? Is the employer named correctly? Are the main tasks complete? Are there statements that could be disadvantageous for a new position? Are central responsibilities missing?
Interim certificate: useful before things get serious
A service certificate is not only a topic at the end of an employment relationship. The WKO points out that employees can also request an interim certificate during an ongoing employment relationship. This can be useful if the manager changes, a department is restructured, one moves into a new role internally, or one's own activity has changed significantly.
An interim reference is often underestimated for career planning. It documents the current status before memories fade or responsibilities change. If you resign later, you already have a basis. This is especially helpful when you stay with a company for several years and your duties evolve significantly.
In sensitive situations, however, you should consider how the request will come across. An interim reference can be interpreted as a signal that someone wants to change jobs. That is not necessarily problematic, but the timing and justification should be appropriate. A factual explanation like "I want to update my documents" or "My duties have changed" is usually sufficient.
How to check your employment reference step by step
You don't need a legal analysis for a good first check. If you read the reference in a structured way, you'll spot many problems quickly.
- Check basic details: Do the name, employer, dates and position match?
- Compare job duties: Does the description cover the main tasks on your CV?
- Make development visible: Are additional responsibilities, project work, or role changes mentioned?
- Check the format: Is the reference clean, in writing, signed, and free of major errors?
- Mark problem areas: Are there phrases that come across as unnecessarily negative, evasive, or ambiguous?
- Test usefulness for applications: Would a stranger, after reading it, understand what professional roles you can fill?
The last point is particularly valuable. An employment reference is not only a legal document but also a piece of communication. It should help third parties assess your experience. If it does not succeed in doing so, it is worth requesting a correction.
How to request a correction
If information is incorrect or important duties are missing, you should not wait too long. First, a factual contact with the former employer is advisable. The request should be specific: which passage is wrong? Which task is missing? Which phrasing seems problematic? What would be a suitable alternative?
A short, friendly message is helpful: "Thank you for issuing the employment reference. When reviewing it, I noticed that project coordination and the onboarding/training of new colleagues are not mentioned. Could we supplement the job description accordingly?" This keeps the conversation solution-oriented.
If the employer refuses to issue or correct the reference, employees can seek advice. The Arbeiterkammer provides information and sample letters; the Unternehmensserviceportal also points to the possibility of taking an employment reference to the Arbeits- und Sozialgericht if an employer refuses. In most cases, however, a clear, documented correction request is the more pragmatic first step.
How to use the reference in your application
You should not attach the employment reference blindly to every application. For some online applications, the CV is sufficient at first. If a reference is requested, it should fit the role being applied for. A very old reference with little relevance to the target position can be less important than a recent proof of relevant tasks.
In the CV you can mirror the strongest points from the reference: the same activity terms, the same responsibilities, similar project names. That appears consistent. If the reference documents a particular task, it should not be named completely differently in the CV. Consistency builds trust.
For delicate or brief references, preparation is important. If questions arise during the conversation, you should be able to calmly explain what the role actually involved. Even better is to request a corrected or amended reference in advance, rather than having to improvise later.
Read more on jobspot.at
If you're currently organizing documents, you'll find additional tips in the article If the job search takes longer: How to keep your applications effective. Before the next career step it's also worth Reading job listings correctly: Where applicants should take a closer look nowIf you haven't started the job yet, you can also Trial work before the job: What's fair and what applicants should watch out for read.
Conclusion: Check the employment reference early, not just when applying
An employment reference in Austria does not have to evaluate every achievement, but it should be accurate, clear, and not detrimental to your future career. For applicants, what matters most is whether the actual experience is clearly reflected. That's exactly why it's worth reviewing it immediately upon receipt.
The best next step is simple: place the employment reference and CV side by side, compare the duties, and mark missing or ambiguous points. If you then specifically ask for corrections, you turn a mandatory document into a stronger argument for your application.
