THESE TEMPLATES MAKE IT EASIER TO TURN DOWN

RECOMMENDATION REQUESTS

INTRODUCTION:
What is a letter of recommendation?
A letter of recommendation is a formalized letter from a previous manager, professor, or someone who
can vouch for your skill, performance, and character. It should also outline why they believe you are a
great candidate for the role at hand. This kind of letter clearly dictates why a person is qualified, and
what makes them the right fit.

In a corporate setting, letters of recommendations are often replaced with a quick reference call to your
old manager. However, in academic settings (any kind of higher education will likely request a letter), or
professional designation settings (think: law, medicine, therapy, etc.), a letter of recommendation would
likely be required to be considered for a position.

(https://www.glassdoor.com/blog/guide/letter-of-recommendation/)

IMPORTANCE OF RECOMENDATION LETTER

A letter of recommendation for college or work is essential for helping your future institute or employer
learn more about you as an individual. It helps them gain more insight into who you are as an individual
apart from your resume. It is a tool that highlights your commitment to your goals, your work ethic, your
consistency and much more.

In an arena where numerous other candidates could have the same qualification as you—your grades
and your previous work experience don’t make a strong enough impression. This is why colleges and
workplaces have to find additional ways to learn more about the people they are about to invest in.

A letter of recommendation helps them learn about you from other sources, making you more than just
an applicant. A well-rounded letter that speaks about you as a person and as an employee or student
creates a more holistic idea of you are as an individual in your future employer or college’s perception.

Of course, anyone can write about their strong points and boast about their work ethic on their own.
This is why your own statement contributes to only half of the perception that an organization needs
before making a judgment.
When a professional with experience can back up those claims, an organization can assimilate what you
say about yourself with how others have perceived you in the past. This, coupled with your grades and
your experience, can determine how well your interview goes.

A well-spoken of individual has more chances of being warmly received by the interviewer. You also get
more opportunities to talk about yourself—because interviewers see you as someone who has
impressed people in the past.

Here’s what you need to know about the importance of recommendation letters.

There are two main reasons for letters of recommendation. Almost all colleges require them for new
students. Many workplaces also prefer if you have a letter. The goal of letters for either occasion is
similar: to discuss information about you, your character, and your skills.

(https://recommendationletters.pro/blogs/news/why-are-recommendation-letters-so-
important#:~:text=A%20letter%20of%20recommendation%20for%20college%20or%20work,your
%20work%20ethic%2C%20your%20consistency%20and%20much%20more.)

How to shortlist an ideal referee to write an LOR for you?

An LOR can make or break a chance for college admission abroad. Find out whom you can approach for a
Letter of Recommendation and how.

You can ask your professor for a letter of recommendation

You might be able to think of several people who might be willing to refer you. But how would you pick
them? Who would be the best person to write an LOR for you?

A LOR should not be taken lightly; asking friends and relatives to write a LOR would be detrimental to
your application. Here are some aspects to keep in mind while deciding on your referee and some
pointers to help you pick the right people to write an LOR for you.

1.YOUR ASSOCIATION WITH YOUR REFEREE:

You should have worked closely with your referee. Ideally, they should have been your lecturer or
academic guide.

Someone who has academically evaluated you will be in a better position to talk about your
performance and growth.

If you were employed in an organisation, an LOR from a manager or a direct reporting authority would
be good.

2.HOW WELL THEY KNOW YOU:

It would be good to request LOR to a person with whom you have a good rapport. You should feel
comfortable asking them for an LOR. It is not necessary that they know the nuances about you. But it
would be great if they know your potential and your ambitions.

It is important that they have a good impression of you as their notions about you will seep into the
letter.

Getting a LOR from someone who shares a ‘love-hate relationship’ with you is pointless as the referee
may provide negative feedback.

You must also ensure that the referee knows the course that you plan to study. It will be comical if you
aspire to study nuclear physics and the referee writes something to the effect — 'He/she plans to study
Bio-chemistry…'

3.THEIR WILLINGNESS TO WRITE A LETTER OF RECOMMENDATION FOR YOU:

Getting an effective LOR is not only dependent on your personality and skills or the relationship you
share with the referee, but also on their willingness to set aside time for you. This would be a time-
bound task and they might have to rework the LOR if required.

They have a huge responsibility of crafting a well-written LOR as your college admission might depend on
it. Best would be to get an LOR from someone who has a flair for writing; a poorly written LOR creates a
bad impression. We have some sample Letters of Recommendation for your reference.

In short, whom can you ask for an LOR?

The best referees would be your academic supervisors, lecturer/professor or the immediate reporting
head you have prior work experience. The LOR should highlight your merits, efficiency, and leadership
skills; and present a positive picture of your personality to the reader.

How to ask for a Letter of Recommendation?

· If your institution demands 2 or more LORs, you should have a list of 8 or more people who can
be your best advocates.

· When you contact them with the request, it is best to meet them in person. If that would not be
possible, the next best thing to do is to pick up the phone and talk, rather than email. It also
gives you an opportunity to express your goals and ambitions that could make way into the LOR.

· Though they might know your interest in studying abroad, tell them why you want to study what
you want to study. Use the opportunity to express your goals and ambitions that could
eventually influence the LOR.

· If you intend to submit an LOR written by a former employer, you can request them to highlight
your career achievements.

· Watch out for their response. It is great if they are equally enthusiastic and agrees to write an
 LOR for you. But if they seem pressed for time, it is best to pick another referee.

Your advocates should be best placed to provide a good description of your skills through a strong Letter
of Recommendation.

(https://www.hotcoursesabroad.com/india/prepare-to-apply/how-to-get-a-letter-of-recommendation/3-
best-persons-to-ask-for-a-lor/)

TIPS FOR WRITING A STRONG LETTER OF RECOMENDATION

If you’re writing a recommendation letter, you likely want the candidate to have the best chance of
getting a positive result. Here are some tips for writing a good letter that may stand out to admissions
officers, potential employers, or anyone else reviewing the letter.

· DO YOUR RESEARCH:
Find out what exactly the candidate is applying for. Ask them to provide:

1. A copy of the job description or academic program requirements

2. Their resume

3. Any particular skills, achievements, or qualifications they’d like you to highlight

This will help you focus your letter on the skills or qualifications that are specific to the role the candidate
is applying for.

· BE SPECIFIC:
Please feel free to use a template (like the one above) to guide your writing, but remember to make it
personal. Use examples and specific details to illustrate why this person is the best candidate. Choose
strong, accurate adjectives over general terms or cliches.

Think about what the person reading the letter might want to know. Include details or insight that
wouldn’t necessarily show up on a resume or application. Your letter should help the recipient get to
know the person you are recommending.

· STAY POSITIVE:
Your recommendation should confirm that this candidate is a strong contender for whatever they’re
applying for. Demonstrate honest enthusiasm, and avoid any comments that could be construed in a
negative light. If you can make a superlative comparison between this person and others you’ve worked
with (e.g. “she’s one of the best student aides I’ve had the pleasure to work with in my career as a
professor”), do so.

· KEEP IT FORMAL AND CONCISE:

Use a business letter format using a twelve point font size in either Arial or Times New Roman. Write
your letter on your business or organization letterhead if possible. The recipient likely reads dozens if not
hundreds of letters, so keep yours concise and to the point. Aim for at least one page but no more than
two.

· DON'T BE AFRAID TO SAY NO:

If you feel like you’re unable to offer a glowing recommendation for a candidate, it’s okay to say no. A
mediocre endorsement can often do as much damage as a negative one. While it may feel
uncomfortable, it’s perfectly acceptable to respectfully decline a request.

· FOLLOW THE INSTRUCTIONS:

You’re vouching for this person. Be sure to follow any specific submission guidelines carefully, and get
your letter in on time (or early). If your letter makes a good impression, that will carry over to the
candidate you’re endorsing.

FORMAT TO WRITE A LETTER OF RECOMMENDATION

Different organizations have different recommendation letter requirements. Be sure to ask the requester
about any specific guidelines. In general, a letter or recommendation can be broken down into the
following sections:

· Date

· Recipient Name

· Recipient Title
 · Recipient Address

· Greeting: Address the recipient by name if possible (Dear Ms/Mr).

· Personal introduction: Begin the body of your letter by introducing who you are and your
relationship to the applicant.

· Recommendation: What makes the candidate a good fit? Offer specific examples of skills or
qualifications that match the role.

· Anecdote or example: Include a personal anecdote about what it’s like to work with the
candidate. Include any workplace or people skills you’ve observed them to possess.

· Closing: Give an overview of why you’d recommend this person.

· Contact information: Provide your email address and phone number so the recipient can follow
up.

· Signature

(https://www.coursera.org/articles/how-to-write-a-letter-of-recommendation-template-tips)

SAMPLE LETTER OF RECOMMENDATION

For a full example of what a letter of recommendation could look like, read the following sample:

Thursday, October 25, 2018

Dear Mr./Ms. [insert last name]

I am pleased to write this letter of recommendation for Katie Yunger for the position of teaching
assistant at the Toronto School Board. I worked with Katie as her supervisor during her Master’s degree
as she completed her thesis in my research lab.

I cannot think of a more hard-working, dedicated, and creative person than Katie. She comes to work
every day ready to get things done and does not shy away from learning new skills that can help her,
both in her work, and the work of others. Katie’s support in my research helped me publish 3 new
articles in well-established journals. I could not have done this without her detail-oriented work and
commitment to the cause. She also introduced me to new tools and technology which I now use in my
daily practice.

She easily grasps new concepts, and can work well both individually, and in a team! She always meets
and exceeds deadlines and goes above and beyond in the role.

Knowing the requirements of this position, I can confidently say that there is no better person for the job
than Katie. Her mastery of the technical skills involved in teaching, along with her passion and ability to
connect with different audiences are paramount. I highly recommend Katie for this position.

Best,

Janet Berish

[insert written signature]

[Insert contact information]

(https://www.glassdoor.com/blog/guide/letter-of-recommendation/)

LETTERS OF RECOMMENDATION FOR EMPLOYEES

If you’re looking for a job, a well-written letter can give you an upper hand over other potential
employees. Reference letters for employees include information about your qualifications, your previous
job (if you had one), the responsibilities you had and how successfully you upheld them, and what
benefits you bring to an organization.

You’d be mistaken if you think that any letter written about your abilities is enough to increase your
chances of being hired. This isn’t the entire picture. The letter about you needs to specifically highlight
how your skills and abilities are going to help with the growth and development of the company you
want to work with.

Employers look for personalization. They want to read a letter that convinces them that you will make an
excellent addition to their team. What you’ve written about your goals and ambitions is your personal
take—but what someone else says about you stems from a place of experience and observation—
making it all the more encouraging to consider you for employment.
You also have to remember that often, you can’t use the same reference letters for several organizations.
As we’ve mentioned above, the letter must suit the position you’re applying to.

So, if you’ve applied for numerous jobs that each require a unique skillset—recommendation letters that
focus on those talents will have have more weight than a general letter that doesn’t refer to any
particular abilities that you need for your new job.

LETTERS OF RECOMMENDATION FOR COLLEGE APPLICATIONS

Reference letters for college are imperative if you want to pursue higher education. These letters discuss
your strengths as a motivated and open-minded student who is willing to put in the work it takes to get a
degree. Because colleges receive thousands of applications every season—a perfectly written
recommendation letter plays a major role in your chances of getting admission.

Not only do they focus on your strengths—they’re written from the professional viewpoint of someone
who recognizes your potential. Someone who can see that you’re going to make a positive and effective
addition to the workforce if you’re given a chance to study at that institution.

This is extremely important for colleges because they take pride in the students they teach. They want
students who are promising and full of potential so that they can hone their skills and send them out
into the real world.

A recommendation letter that guarantees that you are a student who has shown initiative and interest in
bettering society—and using the university’s education to make a difference, is sure to put you in the
limelight.

Other important factors in such a reference letter are details about your inclination towards the subjects
you have applied for, your performance in your previous place of education, especially with respect to
the degree that you want to pursue.

Drop out and low employment rates in graduates can tarnish a university’s image. It discourages future
prospects from applying and can make people question the quality of education offered by a college.
Hence, most universities will ask you to submit at least two reference letters that reassure them of your
future career aspirations and your resilience to persevere through tough academic requirements.

(https://recommendationletters.pro/blogs/news/why-are-recommendation-letters-so-
important#:~:text=A%20letter%20of%20recommendation%20for%20college%20or%20work,your
%20work%20ethic%2C%20your%20consistency%20and%20much%20more.)

DO'S AND DON'TS WHEN ASKING FOR LETTER OF

 RECOMMENDATION

7 DO'S OF ASKING FOR LETTER OF RECOMMENDATION

When asking for letters of recommendation for an academic program, internship or job, it's important to
follow some guidelines to ensure you receive quality recommendations. Here are seven do's to help you
ask for a letter of recommendation successfully:

1. CHOOSE YOUR RECOMMENDERS CAREFULLY:

Depending on the type of application, you may be asking multiple people for letters of
recommendations. When considering who to ask for a recommendation, think about people who are
familiar with your character, work ethic and potential. Ask people who know you well enough to write
you a strong recommendation based on your unique traits and specific achievements. For example, you
may choose to ask for a letter from a faculty adviser who helped you complete a research project during
the semester. Choosing your recommenders carefully can help ensure you submit letters that are
detailed and authentic.

2. REQUEST A LETTER FORMALLY:

If possible, ask someone to write you a letter of recommendation in person. This formal request shows
you acknowledge the significance of asking for a recommendation and creates a positive impression on
the person you're asking. If you're unable to ask them in person, make your request by calling them on
the phone or writing a professional email. When writing an email, include a formal greeting, a paragraph
about why you're asking for a recommendation and relevant information about the application, such as
the due date. Proofread your message to ensure there are no spelling or grammar errors.

3. ASK EARLY:
It takes time for a teacher or employer to write a recommendation, so ask them early to give them as
much notice as possible. When applying for academic programs, try to ask people for recommendations
four to six weeks before the application deadline. While you may have less time to secure
recommendations for a job application, it's still important to ask your references early so they can write
you a quality letter. It's helpful to give your references an earlier deadline than the application due date
to account for processing times or delays.

4. PROVIDE INFORMATION:
When you ask someone to write you a letter of recommendation, make sure you provide them with
information about the job or program to which you're applying. This information can help them
understand what type of information to include in their letter. For example, if you're applying for a
management position, this information can help your references know to write about your leadership
skills. In addition to information about the job or program, provide other details that may be helpful,
such as a copy of your resume or a transcript showing the grade you received in a professor's class.

5. OUTLINE YOUR SKILLS AND ACHIEVEMENTS:

After someone agrees to write you a recommendation, send them an outline with some information
you'd like them to highlight in their letter. Make a bulleted list of your achievements or attributes to help
them determine what to include in their recommendation. You may provide them with information
about the classes you've taken, the work projects you've completed, any awards you've won or the
adjectives you might use to describe yourself. This outline can help your references write detailed,
impactful letters that can help distinguish you from other applicants.

6. KEEP COPIES OF LETTERS:

After you receive your letters of recommendation, make copies and store them in a place where you can
access them again later. This step ensures you can provide another copy of a letter if it gets lost or
misplaced during the application process. If you decide to apply for a similar job or academic program,
you may also want to use the same letter of recommendation for that application. In this case, ask your
reference for permission before you use their letter for another application.

7. BE GRACIOUS:
Whenever you ask someone to write you a letter of recommendation, show respect for their time by
being gracious. Remember to say please and thank you when you ask for a letter. If someone declines to
write you a letter, thank them for their time and consideration. Being gracious conveys professionalism
and shows the person you're asking that you take the request seriously. While employers and teachers
may receive many requests for letters of recommendation, they're likely to remember those who ask
graciously, which may reflect in their recommendations.
7 DON'TS OF ASKING FOR LETTER OF RECOMMENDATION
Understanding some actions to avoid when asking for a letter of recommendation can help you show
professionalism while making these requests. Here are seven don'ts to consider when asking someone to
write you a letter of recommendation:

1. USE A REFERENCE WITHOUT THEIR PERMISSION:

Before using someone as a reference on an application, make sure you ask them first. This step is a
professional courtesy that shows the person you have respect for them. Tell the person why you're
asking them for a recommendation and ask if they feel comfortable writing you a letter. Make your
request at a time that's convenient for them, such as during a professor's office hours. Using someone as
a reference requires you to ask for their permission to make sure they consent to vouching for your skills
and abilities.

2. GET UPSET IF SOMEONE SAYS NO:

If someone declines your request to write you a letter of recommendation, politely thank them for their
time and consideration. Refrain from getting upset if someone says no to your request. Instead, think
about another person who you can ask for a recommendation. Another reference can help you
strengthen your application because they may have more time to write an effective letter or be more
likely to write you a positive recommendation. When someone declines your request, view it as an
opportunity to improve your application with a stronger reference.

3. BE VAGUE ABOUT DETAILS:

When you ask someone for a recommendation, be clear about the details of the letter to make sure they
meet the necessary requirements for the application. Communicate with your reference about the due
date for the letter so they have plenty of time to write their recommendation. If the employer or school
prefers to receive the letter in a specific format, such as a hard copy or PDF, let your reference know that
information so they can prepare their letter accordingly. If it's necessary to mail the letter, provide your
reference with an addressed envelope and a stamp.

4. PROVIDE FALSE INFORMATION:

Make sure you only share information with your references that's true and accurate. While you want a
letter of recommendation to reflect positively on you, it's more important for these recommendations to
showcase your true strengths and abilities. A letter of recommendation can help show a school or
employer why you'd be a good fit for their program or organization. If you choose references who know
you well, they can speak about your character, achievements and qualifications in a positive and
authentic way.

5. WRITE A LETTER FOR THEM:

While it's helpful to tell your references what you'd like them to include or highlight in their letters,
refrain from telling them exactly what to write. Most employers and teachers have written these letters
before and understand how to write an effective recommendation, so trust them to prepare their own
letters. Choose to ask for recommendations from people who are familiar with your accomplishments
and unique skills. The right references are likely to write you a letter of recommendation that conveys
their belief in your future potential, which can help set you apart from other candidates.

6. HESITATE TO ASK FOR MORE LETTERS:

Consider asking for more letters of recommendation than required for the application. For example, if
you're required to submit three letters, you may ask five references to write recommendations for you.
Having additional letters can be helpful if one of your references is unable to finish their
recommendation by the deadline. When you have additional letters, you can also choose to submit the
ones that showcase your skills and abilities most positively. Regardless of which letters you decide to
submit, thank each of your references for their time to show your appreciation.

7. FORGET TO SAY THANK YOU:

Once you've submitted your application, make sure to thank everyone who wrote you a letter. It's polite
to show your appreciation by sending a handwritten note or an email. In your message, express your
gratitude for the time it took them to write you a personal recommendation. It's also courteous to let
your references know the results of your application once you receive them. If you were successful in
getting the job or gaining acceptance into an academic program, your references may be happy to know
they could help with your application.

(https://www.indeed.com/career-advice/career-development/dos-and-donts-recommendation-letters)
 HOW TO TURN DOWN A REFERENCE REQUEST
Ideally, when someone asks you to refer them, you feel honored and enthusiastic. But what can you do if
you are asked to write a recommendation letter or to provide a reference for someone you don't want to
recommend? Perhaps you have been unimpressed with the person’s job skills, teamwork, or work ethic.
Perhaps you simply don’t know them well enough to describe their work performance
effectively.Whatever the reasons for your unwillingness, you can turn down a request politely and
professionally. By communicating effectively and remaining firm, you can gently and effectively decline
the request for a recommendation.

HAVE THE RIGHT TO TURNDOWN A REFERENCE REQUEST

There is never an obligation to give someone a reference. You can politely and diplomatically decline the
request without offending the person who asked you. The trick is to do so without making your refusal
sound like a personal criticism or a professional rejection.

Here are two examples:

· What to Say If You Don't Know the Person Well: "I am sorry, but I do not feel I know you well
enough (or have not worked with you long enough) to provide you with an accurate and
thorough recommendation."

· What to Say If You Do Know the Person: "I do not feel I would be the best person to write you a
recommendation," and perhaps provide a suggestion for another person to ask.

(https://www.thebalancemoney.com/turning-down-request-for-reference-2062996)

TIPS TO TURNDOWN A REFERENCE REQUEST

1. BE POLITE:
It’s always possible to be both polite and honest. Choose your words carefully, and stick to the point.
Keep in mind that the person is asking you because he or she thinks you will provide a good
recommendation. Your refusal may cause hurt and disappointment, but courtesy and kindness may
soften the blow.

· There’s no reason to say, “No way, you were a terrible employee, and we all hated you!”
 · Instead you might say, "Based on our past experiences, I can't in good conscience give you the
recommendation you seek."

· Instead of “No way!,” say “I can’t do that.”

2. EXPLAIN THAT YOU DON'T KNOW THEM WELL ENOUGH:

Outlining your reasons for saying no can help ease the situation. If you are turning down the request
because you do not know the person well enough, that’s a relatively easy situation to handle.

· You might say, “Since we haven’t worked together long, I don’t think I would be able to provide a
strong enough reference for you.”

3. DECLINE BECAUSE YOU CAN'T RECOMMEND THEM:

If you are turning down the request because the person’s performance does not merit a
recommendation, that’s a bit trickier. Ultimately, though, you need to be honest. Perhaps your refusal
will prompt them to work harder in the future.

· You might simply say, “I don’t feel comfortable providing a strong reference for you.”

· Sometimes you're doing the person a favor by declining their request rather than writing them a
negative reference. It gives them the opportunity to go find someone else who might have a
more positive view of their work.

4. TELL THE TRUTH:

Lying might resolve the situation temporarily, but it’s likely to catch up to you. Ultimately, it does not
help you or the person who needs the reference. You don’t need to be blunt to the point of rudeness,
but you should not invent excuses for turning the person down.

5. KEEP YOUR CONVERSATION CONCISE:

You can probably explain yourself in a sentence or two. You don’t need to expand on your reasons or
lecture the person unnecessarily. Simply say no, state your reason briefly, and consider suggesting
someone else.
6. CONSIDER SUGGESTING ALTERNATIVE REFERENCES:
If you feel comfortable doing so, you can suggest that the person ask someone else. Recommending
someone else works best if you are turning down the request because you don’t know the person well
enough. This also helps to make it clear that your decision is final.

· You might say, “Try asking Jill. She’s worked with you for much longer than I have.”

· If you can’t recommend the person based on his or her performance, try suggesting alternatives.
Turn down the request and follow up with “Perhaps Amy might be able to help.”

(https://www.wikihow.com/Turn-Down-a-Reference-Request)

7. KEEP IT SHORT AND SIMPLE:

If you don’t know the person well, or what you do know makes you hesitant to risk your reputation by
offering a recommendation, let him or her down easy, but keep it brief.

· “Say something like, ‘Listen, I’m not the right person,’ or ‘I’m not the right fit for this, but good
luck,’” says Speyer, who has faced this conundrum several times. “Don’t give a laundry list of
reasons why you can’t do it. Just get in and get out. Be prepared for the ‘why?’ but don’t allow
for any room for them to fight you on it.”

· Though we often have a tendency to stress about saying no, Speyer says chances are we’re
making it a bigger deal than it actually is.

· “It turns out many people will say, ‘OK, no problem,’ and move on to the next person.”

· If given the opportunity, the Dump ’Em expert says it’s preferable to decline via email, which
allows you to choose your words carefully stick to the point.

8. OFFER TO HELP IN OTHER WAYS:

After letting someone know you won’t be vouching for him or her, suggest that you’d like to be of
assistance in other areas—keeping an eye out for job opportunities, say, or practicing interview
questions.

“Tell them you’ll keep your eyes and ears open. Let them know you’ll do something to help, but not the
specific thing they asked you do to,” Speyer says.
9. FOCUS ON THE POSITIVE:
Of course, there are likely cases in which you absolutely can’t refuse (think: family member or in-law).
And in that case, write the recommendation or go into the reference conversation concentrating on the
person’s positive traits.

“I’m not a fan of speaking poorly about someone,” Speyer says, “so if a question comes up that would
cause you to say something negative, re-route the conversation or deflect.”

(https://www.themuse.com/advice/just-say-no-your-guide-to-turning-down-a-reference-request)

10. DON'T WAIT:

When you need to decline a request for a recommendation, try to do so as promptly as possible. It might
be tempting to put it off—no one likes having to let someone down. But delaying is crueler than
responding promptly, even if they don’t like what you have to say. You should give the person as much
time as possible to line up alternative references if you can’t provide one.

11. BE GRACIOUS:
It’s better to decline the request than to write a lukewarm endorsement, but that doesn’t mean you
have to be rude or overly critical in your response. There’s no need to make the interaction more
negative than it needs to be. Besides, most industries are a small world. You never know when you might
run into the person again someday at a future job.

12. ALWAYS USE "I" STATEMENT:

Say “I feel that I don’t know you well enough,” rather than, “You haven’t made much of an impression on
me.” Maintaining a respectful and mature dialogue will go a long way towards making the difficult refusal
of a reference less painful.

WHEN COMPANY POLICIES BAN REFERENCE LETTERS

A growing tendency is for companies to establish policies that limit the granting of references and
recommendations.1 These no-reference policies were developed because of the many cases where
employees have sued an employer for providing them with a negative reference. Check with your
organization's Human Resources department to determine if such a policy is in place.

What to say: "The company does not permit me to provide any references. I would only be able to
confirm your job title, employment dates, and salary history. So it would be in your best interest to find
someone else to provide a reference."

(https://www.thebalancemoney.com/turning-down-request-for-reference-2062996)