NHS references: what the employment check standards require
A plain guide to the NHS Employers reference standard: how far back to go, who to ask, and how to keep the evidence ready for audit.
What are the NHS reference requirements?
NHS references must verify at least three consecutive years of employment and/or training before the application, obtained in writing, under the NHS Employers employment history and reference checks standard. Someone moving from another NHS organisation needs, at minimum, a reference from their current or last NHS employer. Board members need six years. RefAssure collects NHS references online with consent, chasing and a signed PDF.
What are the NHS employment check standards?
The NHS employment check standards are published and maintained by NHS Employers. They set out the checks NHS organisations carry out before someone starts work, and they are reviewed each year. There are six standards:
- Identity checks: confirming the person is who they say they are.
- Right to work checks: following Home Office guidance. See our right to work guide.
- Professional registration and qualification checks: for example the NMC, GMC or HCPC register where the role needs it.
- Work health assessments: occupational health, after an offer and before the start date. See occupational health checks.
- Criminal record checks: the right level of DBS check for the role. See our DBS checks guide.
- Employment history and reference checks: the subject of this page.
The standards apply to temporary, bank, agency and locum staff as well as permanent employees. Agencies supplying the NHS through frameworks are usually expected to show the same evidence. Because the standards are updated annually, always check the current version on the NHS Employers website before you change your process.
What the NHS reference standard asks for.
The employment history and reference checks standard in six points.
Three consecutive years
References should validate three consecutive years of employment and/or training before the application. For board members, it is six years.
Obtained in writing
Employment history should be obtained in writing, so you have a record of what each referee confirmed.
Current or last NHS employer
Someone moving from another NHS organisation needs, at minimum, a reference from their current or last NHS employer.
Permission first
Get the candidate's permission before you approach their current employer. Many people have not told their manager yet.
Gaps explained
Applicants should account for gaps in employment and training. Anything unclear should be explored at interview.
Little work history
Use the last known employer plus character references from people who are not related to the applicant, or an academic referee for study.
Handling an NHS reference request, step by step.
Map the three years
List every job and training period in the last three years, and note any gaps for the applicant to explain.
Collect consent
The candidate gives consent and signs online before any referee is contacted, including their current employer.
Send and chase
Each referee gets a secure link, no login needed. RefAssure sends 5 emails and up to 2 texts over 12 days.
File the PDF
Each completed reference comes back signed, with timestamps for consent, requests, reminders and completion.
NHS references by email vs with RefAssure.
| By email and phone | With RefAssure | |
|---|---|---|
| Candidate consent | Often a tick box on the application form | Collected online with a signature before referees are contacted |
| Chasing referees | Calendar reminders and repeat calls | 5 emails and up to 2 texts over 12 days, automatically |
| Wrong email addresses | Found out days later, if at all | Most bounces flagged within minutes |
| Questions asked | Whatever the referee feels like writing | Your template, the same questions every time |
| Audit evidence | Scattered across inboxes | One signed PDF per reference with a full audit trail |
| Cost | Staff time on every chase | First reference free, then from 80p, no VAT added |
Ask the questions your trust expects.
Build your template once and every NHS reference asks the same thing. Or upload the form you already use.
- Short text, paragraph, yes/no, 1 to 10 rating, date and date range questions
- Up to 25 questions per template and up to 10 templates per account
- Upload your existing PDF or Word reference form and it becomes a template in about 20 seconds
- You check every question before using it
NHS reference questions
More in the full FAQs.
How many references do you need for an NHS job?
There is no fixed number. You need enough references to cover three consecutive years of employment and/or training. One long job may need one reference; a mixed history may need several.
What is an NHS reference request?
It is the request an NHS employer or agency sends to a former employer asking them to confirm dates, role and conduct. With RefAssure, the referee gets a secure link and completes and signs the reference online, on any device, without creating an account.
Can an NHS reference be given over the phone?
The standard says employment history should be obtained in writing. If you take a call to clarify something, record it, and still get the written reference for the file.
Who can give an NHS reference?
Usually a line manager or the HR function of the previous employer. Referees should give their name, job title and contact details so the reference can be verified. Character references should come from people not related to the applicant.
What if a previous employer just confirms dates?
Many employers give factual references. Record what you received, then cover conduct and suitability through another referee from the same period if you can. RefAssure lets you add another referee at any point.
Do agencies supplying the NHS follow the same standards?
Yes, in practice. Framework agencies are normally expected to show the same employment check evidence for the workers they supply. See NHS framework reference compliance.
Does RefAssure do DBS, right to work or registration checks?
No. RefAssure collects references and employment history with consent, chasing and a signed PDF. The other checks are done through the DBS, the Home Office guidance and the relevant professional register.
Related guides
NHS references, done properly.
Your first reference is free. Consent, chasing and a signed PDF on every one.