Letters of reference / performance evaluation practices

This page contains information about letters of reference—when you are entitled to one and what forms it may take. Please note that if you change supervisors or make a change within the City of Hamburg, the performance evaluation (in German only) has precedence and a letter of reference is thus merely an additional document attesting to your work; it cannot be used in lieu of a performance evaluation.

Employees with a wage agreement contract pursuant to Section 35 of the collective wage agreement for the public sectors of the German states (Tarifvertrag für den öffentlichen Dienst der Länder, TV-L) (in German only) are entitled to a written letter of reference about the type and duration of their work at the latest when employment ends. They can request a (preliminary) letter of reference before that, however.

Pursuant to Section 60 of the Hamburg civil servants act (Hamburgisches Beamtengesetz, HmbBG) (in German only) civil servants request and receive a letter of reference about the type and duration of their office(s) if they have a justified interest or if their employment as a civil servant has ended. If requested, the letter of reference must include information about the work performed and the employee’s achievements.

Student assistants and trainees are also entitled to letters of reference (see Section 630 of the German Civil Code (BGB) (in German only))  in connection with Section 109 of the ordinance regulating commercial and industrial business (Gewerbeordnung, GewO) or Section 16 of the collective agreement for trainees in the Federal States of Germany under the Vocational Training Act (BBiG) (in German only).

There are 2 types of references: a basic statement letter and a performance assessment:

The basic statement letter merely provides your personal details, what type of position you held, and the start and end date of your employment.
The performance assessment letter also includes an assessment of your achievements.

We are happy to assist supervisors in writing references for their staff. Our guideline on writing references explains how to structure a reference letter and what aspects to cover, including examples of suitable wording and codes.

Use our reference template for technical, administrative and library staff. References for academic staff must be on the official letterhead of the supervisor in charge.

Find further information on the performance evaluation web pages (in German only).