Why you should ask for an interim reference letter every 5 years

In Switzerland, employees have the legal right to request an interim reference letter – a document that records and confirms your professional achievements while still employed. Despite this, many people underestimate its value, particularly those who have been with the same company for a long time. Swiss recruitment specialist Robert Walters often sees candidates miss out on opportunities because they failed to ask for one. Senior Consultant Valentina Ciherean explains why requesting an interim employment certificate every five years is a smart career move.

What exactly is an interim reference letter?

An interim reference letter is an official evaluation of your performance, written while you are still employed. It closely resembles the final reference letter you receive upon leaving the company but is prepared during your employment. Often, it is issued in cases of internal changes – for example, a reorganization or a shift in responsibilities – but you are entitled to request this document independently of such changes.

Why request an interim reference letter if you’re not leaving your job?

Many employees believe an interim reference letter is only useful when looking for a new job. However, there are several other reasons to consider it in time:

• Proof of achievements: An interim reference letter clearly shows that your employer is satisfied with your work.

• Stronger negotiating position: Whether you apply for an internal promotion or a role elsewhere, you already have an objective confirmation of your skills.

• Useful for private matters: In Switzerland, a reference letter is sometimes required for a mortgage or rental application. The document can therefore also support you outside the workplace.

Valentina Ciherean emphasizes: “See it as a snapshot that supports your career development. The longer you wait, the harder it can be to have specific achievements recorded objectively.”

When is the best time to request an interim reference letter?

A good rule of thumb, in addition to internal changes, is to set yourself a reminder to request an interim reference letter every five to ten years. Especially if you stay with one employer for a longer period, this creates a tangible record of your development. “After five years in the same organization, you will undoubtedly have completed new projects or taken on additional responsibilities. If you don’t have these achievements recorded in time, you risk them being forgotten later,” says Valentina.

What should be included in an interim reference letter?

A strong interim reference letter contains the same basic elements as a final reference letter, such as:

• Your personal details and the employer’s details

• The start date of your employment (and any functions or promotions throughout the years)

• A clear description of your tasks and responsibilities

• A concrete assessment of your performance, skills, and attitude

• The signature of your manager or HR representative
   

Your legal right to an interim reference letter

In Switzerland, employees have the right to request an interim reference letter – or interim certificate – at any time. You don’t even need to provide a reason. Importantly, such a document must always be truthful, complete, and positive. The use of ‘hidden codes’ is legally prohibited, meaning employers are obliged to write clearly and transparently.

Valentina: “If you feel that certain achievements are missing or the wording is inaccurate, you are always entitled to suggest changes. In most cases, this is resolved in good consultation with your manager. Only in exceptional cases does a dispute over a reference letter end up in labour court, but usually, a constructive dialogue is sufficient.”

An interim reference letter is more than just a formality: it is a valuable document that supports both your career and your private life. Don’t wait until you are walking out the door – be proactive. As Valentina Ciherean concludes: “Requesting an interim reference letter is not a sign that you want to leave. It is a smart way to stay in control of your career.”

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