How to Get a Work Reference Letter (Arbeitszeugnis) in Germany

Your last day at a German company is coming up. Or you are applying for jobs and a recruiter asks for your “Zeugnisse.” Then you realise you have no idea how to get an Arbeitszeugnis, or how to read the oddly polite sentences inside it. This guide covers your legal right to one, how to request it, how to decode it, and what to do if it is unfair.

What an Arbeitszeugnis Is and Why It Matters So Much in Germany

In my first German job, I assumed a reference was a quick email from my manager saying I was nice to work with. Then a hiring manager in Munich asked me for “alle Arbeitszeugnisse” before she would even schedule an interview. That is when I learned that German employers treat these documents almost like academic transcripts.

An Arbeitszeugnis is a formal written reference from your employer. It describes your role and, in the most common version, evaluates your performance and conduct. German applications often include a full stack of them, so a gap or a weak reference stands out. If you are building an application package, see Writing a German-Style CV and Cover Letter: Tips for Success for how the references fit alongside your CV.

Your Legal Right Under the Gewerbeordnung

Every employee in Germany has a legal right to a written reference when the employment relationship ends. The rule sits in Section 109 of the Gewerbeordnung, the German Trade Regulation Act. It applies whether you resigned, were let go, or your fixed-term contract simply ran out. It also applies to part-time staff, Minijobbers and people who leave during their probation period. For more on that early phase, read Work Trial Periods: Understanding Probezeit and Your Rights.

The law requires the reference to be in written form, on paper, with a handwritten signature, unless you agree to an electronic version with a qualified electronic signature. An ordinary emailed PDF does not satisfy the legal requirement, although many employers send a scan as a courtesy. It should be printed on company letterhead and dated. It should also be signed by someone senior to you in the hierarchy.

Two Guiding Principles: Truthful and Benevolent

German courts have shaped two principles that every reference must balance. The first is truthfulness (Wahrheitspflicht). The employer cannot invent achievements or hide serious misconduct. The second is benevolence (Wohlwollen). The wording must not unfairly damage your career prospects.

This tension is exactly why the famous “Zeugnissprache,” or reference code, exists. Employers cannot write “she was mediocre.” So they use a softer phrase that every German HR manager reads as mediocre. That is frustrating for newcomers, but it is predictable once you know the scale.

The Two Types of Reference and When to Ask for Each

You get to choose which type you receive. Most people should ask for the qualified version, but there are rare cases where the simple one is smarter.

Einfaches Zeugnis Versus Qualifiziertes Zeugnis

The simple reference (einfaches Zeugnis) contains your personal details, the duration of your employment, and a factual description of your job and tasks. It contains no assessment of your performance or behaviour. The qualified reference (qualifiziertes Zeugnis) contains everything in the simple version. On top of that, it evaluates how well you did the job and how you got along with supervisors, colleagues and clients.

A German recruiter who sees only a simple reference may wonder what you are hiding. So treat it as a damage-limitation tool, not a default choice.

The Interim Reference

A Zwischenzeugnis is an interim reference issued while you are still employed. The Gewerbeordnung does not guarantee one in every situation. Many collective agreements and employment contracts do, though, and courts generally accept a legitimate reason. Common reasons include a change of manager, a restructuring, parental leave, or a planned job search. If your workplace has a works council, it can often help you push for one. See Trade Unions and Works Councils: Understanding Employee Representation in Germany.

My strong advice is to request an interim reference whenever your direct supervisor leaves. The person who actually knew your work is the best author. A successor who met you twice cannot write about your achievements with any credibility.

How to Request Your Arbeitszeugnis Step by Step

Here is the process I now follow every time I change jobs. It also works for friends who are leaving their first German employer.

1. Check your employment contract and any collective agreement for deadlines. Look especially for exclusion clauses (Ausschlussfristen), which can cut off claims much sooner than the general statutory limitation period.
2. Send a written request to HR as soon as you know your end date. Ideally, do this when you hand in your resignation. Timing tips are in How Notice Periods (Kündigungsfrist) Work in Germany.
3. State clearly that you want a qualified reference (qualifiziertes Arbeitszeugnis). Add the date of your final working day and the address it should be sent to.
4. Offer a list of your main responsibilities, projects and measurable results. Many employers, especially smaller ones, will ask you to write a draft yourself.
5. When you receive the document, check the formal details. These include letterhead, correct dates, correct job title, the date of issue, and a handwritten signature.
6. Decode the performance and conduct sections using the grading scale below. Compare them against the honest feedback you received.
7. If something is wrong or unfairly worded, request a correction in writing. Quote the exact sentences and propose replacement wording.

A simple English-language request can work in an international company. A short German message, though, signals that you understand the process. Something like “Hiermit bitte ich um die Ausstellung eines qualifizierten Arbeitszeugnisses zum Ende meines Arbeitsverhältnisses” is polite and precise. For the wider exit process, see Resigning from a Job in Germany: Giving Notice and Obtaining References.

When Your Employer Asks You to Write It Yourself

This happens constantly, and it unnerves almost every expat I know. It is not a trick. It is simply common practice, and it gives you real control. The catch is that you must write in the code, or the final version can accidentally undersell you.

Structure it the way German HR expects:

• Start with an introduction covering your name, dates and job title.
• Follow with a company description and a list of your tasks, ordered from most to least important.
• Then cover the performance assessment, which includes expertise, working style and results.
• Next comes conduct towards supervisors, colleagues and clients.
• Finish with a closing paragraph explaining why you left.

Keep the most important tasks first, because readers assume the order reflects importance.

If your German is not strong enough for this register, book a few sessions with a tutor who knows business German. On iTalki you can find tutors who will review a draft line by line. Learners who prefer structured group classes often use Lingoda to build their formal register first. For a longer-term plan, see How to Improve Your German for the Workplace.

Decoding the Grades and Fixing an Unfair Reference

This is where the frustration usually peaks. You read a reference full of kind words and feel pleased. Then a German colleague winces and tells you it is actually average. The scale below is the one HR departments widely recognise.

The Satisfaction Formula

The key sentence describes how satisfied the employer was with your work. The words “stets” (always) and “vollsten” (fullest) carry enormous weight.

So if your reference says “stets zu unserer vollsten Zufriedenheit,” you received the top grade. It is a genuinely excellent reference, not a hidden warning. If the “stets” is missing where you expected it, you have dropped a full grade. That is worth questioning if it does not match the feedback you actually got.

Hidden Warning Signs Beyond the Grade

Even with a strong satisfaction formula, other details can quietly hurt you. Watch for these:

• Praise that only covers trivial things, like punctuality, while your core work goes unmentioned.
• Conduct sentences that list colleagues before supervisors. The usual order names supervisors first, so a reversed order can suggest friction with management.
• Phrases such as “bemühte sich” (made an effort), which imply the effort did not lead to results.
• A missing reason for leaving, or a vague one, when you resigned on good terms.

The closing paragraph often thanks you, regrets your departure and wishes you well. German labour courts have held that employees generally cannot demand this formula. Still, its absence is noticed. It is reasonable to ask for it politely, especially if your relationship was good.

Requesting Corrections and Escalating

Start informally. Most errors are careless, not malicious. HR may have used a template, or your manager may simply not know the code. Send a friendly written request listing each problem sentence and your suggested replacement. In my experience, this resolves most cases within a few exchanges.

If the employer refuses, you can involve the works council or a union, or consult an employment lawyer (Fachanwalt für Arbeitsrecht). The last resort is a claim at the labour court (Arbeitsgericht). In such disputes, courts generally treat an average grade as the baseline. An employee who wants a better-than-average grade usually has to show why it is justified. An employer who gives a below-average grade usually has to justify it. Keep emails, appraisals and project results as evidence from day one.

If you are leaving because of a dismissal, the reference becomes part of your next job search. See Losing Your Job in Germany: Unemployment Benefits and Finding Your Next Opportunity for the broader steps.

Using Foreign References and Translating Your Zeugnis

Expats often have the opposite problem. Their previous references are short letters from abroad that German recruiters find thin. Include them anyway, ideally with a German or English cover note summarising your role. For regulated professions or official recognition procedures, a certified translation may be required. A service like Lingoking handles certified translations of employment documents. The recognition process is covered in Getting Your Foreign Credentials Recognized: Degree and Qualification Recognition.

Going the other way, if you leave Germany, your German references usually need translating for employers back home. A literal translation of the satisfaction formula can sound oddly flat in English. Ask the translator to keep the German original attached, and explain the grading in your cover letter.

For a deeper look at reading and requesting these documents, see Employee Reference Letters (Arbeitszeugnis): Understanding and Requesting Yours. When you are ready to move on, Switching Employers in Germany: How to Transition Smoothly to a New Job walks through the rest of the handover.

Every reference you collect is a small investment in your future applications here. Ask early, check every line, and do not be shy about requesting corrections. Your German colleagues certainly are not.

Disclaimer

This article is for general informational purposes only and does not constitute professional advice. Laws, prices and regulations vary by location and change over time. Consult a qualified professional for guidance on your specific situation.

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