Employment confirmation Content, entitlement, use cases
When is a simple employment confirmation enough — and when do you need the qualified full letter? Key data, mandatory details and typical Swiss use cases.
- Entitlement under Art. 330a para. 2 CO
- Key data only — no assessment
- The choice belongs to the employee
What is an employment confirmation?
An employment confirmation (also: simple reference letter) is the written confirmation by the employer of the key data of an employment relationship. It contains no assessment of performance or conduct — it states that the person worked for the company, in what role and during what period.
The legal basis is Art. 330a para. 2 CO: at the employee's specific request, the letter is to be limited to the type and duration of the employment relationship. The choice therefore lies with the employee, not the employer.
Four typical use cases
In these cases the employment confirmation is the right format — leaner than the full letter and without grounds for dispute.
Ongoing employment relationship
Employees who need proof of role and duration — for authorities, insurers or visa applications — without an assessment being wanted or needed.
Waiver of the full letter
When ending a short employment or when the person explicitly waives an assessment — e.g. to request a letter later.
Internships or casual roles
When the assignment was very short or the basis for assessment is thin and the person wants to handle it without lengthy discussion.
Authority requirements
For migration authorities, family allowances, social insurance or other official bodies that need only proof of employment, without qualitative assessment.
What goes in
Personal details
Full name of the employee, date of birth or another unambiguous identifier.
Duration of employment
Start date and — when ending — end date. During an ongoing relationship: start date through to the issue date.
Role
Official job title. A brief task description may be added but is not mandatory.
Workload
Optional but recommended: workload as a percentage — important for social insurance, authorities and follow-on positions.
What does not belong
The strength of the employment confirmation lies in its brevity. Adding assessment elements oversteps the format — and creates exactly the dispute surface the confirmation is meant to avoid.
No performance assessment
Unlike the full letter, the confirmation contains no statement on professional performance. Writing one in oversteps the format.
No conduct assessment
Also no statements about conduct, team fit or soft skills. Strictly factual, limited to the key data.
No closing formula
No thanks, no good wishes for the future. These belong in the full letter, not the confirmation.
No codes
Since no assessment is included, there is no occasion for code readings. What isn't there can't be ambiguous.
Confirmation vs. full letter — when which?
The rule of thumb is simple:
- Full letter at the end of employment and whenever the letter is used for an application. The recipient expects a substantive assessment.
- Employment confirmation during ongoing employment for administrative or official purposes. Also when the person deliberately wants a lean version without assessment.
Important: even after issuing an employment confirmation, the right to a later full letter remains. The person can therefore "start small" and upgrade later if the need arises.
Form and issuance
The employment confirmation must be issued in writing — ideally on company letterhead or in a format that lets recipients verify authenticity. A signature by an authorised person (management, HR, direct supervisor) belongs on it.
ZeugnisPilot issues employment confirmations in the same formal frame as full letters — with letterhead, date, signature field and a QR code for authenticity verification. That makes them as trustworthy to recipients as a qualified letter.
Frequently asked questions about the employment confirmation
What is an employment confirmation?
When is a confirmation enough, when do I need the full letter?
Can I switch from a confirmation to a full letter later?
What mandatory details must the confirmation contain?
May the confirmation still contain positive statements?
Does the employer have a choice between full letter and confirmation?
How quickly must a confirmation be issued?
How do I create an employment confirmation with ZeugnisPilot?
Employment confirmation in 5 minutes
Set the wizard to 'Employment confirmation' — the generator creates a lean text with the key data, in the same professional layout as the full letter.