Interim letter Entitlement, content, triggers
When employees can request an interim letter, what it must contain — and how it differs from the final letter. Including typical triggers from Swiss practice.
- Entitlement + legitimate interest
- Present tense, not past
- Mandatory parts identical to the full letter
What is an interim letter?
An interim letter is a qualified reference letter issued during an ongoing employment relationship. Like the final letter, it contains an assessment of performance and conduct, but is written in the present tense and without a closing formula.
The legal basis is Art. 330a CO. Prerequisite: a legitimate interest of the employee. What counts as legitimate is broadly framed — practice is employee-friendly.
Six typical triggers
In all these cases the legitimate interest is recognised — the employer owes the letter within an appropriate period.
Change of supervisor
The direct supervisor is leaving — the assessment should be documented while the memory of concrete observations is fresh.
Reorganisation or role change
On restructurings or a new role within the company. The interim letter neatly closes the previous role.
Upcoming application
Employees want to apply externally without resigning immediately. The interim letter makes that possible.
Longer absence
Before maternity leave, sabbatical or another extended absence. Captures the assessment as it stands.
Change of ownership
On sale, merger or change of owner — employees secure their existing assessment before the environment changes substantially.
Periodic check-in
Customary in some industries or groups: an interim letter every few years as part of personnel development.
Differences from the final letter
Four formal differences, otherwise identical. Substantively, the same mandatory parts apply.
Tense: present, not past
The interim letter is in the present tense ("Ms X works …"), the final letter in the past ("Mr Y worked …"). The change of tense is an important reading cue.
No closing formula
The interim letter contains no reason for ending and no good wishes for the further career — the relationship continues.
Substantively complete
Despite the tense difference: substantively the same requirements apply. Mandatory parts (personal details, role, performance, conduct) are identical.
Naming the trigger — or not
The trigger may be mentioned ("at the employee's request", "on the occasion of the change of supervisor"), but need not be. If mentioned, neutrally and factually.
Substantive requirements
Substantively, the interim letter matches the qualified full letter. Mandatory:
- Personal details of the employee.
- Duration of employment from start until the issue date (open end).
- Role and area of responsibility with a concrete description of the activities.
- Performance assessment — based on observable behaviour, factual, free of codes.
- Conduct assessment — towards superiors, colleagues and, where applicable, clients.
Missing compared to the final letter: the reason for ending and the wishes for the further career path. Both would be nonsensical, since the employment continues.
How interim and final letter relate
The final letter must not deviate substantively from the interim letter without reason — otherwise the assessment is hard to defend in a correction dispute.
An employee assessed in the May 2024 interim letter as "delivers their performance reliably and with above-average quality standards" cannot, without new facts, drop to a "largely met the requirements" level in the March 2026 final letter. Such breaks are a clear signal in disputes of either an untruthful interim letter — or an arbitrary final letter. Either weakens the employer's position.
Practical recommendation: the interim letter should meet the same standard of care as the final letter — factual, provable, signed off in the four-eyes principle. That is exactly what Kompass is built for.
What employees should keep in mind
- Request in writing — a short email naming the trigger is enough. Creates evidence and simplifies the HR process.
- Name the trigger neutrally — "due to a change of supervisor", "in support of the further career path". A specific external application need not be mentioned.
- Set a deadline — an appropriate period (two to four weeks) helps make the request binding.
- Watch for consistency — when the final letter arrives later, check that there is no unjustified worsening compared to the interim letter.
Frequently asked questions about the interim letter
When is there an entitlement to an interim letter?
Must the employer issue every interim letter?
What is the difference from the final letter?
How do interim and later final letter relate?
Can I receive multiple interim letters?
How long may the employer take?
Must the trigger of the interim letter be mentioned in the text?
How do I create an interim letter with ZeugnisPilot?
Interim letter in 15 minutes
Set the wizard to type 'Interim letter' — the generator automatically switches to present tense, omits the closing formula and checks the compliance points for interim letters.