Should I provide my colleague with a character reference?

Dr White is an ED consultant in a public hospital. One of the senior registrars approaches Dr White and asks her for a character reference. They’ve worked together for about two years, and the registrar has always been professional, punctual and reliable. His clinical skills are excellent, and Dr White has never had any issues with him in the workplace.

What is a character reference

Generally, a character reference is a letter that speaks to the subject’s positive attributes. Ideally, you should have known the subject for some time, and you must provide your honest opinion.

What will it be used for?

Common reasons for requests relate to:

• employment or rental applications
• court proceedings – including criminal, civil, family disputes and restraining orders
• disciplinary matters.

It’s important to know why the reference is being requested.

What should I say in a character reference?

• Include information about how long you have known the person, and in what capacity.
• Address your understanding of why you have been asked to provide a character reference.
• Avoid using stock phrases such as “is of good character” or “an upright citizen”. Your colleague may behave appropriately in the workplace – but not so much in the home environment, or under the influence of alcohol or other substances.
• Be specific about positive attributes, but don’t shy away from addressing negative attributes, particularly if the person has taken steps to rectify this.
• The wording should be factual, clear, fair and informative.

Are there any potential pitfalls?

Things you should think about before agreeing to write a character reference:

• You may be contacted for a verbal follow-up, so you should be prepared for this.
• Would your hospital or employer think it is appropriate for you to author a character reference, particularly if it relates to a hospital disciplinary matter?
• If you provide a character reference, and your colleague is later subject to adverse publicity in a very public forum, will your support of your colleague damage your own reputation?
• If the matter is before the courts, be prepared to be subpoenaed as a witness.
• Don’t address your letter “to whom it may concern”. A character reference should be addressed to a specific person, otherwise it could be used for a purpose you didn’t contemplate when you wrote it.
• If you can’t genuinely speak to a colleague’s good character, it may be best to decline the request.

If in doubt, contact our Medico-legal Advisory Services team for advice.

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