Glossary of Reference Phrases
All 102 phrases, codes, and rules from our database - with grades, meanings, and source citations.
Want to analyze your own work reference?
Go to the Reference DecoderPerformance Assessment
8 entries
Classic satisfaction-scale phrase for the highest grade 'very good'. The adverb 'always/at all times' combined with the superlative 'fullest' produces the top rating.
'Good' -- either the superlative without 'always' OR the simple 'full' with 'always'. One intensifying component (superlative or frequency adverb) is sufficient for grade 2.
Grade 3 (satisfactory / adequate). In Germany the average, 'standard' grade -- the burden of proof for a better rating lies with the employee.
Grade 4 (adequate). No 'always', no 'full' -- weak praise, barely positive.
Grade 5 (poor / inadequate). The qualifiers 'on the whole' and 'by and large' relativise the praise and mean: there were recurring deficiencies.
Grade 6 (very poor). 'Tried/endeavoured' = effort without success. Classic coded reference to inadequate performance.
Typical Swiss norm-qualification phrasing. According to the Zurich Labour Court and Swissmem, this is a classic overall assessment of 'good' (Swiss norm).
CH context: 'Endeavour' without evidence of results is considered impermissible coding. Cited as a classic negative code in the Swiss Mobiliar guide.
Hidden meaning: Negative assessment -- did not meet expectations.
Behavior
10 entries
Social conduct very good. The order superiors, colleagues, co-workers, clients is the conventional sequence; deviations are significant (see ZC-RULE-002).
Social conduct good. Without 'very' = one grade lower.
Social conduct satisfactory. 'Impeccable' sounds positive but in reference-letter language it is only grade 3.
Social conduct adequate. Negative phrasing ('no complaints' instead of 'exemplary') signals: it was not praiseworthy, merely not objectionable.
Social conduct poor.
Classic example from the ver.di guide. 'Agreeable' as the sole behavioural trait signals average.
Hidden meaning: Only 'agreeable' = no outstanding social skills, merely neutral coexistence.
Conduct: satisfactory. 'Impeccable' sounds like top praise in everyday language but is only grade 3 in reference-speak -- comparable to ZC-V-003. The conventional order of reference groups (superiors before colleagues) is observed; the absence of 'very good' or 'exemplary' caps the grade.
Conduct: good. 'Always exemplary' without an additional 'very' yields grade 2 (cf. ZC-V-002). All three key reference groups (superiors, colleagues, customers) are named in conventional order -- no omission signal.
Conduct with a warning sign. The wording ('impeccable') corresponds on its own to grade 3, but the unconventional order (colleagues named before superiors) is regarded as a hint of problems with management and pulls the rating down.
Hidden meaning: The reversed order -- colleagues before superiors -- suggests a strained relationship with management.
Conduct with an omission signal. If only conduct towards colleagues is certified and the otherwise customary mention of superiors is dropped, this is a typical 'eloquent silence' -- the most common omission code in the conduct section.
Hidden meaning: Superiors are entirely missing from the conduct assessment -- a strong warning sign of a strained relationship with management.
Closing Formula (Thanks)
11 entries
Closing formula matching a grade-1 reference. Combination of strong regret + acknowledgement of very good performance.
Closing formula grade 2.
Closing formula grade 3. No 'always', no 'very'.
Closing formula grade 4+. No regret about the departure = significantly negative signal.
"Herr Muster verlässt uns auf eigenen Wunsch"
Neutral phrasing clarifying that the employee resigned. Positive compared to 'leaves us by mutual agreement'.
Active recommendation formula -- a very strong positive signal. Found only in top references.
Re-employment clause -- one of the strongest positive signals. The employer signals active willingness to re-hire.
"Frau Muster verlässt uns in gegenseitigem Einvernehmen"
This phrasing often means that an employer-initiated termination occurred, which was then restructured as a mutual agreement.
Hidden meaning: Generally an indicator of employer-initiated termination / severance agreement.
Complete warm top-tier closing formula: thanks for the 'consistently very good cooperation' combined with a comprehensive future wish ('continued great success', personally too). The combination of strong cooperation thanks and a 'continued'-success wish is a clear grade-1 signal.
Closing formula grade 2 -- cooperation variant. Regret about the departure + thanks for the 'consistently good' (not 'consistently very good') cooperation yields a good but not top rating (cf. ZC-SF-002, which thanks for performance rather than cooperation).
Cool closing formula grade 4. Mere thanks for the cooperation without regret and without 'consistently' is a weak signal -- comparable to ZC-SF-004 ('we thank for the collaboration'), but applied to cooperation.
Hidden meaning: The absence of 'regret' and of 'consistently' clearly cools the formula -- no regret about the departure signals a below-average overall assessment.
Closing Formula (Wishes)
6 entries
Future wishes grade 1. 'Continued great success' = the person was already very successful.
Future wishes grade 2. 'Continued success' without 'great'.
CRITICAL: 'Much success' without 'continued' implies the person had no success so far. This is a downgrading phrasing, even though it sounds positive in everyday language.
"Wir wünschen ihm für die Zukunft alles Gute, insbesondere Gesundheit"
Impermissible coded phrase. The reference to 'health' in a work reference is generally a downgrading signal and legally does not belong there.
Hidden meaning: Reference to frequent sick leave or health problems of the employee.
Standard wishes formula without 'success'. Neutral farewell, neither strongly positive nor negative. Grade 3.
Cool, very terse future-wish formula. Compared to ZC-SF-013 ('we wish all the best for the future', grade 3), even the reference to the future is missing here -- the remaining bare 'all the best' is regarded as distant and ranks at the lower edge.
Hidden meaning: The especially terse wish formula without 'for the future' and without any success wish comes across as cool and distant.
Motivation
6 entries
Work motivation very good. Double intensification ('always' + 'very high') signals grade 1.
Work motivation good. 'Always' without an additional superlative = grade 2.
Work motivation satisfactory. Without a frequency adverb = average initiative.
Work motivation adequate. Very weak praise -- signals average to below-average engagement.
Work motivation adequate. Without intensifiers and without 'always', this is weak praise.
Work motivation poor. The negation ('not always') and the admission of disappointed expectations signal markedly below-average engagement -- the bottom end of the motivation scale.
Hidden meaning: Open downgrade of commitment -- the engagement was repeatedly inadequate.
Capability
8 entries
Work capability very good. 'Extremely' + 'always' + 'very good' = clear grade 1.
Work capability good. 'Always good' instead of 'always very good' = grade 2.
Work capability satisfactory. 'Good' without 'always' = grade 3.
Work capability adequate. Simple 'capable' without further intensification.
Work capability poor. The qualifier 'not in all areas' clearly relativises the suitability and places the capability at the bottom of the scale (cf. ZC-BEF-001 to ZC-BEF-004).
Hidden meaning: The capability was insufficient for essential parts of the role.
Comprehension/aptitude very good. 'Very quick' + 'even complex matters' + 'always confidently' yields the top grade. Comprehension is conventionally assessed within the capability section.
Comprehension/aptitude satisfactory. 'Good' without a frequency adverb and without an intensifier ('quick', 'very') yields grade 3 -- in line with the rest of the capability scale.
Downgrading phrasing for comprehension. The seemingly factual mention of a 'longer onboarding period' is regarded in reference-speak as a code for weak, slow comprehension.
Hidden meaning: Coded hint at slow comprehension -- the person struggled to grasp new matters.
Work Style
8 entries
Work approach very good. Triple positive intensification.
Work approach good.
Work approach satisfactory.
Work approach adequate to poor. Qualifiers like 'generally', 'predominantly', 'essentially' are downgrading signals -- they imply exceptions.
Work approach poor. 'Usually' = not always, implying recurring errors.
Work approach very good -- aspect of independence. 'Always' + 'extremely independent' + 'goal-oriented' yields the top grade. Complements the diligence/reliability scale (ZC-AW-001 ff.) with the dimension of autonomy.
Downgrading phrasing for independence. The praise ('conscientiously', 'reliably') is tied to the qualifier 'following instruction' -- a coded hint that independent work was not possible.
Hidden meaning: Emphasising 'following instruction' / 'following precise direction' signals a lack of independence -- the person could not work autonomously.
Work approach very good -- aspect of work volume and pace. 'Even a high work volume' + 'always on schedule' describes above-average resilience and speed (the quantity dimension of performance).
Expertise
5 entries
Professional knowledge very good.
Professional knowledge good.
Professional knowledge satisfactory.
Professional knowledge adequate. 'Basic knowledge' instead of 'thorough' or 'good' professional knowledge limits the praise to the bare minimum -- a weak grade (cf. ZC-FW-001 to ZC-FW-003).
Downgrading phrasing for professional knowledge. Existing knowledge is certified, but its application is relativised by 'when required' -- a typical divergence between knowledge and actual use (cf. ZC-CODE-025).
Hidden meaning: The qualifier 'when required' / 'where necessary' suggests the knowledge was applied only rarely or hesitantly.
Hidden Codes
28 entries
"Er hat durch seine Geselligkeit zur Verbesserung des Betriebsklimas beigetragen"
Impermissible coded phrase. The term 'sociability' is interpreted in reference-letter language as a coded hint at alcohol consumption.
Hidden meaning: Alcohol problem / drinking during working hours.
"zeigte für die Belange der Belegschaft großes Einfühlungsvermögen"
Impermissible coded phrase. Hint at sexual harassment or inappropriate behaviour in the workplace.
Hidden meaning: Sexual advances or inappropriate behaviour towards colleagues.
Downgrading phrasing. 'Interest' instead of 'success' or 'results' suggests the person appeared engaged but produced no measurable outcomes.
Hidden meaning: Showed interest but delivered no results.
"trug engagiert zur Verbesserung des Betriebsklimas bei"
Ambivalent code. Depending on context: excessive chatting, distracting colleagues, or even causing conflict.
Hidden meaning: Talked a lot, worked little / was frequently involved in conflicts.
"war ein anspruchsvoller und kritischer Mitarbeiter"
'Demanding' and 'critical' in combination are usually meant negatively in reference-letter language: demanding towards others, self-centred complainer.
Hidden meaning: Complainer, difficult personality, dissatisfied.
"war kontaktfreudig und allseits beliebt"
Ambiguous code -- depending on context, possible double meaning suggesting inappropriate relationships.
Hidden meaning: Reference to sexual contacts / inappropriate relationships in the workplace.
"Mit ihren Vorgesetzten ist sie immer gut ausgekommen"
Code for excessive compliance. 'Getting along well' is interpreted as subservience, not as constructive collaboration.
Hidden meaning: Compliance at any cost, lack of independence.
"hat ein bescheidenes und zuvorkommendes Wesen"
'Modest' combined with 'obliging' = lacking assertiveness, without own initiative.
Hidden meaning: Reserved, compliant, submissive, no initiative.
"In letzter Zeit kam es zu Konflikten mit dem Vorgesetzten"
Openly negative phrasing (rare). Directly naming conflicts is strongly downgrading and legally borderline.
Hidden meaning: Massive problems at the end of employment -- often suspected alcohol problem or summary dismissal.
"Für seine Mitarbeit bedanken wir uns aufs Herzlichste!"
Suspected deliberate irony. Excessive emphasis in the closing formula may be interpreted as impermissible coding, especially when it does not match the rest of the reference content.
Hidden meaning: Ironic exaggeration -- the opposite is meant. The exclamation mark reinforces the irony.
'Diligence' without mention of 'success' or 'results' is a downgrading phrasing in reference-letter language -- the employee tried hard but did not deliver.
Hidden meaning: Diligent but incapable. Much effort, little result.
"war pünktlich"
Highlighting a basic expectation as the sole positive trait. Downgrading for qualified positions.
Hidden meaning: When punctuality is named as a standout quality, it often means: there was nothing more positive to say. For qualified positions, punctuality is taken for granted.
"war stets ehrlich"
The explicit mention of honesty is only natural when it is relevant to the role. In other cases, it may be interpreted as a coded hint.
Hidden meaning: When honesty is explicitly mentioned, this may point to past suspicion of theft or dishonesty -- especially for positions of trust (cashier, warehouse worker).
"trennte sich das Arbeitsverhältnis in gegenseitigem Einvernehmen"
Neutral standard phrasing, but its use (instead of 'at own request') may indicate an employer-initiated separation.
Hidden meaning: Severance agreement, often after conflicts or as an alternative to dismissal. May suggest the employer pushed for the separation.
"Das Arbeitsverhältnis endete am TT.MM.JJJJ"
The absence of any qualifying remark (no thanks, no regret, no reason) in the closing formula is a warning signal.
Hidden meaning: Neutral, terse phrasing without regret, thanks, or reason for separation. May indicate summary dismissal or major conflict.
Strung-together weak traits without mention of concrete achievements. Signals a lack of own work results.
Hidden meaning: Attentive = watched; interested = asked questions but did not work independently.
"Er war sich der Bedeutung seiner Aufgabe stets bewusst"
Positive-sounding phrasing that in reference-letter language signals 'awareness without action'.
Hidden meaning: Did not actually fulfil the task -- only the awareness of it is certified.
Minimal praise -- meeting the average, no over-performance. Without intensifiers like 'fully' or 'exceeded', this is a weak grade.
Quadruple positive intensification -- counterpart to 'met expectations'. Clear grade 1.
Minimal competence confirmed, nothing beyond. Weak praise.
"Er zeigte für die Belange der Belegschaft stets Verständnis"
Classic coded phrase. The reference to the 'concerns of the workforce' is read in reference-speak as a veiled hint at works-council or union activity -- and thus potentially as a warning to future employers.
Hidden meaning: Hint at union or works-council involvement -- the person was active on the works council or unionised.
"war ein geselliger und stets gut gelaunter Mitarbeiter"
Coded phrase. 'Sociability' is regarded in reference-speak as a widespread code for alcohol consumption during work (cf. ZC-CODE-001). Emphasising good cheer instead of work performance reinforces the signal.
Hidden meaning: Suspicion of alcohol consumption at work -- 'sociability' is the classic veiled hint at a drinking problem.
"trug durch seine Geselligkeit zur Verbesserung des Betriebsklimas bei"
Classic coded phrase, almost verbatim from the standard literature (cf. ZC-CODE-001). 'Sociability' combined with 'workplace atmosphere' is regarded as the best-known veiled hint at alcohol consumption.
Hidden meaning: Suspicion of alcohol consumption at work -- the link between 'sociability' and 'workplace atmosphere' is the textbook example of the alcohol code.
Downgrading phrase. Theoretical expertise is certified, but its practical application is relativised by 'on the whole' -- a typical divergence between knowledge and implementation.
Hidden meaning: The qualifier 'on the whole' means: was only partly able to apply the existing knowledge in practice.
"war bei Kollegen sehr beliebt"
Ambivalent code. High popularity with colleagues without any mention of appreciation by superiors may signal that the professional performance lagged behind the social popularity.
Hidden meaning: If popularity with colleagues is emphasised but recognition from superiors is not mentioned, this may indicate a lack of professional recognition or a strained relationship with management.
Downgrading phrase. The seemingly benevolent qualifier 'within his abilities' relativises the praise and implies that the person's capability was limited.
Hidden meaning: The qualifier 'within his abilities' suggests that those abilities were limited -- a veiled hint at restricted performance capacity.
"wusste sich gut zu verkaufen"
Coded phrase. When it is emphasised that someone 'knew how to sell themselves' or 'present themselves well' without corresponding results being named, this signals in reference-speak a self-promoter whose appearance outweighed the substance.
Hidden meaning: All show / self-promoter -- the outward impression was better than the actual performance.
"war ein verständnisvoller Vorgesetzter"
Coded phrase in the leadership assessment. When a manager is described solely as 'understanding', without leadership strength, assertiveness, or results being named, this counts as a coded hint at overly lenient, weak leadership.
Hidden meaning: Weak manager -- 'understanding' without any mention of leadership strength or assertiveness suggests a lack of authority.
Omission Rules
12 entries
"[Relativierungen: grundsätzlich / überwiegend / im Großen und Ganzen / im Wesentlichen / meistens]"
Structural rule: Every relativising adverb is a downgrade. 'Generally' = there were exceptions. 'Predominantly' = there were counter-examples. When decoding: deduct one grade per relativisation.
"[Reihenfolge der Bezugsgruppen im Sozialverhalten]"
Structural rule: The conventional order is superiors, colleagues, co-workers, clients/third parties. Deviations are significant: if colleagues are named before superiors, this suggests problems with superiors. If a group is omitted, it is a strong warning signal.
"[Fehlen der Schlussformel]"
Structural rule: If the closing formula (thanks, regret, or wishes) is absent from a qualified reference, this is a significantly negative signal -- the reference appears 'without farewell', suggesting a strained relationship at departure.
"[Fehlen einer Personengruppe im Sozialverhalten]"
Structural rule: If one of the four standard reference groups (superiors, employees, colleagues, clients) is omitted, this suggests problems with that group.
"[Fehlen von Verhaltensbeurteilung insgesamt]"
Structural rule: If a qualified work reference contains no behavioural assessment, this indicates an overall poor evaluation. According to SECO, this violates the completeness obligation under Art. 330a OR.
"[Fehlen von Kernkompetenzen zur Tätigkeit]"
Structural rule: If key competencies relevant to the position are not mentioned (e.g., planning/organisational skills for a project manager, or honesty for a cashier), this counts as a coded negative hint ('eloquent silence').
"[Passive Eingangsformel: 'wurde beschäftigt' / 'hatte zu erledigen']"
Structural rule: The choice of verb in the opening formula is a signal. 'Was active' = active, positive. 'Was employed' / 'was assigned to' = passive, tending towards downgrading.
"[Lapidare Eingangsformel: 'Das Arbeitsverhältnis dauerte von/bis']"
Structural rule: If the reference only emphasises the legal duration without mentioning the function/role, this may indicate prolonged absences -- the person was rarely actually active in the company.
"[CH-spezifisch: Zwischenzeugnis muss im Präsens formuliert sein]"
Structural/formal rule: Interim references in Switzerland must be written in the present tense ('He shows good performance.'), final references in the past tense. Incorrect tense may be flagged as a formal error.
"[CH-spezifisch: 10-jährige Verjährung des Zeugnisanspruchs]"
Legal note CH: The right to issuance OR correction of a work reference in Switzerland expires only after 10 years (Art. 127 OR, general limitation period). Significantly longer than in Germany (3 years).
"[Bemerkung zu unwichtigen Eigenschaften bei Führungskräften]"
Structural rule: When a trivial given (punctuality, appearance) is highlighted for an executive or specialist, it means: nothing more positive could be said.
"[Kontrast zwischen Leistungs- und Verhaltensnote]"
Structural rule: A strong discrepancy between the performance and behaviour assessments (e.g., performance grade 1, behaviour grade 4) is significant and suggests problematic social conduct despite good professional performance (or vice versa).