An employment reference letter, often referred to as a paklaring in Indonesia, is an important document in the recruitment process. It contains essential details about a candidate’s work history and integrity. While it may look simple, this document can be a deciding factor in whether or not someone passes the selection stage.
For this reason, companies need to understand the true function of this letter to avoid misjudging the quality of human resources. This article will discuss what an employment reference letter is and why verifying such documents is crucial.
What is an Employment Reference Letter (Paklaring)?
An employment reference letter, commonly known in Indonesia as a surat paklaring kerja or surat keterangan kerja, is an official document issued by a company to certify that an employee has worked there for a specific period of time.
This document usually contains important details such as the employee’s name, last position held, length of employment, and a general assessment of their performance. In some cases, it may also include the reason for the termination of employment, although this is not always mandatory.
Legally, a paklaring is not a compulsory document that companies must provide, except in certain situations—for example, when employees need it to claim their Old Age Security (JHT) benefits from BPJS Ketenagakerjaan.
However, in practice, many companies still issue this letter as a sign of professionalism and as part of proper employment documentation.
Read Also: 7 Effective Ways to Overcome Labor Shortages
The 6 Functions of an Employment Reference Letter (Paklaring)
For employers, understanding the functions of an employment reference letter is essential to making more accurate hiring decisions. This document serves several important purposes:
1. Verifying Work Experience
Many candidates list their work experience on their CV, but this information still needs validation. A paklaring provides authentic proof of previous employment, the position held, and the duration of service.
This ensures that the company can verify the accuracy of the information provided by the candidate.
2. Reducing the Risk of Hiring Problematic Employees
An employment reference letter can also give insight into whether an employee left their previous company on good terms or due to certain issues. Some letters include the reason for termination, which can be an important consideration when evaluating a candidate’s character and professionalism.
3. Reviewing Performance History
Although not always detailed, a paklaring sometimes includes a general assessment of an employee’s performance. This allows employers or other institutions to gauge whether the individual demonstrated strong work ethics—such as responsibility, communication skills, and discipline. Such information can also be valuable when applying for financial services, as some lenders take employment history into account before approving loans.
4. Ensuring Administrative Compliance
In certain cases—such as applying for work permits, visas, government projects, or financial loans—a paklaring serves as an official supporting document. Having legally recognized and documented work experience helps streamline administrative processes and ensures compliance with legal requirements.
Read Also: 10 Effective Ways to Deal with Undisciplined Employees in the Workplace
5. Efficient Candidate Screening
An employment reference letter (paklaring) helps streamline the selection process. Companies can use this document as an initial filtering tool before conducting in-depth interviews. If the document is missing or appears suspicious from the start, employers can more quickly eliminate candidates who may not be suitable.
6. Proof of Professional Conduct
Candidates with an official reference letter typically left their previous job in a formal, professional manner—reflecting respect for company procedures and good work ethics.
By using reference letters as part of the hiring process, companies can minimize the risk of bad hires and enhance a structured, objective screening system.
How to Get an Employment Reference Letter (Paklaring)
An employment reference letter is often required when applying for a new job, scholarships, or as part of bank loan administration. Here are the steps to request a paklaring after resigning from a company:
1. Submit a Request to HR or Direct Supervisor
Contact your HR department or immediate supervisor. Submit your request in writing or via email, clearly stating the purpose of the letter along with basic details such as your full name, last position, and resignation date.
2. Ensure Your Identity and Employment Records Match Company Records
To speed up the process, make sure your personal data matches the company’s records, including employment duration, last position, and performance history. This information will form an essential part of the letter.
3. Wait for Company’s Administrative Process
Once submitted, HR usually needs time to verify the data and prepare the letter in the company’s standard format. The processing time may vary depending on the company’s internal policies.
4. Letter Issued and Signed by Authorized Personnel
The paklaring must be signed by your direct supervisor or an authorized manager as a form of legal validation. Some companies also include a reference number and official letterhead to strengthen its legal standing.
5. Collect the Letter in Person or via Email
You can pick up the letter directly from the office or request it to be sent via email (if permitted). Keep both digital and printed copies for future administrative needs.
How Long Does It Take to Receive a Paklaring After Resignation?
Many employees are unsure about the estimated time it takes to issue an employment reference letter after resignation. The timeline depends on several factors:
- Processing Time: Usually 3–14 Working Days
On average, a paklaring is issued within 3 to 14 working days after the request, depending on the efficiency of the company’s administration and the readiness of your data. -
Completeness of Documents and Work History
If your employment records (such as position, responsibilities, and tenure) are clear, the process will be quicker. However, if validation is needed—such as pending projects or obligations—it may take longer. -
Internal Company Policies
Some companies have strict SOPs for issuing employment reference letters, including clearance of obligations, return of assets, or approvals from multiple parties. These policies can affect the timeline.
Sample Employment Reference Letter (Paklaring)
PT Sukses Maju Bersama
Jl. Merdeka No. 123, Jakarta Pusat
Phone: (021) 98765432 | Email: hrd@suksesmaju.co.id
EMPLOYMENT REFERENCE LETTER
Number: 045/HRD/SK/2025
The undersigned below:
Name: Budi Santoso
Position: Human Resource Development (HRD) Manager
Company: PT Sukses Maju Bersama
Hereby certifies that:
Name: Ahmad Wijaya
Place, Date of Birth: Jakarta, February 15, 1994
Address: Jl. Kenangan No. 45, Jakarta Timur
Last Position: Administrative Staff
Employee ID: 112034
Has indeed been employed at our company from January 10, 2019, until June 15, 2025.
During his employment at PT Sukses Maju Bersama, he demonstrated good performance, discipline, and was able to fulfill his duties and responsibilities in line with company standards.
This letter is issued as proof of employment experience and may be used for job applications, scholarship submissions, loan applications, or other administrative purposes as required. This document is issued upon the employee’s request and fully belongs to the employee.
Issued truthfully for proper use.
Jakarta, August 4, 2025
Sincerely,
PT Sukses Maju Bersama
(Signed)
Budi Santoso
HRD Manager
6 Characteristics of a Fake Employment Reference Letter
As job competition intensifies, some candidates may attempt to bypass hiring filters using fake documents, including reference letters. This poses a serious risk to workforce quality and internal credibility.
Here are six signs of a fake reference letter that HR professionals should watch out for:
1. Lack of Official Letterhead
An authentic reference letter should be printed on company letterhead, complete with logo, office address, and contact info. If it’s on blank paper or lacks identifying marks, the document’s authenticity is questionable.
2. Missing Signature and Stamp
Valid reference letters are always signed by an authorized party (typically an HR manager or director) and stamped with an official seal. Without these elements, the letter is likely invalid.
3. Unprofessional Format
Fake letters often appear sloppy. They may use informal language, contain many typos, or lack standard business formatting.
4. Inconsistent Information
If the details in the reference letter conflict with the candidate’s resume—like mismatched job titles or illogical employment durations—it's crucial to conduct further verification.
Read Also: 5 Strategies to Recruit High-Quality and Professional Employees
5. Unverifiable Company Information
Ensure that the company listed in the letter actually exists. Simple checks via online search, social media, or business directories can reveal whether the company is legitimate.
6. Excessive Praise
An employment reference letter that sounds overly flattering, includes salary details, or highlights achievements in an exaggerated manner should also raise red flags. Official letters are usually written in a concise, straightforward, and objective style.
To avoid potential risks, you can directly contact the company listed on the paklaring to verify its authenticity. Don’t hesitate to request the previous HRD’s contact number or conduct additional background checks if necessary. Keep in mind that verifying a paklaring is only one step in the recruitment process.
If your company wants to minimize administrative risks and focus on securing reliable, ready-to-work employees, partnering with a workforce provider such as SOS is the right solution.
Simplify Recruitment with Reliable Workforce Solutions from SOS
Verifying reference letters is just one of many steps in recruitment. If your company wants to reduce administrative burdens and focus on hiring ready-to-work, trustworthy employees, partnering with a workforce provider like SOS is the smart choice.
By using outsourcing services from SOS, companies can save time, costs, and energy in both the recruitment process and human resource management.
This allows businesses to focus on developing their core operations, while daily activities are handled by reliable professionals who are ready to work efficiently and with a high level of professionalism.
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