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When your administrative assistant concludes their employment with your organisation, providing them with a comprehensive experience letter is both a professional courtesy and a legal requirement under New Zealand employment law. This document serves as official verification of their employment history, role responsibilities, and professional contributions during their tenure with your company.

When do you need this document?

You'll need to prepare an admin assistant experience letter whenever a current or former administrative employee requests employment verification. This typically occurs when they're applying for new positions, seeking visa or immigration documentation, pursuing further education or professional certifications, or meeting requirements for professional membership organisations. The document is also essential for employees transitioning to new roles within your organisation or when they need to demonstrate their work experience for career advancement opportunities. Immigration New Zealand often requires such documentation for work visa applications, making this letter crucial for international administrative professionals.

Key legal considerations

Under the Employment Relations Act 2000, you must ensure all information contained in the experience letter is accurate and truthful. The Privacy Act 2020 requires that you only include information that the employee has consented to share and avoid disclosing sensitive personal details beyond work-related facts. You must include the employee's full name, position title, employment dates, and a factual description of their duties and responsibilities. The Fair Trading Act 1986 mandates that all statements about the employee's performance and contributions must be honest and not misleading. Avoid including subjective opinions, disciplinary actions, or personal characteristics unless specifically relevant and consented to. The letter should focus on verifiable facts about their administrative role, including tasks such as correspondence management, scheduling, record keeping, and any specialised software or systems they operated.

Legal requirements in New Zealand

New Zealand employment law requires that experience letters be issued on official company letterhead and signed by an authorised representative, typically the HR manager, department head, or direct supervisor. The document must clearly identify the issuing organisation and provide accurate contact details for verification purposes. Under the Employment Relations Act 2000, you cannot unreasonably withhold this documentation from current or former employees. The letter must specify the exact employment period, including start and end dates, and provide a clear description of the administrative duties performed. You must ensure compliance with the Human Rights Act 1993 by avoiding any discriminatory language or references to protected characteristics. If the employee worked in different administrative roles during their tenure, each position should be clearly outlined with corresponding dates and responsibilities. The Holidays Act 2003 may require mention of any outstanding leave entitlements if relevant to the employment conclusion.