The FCA provides a template which all firms should use when providing a regulatory reference. This can be found in Annex 1 of SYSC 22 and details a baseline minimum of information which must be provided by firms. Minor formatting changes to the FCA template are permissible, but all relevant information must be included.
Firms are also free to provide more information if they wish (this is called “Additional Materials”). They may also add qualifying information if they want to (for example, information about mitigating circumstances).
At a minimum, the FCA Regulatory Reference template requires the following information to be disclosed:
- the name, contact details and firm reference number of the firm providing the reference (or names, contact details and firm reference numbers (where applicable) of group firms providing a joint reference);
- the individual’s name (i.e. the subject of the reference);
- the name, contact details and firm reference number of the firm requesting the reference;
- the date on which the reference was requested;
- the date of the reference itself;
- whether the individual has performed a certification function or been an approved person in the last six years;
- whether the individual was:
- a notified non-executive director;
- a credit union non-executive director;
- a key function holder (other than a controlled function);
- a non-SMF board director; or
- whether the individual performed any other role.
- whether the firm concluded that the individual was fit and proper to perform his/her role (and associated detail if the individual was held to be NOT fit and proper);
- disclosure of any other information that may be relevant to a fit and proper assessment.
 SYSC 22.4.1G
 SYSC 22.4.2R
 SYSC 22.4.6R
 PS16/22 “Strengthening accountability in banking and insurance: regulatory reference final rules”, page 11
 SYSC 22.2.2(4)