reference letter assignment

65 Example Phrases for Perfect Reference Letters [and 5 Templates]

By Status.net Editorial Team on June 10, 2023 — 27 minutes to read

• Types of Reference Letters Part 1
• Purpose of Reference Letters Part 2
• Letter of Reference Format Part 3
• How to Write a Reference Letter (Sample Phrases) Part 4
• Template: Professional Letter of Reference Part 5
• Template: Reference Letter for Job Application Part 6
• Template: Academic Reference Letter Part 7
• Template: Character and Personal References Part 8
• Template: Promotions and Leadership Recommendations Part 9
• Reference Letters Tips and Best Practices Part 10

Part 1 Types of Reference Letters

Reference letters come in various forms depending on the purpose. Some common types include professional reference letters, personal reference letters, academic reference letters, and business reference letters.

• A professional reference letter focuses on the person’s work experience, job performance, and skills. It typically comes from a previous employer, supervisor, or coworker who can vouch for their abilities related to a specific job or position.
• A personal reference letter, also known as a character reference letter, provides insight into the person’s personal qualities and character. This type of letter comes from someone who knows them well, such as a friend, relative, or even a neighbor. Personal reference letters can be helpful if the person lacks professional experience or if the opportunity they’re pursuing is more casual in nature.
• An academic reference letter deals more with the person’s educational background, performance, and potential. It’s often written by teachers, professors, or other educators who can attest to their abilities as a student. This type of letter is frequently requested when applying for higher education, internships, or research positions.
• A business reference letter serves to confirm the person’s work history and business activities. It can be written by clients, suppliers, or other professionals who’ve interacted with them within the scope of their occupation or business ventures.

Part 2 Purpose of Reference Letters

The main objective of a reference letter is to endorse and reinforce the candidacy of a person for a job, academic program, or other opportunities. It provides an external viewpoint on the person’s skills, qualifications, and character, which helps the decision-makers to gain a better understanding of the person’s suitability for the position.

In terms of employment, reference letters can assist a person to:

• Demonstrate their professional abilities
• Highlight their character and personal qualities
• Confirm their work history and experience
• Add credibility to their application
• Stand out from other candidates

For academic opportunities, reference letters can:

• Showcase the person’s academic achievements
• Highlight their potential for success in the program
• Offer insights into their work ethic and dedication
• Validate claims about their skills or experience
• Support their case for scholarships, financial aid, or special programs

Part 3 Letter of Reference Format

Format guidelines.

Start with your name and contact information at the top followed by the date and the recipient’s name and address. Keep the formatting consistent using a legible font like Times New Roman, Arial, or Calibri.

Length and Structure

Reference letters typically range from one to two pages in length. Keep the letter focused by structuring it into three to four paragraphs.

• The first paragraph should explain your relationship to the person you are recommending and establish your credibility.
• The second and third paragraphs should highlight the relevant skills, qualities, and achievements of the person.
• Finally, wrap up the letter by stating that you highly recommend the candidate, and provide your contact information for further inquiries.

Salutation and Signature

Begin the letter with a formal salutation, such as “Dear [Recipient’s Name].” If you don’t know the recipient’s name, you can use “To Whom It May Concern” or “Dear Hiring Manager.” End your letter with a professional closing like “Sincerely” or “Yours faithfully,” followed by your typed name and, if applicable, your handwritten signature.

Related: How to Start a Letter (and Mistakes to Avoid)

How to End an Email Professionally (Examples)

Part 4 How to Write a Reference Letter (Sample Phrases)

— step 1: introduction and context —.

Start by providing an introduction that allows the reader to understand your relationship to the candidate, such as mentioning your job title, company name, and how long you’ve known them.

For example: “ It’s been an honor to supervise Jane as a project director at XYZ Company for the past five years. I can confidently attest to her outstanding leadership skills and positive attitude, making her a perfect fit for the role of Chief Operations Officer at ABC Industries.”

Sample phrases for reference letter introduction:

1. As a [job title] at [company name], I have had the pleasure of working closely with [candidate’s name] for [length of time]. 2. I am writing this reference letter for [candidate’s name], whom I have had the pleasure of knowing for [length of time] in my capacity as [job title] at [company name]. 3. It is my pleasure to recommend [candidate’s name], with whom I have had the pleasure of working for [length of time] as [job title] at [company name]. 4. I have had the pleasure of knowing [candidate’s name] for [length of time] in my capacity as [job title] at [company name], and I am honored to provide this reference letter on their behalf. 5. I have known [candidate’s name] for [length of time] in my role as [job title] at [company name], and I am happy to provide this reference letter in support of their application. 6. As [job title] at [company name], I have had the pleasure of working with [candidate’s name] for [length of time], and I am delighted to provide this reference letter on their behalf. 7. I am writing this reference letter for [candidate’s name], whom I have known for [length of time] in my capacity as [job title] at [company name]. 8. As [job title] at [company name], I have had the opportunity to work with [candidate’s name] for [length of time], and I am pleased to provide this reference letter in support of their application. 9. I am honored to provide this reference letter for [candidate’s name], whom I have had the pleasure of working with for [length of time] in my capacity as [job title] at [company name]. 10. It is my pleasure to recommend [candidate’s name], whom I have known for [length of time] in my role as [job title] at [company name]. 11. I am writing this reference letter for [candidate’s name], whom I have worked with for [length of time] in my capacity as [job title] at [company name], and I am happy to provide my support. 12. As [job title] at [company name], I have had the pleasure of working with [candidate’s name]for [length of time], and I am pleased to provide this reference letter as a testament to their skills and abilities. 13. I have had the pleasure of knowing [candidate’s name] for [length of time] in my capacity as [job title] at [company name], and I am honored to provide this reference letter in support of their endeavors. 14. It is my pleasure to recommend [candidate’s name], whom I have had the opportunity to work with for [length of time] as [job title] at [company name]. 15. I am writing this reference letter for [candidate’s name], with whom I have had the pleasure of working for [length of time] in my role as [job title] at [company name]. 16. As [job title] at [company name], I have had the pleasure of working with [candidate’s name] for [length of time], and I am delighted to provide this reference letter to support their career aspirations.

— Step 2: Body and Specific Examples —

In the body of the letter, focus on the candidate’s strengths, skills, and qualifications. Use specific examples to showcase their abilities, leadership skills, and experiences that make them the ideal choice for the role or admission. You could highlight their academic achievements, professional growth, or projects they’ve successfully managed. Be sure to personalize your letter, detailing the candidate’s outstanding qualities and traits that set them apart from others.

For example: “ During her time at XYZ Company, Jane successfully managed a team of 20 people, achieving a 15% increase in overall productivity. Her exceptional client relationship skills resulted in the acquisition of several high-profile projects. As a leader, Jane has consistently demonstrated her ability to go above and beyond her responsibilities.”

For academic applications: “ As Jane’s teacher, I observed her excellent performance and dedication to her studies, which was reflected in her consistently high grades. She also volunteered as a tutor for struggling students, showcasing her strong sense of empathy and community.”

Sample phrases for reference letter body:

• I have been consistently impressed with [Name]’s ability to [skill/quality] in a professional and efficient manner.
• [Name] has a keen eye for detail and is always willing to go above and beyond to ensure that [task/project] is completed to the highest standard.
• [Name] consistently demonstrates a positive attitude and excellent interpersonal skills when working with colleagues and clients.
• [Name] is a highly motivated and driven individual who consistently strives to improve their performance and achieve their goals.
• Their exceptional communication skills and ability to collaborate effectively make them a valuable asset to any team.
• [Name] has a natural ability to think critically and creatively, which has led to some impressive results in their role.
• I have been particularly impressed with [Name]’s ability to adapt to new challenges and environments with ease.
• [Name] consistently demonstrates a high level of professionalism and integrity in all of their interactions.
• Their ability to manage multiple tasks and priorities simultaneously is a testament to their exceptional organizational skills.
• [Name] has a strong work ethic and consistently goes above and beyond what is expected of them.
• Their ability to effectively manage and lead teams has been a key factor in the success of many projects at [company/organization].
• [Name] is a quick learner and has a natural ability to pick up new skills and concepts with ease.
• Their passion for [industry/field] is evident in their work and has been a key factor in their success.
• [Name] consistently demonstrates a willingness to take on new challenges and responsibilities.
• Their ability to remain calm and composed under pressure makes them an excellent asset to any team.
• [Name]’s exceptional attention to detail and ability to anticipate potential issues has been instrumental in the success of many projects at [company/organization].
• [Name] has a strong track record of [achievement/ success] in their position.

Sample paragraphs for reference letter body:

1. “Throughout [Name]’s time in my class, I was impressed by their exceptional critical thinking skills, which they consistently demonstrated in their written assignments and classroom discussions. Their ability to analyze complex concepts and ideas and present them in a clear and concise manner was particularly noteworthy. [Name] also showed great initiative in seeking out additional resources and materials to deepen their understanding of course topics, which helped them excel in the class.”

2. “As a project manager, [Name] exhibited strong leadership skills, effectively delegating tasks and motivating team members to achieve project goals. Their ability to communicate clearly and set expectations for team members was particularly impressive, and they were able to foster a collaborative and productive work environment. [Name] also demonstrated excellent problem-solving skills, identifying and addressing potential roadblocks before they became major issues.”

3. “I have no doubt that [Name]’s impressive academic achievements and dedication to their studies make them an excellent fit for the program they are applying to. In addition to their outstanding grades and test scores, [Name] has consistently shown a passion for learning and a deep curiosity about their field of study. They have taken on additional coursework and research projects outside of their required curriculum, demonstrating a commitment to intellectual growth and development.”

4. “During [Name]’s time at our organization, they consistently demonstrated a strong work ethic and a keen attention to detail, resulting in successful completion of several complex projects. [Name] was able to manage multiple priorities and deadlines with ease, and was always willing to go above and beyond to ensure that projects were completed on time and to a high standard. Their ability to work independently and as part of a team was also notable, as they were able to build strong relationships with colleagues and stakeholders.”

5. “[Name]’s ability to communicate clearly and effectively with colleagues and clients alike was a key factor in their success in their previous role. They were able to distill complex technical concepts into language that was easily understandable for non-technical stakeholders, and were skilled at presenting information in a clear and concise manner. [Name] was also able to build strong relationships with clients, earning their trust and respect through their professionalism and expertise.”

6. “I was consistently impressed by [Name]’s ability to think creatively and outside the box, resulting in innovative solutions to complex problems. They were able to approach challenges from multiple angles, and were not afraid to take risks in pursuit of novel solutions. [Name] was also skilled at identifying patterns and trends in data, which helped them uncover new insights and opportunities. Their ability to think critically and creatively was a valuable asset to our team.”

7. “[Name]’s strong organizational skills and ability to multitask effectively were essential in their successful management of multiple projects simultaneously. They were able to prioritize competing demands and allocate resources in a way that maximized efficiency and productivity. [Name] was also skilled at managing stakeholder expectations, communicating project status and progress updates in a clear and timely manner. Their ability to juggle multiple priorities and maintain a high level of attention to detail was impressive.”

8. “As a team player, [Name] consistently went above and beyond to support their colleagues and contribute to a positive work environment. They were always willing to lend a hand when needed, and were skilled at building relationships with colleagues from diverse backgrounds and disciplines. [Name] was also adept at providing constructive feedback and support, helping their teammates grow and develop professionally.”

9. “[Name]’s unwavering dedication to their work and their commitment to excellence make them an ideal candidate for the role they are applying for. They consistently demonstrated a passion for their work and a drive to succeed, which helped them excel in their previous roles. [Name] was also able to adapt to changing circumstances and navigate ambiguity with ease, demonstrating a high level of resilience and flexibility.”

10. “In addition to [Name]’s impressive technical skills, their ability to work well under pressure and meet tight deadlines set them apart from their peers. They were able to remain calm and focused in high-pressure situations, and were skilled at managing their time and resources in a way that maximized productivity. [Name] was also able to maintain a high level of attention to detail, ensuring that their work was always of the highest quality.”

— Step 3: Conclusion and Summary —

To wrap up your reference letter, reiterate your endorsement of the candidate and provide an opportunity for the hiring manager or admission officer to reach out to you for further information. It’s always a good idea to proofread your letter and double-check the content to ensure it’s accurate and well-formatted.

For example: “ I am confident that Jane’s remarkable capabilities and positive attitude will make her a valuable addition to ABC Industries. Please don’t hesitate to contact me if you need any further information or clarification. I would be more than happy to discuss Jane’s qualifications, contributions, and potential.”

Sample paragraphs for the summary and conclusion part:

1. It is my pleasure to recommend [Candidate’s name] for the [position/program]. If you would like to discuss [his/her] qualifications further, please feel free to reach out to me. 2.  I wholeheartedly endorse [Candidate’s name] for the [position/program]. I am confident that [he/she] possesses the necessary skills and qualities to excel in this role. If you require any further information or have any questions, please do not hesitate to contact me. 3. I am proud to endorse [Candidate’s name] for the [position/program]. [He/She] is a highly talented and motivated individual who has impressed me with [his/her] work ethic and abilities. Should you require any additional information, I am happy to provide it. 4. I enthusiastically recommend [Candidate’s name] for the [position/program]. [He/She] has a proven track record of success and has consistently shown [his/her] ability to excel in challenging situations. If you would like to discuss [his/her] qualifications in more detail, please feel free to contact me. 5. I am delighted to recommend [Candidate’s name] for the [position/program]. If you require any further information about [his/her] qualifications, please do not hesitate to reach out to me. 6. It is my pleasure to endorse [Candidate’s name] for the [position/program]. [He/She] is a talented and driven individual who has consistently demonstrated [his/her] ability to succeed. If you have any questions or would like to discuss [his/her] qualifications further, please feel free to contact me. 7. I strongly recommend [Candidate’s name] for the [position/program]. [He/She] is an exceptional candidate who possesses the skills and experience necessary to excel in this role. If you would like to discuss [his/her] qualifications further, please do not hesitate to reach out to me. 8. I am confident in recommending [Candidate’s name] for the [position/program]. [He/She] has impressed me with [his/her] ability to work collaboratively, think critically, and solve problems creatively. If you require any additional information or would like to discuss [his/her] qualifications further, please feel free to contact me. 9. I wholeheartedly endorse [Candidate’s name] for the [position/program]. If you have any questions or would like to learn more about [his/her] qualifications, please do not hesitate to reach out to me. 10. I am pleased to recommend [Candidate’s name] for the [position/program]. [He/She] is an outstanding candidate who possesses the necessary skills and experience to excel in this role. If you require any additional information or would like to discuss [his/her] qualifications further, please feel free to contact me at your convenience.

Remember to remain confident, knowledgeable, and clear in your writing, and maintain a neutral, professional tone throughout. Related: A Perfect Letter of Recommendation (8 Best Templates)

Templates for Common Reference Letter Scenarios

Part 5 professional letter of reference template, professional reference letter template 1.

[Your Name] [Your Title] [Your Contact Information]

[Recipient’s Name] [Recipient’s Title] [Recipient’s Address]

Dear [Recipient’s Name],

I have known [Candidate’s Name] for [length of time] in my capacity as [your role], and I am pleased to recommend them for the [job/program] at your [company/school].

During their time at [previous job/position/school], [Candidate’s Name] demonstrated exceptional [achievement/skill], such as [example]. Their dedication to [goal/task] led to a [positive result/outcome] for the [team/project]. This showcases their [leadership capability/teamwork skills/etc.].

I believe that [Candidate’s Name] would make an excellent addition to your [company/school/program]. Please do not hesitate to contact me if you require further information.

[Your Name]

Professional Reference Letter Example 2

Dear Hiring Manager,

As [Candidate’s Name]’s [relationship], I can confidently recommend them for the position at your company. [Candidate’s Name]’s strong work ethic and commitment to their goals have been impressive during the time we have worked together.

[Candidate’s Name]’s skill in [specific example] has significantly impacted the success of our [team/project]. The combination of their expertise in [field/skill] and their [another quality] make them a valuable asset to any team.

I have no doubt that [Candidate’s Name] will excel in the role they are applying for. If you have any questions or require additional information, please feel free to contact me.

Best regards,

Part 6 Reference Letter for Job Application

Dear [Hiring Manager],

I am writing this letter of recommendation for [Applicant’s Name], who has applied for the [Job Position] role at your organization. I have known [Applicant’s Name] for [Number of Years] years, during which time they have demonstrated exceptional skills and qualities that make them an ideal candidate for the position.

[Applicant’s Name] is a highly motivated individual who possesses excellent communication skills, both written and verbal. They have a proven track record of working well in a team environment and have consistently demonstrated a strong work ethic. They are proactive and always willing to go the extra mile to ensure that tasks are completed to the highest standard.

In addition to their technical skills, [Applicant’s Name] also possesses excellent interpersonal skills. They are able to build strong relationships with colleagues, clients, and stakeholders, which has helped them to achieve success in their previous roles. They are also able to adapt quickly to new environments and are comfortable working in a fast-paced, dynamic environment.

I strongly recommend [Applicant’s Name] for the [Job Position] role at your organization. They would be an asset to any team and I am confident that they would excel in this role. Please do not hesitate to contact me if you require any further information.

[Your Title]

[Your Company]

Dear [Employer],

I am writing to recommend [Candidate’s Name] for the [Position or Program] at [Company or Institution]. (Option: I am writing to highly recommend [Applicant] for any job opportunity that may arise within your organization.) [Applicant] has worked under my supervision for [length of time] and has consistently demonstrated a strong work ethic, exceptional skills, and a positive attitude.

During their time with us, [Applicant] has accomplished many notable achievements, including:

– Successfully leading a team of [number] in a project that resulted in a [percentage] increase in sales – Developing and implementing a new marketing strategy that resulted in a [percentage] increase in website traffic – Demonstrating exceptional problem-solving skills when faced with challenging situations, resulting in the successful resolution of [specific examples]

[Applicant] has also shown an ability to work collaboratively with others, both within their team and across departments. Their positive attitude and willingness to go above and beyond expectations have made them a valuable asset to our organization.

I strongly believe that [Candidate’s Name] would be a great fit for [Role/Position] at your [Company/Organization]. Their skills, work ethic, and positive attitude make them an excellent candidate for any role they may pursue.

[Your Name] [Your Title] [Your Company]

Part 7 Academic Reference Letter Template

Dear [Recipient],

I am pleased to provide this letter of reference for [Name], who has requested my endorsement in support of their academic pursuits. I have known [Name] for [length of time] and have had the pleasure of working with them on [project/course/etc.].

[Name] is a highly motivated and dedicated individual who consistently demonstrates a strong work ethic and a commitment to academic excellence. They possess excellent analytical and critical thinking skills, which are essential for success in any academic endeavor. [Name] is also a skilled communicator, both verbally and in writing, and has consistently demonstrated the ability to work collaboratively with others.

During [Name]’s time in [program/course/etc.], they have consistently demonstrated a high level of academic achievement, earning [grades/awards/etc.]. Furthermore, [Name] has shown a strong interest in [specific area of study], which is evident in their [research/extracurricular activities/etc.].

I have no doubt that [Name] will continue to excel in their academic pursuits and will make a valuable contribution to any academic community they become a part of. I highly recommend [Name] for any academic program or opportunity they may pursue.

Please do not hesitate to contact me if you require any further information.

Part 8 Character and Personal References

Sometimes, we need a reference letter that focuses on our interpersonal and personal qualities. Family friends, neighbors, or community leaders can write these letters for various purposes. Example: Olivia, applying to be a volunteer at a nonprofit, could request a reference from the head of her community gardening project praising her teamwork and dedication.

I am writing this letter to recommend [Name] for any opportunity that requires a person with exceptional interpersonal and personal qualities. I have known [Name] for [Number of years] years, and I can attest to their outstanding character.

[Name] has always been a person of great integrity and honesty. They have a strong moral compass and always do the right thing, even when it is difficult. They are respectful and considerate of others, and they treat everyone with kindness and empathy. [Name] is a great listener and communicator, and they always make an effort to understand others’ perspectives.

One of [Name]’s most impressive qualities is their ability to work well with others. They are a great team player and always contribute positively to any group they are a part of. They are reliable and responsible, and they always follow through on their commitments. [Name] is also a natural leader and has the ability to motivate and inspire others to do their best.

In addition to their interpersonal skills, [Name] has many personal qualities that make them an exceptional candidate for any opportunity. They are hardworking and dedicated, and they always strive for excellence in everything they do. They are also creative and innovative, and they have a unique perspective that allows them to come up with new and exciting ideas.

I highly recommend [Name] for any opportunity that requires a person with exceptional interpersonal and personal qualities. They are an outstanding individual who will undoubtedly make a positive impact on any organization or team they are a part of.

Part 9 Promotions and Leadership Recommendations

I am writing this letter to recommend [Employee’s Name] for a promotion. I have had the pleasure of working with [Employee’s Name] for [Duration of Time] in [Current Position] and have been consistently impressed with their work ethic, dedication, and ability to exceed expectations.

During their time in [Current Position], [Employee’s Name] has demonstrated exceptional leadership skills, consistently achieving and exceeding targets, and showing a willingness to go above and beyond to ensure the success of the team. Their ability to work collaboratively with colleagues and clients has also been a key factor in their success.

[Employee’s Name] has shown a strong commitment to their professional development, continuously seeking opportunities to improve their skills and knowledge. They have demonstrated a high level of adaptability and flexibility in their work, taking on additional responsibilities and successfully managing multiple projects simultaneously.

I have no doubt that [Employee’s Name] will excel in a higher position, and I highly recommend them for a promotion. Their skills, dedication, and commitment to excellence make them a valuable asset to any team.

I am writing to recommend [Name] for a promotion to a leadership position within [Company/Organization]. As [his/her] current supervisor/manager, I have had the privilege of working closely with [Name] and can attest to [his/her] exceptional leadership skills, dedication, and commitment to excellence.

During [his/her] time with the company, [Name] has consistently demonstrated the ability to inspire and motivate [his/her] team to achieve outstanding results. [He/She] has a natural talent for identifying and nurturing talent, and [his/her] team members consistently speak highly of [his/her] leadership style.

[Name] is an excellent communicator and has a talent for building strong relationships with colleagues, clients, and stakeholders. [He/She] is also highly organized and detail-oriented, ensuring that projects are completed on time and to the highest standards.

I believe that [Name] would make an outstanding leader within the company and would be an asset to any team. [His/Her] experience, skills, and dedication make [him/her] an ideal candidate for a leadership position, and I wholeheartedly recommend [him/her] for this role.

Part 10 Reference Letters Tips and Best Practices

Creating a strong letter.

When writing a strong reference letter, focus on the person’s attributes, qualifications, experience, and achievements. Discuss their qualities and accomplishments that are relevant to the desired employment or opportunity. Be specific and provide examples of how the person demonstrated these traits. Include the person’s title, goals, and any relevant research they conducted. Highlight their hardworking nature and passion for their work.

Proofreading and Editing

Before submitting the reference letter, take the time to carefully proofread and edit. Double-check details such as the person’s name, title, and the company or institution for which they are applying. Ensure that the content accurately represents the person’s qualifications and experience.

Remaining Professional and Credible

By keeping your language neutral and clear, you’ll ensure that your letter remains credible. Consider the context of the letter and the expectations of the recipient, and tailor your writing style accordingly.

Frequently Asked Questions

What are top 3 elements of a great reference.

A great reference letter should include three key elements:

• Personalization: Tailor the letter to the specific opportunity by addressing the recipient and incorporating relevant information about the position or program.
• Specific examples: Provide examples that illustrate the individual’s strengths and accomplishments relevant to the opportunity.
• Sincere endorsement: Convey your genuine enthusiasm and confidence in the individual’s potential for success.

How to craft a professional reference letter?

For professional reference letters, maintain a formal tone and use industry-specific language. Start with a brief introduction of your relationship with the individual and the context of your recommendation. Highlight their professional accomplishments, skills, and work ethic. Support these claims with specific examples or measurable outcomes. End the letter by reaffirming your endorsement.

How to craft a casual reference letter?

When writing a casual reference letter, maintain a friendly and conversational tone. Begin by explaining your relationship with the person and the context in which you know them. Emphasize their positive attributes, sharing anecdotes or specific examples to illustrate why they would be a good fit for the opportunity. Avoid using overly formal language or jargon.

Example: “I’ve had the pleasure of working with John as a fellow volunteer at the local animal shelter for over two years now. He consistently demonstrates a genuine love for animals and goes out of his way to ensure they are well taken care of. For instance, I remember John spending his weekend to mend the fence…”

What are the essentials of recommendation letter format?

• Your contact information (name, title, organization, address, phone number, and email).
• Recipient’s information (if available).
• Salutation (e.g., “Dear [Recipient],” or “To Whom It May Concern,”).
• Introduction, followed by the body of the letter, detailing the individual’s qualifications, achievements, and strengths.
• Conclusion, in which you reiterate your endorsement.
• Closing (e.g., “Sincerely,” or “Best regards,”), followed by your signature and printed name.

What makes a good reference letter?

A good reference letter is personalized, specific, and genuine. Focus on the individual’s unique skills, accomplishments, and potential relevant to the intended purpose and provide concrete examples to support your claims. Show enthusiasm and confidence in the individual’s abilities to help them stand out to the recipient.

Related: A Perfect Letter of Recommendation (8 Best Templates)

• 6 Example Emails: How to Ask for a Letter of Recommendation
• How to Start a Letter (and Mistakes to Avoid)
• Employee Evaluation Example [Guide for Managers]

Navigating HR Challenges? Find Solutions in Our HR Hub.

How to Write a Reference Letter (Template & Examples)

By Ammar Ahmed

Published: January 29, 2024

A reference letter serves as a formal endorsement of an individual’s skills, character, and achievements, typically penned by a former employer, colleague, or academic mentor. 

This guide aims to empower professionals with the tools and knowledge to craft effective reference letters, combining best practices with practical templates to streamline this essential task.

Types of Reference Letters

Understanding the different types of reference letters is crucial for professionals, as each type caters to specific contexts and highlights various aspects of an individual’s profile. Below, we explore three key types: Professional, Academic, and Character Reference Letters.

Professional Reference Letters

Professional reference letters are written by a previous employer, supervisor, or professional colleague. They focus on the applicant’s work experience, skills, and professional achievements. These letters are often required during job applications or for career advancement opportunities. 

These letters should detail the individual’s role, responsibilities, key accomplishments, and work ethic. It’s essential to mention specific instances where the individual demonstrated their skills and contributed to the organization’s success.

Related Article: Who to Use for Professional References 

Academic Reference Letters

Academic reference letters are typically requested for educational pursuits, such as college admissions, scholarships, or academic awards. Written by teachers, professors, or academic advisors, these letters highlight the individual’s academic achievements, intellectual capabilities, and potential for future success in their field of study. 

They should reflect on the individual’s academic performance, participation in class, and any notable projects or research work. This type of letter often emphasizes the individual’s dedication, curiosity, and ability to overcome academic challenges.

Character Reference Letters

Character reference letters focus primarily on the personal attributes of an individual. They are usually written by someone who knows the person well but is not a family member, such as a mentor, family friend, or community leader. 

These letters are particularly important when assessing an individual’s suitability for a role that requires a high degree of trust and integrity. They should provide insights into the individual’s character, values, and behaviors, illustrating how these traits have been beneficial in various situations.

Related Article : How Many References Should You Have? 

Letter of Recommendation Examples

In crafting a letter of recommendation, it’s essential to tailor the content to the specific needs and strengths of the individual. Whether it’s for a professional role, character assessment, or a remote work position, each letter should effectively highlight the candidate’s unique qualities and contributions. 

These examples are designed to provide a clear understanding of how to articulate a candidate’s abilities and achievements in a manner that resonates with the recipient, ensuring the letter is both compelling and relevant to the candidate’s desired opportunity.

Professional Employment Reference Letter

Taylor Robinson Hiring Committee Chair Innovatech Solutions 321 Future St. Techville, TV 32167 April 5, 2024

Dear Mr./Ms. Robinson,

It is with great enthusiasm that I recommend Laura Smith for the position of Project Manager at Innovatech Solutions. As the Senior Director of Project Management at TechGenius, I had the privilege of observing Laura’s professional growth and remarkable contributions over her four-year tenure as an Assistant Project Manager.

Laura’s standout achievement was her leadership in the “GreenTech Initiative” project in 2020. Under her guidance, the project not only met but exceeded its objectives, achieving a 30% increase in energy efficiency for our client’s products. Her strategic planning, combined with her ability to seamlessly integrate new technology into existing systems, was critical to the project’s success. Laura’s innovative approach and meticulous attention to detail were instrumental in securing a 15% grant for future sustainability projects for TechGenius.

Beyond her technical skills, Laura’s interpersonal abilities truly set her apart. Her team leadership and conflict resolution skills were pivotal during challenging project phases, ensuring team cohesion and maintaining client satisfaction. Her mentorship of junior staff members has left a lasting positive impact on our department.

I am confident that Laura will bring the same level of exceptional performance, dedication, and innovation to the Project Manager role at Innovatech Solutions. Her blend of strategic foresight, technical expertise, and leadership ability makes her an excellent fit for your team. I strongly recommend her for this position and believe she will be a valuable asset to your organization.

Please feel free to contact me for any further information or clarification.

John Doe Senior Director of Project Management, TechGenius [email protected] +1 555 123 4567

Character Reference Letter for a Coworker

Jane Doe Human Resources Manager Green Earth Initiatives 123 Business Rd. Business City, BC 12345 January 1, 2024

Dear Ms. Doe,

I am writing to express my wholehearted support for Emily Johnson’s application for the Community Outreach Coordinator position at Green Earth Initiatives. As Emily’s coworker at Design & Innovate Corp for over five years, I have had the privilege of witnessing her exceptional character and dedication to community service.

Emily has always been more than just a proficient graphic designer ; she is a driving force for positive change within our community. One of her most notable contributions was her volunteer work with the local “Food for All” campaign, where she not only designed impactful promotional materials but also played a crucial role in organizing community food drives. Her efforts helped raise awareness and significant donations for the cause, demonstrating her compassion and commitment to helping those in need.

What truly sets Emily apart is her genuine empathy and integrity. She often takes the initiative to support new team members and creates an inclusive and welcoming work environment. Her ability to connect with people from diverse backgrounds, combined with her strong ethical values, makes her an outstanding role model and team player.

Emily’s passion for community engagement, along with her innate ability to inspire and mobilize people toward a common goal, makes her an ideal candidate for the Community Outreach Coordinator role. I am confident that her exceptional interpersonal skills and dedication to social causes will enable her to excel in this position and make a meaningful impact at Green Earth Initiatives.

Please do not hesitate to contact me if you require any further information or insights regarding Emily’s character and abilities.

Warm regards,

David Thompson Senior Graphic Designer, Design & Innovate Corp [email protected] +1 555 678 9101

Remote Work Employment Reference Letter

Alex Martinez Hiring Manager VirtualTech Inc 456 Justice Ave. Law City, LC 45678 March 10, 2024

Dear Attorney Martinez,

I am delighted to recommend Mark Benson for the position of Lead Software Engineer at VirtualTech Inc. As the CTO of NetSolutions, where Mark has been working remotely for the past three years, I have had ample opportunity to observe his exceptional technical abilities and adaptability to the remote working model.

During his tenure with us, Mark was instrumental in developing our flagship product, CloudSync, a complex cloud storage solution. His technical expertise, particularly in cloud computing and cybersecurity, was vital in overcoming the project’s significant challenges. Despite the remote setting, Mark’s consistent communication and collaboration were standout qualities. He regularly led virtual team meetings and coding sessions, ensuring that all team members, regardless of their location, were aligned and engaged.

What impresses me most about Mark is his self-motivation and time management skills, crucial in a remote work environment. He has an innate ability to prioritize tasks effectively and meet deadlines without compromising on the quality of work. His initiative to conduct weekly virtual training sessions for the team not only enhanced our collective skill set but also fostered a sense of community and teamwork among remote employees.

Mark’s blend of technical acumen, excellent communication, and leadership skills, along with his proven ability to thrive in a remote work environment, makes him an ideal candidate for VirtualTech Inc. I am confident that he will be a valuable asset to your team and contribute significantly to your company’s success in the digital realm.

Please feel free to contact me if you would like further information or specific examples of Mark’s work and achievements.

Susan Lee Chief Technology Officer , NetSolutions [email protected] +1 555 234 5678

What to Include in a Reference Letter

When composing a reference letter, it’s essential to include certain key elements to ensure the letter is effective and provides a comprehensive overview of the candidate’s qualifications.

These elements include:

1. Sender’s Information

The sender’s information is a critical component of any reference letter, as it establishes the credibility and authority of the person writing the letter.

This section should be clearly outlined at the top of the letter and include the following details:

• Name: The full name of the individual writing the reference letter.
• Title or Position: The professional title or position of the sender, which adds weight to the reference. This should be the current title or the one held while working with the individual being recommended.
• Company or Organization: The name of the company or organization where the sender is employed or affiliated.
• Contact Information: Including an address, phone number, and email address is crucial. It not only offers a means for the recipient to verify the information or seek further clarification but also demonstrates transparency and openness.

2. Recipient’s Information

• Name: The full name of the recipient. If the recipient’s name is not known, a general title or department can be used, such as “Hiring Manager” or “Admissions Committee.”
• Title or Position: Including the recipient’s professional title or position helps in directing the letter to the appropriate person, especially in large organizations where multiple individuals may be involved in the decision-making process.
• Company or Organization: The name of the company or organization where the recipient works. This acknowledges the professional setting into which the candidate is seeking entry or advancement.
• Address: The full postal address of the company or organization. 

3. Salutation

The salutation in a reference letter is more than just a formality; it sets the tone for the communication and shows respect for the recipient.

Here are key elements to consider:

• A Formal Greeting: Begin with a formal greeting such as “Dear,” which is universally recognized as professional and respectful.
• Addressing the Recipient: If you know the recipient’s name, use it directly after the greeting, e.g., “Dear Mr. Smith,” or “Dear Dr. Jones.” 
• Inclusive and Respectful Language: If the recipient’s name or gender is unknown, use a neutral and inclusive salutation like “Dear Hiring Manager,” “Dear Selection Committee,” or “To Whom It May Concern”. 

4. Opening Paragraph

The opening paragraph of a reference letter is pivotal in establishing the context of your relationship with the candidate and setting the stage for the endorsement to follow.

Here are some elements to include in this initial section:

• Introduce Yourself: Start by introducing yourself to give the recipient an understanding of who you are. Mention your name and your professional position or title, as this adds credibility to your recommendation.
• Your Relationship with the Candidate: Clearly state your professional or academic relationship with the person you are recommending. This could be as their supervisor, colleague, professor, or mentor.
• Duration of Relationship: Include how long you have known the individual. This time frame helps the recipient gauge the depth and extent of your experience with the candidate.
• Purpose of the Letter: Briefly mention the purpose of your letter – to recommend the individual for a specific position, program, or opportunity. This sets a clear context for the rest of your letter.

5. Body Paragraphs

The body paragraphs are the core of the reference letter, where you provide detailed insights into the candidate’s qualifications, skills, achievements, and character.

Here’s how to structure this section effectively:

• Specific Examples and Details: Use concrete examples to illustrate the person’s skills and qualifications. For instance, if you are highlighting their leadership skills, mention a specific project they led and the positive outcomes that resulted from it.
• Highlight Relevant Experiences and Accomplishments: Discuss experiences that directly relate to the position or opportunity the individual is pursuing. For example, if they’re applying for a managerial role focus on instances where they demonstrated effective management skills.
• Unique Qualities or Strengths: Point out any unique strengths or qualities that make the individual stand out. This could include exceptional problem-solving skills, innovative thinking, or a strong commitment to teamwork.
• Personal Anecdotes or Stories: Including a brief story or anecdote can make your letter more engaging and memorable. This could be an instance where the individual overcame a significant challenge or went above and beyond in their role.
• Balanced Perspective: While it’s important to focus on positive attributes, offering a balanced perspective can add authenticity to your letter. If appropriate, you can mention areas where the candidate has shown growth during your relationship.

Remember, the goal of these paragraphs is to provide a vivid picture of the candidate’s abilities and character. Well-chosen examples and stories make your endorsement more convincing and help the recipient understand why the individual is an excellent fit for the opportunity.

6. Closing Paragraph

The closing paragraph of a reference letter is where you encapsulate your overall recommendation and express your support for the individual.

Here are some elements to include:

• Summarize Key Points: Briefly restate the most important qualities, achievements, or skills of the candidate that you have highlighted in the letter. This reinforces your endorsement and reminds the reader of the candidate’s suitability for the position or opportunity.
• Express Your Strong Recommendation: Clearly state your confidence in the candidate and your belief in their suitability for the role or opportunity. Use affirmative language like, “I highly recommend,” or “I am confident that,” to leave no doubt about your support.
• Offer to Provide Further Information: Indicate your willingness to provide additional information or clarification if needed. This shows your genuine support and readiness to assist further in the candidate’s application process.
• Contact Information Reminder: Although your contact information is already at the top, a brief reminder here ensures that it is easily accessible for the reader, should they wish to follow up with you.

7. Closing Salutation

Here’s how to conclude your letter appropriately:

• Use a Professional Closing: Opt for a formal and universally accepted closing phrase. Common examples include “Sincerely,” “Best regards,” or “Yours truly.” 
• Consistency with the Tone: Ensure that the closing salutation matches the overall tone of your letter. If your letter is highly formal, a closing like “Sincerely” is appropriate. For a slightly less formal tone, “Best regards” can be a good choice.
• Space for Signature: If you are sending a hard copy or a scanned version of the letter, leave space for your handwritten signature above your typed name. This personal touch adds authenticity to the document.
• Typed Name and Title: Below the signature space, type your full name and title again. 

Related Article: When Do Employers Check References?

Reference Letter Template

This reference letter template is designed for professionals to easily adapt and customize according to the specific needs of the individual being recommended. Simply fill in the blanks and modify the text as necessary to suit your context.

[Your Name] [Your Title or Position] [Your Company or Organization] [Your Contact Information (Address, Phone Number, Email)] [Date]

[Recipient’s Name] [Recipient’s Title or Position] [Recipient’s Company or Organization] [Recipient’s Address]

Dear [Recipient’s Name],

I am writing to recommend [Candidate’s Full Name] for [Position/Opportunity/Program] at [Recipient’s Company/Organization/School]. As [Your Position] at [Your Company/Organization], I have had the pleasure of working with [Candidate’s Name] for [Duration of Relationship] and have witnessed [his/her/their] significant contributions first-hand.

[In this paragraph, provide specific examples of the candidate’s skills, achievements, and qualities. Mention a particular project or responsibility and the impact of their work. Highlight any unique attributes that set the candidate apart.]

[This paragraph should continue to build on the candidate’s qualifications. Include personal anecdotes or stories that illustrate their capabilities and character. Focus on how their contributions positively affected your team or organization.]

I am confident that [Candidate’s Name] will bring [his/her/their] remarkable [skills/qualities, such as leadership, creativity, dedication] to [Recipient’s Company/Organization/School]. [His/Her/Their] ability to [specific skill or contribution] makes [him/her/them] well-suited for [Position/Opportunity/Program]. I strongly endorse [his/her/their] candidacy and believe [he/she/they] will be a valuable addition to your [team/program/organization].

Please feel free to contact me at [Your Contact Information] if you require any further information or specific examples of [Candidate’s Name]’s work and achievements.

[Your Handwritten Signature (if applicable)]

[Your Typed Name] [Your Position]

Related Article: How to Provide References for a Job

Tips for Writing Letters of Recommendation

Crafting effective letters of recommendation requires a delicate balance of showcasing the candidate’s strengths, providing specific examples, and employing persuasive language. Here are some valuable tips to help you navigate the intricacies of this crucial task.

Quantify Achievements

When writing a letter of recommendation, it’s powerful to quantify the candidate’s achievements. Use specific figures and statistics to illustrate their accomplishments. For example, instead of saying “significantly increased sales,” specify “increased sales by 30% over six months.” This provides concrete evidence of their capabilities and makes their achievements more tangible and credible. Quantifying contributions also helps the recipient gauge the scale and impact of these accomplishments, offering a clearer picture of the candidate’s potential.

Connect to the Position or Opportunity

Tailor the letter to the specific position or opportunity the candidate is applying for. Highlight skills and experiences that are directly relevant to the job requirements or academic program. For instance, if the candidate is applying for a leadership role, emphasize their successful team management experiences. This shows that you understand what the role entails and have thoughtfully considered how the candidate’s skills and experiences make them a good fit, making your recommendation more relevant and persuasive.

Include Keywords

Identify important terms in the job listing or academic program description, such as “project management,” “analytical thinking,” or “creative problem-solving,” and weave them into your letter. This not only tailors the letter to the specific role but also ensures it passes through any automated screenings, increasing the chance that your recommendation will be read by decision-makers.

Leverage Technology for Reference Letter Management

Utilize technology platforms for efficient reference letter management. For example, online reference request platforms simplify the process of requesting, writing, storing, and submitting letters of recommendation. These tools often offer templates, reminders, and the ability to submit letters directly to institutions or employers. 

Leveraging such technology can streamline the process, ensuring timely submission and organization of your reference letters, while also offering a secure way to manage sensitive personal information contained within these documents.

Related Article: Reference Check Questions

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How to Write a Personal Reference Letter (Template Included)

Mike Simpson 0 Comments

By Mike Simpson

The personal reference letter is a surprisingly tricky beast. If you’re asked to write one, you may wonder, “What should I even talk about?” and “How do I put one of these things together in a way that’ll help them land the job?”

Well, luckily, it isn’t as rough as it appears on the surface. As long as you know the person well and think they have something great to offer an employer, you can be an excellent personal reference. If you want to make sure you nail it, here’s what you need to know.

What Is a Personal Reference Letter?

Alright, before we dig into how to write a personal reference letter, let’s pause for a moment and talk about what one even is. Plus, it’s important to understand how personal references stand apart from professional ones.

Most people are familiar with the concept of the professional reference letter . Maybe you’ve asked a former boss for one or had the pleasure of writing one up for a colleague or employee. With those, the goal is for the letter writer to talk about how amazing the person is professionally. It’s all about highlighting their technical prowess, usually by sharing details about some relevant accomplishments or experiences.

However, not as many people have experience with the professional letter of reference’s counterpart: the personal reference letter.

So, what is a personal reference? In the simplest terms, it’s a reference from someone who has a relationship with the person but not necessarily in a workplace context.

Also called a character reference , these seals of approval don’t always discuss how the person slays at their job. Instead, personal references focus more on their personality traits.

How can a personal reference help you get a job? Well, that depends. In some cases, personal references are a required part of the application process. However, even if they aren’t, they can be helpful. This is especially true for people who are new to the workforce and don’t have much (if any) professional experience.

Usually, personal reference letters put the person’s personality traits on display. It’s also great for highlighting soft skills, as people put those to work every day, both at work and outside of professional settings.

Generally speaking, if you’re asked to write a personal reference letter, what the person wants is an overview of their stellar personality. However, they also want it to be in a way that relates to the job they want to land.

Ultimately, that’s what writing personal references is all about. You want to explain why and how the person’s personality and traits will help them sparkle in the role. And, considering that some corporate job openings attract 250 resumes , anything that makes it easier for a candidate to stand out matters.

Common Mistakes When Writing a Personal Reference Letter and How to Avoid Them

As with all things job search-related, certain mistakes can derail a candidate’s application. Make sure your letter isn’t the thing that sends someone close to you to the discard pile.

Overall, the goal of a personal reference letter is to make sure the candidate stands out for all of the right reasons. Usually, only 12 percent of applicants actually land an interview, so you need to make sure the content of the letter you write puts the person into that 12 percent.

How do you do that? By avoiding missteps.

First, as your parents likely told you, if you don’t have anything nice to say, don’t say anything at all. You should only offer a character reference if you, well, like the person you’re talking about. If you don’t think that person is the bee’s knees, it’s better to decline writing the letter entirely.

Second, make sure you introduce yourself to the letter reader. The recipient needs to know why your opinion matters, so give them an overview of who you are, how you know the person, and how long you’ve known each other.

Also, avoid both generalizing and exaggeration. Honesty is the best policy. Now, this doesn’t mean you can’t focus on the positive, just that your assessment needs to be fair and accurate.

Finally, don’t overlook the importance of spelling, grammar, and formatting. Your personal reference letter needs to be a pleasure to read. If it’s full of mistakes, a giant wall of text, or otherwise hard to review, you’re not helping the person.

How to Write a Personal Reference Letter

1. request an overview.

Once you’re ready to start writing that character reference, spend a few minutes finding out about the job the person wants to land. That gives you an idea of the kind of skills and traits you should discuss.

For example, is the person trying to boost their customer service resume by submitting the letter to the hiring manager? Then talk about how they are outgoing, friendly, and excellent with verbal communication. Those traits are important in customer service, so they are worth mentioning.

If you aren’t sure what to include, ask for a copy of the job description. You could also ask the person what traits they’d like you to talk about or if there’s anything specific they’d like you to include. That should give you enough intel to get you started.

2. Choose the Right Greeting

While you can always go with the generic “To Whom It May Concern,” if you have an idea of who will read the letter, why not go with something more specific? If you know the hiring manager’s name, use it. If not, try “Dear Hiring Manager” instead.

Personalizing the greeting lets the reader know that the letter is meant for one purpose. And that can actually make a difference.

3. Make It Clear That It’s a Recommendation

When you start the letter, let the reader know that what you’re writing is a recommendation. In fact, you should mention that in the first sentence. That way, your intentions are clear right from the beginning.

4. Explain Who You Are

After you’ve opened with the fact that you’re recommending the person, it’s time to explain why the hiring manager should care about your opinion. Let them know who you are, and how you know the person, giving them critical context about the nature of the relationship.

5. Provide a Solid Overview

With the introduction out of the way, it’s time to talk about how amazing the person you’re recommending is. Give a great overview, highlighting a few relevant traits that you really admire about the person.

Touch on several, preferably ones that are in the job ad’s must-have list or are obviously important for the role. Don’t worry about going into detail yet. This part of the letter is all about packing a punch quickly.

6. It’s Anecdote Time

After you’ve talked about how exceptional the person is by listing their standout traits, it’s time to back that up with an example or two. Give the reader an anecdote that highlights why you included those traits in your letter.

Usually, you want to tell a great story while also being brief. It only takes a paragraph or two to handle this part, so resist the urge to go further than that.

7. Call Me Maybe

As you move on to the closing paragraph, leave the door open for more discussion. Let the hiring manager know you’d be happy to answer more questions, and include your contact details. That way, if the hiring manager would like to learn more, they know they can reach out.

8. Sign Off

Once you finish that up, it’s time to sign off. A simple “Sincerely” is usually enough, followed by your name, email address, and phone number.

9. Review the Letter

After the sign-off, you probably thought you were done. Well, not quite. Instead, you need to spend a few minutes looking for any mistakes.

You can start by taking advantage of any built-in language tools, like spelling and grammar checks. If you want to go the extra mile, take the letter and paste it into a text-to-speech program. Usually, it’s really easy to hear a mistake that way, making it simple to catch missteps you may have overlooked along the way.

Personal Reference Letter Template

If you’re looking for a personal reference letter sample that you can use as a template, we’ve got your back. We’re about to hit you with a great example, one that you can use to help you navigate creating your own personal reference letter.

Here’s a personal reference example to get you started:

Dear Hiring Manager,

I strongly recommend John Doe for the customer service position at XYZ Company. I’ve known John for eight years, both as students at ABC High School and as a colleague while volunteering with a local charity. Not only do I consider him an exceptional friend, but I also believe his traits are a great match for the role. John is patient, friendly, and outgoing, and his verbal communication skills are top-notch.

During our time together, I have had the pleasure of working with John on a variety of school projects, as well as some volunteer endeavors. When it comes to working as part of a team, John is exceptional. He’s always open to the input of others, though he isn’t afraid to contribute his ideas. Plus, he wants to make sure that everyone gets to work toward joint goals, ensuring every team member gets a chance to shine.

I highly recommend John for the customer service position and feel he would be an asset to your team. If you have any questions, I would be happy to answer them. Please feel free to call me at 555-555-5555 or email me at [email protected].

555-555-5555

[email protected]

Putting It All Together

Ultimately, writing a personal reference letter doesn’t have to be a challenge. In fact, it can be a joy, particularly if you genuinely want to help someone close to you excel. Just make sure to use the tips and personal reference letter sample above to your benefit. That way, you can nail every one you write.

Co-Founder and CEO of TheInterviewGuys.com. Mike is a job interview and career expert and the head writer at TheInterviewGuys.com.

His advice and insights have been shared and featured by publications such as Forbes , Entrepreneur , CNBC and more as well as educational institutions such as the University of Michigan , Penn State , Northeastern and others.

Learn more about The Interview Guys on our About Us page .

About The Author

Mike simpson.

Co-Founder and CEO of TheInterviewGuys.com. Mike is a job interview and career expert and the head writer at TheInterviewGuys.com. His advice and insights have been shared and featured by publications such as Forbes , Entrepreneur , CNBC and more as well as educational institutions such as the University of Michigan , Penn State , Northeastern and others. Learn more about The Interview Guys on our About Us page .

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Writing a reference letter (with examples).

At some point in life, you’re almost certainly going to have to write a reference letter for someone. It might be a former employee or student, or even a family friend. Here’s what you need to know about the purpose of reference letters and how to write the most effective letter possible.

Note: I will be using “candidate” to refer to the person who the reference letter is about, “you” to refer to the person writing the reference letter, and “recipient” to refer to the person receiving the letter. I’ll emphasise here, though, that reference letters are not only for job or academic “candidates”, it’s just a handy term to use to keep this article straightforward!

What is a reference letter and when are they used?

A reference letter is usually written to testify to a person or (occasionally) a company’s skills, character and/or achievements. Sometimes a reference letter is known as a “recommendation letter”. It is a formal document, and should be typed and written in a serious and business-like style.

Reference letters are used in a wide variety of situations; there is no definitive list that covers all possible scenarios. The most common examples are:

• When a candidate applies for a job, they may need a reference to support their application.
• If an interviewee is given a job offer, they may need to supply a reference letter before the contract can be signed.
• A student applying for an academic course often requires a reference letter to support their application.
• A student applying for funding will often need to supply reference letters.
• Companies may use reference letters as testimonies to their trustworthiness and ability to carry out a job well.
• Prospective tenants may need to provide their landlord with a reference letter, testifying to their good financial status. (This could be from a prior landlord or from a current employer.)

Who should write a reference letter?

If you are approached and asked to write a reference letter for a job candidate, a student or a company, consider whether you can legitimately do so. A reference letter is a formal document, and it is crucial that you do not lie or fudge the truth in it, or there could be legal repercussions. If someone wants a reference letter from you:

• The candidate should be someone you know reasonably well. For example, you cannot provide any authoritative comment on the academic ability of a student who’s only been attending your lectures for a week.
• You should know the candidate in a capacity which gives you the ability to write a meaningful reference. For example, if you have worked with the person, it would be appropriate for you to write a reference letter to a prospective employer for them.
• You should be able to provide an honest and positive reference. If you truly feel that the candidate has no good qualities for you to emphasis, or if you have had a personality clash with them in the past, you should tell them to seek a reference letter from someone else.

What goes into a reference letter?

The exact structure of a reference letter will differ slightly depending on the type of reference it is, but this is a good basic outline:

• Start using the business letter format : put the recipient’s name and address, if known, and address them as “Dear [name]”. If the recipient is currently unknown (this would be likely on an academic application, for instance), then use “Dear Sir/Madam” or “To whom it may concern”.
• It is often helpful to introduce yourself in the first couple of lines of your letter. The recipient will not need your life history: just give a brief sentence or two explaining your position and your relationship to the candidate.
• The person’s job title, and role within the company.
• The person’s leaving salary when they were last employed by you (or your organisation).
• The dates which the person was employed from and until.

If you are writing a reference letter for an academic course, you will need to confirm the person’s academic grades.

• In your third paragraph, you should provide your judgement upon the candidate’s skills and qualities. It is often appropriate to state that you would gladly re-employ them, or that their contributions to your college class were highly valued. Single out any exceptional qualities that the candidate has – perhaps their drive and enthusiasm, their attention to detail, or their ability to lead.
• Where possible, use your fourth paragraph to give a couple of concrete examples of times when the candidate excelled. (You may want to ask the candidate to tell you about any extra-curricular projects they’ve been involved in, or invite them to highlight anything they’d particularly like you to include in the reference letter.)
• Close your letter on a positive note, and if you are willing to receive further correspondence about the candidate’s application, make this clear. Include your contact details too.
• As with any business letter, you should end appropriately; “Yours sincerely” when you are writing to a named recipient, and “Yours faithfully” when you do not know who will be receiving the letter.

Things to avoid

Make sure that you avoid:

• Mentioning any weaknesses the candidate has.
• Saying anything that could be construed as libel.
• Writing in an informal manner: keep the letter business-like. Jokes, slang and casual language are not appropriate and may harm the candidate’s chances.
• Including personal information not relevant to the application. Mentioning the candidate’s race, political stance, religion, nationality, marital status, age or health is usually inappropriate.
• Spelling mistakes, sloppy writing or typos: this letter is hugely important to the candidate, and you should take care to make it look professional.

Reference Letter Examples

There are a number of good templates for reference letters available on Business Balls . I’ve included one below, which would be appropriate for a general-purpose reference – if you were writing a reference in your capacity as the candidate’s former employer, you would need to include more specific details:

Date To whom it may concern I confirm that I have known (name) for (number) years. (State relationship – social, business, working together in some other capacity, club, activity, project, etc.) At all times I have found (name/him/her) to be (state characteristics – eg, dependable, reliable, hard-working, conscientious, honest, peace-loving, courteous, etc – to be as helpful as possible think about what the reader will most prefer to see, in terms of satisfying concerns, or seeing evidence of relevant required skills or characteristics). I’m happy to provide further information if required. (optional) Yours faithfully, etc.

You can find examples of full reference letters on About.com’s “job searching” section . They list letters appropriate for a variety of different situations: here’s one from a previous employer in support of a job candidate:

To Whom it May Concern: I highly recommend Jane Doe as a candidate for employment. Jane was employed by Company Name as an Administrative Assistant from 2002 – 2005. Jane was responsible for office support including word processing, scheduling appointments and creating brochures, newsletters, and other office literature. Jane has excellent communication skills. In addition, she is extremely organized, reliable and computer literate. Jane can work independently and is able to follow through to ensure that the job gets done. She is flexible and willing to work on any project that is assigned to her. Jane was quick to volunteer to assist in other areas of company operations, as well. Jane would be a tremendous asset for your company and has my highest recommendation. If you have any further questions with regard to her background or qualifications, please do not hesitate to call me. Sincerely, John Smith Title Company Address Phone Email

If you are still unsure what best to include in the reference letter, imagine yourself in the position of the candidate’s prospective employer, or of the panel reading his/her academic application. What information would they need to know? What qualities would they like their candidates to have? Obviously, you should never lie or mislead in a reference letter, but you should try to focus on areas which will give the recipient the most useful information possible about the candidate.

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How to Ask for a Reference Letter

If you’re in the position of requiring a reference from a past employer or from someone who taught you at school or university, then you need to approach them in an appropriate way.

“Appropriate” might be quite formal or quite informal, depending on your relationship with them. For instance, if you’re approaching a lecturer who taught you along with dozens of other students and who does not know you well, it’s appropriate to be quite formal; if you’re approaching your former line manager, who you shared nights out and weekends away with for years, then being formal would seem strangely standoffish.

In a fairly formal context, you might write something like this:

Dear (name) I hope all is going well (at their company / in their department). I’m applying for (give brief details of the role or position you’re applying for). Would you be able to provide a reference letter for me? I’d be very grateful. You can send it to   (add the name and contact details here) With thanks in advance, (Your name)

If you’re approaching someone who you’re on very friendly terms with, it’s really up to you to decide what to say.

Whatever the situation, it often makes sense to mention particular points that it would be helpful for the reference to cover (e.g. “The company is especially keen to know about my experience with summarising complex information quickly, as that will be a major part of the role.”)

It can also be helpful to include details that the person writing the letter may not be aware of. For instance, if you took part in significant extra-curricular activities at university alongside your studies, you may want to mention this.

Writing a Reference Letter: Quick Summary

When you’re writing a reference letter, you should:

• Ascertain why the referee needs the letter. A reference letter for an academic position will read very different from a reference letter for a prospective landlord.
• Consider whether you can reasonably provide the type of reference required. If you do not know the candidate well, or if you are unable to give them a positive reference, you should encourage them to seek someone else.
• Format your letter as a standard business letter, and briefly introduce yourself at the start.
• Confirm key facts about the applicant (e.g. how long they worked for you, and in what role).
• Provide your judgement upon the candidate’s skills and qualities. Be honest, but do focus on the things that you feel will reflect the candidate in a positive light.

If you’re asking someone to provide a reference letter, you should approach them in an appropriate way, and give them the information they need in order to write you a good reference.

Reference Letter Quiz

For each question, select the correct answer.

1. Your reference letter should be formatted as:

2. When writing a reference letter, you should focus on the candidate’s…

3. If you don’t know someone well enough to write a good, honest reference, you should:

4. When you write a reference letter, the spelling and grammar…

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124 thoughts on “Writing a Reference Letter (With Examples)”

valuable article ~ Thank you!

I need an example of a good leter of application.

Useful outline for a reference letter.

I need a good business letter example

i need a letter from my minister of my church to support my application

I an in short of ides in expressing about myself for the post of human resource officer. Could you please help me out.

i need a reference letter for my immigration matters.

I want some letter formats to write reference for my company please i want formet for timber reference spare parts and loggind

I have lot of gramatic error at the time of writing, could you halp me to come out from this problem

Hi Am trilled at the above format on how to draft a good reference letter, however, i would like to request for a sample of an Information technology reference letter with experience in both hardware and software, networking, general programming and web design. Than you

i need a good reference letter for someone lookng for a job in istance and open education…learner support

Hi I would like to request for a sample of an Information technology reference letter with experience in both hardware and software, networking,I have been attached at CSIR-INSTI from September,1st 2009 to August,31st 2010. I will be gateful if you can help me out.

i need a good reference letter for one of my employees who is being sponsored by my company to pursue a course in one of the top UK schools!

Not to be nitpicky, but throughout the course of the article, you followed up a single subject (“candidate”) with a plural (possessive) pronoun (“they” or “their”) when it should be “his or “her.” I know that the repetitiveness of typing/saying “his or her” can be bothersome, but on a site to help promote correct grammar usage, we ought to use it in the articles.

Another way around this is to inform the reader at the beginning of the article that you’ll be referring to the “candidate” as a masculine individual and use “his” or “him” to cut down on the amount of pronouns that need to be thrown in.

All in all, this article and the site in general are all great reads for someone who is, without a doubt, in the Grammar Nazi class.

How to write an employee who is asking for salary negotiation.

i need a reference letter for customer service officer example thanks

Can you please send me a reference example of starting a new business and to be able to do that I need reference letter of some organization who will be able to use my business when it’s up and running?

plz give me some special tips for writing a refercence letter to get a scholorship for my Ph.D. Thanks

Can you please help me to create a letter of recommendation that I am articulate in speaking English anywhere, all my subjects taken during my college, at work, even in the training course, dealing with other people.patients, seminars and others.

One of my requirements in Canada?

Looking forward to hear from you

Many thanks. Mary

Hi, i would like to request a sample of Academic refference. that would be usfull for me to apply for scholarship. thanks

Hi I would like to request for a sample of an Information technology reference letter with experience in both hardware and software, networking,I have been attached at CSIR-INSTI from August,1st 2009 to december ,31st 2010. I will be grateful if you can help me out.

Hi, I need a reference letter from Doctor,i want to that model letter,pls help me

In your introduction you use the period and the comma (once each) outside the quotation marks. In just about every related article on this site, the rule for American usage is stated as having the comma and the period within the quotation marks. I am the grammarian about whom your mother warned you. Jimmie G.

pls. i need a example a reference letter for me i give to my maid

Sample Recommendation Letter………

First Sample Paragraph I am writing this letter as a personal recommendation letter for Mr. John Smith.

Main Para – Professional Recommendation I have known John Smith in a professional capacity, as his manager, for over ___ years and have found him to be honest, reliable, dedicated, conscientious and an excellent member of my team.

Main Body Para – Personal Recommendation I have known John Smith in a social capacity for over ___ years and have found him to be honest, reliable, hard working, conscientious and courteous.

Closing Sample Paragraphs I trust that the information provided will be of assistance and will be happy to provide further information about John, if required Please just give me a call .

amazing letter for job……..

Your Name Your Address

To, The Designation of the Person The Name of the Company The Address of the Company

Reference: A response to your advertisement stating the need for Financial Analysts for your firm.

This letter is a response to your advertisement in the name of news paper newspaper that appeared on date when the advertisement appeared.

I am a graduate in economics and have also completed my Law degree. In addition to both these degrees, I have completed a post-graduate diploma in taxation and have also cleared the examinations of chartered accountants. I have worked with 3 law and audit firms in the past. Subsequently, I switched over to Finance consultancy and have also worked with some notable firms that cater to the needs of e-commerce related industry. I have served on the board of directors of two companies that operate in the e-commerce industry.

I feel that the job profile that you wish to offer me is the one that suits my aptitude really well and my qualifications and experience also fulfill your requirements. Hoping to meet personally. I have also enclosed my Curricula Vitae and I would gladly furnish references and recommendations on request.

Thanking You,

Yours Faithfully,

Your Name Your Phone Number

Dear Sir/Madam,

I am applying for an international scholarship degree where an academic reference letter is required.

Would you please help me in sending a sample academic reference letter in order to apply for my scholarship?

Thanks and hope to hear soon from you.

I need help with an example of a letter of recommendation. I need to send one to a factory owner in China that I use to do business with. He would like to help but needs an example. It needs to be in english.

Thanks for any help MS

I need how to write Academic Recommendation Letter if it be your good willng ,please send me an example thank you!

very good article..appreciated….i need to write an application for job interview …that is mostly enclosed with resume….can anybody help me in this regard?

Hi dear, this is a amazing letters post and i used one of them and may be in future u will use more of them. thanking you for such a good collection of letters, Parwez

Dude, how do I write a reference letter to apply a job? I’m autistic and I really don’t know how…I just need a job to pay my tuition for college. So please show me how to do it, thank you.

what is expected of you in an application letter while the vacancy circular no is nt provided

english reading is the problem this side

i hv a problem with gramma also so help me

I am applying for a post graduate course in project management from abroad. for them i need a reference letter from my current employer addressed to the Dean of the university, recommending me for the course.

Would you please help me in sending a sample reference letter in order to apply for my course?

Thanks and hope to hear soon from you

i am going to start a new business. for this i need some good companies to promote their products. i need a sample letter that i need dealer shit to promote the products. it should be like this that covers all type of products in all aspects. please help me

hi Can you please help me to create a letter of recommendation that I am articulate in speaking English anywhere, all my subjects taken during my college, at work, even in the training course, dealing with other people.patients, seminars and others.

To Jimmie G: On December 3, 2010 4:24 pm, you wrote:

[start quote] In your introduction you use the period and the comma (once each) outside the quotation marks. In just about every related article on this site, the rule for American usage is stated as having the comma and the period within the quotation marks. [end quote]

As you noted, Jimmie, that is the rule for American usage. However, clues in this article reveal the writer was not necessarily writing first and foremost to Americans … e.g. spelling: “organisation” vs organization (American spelling). Related, non-American practice is to put the period outside the ending quotation marks. This is something I learned when I left the good ol’ USofA for a couple years’ work in Europe.

Chris, you are right. I should have picked up “organisation” and “Yours faithfully” as non-U.S. standard. I also liked Brian’s comment about a single subject followed by plural possessive pronoun. One other bug: use of the slash mark. Easy to do, but not proper in my book. “I am the grammarian about whom your mother warned you.”

I need a examples of personal references letter please helppppppppppp

Hello everyone, Can someone kindly help me with a recommendation letter for my 18 years old daughter name Elicia. She has a scholarship to study in Taiwan.

I have a doctor from Taiwan who is my neighbor. He told me to write the letter so that he can sign it.

Can someone please write this letter coming from this doctor.

Kind regards, Orlando

hi, I want a sample of reference letter from my past employer for canadian immigration purpose under skilled workers. CHC has mentioned this in their requested documents list.

I want a sample of reference letter from my past employer for canadian immigration purpose under skilled workers. CHC has mentioned this in their requested documents list. Can anyone help/ send me this letter.

Regards, Kaur

Dear Sir/Madame

I am applying for a post graduate course in energy management in the UK. I need a reference letter from my current employer addressed to the Dean of the university, recommending me for the course.

Thanks and hope to hear from you as soon as possible

kind regards Kwame

please i have a problem with referencing a letter or report, please kindly help

Dear Sir/Madame,

I am applying for a course on airborne measurements for atmospheric composition and chemistry in Italy. I need to subscribe as a member of EUFAR before I can apply to participate in a training course. I need a Letter of References (I believe from my teacher) for the subscription form.

Would you please help me in sending a sample reference letter in order to be a member of EUFAR? And then I can apply for the course?

Yours sincerely, Kotti Maria-Christina

Dear madame,

I want to give my application to Kent university,USA by 19th of april,2011 for my further education for which I require several reference letters from my teachers as soon as possible,to send along with my application.

I want you to write a model reference letter for me so that I can develop my letter out of yours.I hope you will help me with a keen interest as soon as possible.

Regards, Jerrin Thomas

I want to write a letter for a reference to one of my family who want to stay permanent in New Zealand, can you help me please

give me best referance letter that one own hospital’s doctor give referance to his staff nurse’s best referance for her overseas job planning thanks

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Employee reference letter sample

A reference letter is a written confirmation of a person's character and credentials. Use this sample reference letter template when a colleague, former team member, student, or acquaintance asks for a personal recommendation. Be sure to modify this reference letter template with specific examples from your experience with that person.

How to write a reference letter

First, when someone asks you for a reference letter, think whether you can actually give them a good recommendation. If you’re not sure you can recommend them without thinking twice, it’s best to politely decline sending the referral letter rather than be forced to lie (or make negative comments ruining the other person’s chances).

If you’re sure you can write a positive professional reference letter, Workable suggests this process:

• Refresh your memory about the person. For example, ask HR what their exact title was when they worked in your team and for how long they stayed. Consult your own records to see if there are useful notes about them.
• Write down two-three qualities that characterize this person. If you can recall specific examples that prove these qualities, put them in your reference letter too.
• Think about specific experiences you had with that person. Especially instances where they showed positive attitude or knowledge. Include one example in your letter if possible.
• Use our reference letter template to shape your own letter of recommendation format.

At any case, you might need to spend half an hour or so to write a good recommendation letter, but if you have good things to say, this person is worth it. 

Here’s our reference letter template:

Dear [ insert name ],

I am writing to recommend [ employee_name ]. [ He/She/They ] worked with us at [ company_name ] as a [ employee_job_title ] and [ reported to me/ worked with me ] in my position as [ insert your job title ].

As an employee, [ employee_name ] was always [ insert quality ]. During [ his/her/their ] time in my team, [ he/she/they ] managed to [ insert example ].

I’ve always put a premium on [ insert quality ] among my team members and [ employee_name ] never failed to deliver. An example was when [ insert example ].

[ Employee_name ] is a delight to work with and I wouldn’t hesitate to hire [ him/her/them ] again.

Should you have any further questions about [ him/her/them ], feel free to reach me at [ phone number ].

[ Your name and signature ]

How to use this reference letter format:

• Flesh it out . Use one or two sentences to give context to each of your examples.
• Be flexible . Use the template as a guide, but write in your own voice and say what you think is important.
• Be honest . Your former employee or colleague may be asked about the examples you provided. Don’t embellish to make them look good since this may come out eventually.
• Be targeted, if you can . If you have information about the job or program the employee is applying to, tailor your letter to reflect specific requirements. For example, if you know this job requires leadership skills , give relevant examples.

Here’s a reference letter example based on our template:

Dear Mr. Skywalker,

I am writing to recommend Leia Thompson. She worked with me at Acme Inc. as a Senior Product Manager and reported to me in my position as VP of Engineering.

As an employee, Leia was always reliable and resourceful. During her time in my team, she managed to conduct high-impact user research and make a number of key recommendations that resulted in an improved product (and subsequently increased sales).

I’ve always put a premium on initiative and willingness to learn among my team members and Leia never failed to deliver on both fronts. An example was when she suggested we create a regular internal meetup where more senior employees could answer questions from other employees about their work. She was the first to take advantage of the knowledge these meetups offered and implemented it in her own work.

Leia is a delight to work with – a team player with a positive, can-do attitude all the way. I wouldn’t hesitate to hire her again if the opportunity arose.

Should you have any further questions, feel free to reach me at +10000000.

VP of Engineering, Acme Inc.

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How To Write A Reference Letter That Gets Noticed

Reference letters play a crucial role in helping individuals secure new opportunities, whether it is landing a job, gaining admission to a school, or receiving a scholarship in universities in Canada . However, not all reference letters are created equal. To ensure your letter stands out, here is a step-by-step guide on how to write a reference letter. Stay with us!

Table of Contents

What Is A Reference Letter

A reference letter, also known as a recommendation letter, is a document written by someone who can attest to an individual’s qualifications, skills, experiences, and character. The purpose of a reference letter is to provide insight and support for the person’s application for a job, educational program, scholarship , or other opportunities.

Reference letters are commonly requested by employers, academic institutions, or organizations as part of their selection process to gain a better understanding of an applicant’s suitability and qualifications. They are different from motivational letters .

Types Of Reference Letters

Reference letters can take various forms depending on the purpose and context of the recommendation. Here are some common types of reference letters:

Employment Reference Letter

• Written by a former employer or supervisor.
• Highlights the individual’s work experience, skills, contributions, and overall performance in a professional setting.
• Often requested by potential employers as part of a job application.

Academic Reference Letter

• Typically written by a teacher, professor, or academic advisor.
• Focuses on the individual’s academic achievements, IELTS essay scores, intellectual abilities, and contributions to the learning environment.
• Commonly required for college or graduate school applications.

Character Reference Letter

• Provided by someone who can speak to the individual’s personal qualities, character, and integrity.
• Can be written by a friend, neighbour, colleague, or community leader.
• Often used in situations where the person’s character is relevant, such as court proceedings or community involvement.

Recommendation Letter For A Promotion

• Given by a supervisor or employer when an employee is seeking a promotion within the same organization.
• Highlights the individual’s qualifications, achievements, and suitability for the higher position.

Business Reference Letter

• Often requested for business transactions, partnerships, or collaborations.
• Written by a business associate or client, emphasizing the individual’s reliability, competence, and professionalism in a business context.

Rental Reference Letter

• Given by a previous landlord to vouch for a tenant’s reliability and responsible behaviour during their tenancy.
• Helps prospective landlords assess the suitability of a tenant.

Volunteer Reference Letter

• Provided by an organization or supervisor where the individual volunteered.
• Focuses on the person’s dedication, contributions, and impact as a volunteer.

Adoption Reference Letter

• Written by someone who can speak to the prospective adoptive parents’ character, stability, and suitability for adoption.
• May include information about their ability to provide a loving and nurturing environment for a child.

The personal statement we write have:

• Precision and Clarity
• Zero Plagiarism
• High-level Encryption
• Authentic Sources

How To Write A Reference Letter

Writing a reference letter can be a valuable skill, especially when supporting someone’s application for a job, academic program, or other opportunities. A reference letter follows a similar structure to any other academic writing like literature reviews . Here’s how to write a reference letter in five easy steps.

Step 1: Understand The Purpose

Before you start writing, make sure you understand the purpose of the reference letter. Is it for a job application, college admission, or another specific purpose? Knowing the context will help you tailor your letter appropriately.

Step 2: Gather Information

Collect relevant information about the person you are writing the reference letter for. This may include their resume, a list of achievements, specific skills, and any other pertinent details. If possible, ask the individual for specific points they would like you to highlight.

Step 3: Structure The Letter

A typical reference letter follows a formal structure. Include the following components:

Introduction

• Start with a formal salutation and introduce yourself.
• Mention how you know the person and the duration of your relationship.
• Clearly state your willingness to write a reference letter.
• Provide specific examples that showcase the individual’s qualifications, skills, and characteristics relevant to the purpose of the letter.
• Use concrete examples to support your statements. Mention specific projects, achievements, or experiences.
• Highlight the person’s strengths and positive attributes.
• If applicable, address any weaknesses or limitations in a tactful manner and focus on how the individual has overcome or improved in those areas.
• Summarize the key points made in the body of the letter.
• Express your confidence in the individual’s abilities.
• Provide your contact information for any follow-up inquiries.

End the letter with a formal closing (e.g., “Sincerely,” “Best Regards,” etc.).

Step 4: Be Positive And Factual

• Throughout the letter, maintain a positive and professional tone. Emphasize the individual’s positive qualities and contributions.
• Back up your statements with specific examples and achievements. Use concrete details to illustrate your points and provide credibility to your endorsement.

Step 5: Proofread And Edit

• Before finalizing the letter, carefully proofread it for grammar, spelling, and formatting errors.
• Ensure that the letter is concise and focused on relevant information.
• Consider the tone and make adjustments to maintain a balanced and professional style.

Font, Length, And Format Of A Reference Letter

A reference letter’s font, length, and format should align with professional standards. Here’s a general guide:

• Use a professional and easily readable font such as Arial, Calibri, or Times New Roman.
• Font size should typically be 11 or 12 points for easy readability.
• Aim for a concise letter, ideally not exceeding one page.
• Provide enough details to convey a strong recommendation without unnecessary elaboration.
• Use a formal business letter format with your name, address, date , a salutation, body paragraphs, a closing, and your signature.
• Structure the letter with an introduction, body, and conclusion.
• Clearly state your relationship with the person, and focus on specific examples of their skills and qualities.
• Keep the language professional and upbeat.
• Mention your contact information for follow-up inquiries.
• Proofread carefully for grammar and spelling errors.

Reference Letter Sample

[Your Name]

[Your Title/Position]

[Your Company/Organization]

[Your Address]

[City, State, Zip Code]

[Email Address]

[Phone Number]

[Recipient’s Name]

[Recipient’s Title/Position]

[Company/Organization Name]

Dear [Recipient’s Name],

I am writing this reference letter on behalf of [Individual’s Full Name], whom I have had the pleasure of knowing in my capacity as [Your Title/Position] at [Your Company/Organization]. I have had the opportunity to work closely with [Individual] for [duration of your professional relationship].

In the time I have known [Individual], they have consistently demonstrated exceptional [mention specific skills or qualities such as leadership, communication, problem-solving, etc.]. Their dedication to [specific projects or tasks] has been evident, and I have been impressed with their ability to [provide examples of accomplishments or achievements].

One of [Individual’s] notable strengths is [mention a specific strength, e.g., attention to detail, creativity, etc.], which has significantly contributed to the success of [mention relevant projects or initiatives]. In addition to their technical skills, [Individual] possesses excellent interpersonal skills and has proven to be an effective team player.

During their tenure at [Your Company/Organization], [Individual] played a key role in [mention specific accomplishments or contributions], showcasing their ability to [mention relevant skills or qualities]. I have received positive feedback from colleagues and stakeholders about [Individual’s] professionalism and commitment to excellence.

I am confident that [Individual] would be a valuable asset in any [academic program/employment opportunity]. Their passion for [mention relevant field or industry] and their capacity to [mention specific capabilities] make them stand out.

If you have any further questions or require additional information, please feel free to contact me at [your email address] or [your phone number]. I wholeheartedly recommend [Individual’s Full Name] and am certain that they will excel in any endeavour they choose to pursue.

[Your Full Name]

[Your Contact Information]

Final Tips On How To Write A Reference Letter

• Understand the purpose
• Establish your credibility
• Personalize the content
• Be positive and enthusiastic
• Focus on relevant qualities
• Address potential weaknesses tactfully
• Use a formal structure
• Provide contact information

Who To Ask For A Character Reference

Some people you might ask for a reference letter include the following. 

• Supervisors or Managers
• Colleagues or Coworkers
• Subordinates (if applicable)
• Teachers or Professors
• Family Members
• Coaches or Teammates
• Volunteer Organizers
• Community Leaders
• Religious Leaders
• Local Business Owners

Frequently Asked Questions

How to write a reference letter.

• Gather information
• Structure the letter
• Be positive and factual
• Revise and edit

How to ask for a reference letter?

Dear [Name], I hope this message finds you well. I’m applying for [opportunity] and would greatly appreciate your support. Could you kindly write a reference letter highlighting my [specific qualities]? Your insights would be invaluable. Thank you for considering my request. Best regards, [Your Name].

How to write a character reference letter?

Dear [Recipient], I am delighted to provide a character reference for [Individual]. Their [positive qualities] make them an exceptional [colleague/student]. I’ve witnessed their [specific examples]. [Individual] is reliable, hardworking, and possesses great integrity. I confidently recommend them for [purpose]. Sincerely, [Your Name].

How to write a reference letter for a student?

Dear [Recipient], I wholeheartedly recommend [Student’s Name] for [purpose]. As their [teacher/professor], I’ve witnessed their exceptional academic prowess, dedication, and strong work ethic. They contribute actively to class discussions and consistently excel. [Student] is an asset to any academic pursuit. Sincerely, [Your Name].

How to write a reference letter for an employee?

Dear [Recipient], I highly recommend [Employee’s Name] for [purpose]. In my role as [Your Title] at [Company], I’ve observed their exceptional [skills/qualities]. Their dedication, strong work ethic, and contributions to [specific projects] have been invaluable. [Employee] is an asset to any team. Sincerely, [Your Name].

How to ask for a reference letter from the professor?

Dear Professor [Last Name], I hope this message finds you well. I am applying for [opportunity] and value your opinion. Could you please provide a reference letter highlighting my [academic achievements and qualities]? Your support means a lot. Thank you for considering my request. Best regards, [Your Full Name].

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• Jan 13, 2024

How to Write a Reference Letter (with Free Template)

Reference letters are a staple of the business and educational world . If you hold any management position or regularly employ freelancers, you’ll likely be asked to write a reference letter for someone eventually.

Since reference letters can have a huge impact on someone’s career and if they get hired for a potential job, it’s important to make sure you get it right when you’re tasked with writing a reference for someone – a poorly written letter could end up preventing someone from getting their dream job.

If you’re reading this, you’ve likely just been tasked with writing a reference letter. If that’s the case, you’re in the right place. Here, we’re going to walk you through the parts of a reference letter and give you a template that you can use when you’re writing yours.

What Is a Reference Letter?

A reference letter is a letter of endorsement for someone’s skills and expertise. Typically, an employee will ask one of their former managers, bosses, coworkers, or other colleagues for a reference letter when applying to a job or educational program. If the person requesting the letter is young, they may ask a teacher instead.

Reference letters are important because they help potential employers get a more personalized view of the applicant. By getting a firsthand account of a candidate’s performance and character, they are able to make a decision based on information that may not be readily apparent on a resume.

Generally, you will only want to write a reference letter for someone you can truly endorse. If you don’t think you can say something good, then it’s generally best not to write the letter. Sometimes, there can even be legal action against negative reference letters.

What Are the Elements of a Reference Letter?

Reference letters should all have five parts: an introduction, details about the candidate, whether you’re recommending them or not, examples that support your decision, and a concluding summary.

In your introduction, you need to set the scene for the reader: who are you? What was your relationship with the candidate? Why are you writing this letter?

Next, you should include more specific details about the candidate and your experience working with them. This is a good time to include some positive anecdotes about their work. You can also highlight their past experience and how it may be helpful.

After that, you should give your honest opinion as to whether you think the person you’re writing about would be a good fit for the position . Then, in the next section, provide some details that support your position.

Overall, you will only want to write a reference letter for someone you believe you can genuinely recommend. If you’re tasked with writing a reference letter for someone you can’t endorse, then focus on being scant on details instead of saying anything directly negative.

Finally, close out with a summary of your letter. Let the receiver know whether you’re available for further contact and discussion.

Key Takeaways

Reference letters can have a huge impact on the career trajectory of the person you’re recommending (or not). When you’re tasked with writing one, you have a lot of responsibility on your hands, so you should ensure you give it your all.

Reference letters are used to gain new insight into qualities of a candidate that aren’t apparent from their resume. Because of this, you should focus on your personal experiences and anecdotes. Don’t just rewrite their resume for them – provide some unique stories and positive qualities that you can only know after working with them for a period of time.

Of course, one of the biggest decisions you’ll make is whether or not to write the letter in the first place. If you don’t believe you’ll be able to say much about the candidate or you don’t feel like you know them well enough, you can always decline.

However, in some cases, it may be necessary to write a negative reference letter. For example, if you know someone is so irresponsible that they’d be a danger to the company, then it would make sense to write a letter of non-recommendation.

Overall, the key to writing a good reference letter is to stay personal. So, trust your gut, and you’ll likely find that it will come out great.

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How to write a Reference Letter?

Table of Contents

In today’s competitive world, reference letters play a crucial role in helping individuals stand out from the crowd when seeking new opportunities.

The primary purpose of a reference letter is to vouch for someone’s character, skills, qualifications, and overall suitability for a particular opportunity. It serves as a testimonial, providing credible evidence of an individual’s abilities and strengths. A reference letter can help the recipient understand the applicant’s work ethic, professionalism, teamwork skills, leadership qualities, and other attributes that may not be evident from their own self-presentation.

A strong reference letter can:

• Provide a competitive edge
• Validate your claims and qualifications
• Demonstrate genuine support
• Build trust and credibility
• Showcase relevant strengths
• Address potential concerns

Now that we understand the purpose and importance of reference letters let’s try to understand the purpose of a reference letter.

This guide will provide you with essential insights on how to write a compelling reference letter that can positively influence the recipient’s decision-making process.

How to Write a Reference Letter?

Since this is a lengthy process, we have dissected it in doable parts. Let us conquer this task one step at a time.

Determine the Purpose of the Reference Letter

Before you begin writing a reference letter, it’s essential to identify the specific purpose behind it. Reference letters can serve various purposes, such as:

• Employment: Job applications often require reference letters to assess a candidate’s qualifications, work ethic, and suitability for the position.
• Academics: Students applying for college, university, or scholarship programs may need reference letters to showcase their academic achievements, character, and potential.
• Volunteer or Community Involvement: Some organizations may request reference letters to assess an individual’s commitment and contributions to community service or volunteer work.
• Recommendation: Reference letters can also be for personal purposes, such as character references for legal matters or recommendation letters for various opportunities.

Clearly understanding the purpose will help you tailor the content and focus of the reference letter to meet the recipient’s expectations effectively.

Identify the Recipient & Their Specific Requirements

Knowing who will receive the reference letter is crucial. Different recipients may have varying criteria and preferences for what they seek in a reference letter. If possible, gather information about the individual or organization that will review the letter. Consider the following:

• Who will read the letter: Is it an employer, admissions officer, scholarship committee, or another authority?
• Specific requirements: Check if the recipient has provided any guidelines or prompts for the reference letter. Adhering to these guidelines demonstrates your attentiveness and professionalism.
• Key qualities or skills they are looking for: Try to identify the qualities or attributes that are most relevant to the opportunity at hand. Highlighting these aspects can make the letter more impactful.

Consider the Context & Nature of the Recommendation

The context in which you interacted with the applicant is crucial in writing an effective reference letter. Reflect on the following:

• Professional relationship: If you have worked closely with the individual, emphasize their performance, skills, and achievements in the workplace.
• Academic association: For academic references, focus on the student’s academic abilities, dedication, and potential for growth.
• Personal connection: If the reference is for a personal matter, such as a character reference, provide specific examples that illustrate the applicant’s positive traits.
• Relevance to the opportunity: Ensure that the content of the letter aligns with the position or opportunity the applicant is seeking. Avoid including irrelevant information.

Understanding the purpose, identifying the recipient’s requirements, and considering the context will set the foundation for crafting a reference letter tailored to the situation’s specific needs. In the next section, we will explore the steps to collect personal information about the candidate.

Gather Relevant Information

Contact the Person Requesting the Reference Letter

Once you have been approached to write a reference letter, it is essential to contact the person or organization requesting it promptly. Express your willingness to provide the reference and inquire about any specific guidelines or deadlines they may have. Understanding their expectations will help you focus on relevant information and deliver the letter in a timely manner.

Obtain Necessary Information about the Candidate

To write a comprehensive reference letter, gather essential details about the candidate. You may already have some knowledge of the individual, but it’s crucial to ensure accuracy and completeness. Request the following information from the candidate:

• Resume or CV to get a comprehensive overview of their professional and educational background
• Relevant accomplishments, notable achievements, projects, or initiatives relevant to the opportunity they are pursuing
• Specific strengths and skills they would like you to emphasize in the reference letter
• Career goals to align the letter with their future objectives

Request Specific Details of the Candidate’s Accomplishments

Ask the candidate to provide details on the following:

• Projects or tasks they handled successfully, focusing on their role and impact.
• Instances where they demonstrated leadership, teamwork, problem-solving, or other valuable skills
• How they handled challenges or difficult situations and the outcomes of their efforts?
• Any recognition or awards they received for their work
• How they contributed to the organization, community, or academic environment?

Specific examples and details will add credibility to your reference letter and help the recipient gain deeper insights into the candidate’s capabilities.

As you gather relevant information about the candidate, remember to maintain confidentiality and use the data solely for the purpose of writing the reference letter. With a well-rounded understanding of the candidate’s qualifications and achievements, you can proceed to a reference letter’s essential components and structure.

Structure of a Reference Letter

Header with Your Contact Information

Begin the reference letter with a professional header that includes your name, job title, company or organization name (if applicable), address, phone number, and email address. This information ensures the recipient can contact you if needed.

 Salutation Addressing the Recipient

Address the recipient of the reference letter with a formal salutation. If you know their name, use “Dear [Recipient’s Name],” followed by a comma. If you are unsure of the recipient’s name, use a generic salutation like “To Whom It May Concern,” followed by a comma.

 Introduction and Relationship with the Candidate

In the opening paragraph, introduce yourself and state your relationship with the candidate. Mention how you know the candidate, whether through work, academic association, or any other context. Provide some context about your position or qualifications that make you a credible recommender.

Body paragraphs Highlighting Skills, Qualities & Achievements

In the main body of the reference letter, elaborate on the candidate’s skills, qualities, and accomplishments. Use specific examples and anecdotes to illustrate the candidate’s strengths and contributions. Address the qualities that align with the recipient’s requirements and the purpose of the letter.

Organize the body into separate paragraphs, each focusing on a particular aspect of the candidate’s abilities. You can discuss their work ethic, leadership skills, teamwork, problem-solving, communication skills, or any other relevant attributes. If possible, use quantifiable data or specific results to provide concrete evidence of the candidate’s achievements.

Summarizing the Overall Recommendation

In the concluding paragraph, reiterate your overall recommendation of the candidate. Emphasize the candidate’s potential for growth and their suitability for the opportunity they are pursuing. Please provide a positive outlook on the candidate’s future, highlighting how they can positively impact the organization or academic institution.

 Closing and Signature

Close the letter with a polite closing, such as “Sincerely,” followed by your name and signature. If the letter is being submitted electronically, you can include a scanned or typed version of your signature. If the letter is printed and sent by mail, you can sign it by hand.

Before finalizing the reference letter, review it for clarity, grammar, and tone. Ensure that the letter is positive, professional and conveys a strong endorsement of the candidate’s abilities.

Now you can proceed to the next step of composing the reference letter.

 Writing the Reference Letter

  Use a Professional Tone & Language

When writing a reference letter, maintain a formal and professional tone throughout the document. Use clear and concise language, avoiding jargon or slang. Your letter should reflect your professionalism and credibility as a recommender. Address the recipient with respect and maintain a courteous demeanor.

  Provide Evidence to Support Your Claims

Back up your claims about the candidate’s skills, qualities, and achievements with concrete examples and evidence. Specific instances of the candidate’s accomplishments will add credibility to your reference letter. Use data, metrics, or results when possible to quantify the impact of the candidate’s work. These specific details will help the recipient better understand the candidate’s capabilities.

  Highlight the Candidate’s Relevant Skills & Experiences

Focus on the skills and experiences that are most relevant to the opportunity the candidate is pursuing. Tailor the content of the reference letter to match the recipient’s requirements. If the candidate possesses unique qualifications or strengths that are particularly valuable for the position or program, make sure to highlight them.

  Avoid Vague or Generic Statements

Avoid using vague or generic statements that could apply to any candidate. Instead, provide specific details and personalized insights into the candidate’s abilities. Steer clear of clichés and generalizations, as they do not contribute to the overall impact of the letter. The recipient will value a reference letter that offers a genuine and distinctive perspective on the candidate.

  Maintain a Balanced & Honest Assessment

While it’s essential to highlight the candidate’s strengths and accomplishments, it’s equally important to present a balanced and honest assessment. If the candidate has areas for improvement, you can address them tactfully, focusing on their potential for growth and willingness to learn. Providing an honest evaluation demonstrates your integrity as a recommender and helps the recipient form a well-rounded view of the candidate.

After completing the reference letter, proofread it thoroughly to eliminate any errors or typos. A well-written, well-structured, and honest reference letter can significantly contribute to the candidate’s success and positively influence the recipient’s decision-making process.

 Proofreading and Editing

  Ensure Clarity, Coherence & Grammar

After writing the reference letter, it’s crucial to review it for clarity and coherence. Ensure that the content flows logically and that each paragraph contributes to the overall message of the letter. Check that your sentences are well-structured and easy to understand.

Pay close attention to the grammar and sentence construction. Look out for subject-verb agreement, proper use of tenses, and correct word choices. Eliminate any awkward phrasing or ambiguous statements that could be misinterpreted.

  Ensure Proper Formatting & Structure

Check that the reference letter follows the appropriate formatting and structure. Verify that you have included all the necessary sections – header, salutation, introduction, body paragraphs, conclusion, closing, and signature. Make sure each section is well-organized and serves its intended purpose.

Keep the font and font size consistent throughout the letter. Ensure that the margins are appropriate and that the letter is visually pleasing and easy to read. A well-formatted letter adds to its professionalism and makes a positive impression on the recipient.

  Check for Spelling & Punctuation Errors

Spelling mistakes can undermine the credibility of the letter. So, it’s essential to catch and correct any errors.

• Check the letter manually and use the spelling and grammar check tools available in word processing software.
• Pay attention to punctuation, including commas, periods, semicolons, and apostrophes.
• Additionally, watch out for common typographical errors, such as homophones (e.g., “there” vs. “there” or “its” vs. “it’s”).
• Finally, read the letter aloud or ask someone else to review it. A fresh set of eyes can often catch mistakes that you might overlook.

A well-crafted and error-free reference letter can significantly impact the candidate’s chances of success and reinforce your reputation as a reliable and conscientious recommender.

 Final Steps

Sign the Reference Letter

Before delivering the reference letter, don’t forget to sign it. You can include a scanned or digitally inserted signature if the letter is electronic. If it’s a printed letter, sign it by hand in blue or black ink. The signature adds a personal touch and validates your endorsement of the candidate.

 Deliver the Letter as Requested

Follow the specific delivery instructions provided by the person or organization requesting the reference letter. If they asked for an electronic submission, send the letter as an attachment via email, ensuring it is in a widely accepted file format such as PDF. Use a clear and descriptive subject line for the email, including the candidate’s name and the purpose of the letter.

If the letter needs to be mailed, print it on professional letterhead (if available) and use high-quality paper. Place the signed letter in a sealed envelope, and address it to the recipient following their instructions.

  Offer Your Availability for Further Inquiries

In your closing paragraph, express your willingness to provide additional information or answer any further inquiries the recipient may have about the candidate. Provide your contact information (email and phone number) to facilitate communication if needed.

By offering your availability, you demonstrate your commitment to supporting the candidate’s application and show that you are confident in the endorsement you have provided.

After you have delivered the reference letter, keeping a copy for your records is essential. This way, if any follow-up requests or future references are needed, you have a record of the letter you provided.

Remember that writing a reference letter is a significant responsibility, and your words can significantly impact the candidate’s opportunities. Be honest, accurate, and provide a thorough assessment of the candidate’s qualifications. Follow the proper etiquette and guidelines for writing a reference letter, and treat the process professionally and honestly.

Signing Off with an Endnote

Writing an effective reference letter is a responsibility that requires careful consideration and attention to detail. To recap the key points for crafting a compelling reference letter:

• Determine the purpose of the reference letter and identify the recipient’s specific requirements.
• Contact the person requesting the letter, obtain necessary details about the candidate, and request specific examples of their accomplishments.
• Follow a well-organized structure.
• Focus on the candidate’s skills and experiences that are most relevant to the opportunity they are pursuing.
• Stay away from generic or clichéd statements and aim for a unique and personalized perspective on the candidate.
• Provide an honest and balanced assessment of the candidate, acknowledging their strengths while addressing areas for growth.

Remember that your reference letter can significantly impact the candidate’s future prospects. Your words can help them secure a job, gain admission to a prestigious institution, or receive valuable opportunities. By offering an honest and accurate assessment, you play a vital role in helping deserving candidates succeed in their endeavours.

Remember that exaggerated or misleading claims can harm the candidate’s reputation and credibility. You are not obligated to write a reference letter if you are unable to provide a positive endorsement. It’s better to decline the request than to write an insincere letter.

In conclusion, writing a reference letter is a valuable contribution to someone’s professional journey. With careful consideration, honesty, and attention to detail, you can create a reference letter that reflects positively on both the candidate and yourself as a recommender. Your support can make a meaningful difference in the candidate’s life, opening doors to new opportunities and helping them achieve their goals.

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Hi, I am Emma Jones, a Genetic Counsellor by qualification, CDR writer by profession who has a flair for writing. Quite an interesting profile to stop by, isn't it? Well, being a CDR was a decision that was born out of necessity. My field of qualification requires one to create appropriate CDRs to land suitable jobs. Since I was struggling too hard to create one for myself, I decided to take it up as a challenge and trained myself to nail the art of CDR writing. Now, I work as a full-time CDR writer and English essay expert to help students who have to face similar struggles. When I am not working, I like surfing or trying foods in different places.

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Sample Reference Letter for an Employee

What to Include in an Employee Reference Letter

Before you write a reference, tips for writing a reference letter, review samples and templates, reference letter example for an employee, frequently asked questions (faqs).

Do you need to write a reference letter for an employee, or do you need to request one to use when you apply for a job? Employees will often ask a former manager to write them a letter of reference. Writing a positive reference letter can mean the difference between a job offer and a rejection, so it’s important to do it right.

If you agree to write the letter, it's important to make sure it is personalized for the candidate and the position for which they are applying.

Below is advice on how to write a reference letter, as well as an example of a reference letter for a former employee. For job applicants, the information will show you what to expect when an employer provides a written reference for you.

Key Takeaways

• Only agree to write a reference letter if you can recommend the former employee without reservation.
• Use a reference letter template to guide your writing but be sure to customize your message. 
• Ask the person you’re recommending for details about the position, including the desired skills, qualifications, and work experience.

The content of your reference letter will vary depending on the candidate and job opportunity, but you should always include the following components:

Contact Information

Include your contact information and the recipient's name at the top of the letter for a printed or uploaded letter. List your contact information in your signature when you're sending an email.

Subject (Email Reference)

List the name of the person you're writing a reference for in the subject of an email reference.

If you are writing a personal letter of reference, include a salutation (Dear Dr. Jennings, Dear Ms. Canavan, etc.). If you are writing a general reference letter, say “ To Whom It May Concern ," or start with the first paragraph of the letter.

First Paragraph

Explain how you know the person you are recommending, how long you have known them, and why you are qualified to provide a reference for them.

Second Paragraph

Explain why the person you are recommending is qualified, what they can contribute, and why you are providing a reference letter. Be sure to use specific examples to speak to their qualifications, skills, and experience. 

Third Paragraph

Provide a brief summary of why you are recommending the person. State that you "recommend without reservation," "strongly recommend" the person, or something similar.

Offer to provide more information and include your phone number.

End your letter with a closing, followed by your signature.

Include your phone number and email address in the return address section of a hard copy letter, or if you're sending an email, list your contact information under your name in the signature.

Think carefully about saying yes. Make sure you only agree to write the letter if you can write a positive recommendation. If you don’t think you can, tell the employee you are not comfortable writing the recommendation. It's better to decline than to write a subpar endorsement of the person's candidacy. Here’s how to decline a recommendation request .

Collect information on the former employee. Ask the former employee for a copy of his or her resume or CV, so that you can speak to the employee’s specific work experience. If it's been a while since you worked with the employee, a resume is a great way to refresh your memory. Take a look at his or her LinkedIn profile, as well. You can also ask the person if there are any points they'd like you to highlight in your letter.

Focus on the job description. Ask the former employee for a copy of the job description. Review it, then write about ways your former employee is a good match for the responsibilities of the position. Or, if you're writing a general recommendation, ask the employee for details about the type of position and industry. If you know the candidate is applying to be a medical assistant or a salesperson, for example, you can tailor your letter to mention relevant skills and experience accordingly. 

Include specific examples. In the letter, provide specific examples of ways in which the employee demonstrated various skills. Try to think of examples from when the person worked for you. If you can use numbers to quantify their success, even better.

Remain positive. State that you think this person is a strong candidate. You might say something like you “recommend this person without reservation,” or you “would hire this person again” if you could. Emphasize this, especially at the beginning and conclusion of the letter. This will help the candidate stand out.

Share your contact information. Provide a way for the employer to contact you if they have further questions. Include your email address, telephone number, or both at the end of the letter.

Follow the submission guidelines. Ask your former employee how to submit the letter. Make sure you follow any requirements, especially about where to send it and when, as well as the format (for example, PDF, physical letter, etc.).

It is a good idea to review letter of recommendation samples before writing your letter. Along with helping with your layout, examples can help you see what kind of content you should include in your document.

You might also look at letter of recommendation templates to get a sense of how to lay out your recommendation and what to include (such as introductions and body paragraphs). There are also useful guidelines for formatting recommendation letters , including length, format, font, and how to organize your letters.

While examples, templates, and guidelines are great starting points, always be flexible. Tailor a letter example to fit the candidate’s work history and the job for which they are applying.

You can use this reference letter sample as a model. Download the template (compatible with Google Docs and Word Online), or read the text version below.

Reference Letter Example for an Employee (Text Version)

To Whom It May Concern:

I would like to recommend Muriel McKensie as a candidate for a position with your organization. In her position as an administrative assistant, Muriel was employed in our office from 2016 to 2021.

Throughout her time with our organization, she demonstrated critical skills that would make her an excellent employee at your company.

Muriel did a terrific job in her position and was an asset to our organization during her tenure. She has excellent written and verbal communication skills, is extremely organized, can work independently, and can manage multiple tasks effectively to ensure that they are completed promptly.

Because of her effectiveness, I even gave her additional responsibilities, including developing a training program for our interns. Muriel went above and beyond in that assignment, as she does in all projects.

Muriel was always willing to offer her assistance and had an excellent rapport with the many constituents served by our office, including clients, employers, and other professional organizations. This would be particularly valuable to your company, as you state you are looking for a candidate who can effectively communicate with people across departments.

She would be an asset to any employer, and I wholeheartedly recommend her for any endeavor she chooses to pursue. Please let me know if you have any questions.

Signature (hard copy letter)

Carrie Jones Office Manager ACME Travel 123 Business Rd. Business City, NY 54321 555-555-5555 carrie.jones@email.com

How do you start a reference letter?

If you’re sending a hard-copy reference letter, begin your document with your address, the date, and the sender’s address. Then include a professional salutation such as “Dear Ms. Green” or “Dear Hiring Manager.” 

How long should a reference letter be?

A reference letter should be several paragraphs in length at the very least. Plan to use at least a page for your letter and be sure to include any important information as indicated by the person you’re recommending.

State University of New York at Oswego. " Writing Reference Letters ." 

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Home Letter of Recommendation Employee

Employee Letter of Recommendation Template

Use an employee letter of recommendation to outline an employee’s accomplishments and highlight their suitability for a new position or company.

Updated May 7, 2024 Written by Raina Chou | Reviewed by Brooke Davis

A Letter of Recommendation for Employee is a document typically written by a manager or supervisor to endorse an employee’s skills and work ethic. It supports the employee’s job or promotion by highlighting their capabilities and achievements based on the writer’s direct experiences with the individual.

Letters of recommendation are not always required during a job search, but they can supplement an application to help the candidate stand out.

Not Representing an Employer?

Use a Letter of Recommendation for Student to endorse a current or previous student for employment.

Before You Start Writing

How to write an employee letter of recommendation, types of employee letters of recommendation, employee letter of recommendation: examples, legal implications of an employee letter of recommendation, writing tips, employee letter of recommendation sample.

A little preparation can go a long way when crafting an effective letter. Streamline the process with the following tips.

Understand the Assignment

Begin by carefully reviewing the job title, job description, and details of the company to which the employee is applying. This will help you tailor the letter with the appropriate focus and tone.

For example, a small startup company may appreciate recommendation letters with a witty and personal approach. A large corporation, on the other hand, may prefer a more professional tone.

Additionally, confirm whether to send the letter via mail or email and check for any submission deadlines.

Consider Your Experience

Make a list of the employee’s achievements and contributions during their time at your company. Use specific examples and anecdotes to highlight the employee’s performance . Consider using prior employee evaluations to emphasize their achievements.

In addition to addressing their job-specific skills, consider the employee’s personal qualities . For example, explain how they work well in a team or reliably complete tasks without oversight.

Ask your employee what they want to highlight for the hiring team. Consider their goals and desires so you can craft a letter that aligns with their overall approach.

Should I turn down a request if I don't feel comfortable writing the letter?

Yes, if you cannot provide a genuinely positive and honest reference , decline the request politely. Writing a forced or insincere letter can be unhelpful and may inadvertently harm the individual’s chances.

A compelling letter of recommendation for your employee should include the following details:

• An introduction detailing your relationship to the employee and your qualifications ;
• 2-3 paragraphs advising how the employee can benefit the organization ; and
• A conclusion explaining why the employee is ideal for the position .

Step 1: Format

Whether it is requested in print or email form, you should write your employee recommendation letter in business letter format .

The formats and contents of these two forms are similar, but a business letter includes address blocks at the top. If you are writing an email, include a concise subject line detailing the letter’s intent.

Failing to apply the correct format can be deemed as a lack of professionalism and potentially reduce the impact of your recommendation.

Step 2: Introduction

The introduction should address why the writer is qualified to recommend the employee .

A good introduction should include the following information:

• The purpose of the letter;
• The writer’s relationship with the employee;
• How long the writer has known the employee;
• The writer’s expertise and qualifications, if relevant.

Introduction Example

Dear Hiring Committee,

I am delighted to recommend Carlos Ramirez for the role of Marketing Manager at Global Brands Inc. As Carlos’s mentor during his tenure at MarketMovers, where he has been instrumental for three years, my extensive background in marketing across various industries provides me with the insights to vouch for his expertise and performance effectively.

Step 3: Body Paragraphs

Use the next 2-3 paragraphs to detail what value the employee can bring to the company . You should mention the employee’s:

• achievements and growth, with specific details;
• personal anecdotes that highlight the employee’s character;
• professional skills; and specifically,
• how the employee’s skills align with their desired role within the company.

Aim for conciseness and condense your examples into one or two sentences.

Body Paragraphs Example

Anna’s deep understanding of advanced programming languages and exceptional problem-solving skills align perfectly with the role’s demands. A memorable example includes the time Anna resolved a critical bottleneck in our data processing application, increasing system efficiency by 26%. Her innovative approach not only solved the problem but also significantly reduced processing times.

Throughout her tenure, Anna has consistently demonstrated technical excellence and leadership. One notable achievement was her leadership of the team that developed our award-winning mobile application, which resulted in a 30% increase in our app’s user base within six months.

Additionally, Anna’s approach to continuous learning and improvement is a testament to her suitability for this role, particularly in a fast-paced tech environment. Thanks to Anna’s dedication, she consistently brought innovative solutions to the team, leading to streamlined project workflows and an overall 10% increase in productivity.

Step 4: Closing

Conclude the letter by asserting your confidence in the candidate’s suitability for the position and organization . In addition, you should provide contact details so the reader can contact you for additional information.

Your signature and printed name should be placed at the bottom of the letter.

Closing Example

In conclusion, I wholeheartedly endorse Laura Gibson, as I am confident that she is the ideal candidate for this position. Her proven track record, professional skills, and personal integrity assure me that she will exceed your expectations and contribute positively to your team. Should you have further questions or require more information, do not hesitate to contact me at 555-123-4567 or [email protected] .

Yours Sincerely,

[Signature]

Jerry Smith

Here are three common types of employee recommendation letters and their key components.

For a General Character Reference

A Closer Look at Personal Traits

A character reference letter focuses on the employee’s personal qualities rather than professional skills. Reference letters are particularly valuable when personality traits like integrity, reliability, and cooperation are crucial to the role or situation.

What to Include:

• Emphasis on personal qualities that align with the role’s requirements;
• Examples from personal experiences that demonstrate these traits; and
• Positive results driven from these traits and qualities.

For a New Job

Highlighting Skills and Achievements

The letter should concentrate on the individual’s relevant skills, experiences, and specific achievements. This type of recommendation is tailored to demonstrate how the employee’s background makes them a perfect fit for the potential job .

• Detailed discussion of relevant skills and how they apply to the new job;
• Notable achievements (such as winning a scholarship ) that illustrate successful application of these skills; and
• An overview of past performance (such as an internship ) that predicts future success in the new role.

For a Promotion

Demonstrating Leadership and Growth

A recommendation for a promotion should focus on the employee’s potential for leadership, their deep understanding of the company, and evidence of their professional growth and development. This supports the case for their readiness to handle more responsibility within the organization.

• Examples of leadership potential and instances where it was demonstrated;
• Knowledge of the company’s culture, processes, and goals; and
• Evidence of continuous professional growth and how it aligns with the needs of the higher position.

Example 1: Manager Recommending Employee for a Career Change

To Whom It May Concern,

I am writing to highly recommend Caleb McTyre for the Administrative Assistant position at your esteemed law firm, Smith & Jones LLP. Having had the pleasure of working with Caleb at TechNova Solutions, a leading technology consulting firm, for the past three years, I can confidently attest to his integrity, reliability, and exceptional cooperation within our team.

Caleb has consistently demonstrated a high level of integrity in all his tasks. His attention to detail and adherence to our firm’s strict confidentiality policies have been exemplary. This trait is crucial in a legal setting where discretion is paramount, and Caleb has proven time and again that he can be trusted with sensitive information.

Reliability is another of Caleb’s standout qualities. He has never missed a deadline, and his organizational skills have significantly improved our department’s efficiency. For instance, Caleb implemented a new filing system that reduced document retrieval time by 40%, showcasing his proactive approach and ability to enhance operational workflows. His interest in the legal field became evident when he took the initiative to research and incorporate best practices from legal administration, which further streamlined our processes.

Caleb’s cooperative nature has made him an invaluable team member. He willingly assists colleagues, often going beyond his assigned duties to ensure collective success. An example of this is when he took the initiative to train new hires, significantly reducing their onboarding time and increasing their productivity. Caleb’s passion for the legal field was further highlighted when he volunteered to assist our legal department during a particularly busy period. His eagerness to learn and contribute was impressive and demonstrated his readiness to transition to a legal environment.

In conclusion, I wholeheartedly endorse Caleb McTyre for the Administrative Assistant position at Smith & Jones LLP. His proven track record of integrity, reliability, and cooperation assures me that he will exceed your expectations and contribute positively to your team. Should you have further questions or require more information, do not hesitate to contact me at (123) 456-7890 or [email protected] .

Yours sincerely,

Oliver Schnatz

Example 2: Manager Recommending Employee for a New Job

I am delighted to recommend Laila Kurts for the Guest Relations Supervisor position at your prestigious hotel. As her direct supervisor at ABC Hotel for the past four years, I have witnessed Laila’s exceptional dedication, professionalism, and outstanding guest relations skills.

Laila’s achievements in guest relations are noteworthy. She played a pivotal role in improving our guest satisfaction scores by 20% over six months, a testament to her ability to create memorable experiences for our guests. This remarkable achievement was driven by her attentiveness and her ability to connect with guests on a personal level. Laila consistently goes out of her way to anticipate guest needs before they even express them. For example, she took the initiative to implement a personalized guest preference tracking system, which allowed us to cater to individual guest preferences seamlessly. Her attention to detail and genuine interest in each guest’s experience have significantly enhanced our service quality.

One of the most impressive aspects of Laila’s character is her ability to handle challenging situations with grace and composure. For instance, we once experienced a significant issue during a high-profile conference hosted at our hotel. A sudden power outage disrupted the event, and our backup generators were malfunctioning. Laila quickly coordinated with our maintenance team to arrange for portable power units and ensured that critical conference equipment was operational. Her quick thinking and decisive actions prevented a complete event shutdown. Additionally, she communicated effectively with the guests, providing regular updates and arranging complimentary refreshments to keep them comfortable. Her efforts not only salvaged the event but also received commendation from the organizers, who appreciated her professionalism and resourcefulness under pressure.

Laila’s leadership potential is evident in her mentorship of junior staff. She has successfully trained and developed several team members, preparing them for advanced roles within the company. Her approach to team building and her ability to foster a collaborative environment have been instrumental in maintaining high morale and productivity among the staff.

In conclusion, I am confident that Laila Kurts is the ideal candidate for the Guest Relations Supervisor position at your hotel. Her proven skills in guest relations, leadership abilities, and dedication to excellence make her a perfect fit for this role. Please feel free to contact me at 987-654-3210 or [email protected] if you need any further information.

Annie Elroy

Example 3: Director Recommending Employee for Promotion

I am pleased to recommend Regina Jones for the position of Marketing Manager at our company. Over the past five years, Regina has shown remarkable growth and has become an indispensable member of our marketing team. Her creativity, strategic thinking, and leadership skills make her an ideal candidate for this promotion.

Regina has made significant contributions to our marketing campaigns, notably leading a project that increased our social media engagement by 35%. Her innovative approach to content creation and audience targeting has not only boosted our online presence but also generated substantial leads and sales. Her knack for identifying market trends and tailoring strategies accordingly has been a major asset to our team.

A personal anecdote that stands out is Regina’s handling of a major product launch. Faced with tight deadlines and unforeseen challenges, she coordinated seamlessly with various departments, ensuring a successful launch that exceeded our sales targets by 20%. Her ability to manage stress and maintain focus under pressure is truly commendable.

Regina’s continuous professional development is evident in her pursuit of advanced marketing certifications and attendance at industry seminars. Her commitment to staying updated with the latest marketing trends and technologies positions her well for the Marketing Manager role. Her leadership skills are demonstrated by her mentorship of junior staff and her role in spearheading our recent rebranding initiative, which has been met with widespread acclaim.

In conclusion, I am confident that Regina Jones is exceptionally qualified for the Marketing Manager position. Her proven track record, professional skills, and dedication assure me that she will excel in this role and drive further success for our company. Should you have any questions or need additional information, please contact me at 123-456-7890 or [email protected] .

Gabriella Nunez

When drafting an employee recommendation letter, it’s crucial to consider potential legal implications like misrepresentation, discrimination, negligence, and privacy breaches.

Misrepresentation occurs when false or exaggerated information is provided in the recommendation letter written, which could lead to wrong hiring decisions.

Ensure that all statements in the letter are honest and can be substantiated. Additionally, the letter should focus only on factual observations and verified achievements.

Discrimination may happen if the letter contains, implies, or is interpreted to have biased information based on race, gender, religion, age, disability, sexual orientation, or any other protected class.

Focus on the employee's performance and qualifications

The writer should not refer to any protected characteristics of the employee. This ensures that the content is strictly professional and relevant.

Negligence involves failing to disclose critical information about an employee, particularly concerning to behaviors that could endanger others, such as violent tendencies.

Discuss with HR

HR can confirm which details can be legally disclosed, focusing on information that directly impacts the employee’s professional capabilities.

Breach of Privacy occurs when private or sensitive information about an employee or the company is disclosed without consent, including details protected under non-disclosure agreements (NDAs) or related to a company’s intellectual property, profits, or other confidential data.

Check with Relevant Parties

Before including any information about the employee’s achievements, verify that it does not breach any NDAs or company privacy policies. Always obtain consent from the relevant parties if you are unsure about the confidentiality of the information. This ensures compliance with legal standards and respects the privacy of both the employee and the company.

By following these guidelines and regularly consulting with HR on the disclosure of specific achievements and the appropriateness of the content, the writer can mitigate risks and adhere to legal and company standards when providing a reference.

In addition to the above information, consider the following tips to craft an impactful employee letter of recommendation.

Be Concise.

Keep the letter concise and to the point. The letter is for business, and your reader will not want to read an essay.

Be Relevant.

Consider what matters the most to the organization for the candidate’s desired position. For instance, assertiveness may be favorable in sales but frowned upon in counseling or social work.

Be Insightful.

Refrain from repeating information already on the CV or resume. Instead, provide unique insights the hiring manager will not see in the employee’s application.

If you are using a reference letter template, modify and polish the letter after filling in the blanks so it contains specific examples and personal interactions you have had with the employee.

Copy the free sample or download a customizable employee letter of recommendation template below.

___________________ [Referrer’s Name] ___________________ [Referrer’s Company] ______________________________________[Referrer’s Address] ___________________[Referrer’s Phone Number or Email Address]

_______________, 20_____

___________________ [Recipient’s Name] ___________________ [Recipient’s Company] ______________________________________ [Recipient’s Address] ___________________ [Recipient’s Phone Number or Email Address]

Dear ________________________ [Recipient’s name],

I am writing to recommend ___________________ [Applicant’s name] for ___________________ [Position applied for] at ___________________ [Name of entity]. As ___________________ [Applicant’s name]’s ___________________ [Relation to applicant] for the past ___ years at ___________________ [Name of entity where the referrer and applicant worked], I have had the pleasure of witnessing ___________________ [Applicant’s name]’s professional growth firsthand. With ___ years of experience in ___________________ [Referrer’s professional field], I believe I am well-positioned to provide an accurate assessment of ___________________ [Applicant’s name]’s contributions and skills.

During their tenure, ___________________ [Applicant’s name] has consistently demonstrated ___________________ [Personal trait]. One notable achievement was their involvement in __________________________________________________________ [Applicant’s accomplishment], showcasing their ability to _______________________________ [Key quality relevant to the applied position] — key qualities for the role at your company. As a result, ________________________________________________________ [Result of accomplishment].

In addition, ___________________ [Applicant’s name] exhibits strong ___________________ [Personal trait]. This was evident in ___________________ [Applicant’s name]’s commitment to __________________________________________________________ [Applicant’s accomplishment].

Thanks to ___________________ [Applicant’s name], _____________________________________________ [Result of accomplishment]. ___________________ [Applicant’s name]’s skills in _______________________________________ [Professional skills relevant to the position applied for] also align seamlessly with the requirements of the position. With their expertise and impeccable work ethics, ___________________ [Applicant’s name] is sure to be an invaluable asset to your team.

In conclusion, I wholeheartedly endorse ___________________ [Applicant’s name] for this position. I am confident that they will exceed your expectations and contribute positively to your team. Should you have further questions, do not hesitate to contact me at [phone number] or [email address].

___________________ [Referrer’s Signature]

___________________ [Referrer’s Print Name]

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How To Ask For A Letter of Recommendation Via Email (With Samples)

• How To Ask For A Letter Of Recommendation
• Letter Of Recommendation Over Interview
• Ask A Professor For A Recommendation
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It’s likely you’ll find yourself needing a letter of recommendation from a past supervisor somewhere along the process of being hired by your new employer.

A recommendation letter acts as your professional character witness. It’s a testimonial from a trustworthy source about your work ethic, skills, and reliability. The goal is advocacy; to have one more person saying you’re more than qualified for the job position.

Key Takeaways:

Give your referee plenty of notice when asking for them to write a letter of recommendation.

You should ask a professor , an academic advisor, a supervisor at an organization you volunteered at, or an administrator at an internship when asking someone to write you a recommendation letter.

How to ask for a letter of recommendation via email

How to ask for a letter of recommendation via email template, how to ask a professor for a letter of recommendation via email sample, how to ask a former boss for a letter of recommendation via email sample, how to ask a supervisor for a letter of recommendation via email sample, who to ask for a letter of recommendation, how to ask for a letter of recommendation via email tips, how often do employers ask for letters of recommendation, how to ask for a letter of recommendation faq, final thoughts, expert opinion.

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Follow these steps to go about requesting a letter of recommendation .

Give advanced notice . Before you write a word of your email, refer back to that infamous saying, ‘timing is everything’. Turns out, everything includes requesting recommendation letters.

Give your referees as much notice as possible to write you a killer recommendation before your application deadline. Aside from being more considerate, giving advance notice also gives your recommender more time to make sure they incorporate all of your great qualities.

Use a concise subject line . The subject line is the first thing your referee will see in their myriad of emails. Get to the point, and let them know who you are. For instance:

Letter of Recommendation Request for Sally Jones or Reference Letter for Sally Jones

Paragraph 1 – remind them of who you are. Whether you’re requesting a reference letter from your former supervisor or a college professor , they’re busy and have worked with a lot of different people. Re-introduce yourself. Remind them of who you are and how you knew each other.

When requesting a letter from a former teacher , it may be helpful to include the semester and exact course you took with them. If your recommendation is coming from a former employer or volunteer supervisor, tell them which location, when you worked there, and what your position was.

Don’t be afraid to make note of some of your accomplishments in your time working with them, in a humble and appreciative way. You can even attach a previous assignment that went particularly well. Let them know how much you enjoyed your time working with the company, or being in their class. It’s helpful to give a refresher, especially if it’s been a while.

Paragraph 2 – politely make your request and be aware of tone. By the end of your first paragraph, it’s been established who you are to the recommender.

The second paragraph should be about putting your request out on the table. Asking for your recommendation letter should be direct, but friendly. Mention the opportunity that you’re submitting the letter for, and explain how their input would be valuable.

You went through a list of past advisors, professors, and bosses before deciding to reach out to them. Tell them why you want a letter from them, specifically.

While you’re saying all these things, though, make sure it’s coming from a genuine place. Keep away from language that seems inauthentic or obnoxiously praising. Be real with them and keep it professional. Think about how you would feel reading the request if you were the recommender.

Make sure to address how they can deliver the letter of recommendation once they’re finished.

Keep it short and thank them . This may sound like a lot of information and reminding to do, but try to be as succinct as possible. A sentence or two for every point you want to get across will probably do the trick.

Be sure to express your gratitude . Thank them for the experience in their class or job and everything you learned. Close your letter by thanking them for considering your request, and sealing it with a professional sign-off .

Dear [Recipient Name], I’m writing to request a letter of recommendation from you regarding the time I spent working with you at [Company Name]. Between [Date] to [Date], I worked under your supervision as a [Job Title] at the [Company Branch Name/Location]. I’m in the process of applying for a [Job Title] position. I believe that your insight on my [skill 1] and [skill 2] could improve my chances of being offered a job. Your opinion is very valuable to me because of [reason you value recipient’s opinion]. If you can find the time to write me a recommendation and can speak to my [skill 3], I’d greatly appreciate the recommendation. I’d be happy to send you any additional information you need. Thank you again for all your help, [Your Full Name]

Subject Line: Letter of Recommendation Request for Sally Jones Sally Jones 867 N Front St San Francisco, CA , 94103 (845)-616-3456 [email protected] September 2, 2020 Mr. Thomas Allen Professor Golden Gate University 4128 College Dr. San Francisco, CA, 94103 Dear Professor Allen, My name is Sally Jones. I was your student in Business Marketing 101 for the Fall 2019 Semester. You may remember me from my final paper, “Ethics in Marketing”, which I’ve attached below for your consideration. I thoroughly enjoyed my time in your class, so much that it inspired me to begin a career in marketing after graduation. I am contacting you today to request a letter of recommendation on my behalf. I am currently in the early process of applying for a position as Junior Marketer at Chance Financial. I feel your input on my strengths and work in your class would be helpful in making me an ideal candidate. If you decide to write the recommendation, the final version can be sent to: [email protected] Thank you for taking the time to read my email, consider my request, and for everything I learned in your course. Sincerely, Sally Jones

Subject Line: Professional Recommendation for Sally Jones Sally Jones 867 N Front St San Francisco, CA, 94103 (845)-616-3456 [email protected] September 2, 2020 Mr. Andrew Baxter Branch Manager Lexington Clothing Co. 899 Lexington Ave. San Francisco, CA, 94103 Dear Andrew, I’m reaching out to request a letter of recommendation from you regarding the time I spent working at Lexington Clothing Company. Between 2015 to 2018, I worked under your supervision as a retail salesperson at the Northern Branch. I’m in the process of applying for a few different sales positions. I believe that your insight on my work ethic and reliability could improve my chances of being offered a job. Your opinion is very valuable to me because of how long we worked together and how much I learned under your supervision. If you can find the time to write me a recommendation and can speak to my skills as a salesperson, I’d greatly appreciate the recommendation. I’d be happy to send you any additional information you need. Thank you again for all your help. Sincerely, Sally Jones

Subject Line: Letter of Recommendation for Sally Jones Sally Jones 867 N Front St San Francisco, CA, 94103 (845)-616-3456 [email protected] September 2, 2020 Mrs. Lydia Green Volunteer Manager ASPCA 415 Elk Dr. San Francisco, CA, 94103 Dear Lydia, My name is Sally Jones. I volunteered at the San Francisco ASPCA on Elk Dr. under your supervision about three years ago. I volunteered as an animal caretaker from 2015 to 2017. I am emailing you to request a letter of recommendation. I’m applying to the School of Veterinary Medicine for the Fall of 2021. This is an amazing opportunity to pursue my dreams of becoming a veterinarian . I feel you would be the perfect person to write me a letter of recommendation because you know firsthand how important animals are to me. Your perspective can be a really important part of my admission. Please let me know what you decide. Recommendation letters are accepted through the university website: VetinarySchoolofMedicine.edu/Recommendations I really appreciate having your guidance while volunteering with the ASPCA. Thank you for taking the time to consider my request. Sincerely, Sally Jones

To know who to ask for a letter of recommendation, you should know if it will be a professional or personal references. When applying for a new job, it’s strongly preferred that references be professional. Even though your best friend may have a lot of great things to say on your behalf , it’s best to keep it to individuals who can attest to your work skills.

Although you should steer clear of family and friends, ‘professional references’ doesn’t necessarily mean only your last boss . A character reference can come from anyone who knows you in a professional atmosphere. For example:

A professor that you really clicked with in a related subject

An academic advisor

A supervisor at an organization you volunteered with

An administrator at an internship

The person you choose to request a recommendation from should be someone who’s worked with you directly and can attest to your experience. A recommendation letter from a company superintendent who you barely spoke to, or a job that you haven’t worked at in 8 years may not add value to your application.

Before sending out your request, you should take a moment to evaluate what this person is going to say about you. They may be perfect on paper, but if they have negative comments or simply nothing positive to add, it could seriously hinder your resume. Request a letter of recommendation from a person who knows your work and will emphasize your strengths .

Here are tips to follow when it comes to asking for a letter of recommendation via email:

Follow up. After sending your query, follow up with the recommender after a reasonable amount of time. Keep in contact before they submit the reference, and follow up again after it’s been submitted.

Thank them throughout the process for the effort of writing a letter for you. Remember, they took valuable time out of their schedule to accommodate your success or increase your chances of getting a job.

Don’t ask for too much. It’s best to avoid also asking for a recommendation letter if you’re asking someone to serve as a reference. It’s a big responsibility to ask of one person, and having a reference and recommendation letter from the same person makes each count for a little less.

Choose an impressive person (that you actually know). We know you’re tempted to go for the highest-up person you ever said “hello” to, but it’s always better to select someone who knows you well over someone with an impressive title who can’t do more than write you a generic recommendation letter.

Make it easy for them. Imagine you received an email out of the blue asking you to write a few hundred words on a topic. Your may be stressed and think “I don’t know what to write”. It’ll be the same concern of your potential recommender so be sure to make it easy for them and give them the proper information.

With that in mind, make their job easy. Don’t include all of this in the initial email you send, but, if they agree, be prepared to send them another email outlining exactly what you’d like them to write about. Distill the job description down into important skills and qualities you’d like highlighted and send them a copy of your resume and cover letter .

Be clear about your timeline. Don’t be vague about when you need the letter. Unless it’s a general recommendation letter that you’d just like to keep in your back pocket for when the time arises, there’s probably a deadline involved. Whatever your deadline is, move it up one or two days for your recommender, to give a bit of cushion time if things don’t work out.

Be graceful if they decline. Requesting a recommendation letter doesn’t guarantee that you’ll get one. There’s always a possibility that the recommender will be too busy, or simply uninterested, to write a professional recommendation for you.

Accept it for what it is. Thank them for taking the time to consider it and move on to the next potential person on your list.

Always have a network of people that you can consider for recommendation letters. There are multiple supervisors out there who have excellent things to say about your skills and will be more than willing to write you a letter of recommendation.

Employers don’t often ask for letters of recommendation. Instead, they’ll typically ask for a list of professional references that they can contact if and when necessary.

However, that doesn’t mean that recommendation letters can’t become an excellent part of your job search toolkit . Hiring managers and recruiters like to see recommendation letters, even if they don’t often require them, because they give a greater sense of your past job performance from a third party.

Plus, if you ask for one soon after leaving a company, the person writing your recommendation letter will have all the great information about you fresh in their mind.

Additionally, recommendation letters serve as a great confidence booster when you need a pick-me-up. While most companies want to receive recommendation letters directly from the source, you can ask your recommender to also send you a copy. Read it over before your interview and you’ll feel like a million bucks walking into the room.

Is it OK to ask for a recommendation via email?

Yes, it is OK to ask for a recommendation via email, but it’s recommended to ask in person. When you ask over email, be sure that you are asking someone who has worked directly with and can attest to your experience. Make sure you give advance notice when you are asking someone and be polite and aware of your tone in the email.

How do you politely remind someone about a letter of recommendation?

Greet your recipient in a positive tone and explain why you’re following up when reminding someone about a letter of recommendation. Make sure you also provide the recipient the important information such as deadline and what position you are applying for so they are able to remember. It’s important to share your gratitude when writing this email.

A letter of recommendation will usually be required when submitting a school application . Beyond needing a good recommendation for your college applications, though, they can be very helpful in getting your job application pushed to the top of the pile.

While an employer might not always explicitly ask for a recommendation, positive feedback from a previous position will always improve your candidacy.

Why just meet the expectation when you could exceed it?

Submitting a letter of recommendation with your resume sets you apart from the rest of your competition. Its content has the capacity to propel you into landing the job.

How To Ask For Letter of Recommendation Over Email

Kelly Williams Career Strategist and Owner of Expert Resume Solutions and Security Cleared Careers

Who should I ask?

It is good practice to ask individuals who have supervised or evaluated you in an academic or professional setting. Avoid personal references (family, friends, etc.) unless the target application specifically indicates that would be acceptable.

When should I ask?

Approach your evaluators early on by giving them a minimum of two weeks notice to fulfill your request. By taking this approach you are more likely to receive a favorable response to your request, while also increasing the likelihood of receiving a quality and personalized letter.

How should I ask?

Always try to meet face to face to request a letter of recommendation, but if this is not possible send an email and follow up with a phone call. Be sure to explain why you are asking this individual to write you a letter, and be specific when explaining if there is anything in particular you hope they could cover in the letter. This will help the evaluator focus their comments on what is most relevant for your target opportunity.

Jerome Imhoff Career Coach Resume Writer

It’s important not to underestimate the power of a strong letter of recommendation especially since so many companies are now hesitant to respond to requests for references and often have policies against providing anything more than a verification of employment. I think it’s also helpful to assist the person writing the letter know what you as the job seeker consider important to mention, for example highlighting a special project you contributed to, showcasing your leadership skills, or commending your willingness to go the extra mile for a client.

Natausha Slaughter Career Business Strategist

Choosing the “right” person to write your Letter of Recommendation is vital. This gives insight into the applicant’s ability to communicate and make sound decisions based on the person(s) selected to write a recommendation.

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Sky Ariella is a professional freelance writer, originally from New York. She has been featured on websites and online magazines covering topics in career, travel, and lifestyle. She received her BA in psychology from Hunter College.

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Letter of Recommendation

See also: Air Force Letters of Recommendation

Letters of recommendation are, for the most part, all alike: SSG Smith performed here and there as this and that and always did an outstanding job. The challenge is in how to say it and how to include enough justification to make sure it gets approved. The real strength in a letter of recommendation lies with the credibility of the writer. And, whether your goal is to become a warrant officer or an astronaut, you must have the backing of your superiors: your rater, your Senior rater, and your Commander.

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Your Ultimate Guide on how to write a professional reference letter

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Mastering how to write a professional reference letter required the individual to start with a brief introduction explaining your relationship with the person and your qualifications to recommend them. Use specific examples to highlight their skills, achievements, and character traits. Conclude by summarising your recommendation and providing your contact information for further inquiries. Keep the letter concise and professional.

What Is A Reference Letter? A reference letter is a document produced by someone familiar with the individual and can speak to their character, talents, and credentials. It is frequently utilised to bolster job applications, college admissions, and other professional chances. A reference letter can assist in shedding light on a person’s qualities and potential thus making it important to learn how to write a professional reference letter.

Steps on how to write a professional reference letter Steps to write a letter of reference include: 1. Introduction: Begin with a brief introduction, including your Name, occupation, and how you know the individual. 2. Qualifications: Describe your qualifications to recommend the individual, such as your professional experience or relationship with them. 3. Skills and achievements: Highlight the individual’s skills and accomplishments related to the letter’s purpose. Use specific examples to support your claims. 4. Character traits: Discuss the individual’s characteristics, such as work ethic, teamwork skills, or leadership abilities. 5. Conclusion: Summarise your recommendation and provide your contact information for further inquiries. 6. Formatting: Use a professional tone and format, including a business letterhead if available. 7. Proofreading: Proofread the letter for grammar, spelling, and punctuation errors. 8. Sending: Sign the letter and send it to the appropriate recipient, following any guidelines or instructions provided.

Difference Between A Reference Letter & Recommendation Letter A reference letter gives an overall impression of an individual’s qualifications and character, while a recommendation letter endorses their suitability for a specific opportunity or role. Below are the differences between the two types of letters and how to write a professional reference letter:

Reference Letter: • Offers general information about the person’s skills, experience, and character • Usually used to confirm employment, education, or other background information • Requested by a third party, like a potential employer or educational institution • May not explicitly recommend the person for a particular position or opportunity

Recommendation Letter:

• Explicitly recommends the person for a particular position or opportunity • Provides detailed information about the person’s qualifications, accomplishments, and potential for success in the desired role • Requested by the person for a specific purpose, like a job or school application • Usually written by someone who has direct experience working with or supervising the person

Examples of the Recommendation letter Dear [Employer/School Admissions Committee], I am writing to recommend [Name] for [position/school program]. I have had the pleasure of working with [Name] for [period] in the capacity of [your relationship to the person, e.g. supervisor, mentor, colleague]. During this time, I have had the opportunity to observe [Name]’s skills, accomplishments, and character.

[Name] has consistently demonstrated [specific skills/qualities relevant to the position/program]. For example, [give specific examples of times when the person demonstrated these skills, e.g. “During their time as my assistant, they demonstrated exceptional organisational skills by managing multiple projects and deadlines simultaneously.”]. [Name] also has [specific accomplishment or experience related to the position/program].

In addition to their skills and accomplishments, I can attest to [Name]’s character. They are [positive character trait(s), e.g. dependable, hardworking, team player]. [Give specific examples of times when the person demonstrated these traits, e.g. “They always went above and beyond their job duties to ensure the success of our team.”]

Based on my experience working with [Name], they would be an asset to your [company/school program]. Therefore, I highly recommend them for [position/program]. If you have any further questions, please do not hesitate to contact me.

Sincerely, [Your Name] [Your Title/Position] [Your Contact Information] Example of how to write a professional reference letter To Whom It May Concern, I am writing to provide a reference for [Name]. I had the pleasure of working with [Name] at [Company/School] for [period], where they served as [position/role]. During this time, I had the opportunity to observe [Name]’s skills, experience, and character.

[Name] is a highly skilled and knowledgeable [profession/area of expertise]. They demonstrated exceptional [specific skills/qualities relevant to the position/program] during their time with us. [Give specific examples of times when the person demonstrated these skills, e.g. “They consistently provided insightful analysis and recommendations that improved our business operations.”]

In addition to their skills and experience, I can attest to [Name]’s character. They are [positive character trait(s), e.g. reliable, ethical, cooperative]. [Give specific examples of times when the person demonstrated these traits, e.g. “They were always willing to help their colleagues and were a valuable member of our team.”]

Overall, I highly recommend [Name] for any opportunity. They would be a valuable addition to any organisation. If you have any further questions, please do not hesitate to contact me.

Sincerely, [Your Name] [Your Title/Position] [Your Contact Information] Types of Reference Letters Various types of reference letters serve different purposes. However, here are some common ones, along with a brief overview of each to help gain an insight on how to write a professional reference letter:

• Employment Reference Letter: A former employer or supervisor wrote them to detail an individual’s work history, job responsibilities, and overall performance. • Academic Reference Letter: They were written by a teacher, professor, or academic advisor to provide information on an individual’s academic achievements, intellectual capability, and character.

• Character Reference Letter: They were written by someone who knows the individual personally to give insights into their character, personality, and values.

• Professional Reference Letter: They were written by a colleague, mentor, or business associate to provide information on an individual’s professional skills, accomplishments, and potential for success.

• Personal Reference Letter: They were written by a friend, family member, or acquaintance to provide information on an individual’s personal qualities, character, and reputation.

• Recommendation Letter: Similar to a reference letter, this type recommends the individual for a particular opportunity or role. In addition, it provides detailed information on their qualifications, achievements, and potential for success in the desired position.

How to write a professional reference letter from total assignment help? Total Assignment Help is your professional reference and recommendation letter writing service. Our skilled writers will create a high-quality letter emphasising the individual’s credentials, talents, and accomplishments. We provide letter-writing services for academic, job, personal, reference, and recommendation letters. With our significant knowledge and expertise in creating such letters, we ensure each letter is tailored to the recipient’s needs. Contact us immediately to take advantage of our low-cost services and satisfaction guarantee. Take advantage of this chance to leave a lasting impression on your possible job, academic institution, or another letter recipient. Select Total Assignment Help, and you will obtain a letter to set you apart from your rivals!

1. What distinguishes job reference letters from professional reference letters?

A professional reference letter gives information about the individual’s professional talents, accomplishments, and potential for success. In contrast, an employment reference letter includes information on the individual’s employment history, job assignments, and overall performance.

2. What does a personal reference letter serve?

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Watch CBS News

Tim Walz's military record under scrutiny as he joins Kamala Harris on Democratic ticket

By James LaPorta

Updated on: August 9, 2024 / 12:40 AM EDT / CBS News

Minnesota Gov. Tim Walz 's military record has come under renewed scrutiny following Vice President Kamala Harris' announcement of Walz as her running mate on the Democratic ticket. 

On Wednesday, former President Donald Trump's running mate, Sen. JD Vance of Ohio, who is an Iraq War veteran, seized the opportunity to target his opponent's military record, resurfacing claims about his deployments and his retirement from the guard.

Walz served honorably in both the Nebraska and Minnesota Army National Guards, earning medals and deploying in support of Operation Enduring Freedom. But his final days of service have been called into question, centering on his rank and if he retired to avoid a 2005 deployment to Iraq. 

A CBS News review of Walz's military record and statements from the Minnesota Army National Guard show Walz achieved the rank of command sergeant major but was reduced in rank to master sergeant after retirement since he had not completed coursework for the U.S. Army Sergeants Major Academy. 

On Iraq, records show Walz had retired before his battalion was mobilized and deployed to Iraq. A 2005 statement from his website indicates Walz was initially prepared to deploy to Iraq amid his bid for Congress. CBS News has asked Walz for comment on when he decided to retire. 

A snapshot of Walz in the military

Walz retired from the Minnesota Army National Guard's 1st Battalion, 125th Field Artillery in 2005 after more than 24 years in service, the Minnesota Army National Guard told CBS News. 

Walz first enlisted in the Nebraska Army National Guard in April 1981, serving as an infantry senior sergeant and administrative specialist. In 1996, Walz transferred to the Minnesota Army National Guard, where he first worked as a cannon crewmember and field artillery senior sergeant. 

Minnesota National Guard spokesperson Lt. Col. Kristen Augé told CBS News that Walz "held multiple positions within field artillery such as firing battery chief, operations sergeant, first sergeant, and culminated his career serving as the command sergeant major for the battalion." 

Walz earned several Army commendation and achievement medals during his more than 24 years of service. 

Walz deployed in August 2003 in support of Operation Enduring Freedom. The Minnesota National Guard told CBS News the battalion supported security missions at various locations in Europe and Turkey. Walz was stationed at Vicenza, Italy, at the time and returned to Minnesota in April 2004. 

Controversy over a 2005 Iraq deployment

On Wednesday, Vance resurfaced claims that Walz retired from the National Guard to avoid deploying to Iraq. 

"When the United States Marine Corps, when the United States of America, asked me to go to Iraq to serve my country I did it. I did what they asked me to do, and I did it honorably and I'm very proud of that service," said Vance. 

He added: "When Tim Walz was asked by his country to go to Iraq, you know what he did? He dropped out of the Army and allowed his unit to go without him — a fact that he's been criticized for aggressively by a lot of the people he served with." 

The Harris-Walz campaign responded with a statement saying: "After 24 years of military service, Governor Walz retired in 2005 and ran for Congress, where he [served as the ranking member] of Veterans Affairs and was a tireless advocate for our men and women in uniform — and as Vice President of the United States he will continue to be a relentless champion for our veterans and military families." The statement incorrectly stated Walz chaired the Veterans Affairs committee. 

The campaign also said, "In his 24 years of service, the Governor carried, fired and trained others to use weapons of war innumerable times. Governor Walz would never insult or undermine any American's service to this country -- in fact, he thanks Senator Vance for putting his life on the line for our country. It's the American way."  

The claims raised by Vance first gained prominence when Walz ran for governor of Minnesota in 2018. At the time, retired Army veterans Thomas Behrends and Paul Herr, who both served as command sergeant majors, posted on Facebook a lengthy letter accusing Walz of "embellishing" his military career and abandoning his Army National Guard battalion ahead of a 2005 deployment to Iraq.

In the letter, Behrends and Herr write that in early 2005, Walz's unit — 1st Battalion, 125th Field Artillery — was slated to deploy to Iraq. At the time, Walz was serving as the unit's command sergeant major. 

Behrends and Herr claimed that from the time the unit was told to prepare for an Iraq deployment and when Walz retired, he told other Army leaders he would be going to Iraq but later resigned his position before the deployment to avoid going to a combat zone. 

Walz has said he left the guard to run for Congress, according to the Star Tribune . In 2006, Walz won his election to Congress against a six-term Republican incumbent. 

Records show Walz officially filed paperwork with the Federal Election Commission on Feb. 10, 2005. 

In March 2005, the National Guard announced a possible partial mobilization of roughly 2,000 troops from the Minnesota National Guard, according to an archived press release from Tim Walz for U.S. Congress.  

"I do not yet know if my artillery unit will be part of this mobilization and I am unable to comment further on the specifics of the deployment," said Walz in the March 2005 statement . 

The statement continued: "As Command Sergeant Major I have a responsibility not only to ready my battalion for Iraq, but also to serve if called on. I am dedicated to serving my country to the best of my ability, whether that is in Washington DC or Iraq," said Walz, who indicated at the time he had no plans to drop out of the race. "I am fortunate to have a strong group of enthusiastic support and a very dedicated and intelligent wife. Both will be a major part of my campaign, whether I am in Minnesota or Iraq." 

The Minnesota Army National Guard told CBS News that Walz retired on May 16, 2005. CBS News has asked Walz to clarify when he submitted his retirement papers. 

The Minnesota National Guard told CBS News that Walz's unit — 1st Battalion, 125th Field Artillery — received an alert order for mobilization to Iraq on July 14, 2005 – two months after Walz retired, according to Lt. Col. Ryan Rossman, who serves as the Minnesota National Guard's director of operations. The official mobilization order was received on August 14 of the same year, and the unit mobilized in October. 

CBS News reviewed the deployment history for the Minnesota Army National Guard which shows that in the fall of 2005, 1st Battalion, 125th Field Artillery was mobilized in preparation for a deployment in support of Operation Iraqi Freedom. The battalion trained at Camp Shelby in Mississippi and deployed to Iraq as a motorized security task force. 

In 2018, Tom Hagen, a military reservist who served in Iraq, wrote a letter to The Winona Daily News claiming Walz was not being candid about his service record and wanted people to know that the future Minnesota governor did not serve in Iraq or Afghanistan. 

Walz responded in the same newspaper and criticized Hagan as dishonoring a fellow veteran, according to MPR News. Walz wrote: "There's a code of honor among those who've served, and normally this type of partisan political attack only comes from one who's never worn a uniform."

Joseph Eustice, a 32-year veteran of the guard who also led Walz's battalion, told CBS Minnesota that while he doesn't agree with Walz's politics, he does believe Walz's record in the military is sound.

"Tim Walz as a soldier, he was a good soldier. I don't think anyone can honestly say that he wasn't," Eustice said. "...He was a good leader in those 24 years that he served."

Walz's rank as a command sergeant major

Official biographies on the Minnesota government website and Vice President Kamala Harris' website  have described Walz as a "retired Command Sergeant Major." However, documents reviewed by CBS News show this is not accurate; while Walz served at one point as a command sergeant major, he retired at a lower rank. 

Army veteran Anthony Anderson, who routinely obtains military records from the Defense Department using the Freedom of Information Act and has worked with CBS News on similar stories, provided Walz's records for review. CBS News has also requested the documents from the National Guard. 

One of the documents shows Walz reverted back to master sergeant from command sergeant major when he retired from the Minnesota National Guard in May 2005. 

Army soldiers promoted to the rank of sergeant major or command sergeant major are required to attend the Sergeants Major Course, or what was formerly known as the U.S. Army Sergeants Major Academy.  

Lt. Col. Augé, the Minnesota National Guard spokesperson, told CBS News that Walz retired as a master sergeant in 2005 for "benefit purposes" because he did not complete additional coursework at the U.S. Army Sergeants Major Academy.

While Walz can say he served as a command sergeant major in the Minnesota Army National Guard, his official biographies are incorrect in referring to him as a "retired Command Sergeant Major."

On Aug. 8, the campaign website updated its description of his service. It omits his rank upon retirement and now reads, "The son of an Army veteran who served as a command sergeant major, Walz was the ranking member on the House Veterans Affairs Committee, where he passed legislation to help stem veterans' suicides."

Editor's Note: This story has been updated to address an error in the statement from the Harris-Walz campaign.

Caroline Cummings contributed to this report.

• Minnesota National Guard

James LaPorta is a verification producer with CBS News Confirmed. He is a former U.S. Marine infantryman and veteran of the Afghanistan war.

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