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Writing a Reference Letter (With Examples)

reference-letter

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:

  1. 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”.
  2. 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.
  3. Your next paragraph should confirm any facts which you know the candidate will be supplying along with your letter. For example, if you are writing a reference for a job applicant, some or all of these details may be appropriate:
    • 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.

  4. 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.
  5. 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.)
  6. 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.
  7. 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.

Video Recap

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:

    A business letter
    An informal letter
 
  • 2. When writing a reference letter, you should focus on the candidate’s…

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

    sk them to write the whole reference so you can just sign your name to it
    Suggest they find someone else to write it
 
  • 4. When you write a reference letter, the spelling and grammar…

    are important
    don’t really matter

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

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

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

    naaz

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

  4. 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

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

  6. 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.

  7. 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!

  8. 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.

  9. Hi,

    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?

    Thanks

  10. 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.

    One of my requirements in Canada?

    Looking forward to hear from you

    Many thanks.
    Mary

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

  12. 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.

  13. 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.

  14. 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 .

  15. 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.

    Dear Sir,

    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

  16. 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.

  17. 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

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

  19. 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?

  20. 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.

  21. Dear Sir/Madam,

    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

    Regards

    Dinesh

  22. 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

  23. 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.

    One of my requirements in Canada?

    Looking forward to hear from you

  24. 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.

  25. 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.”

  26. 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

  27. 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.

  28. 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.
    Can anyone help/ send me this letter.

    Regards,
    Kaur

  29. 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.

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

    Thanks and hope to hear from you as soon as possible

    kind regards
    Kwame

  30. 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?

    Thanks and hope to hear from you as soon as possible

    Yours sincerely,
    Kotti Maria-Christina

  31. 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

  32. 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

  33. 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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