Writing a Reference Letter (With Examples)

By Ali Hale

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.

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120 Responses to “Writing a Reference Letter (With Examples)”

  • Mukulas

    Hi,
    I want to apply for master’s scholarship in integrated water water resources management, My employer has requested me to draft a recommendation letter for myself. May you help me please!
    Hope I ll hear from you soon
    Thanks
    Mukulas

  • didi

    Hi,
    My employee needs a bank account, i need to give her letter stating she lives with me , how much i pay her and ,what is she doing , can you help me with drafting the letter?

  • Rakesh

    Dear sir,
    I would like to request to you that i need to formal and diplomatic recommendation letter. Please, can you help me?
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    Rakesh

  • Joe SHI

    Hi,

    I want a template of reference letter from my former employers. Currently I am applying a master degree in Canada. I have more than 18 years working experiences. As a critical support document for MA application, the reference letters from my former employers are very important for me to apply the MA successfully.

    Could you please send me some templates specified for degree application from former employers?

    Thank you,

    Joe

  • sonika

    I want a sample of reference letter.i am applying post graduate in nursing in abroad

    regards,
    sonika

  • pushpika

    i want to write a request letter to get my underutilized annual leave and to continue with no pay leave for 2 years

  • Samiullah

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    please send me suggestion and examples of the letters to help me.

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    samiullah

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  • john

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  • Akinwale Michael Isaac

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  • Charles

    Letter of recommendation for an employee who is entering graduate school. Thanks

  • Tom

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  • salim

    One employee resiged before 3 years back. now he submitted the PF withdrawals form for withdrawing the pf accounnts.

    The employee submitted her PF withdrawal form Forms 19 and 10-c for putting the authorised signatory of our company. in the form, some mistakes was seen i.e. date of joining and leaving are false. so please collect the form from the company and cure the defects immediately and then putting the signature of the authorisied signatory of our company. How can sent a letter in the above contentions. please help me… thanks Salim

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  • c. thiyagarajan

    I need the personal reference letter format for my job purpose

  • Rajendra

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  • Debbie Gibney Byrne

    I need to compile a reference letter for a beauty/ Lazer therapist that is leaving to become a lecturer in Beauty Therapy. thanks debbie

  • namrta

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  • Jorge Varela

    Hi good afternoon, I really need some help with some examples or some material…

    I’m on charge of inventory and purchasing department and one of the venders/company asked me if I can write 2 business reference letters, one for him (as a vender) and one for the whole company (as a business).. you know a letter where I can recommend them as a business… like my experience doing business with them all that stuff… I’m kind of new in US and my first formal job… THANK YOU SO MUCH I REALLY APPRECIATE IT

    Have a nice day

  • harirkrishna

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  • Talkmore Chinoda

    Very helpful, thanks very much.

  • Rosemarie C. Brindle

    Thank you so much for this site. I was just asked to write a letter of recommendation, and although I pretty much know what to include in the letter I am so grateful for this site so I can make sure I include all that is needed. Much thanks……..RB.

  • Jared Kirenj

    I would like a sample of a very good reference letter for my child’s primary teacher who is applying for a teaching position in an international school. Many thanks

  • Sunil Singla

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  • David

    Thank you for your site. I was just asked this evening to write a letter of recommendation for someone and it has been a long time. I needed a refresher and this was just right!

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