What is a Reference Letter? Sample Template and Examples

A reference letter is a formal document that highlights an individual's skills, achievements, and character to support their career advancement. Providing or requesting such letters can significantly boost opportunities for team members or coworkers seeking new roles.

According to the U.S. Office of Personnel Management, conducting thorough reference checks, including letters, helps employers make informed hiring decisions and reduces risks in the selection process.

This article dives deep into what a reference letter is, its types, how to write one effectively, and provides a sample template with examples. We'll also address common questions to ensure you're equipped to create or request a standout reference letter.

What is a reference letter?

A reference letter is a formal note written on behalf of someone to endorse their professional or personal qualities for a job, promotion, or other opportunity. It addresses the recipient, such as a potential employer, and includes details about the writer's relationship with the person, their achievements, and why they would excel in a new position.

According to a study, a reference letter serves as a testimonial that details an individual's accomplishments and personal qualities, often written by someone familiar with their work or character, such as a teacher or former employer.

Reference letter vs. recommendation letter

While the terms "reference letter" and "recommendation letter" are often used interchangeably, there are subtle differences. The table below outlines the key distinctions based on insights from the research.

Salary.com streamlines job descriptions with drag-and-drop tools and standardized content, helping writers align reference letters with relevant role details.

Types of reference letters

Reference letters come in various forms, each tailored to specific contexts.

• Academic reference letter: Written by a professor, teacher, or academic advisor, this type focuses on a student's academic performance, research skills, and intellectual capabilities. It's commonly required for university admissions or scholarships.
• Professional reference letter: Provided by a former employer or supervisor, this highlights an individual's work ethic, professional skills, and contributions in a workplace setting. It's often used for job applications.
• Character reference letter: Written by someone who knows the candidate personally (e.g., a friend, community leader, or mentor), this emphasizes personal qualities like integrity, leadership, or reliability. It's useful for roles where character is a key factor.
• Employment recommendation letter: Similar to a professional reference but specifically tailored to endorse a candidate for a particular job, often detailing their fit for the role's requirements.
• Scholarship reference letter: Crafted to support a candidate's application for a scholarship, focusing on their academic achievements, financial need, or extracurricular involvement.

An employment reference letter, for instance, is typically provided by previous employers for a former employee and details how the employee performed in their role, emphasizing their skill set, hard work, and positive attributes.

Reference letter template and examples

A well-structured reference letter follows a clear format to ensure clarity and impact. These letters typically consist of three to five paragraphs that cover the essential details.

Template:

[Your Name]
[Your Title/Position]
[Your Institution/Organization]
[Your Contact Information]
[Date]

[Recipient Name or "To Whom It May Concern"]
[Recipient's Title/Organization]
[Address]

Dear [Recipient Name or "To Whom It May Concern"],

Introduction: Introduce yourself, your relationship to the candidate, and the purpose of the letter. Mention how long you've known the candidate and in what capacity.

Body paragraph 1 (Academic/professional achievements): Highlight the candidate's key accomplishments, such as academic performance, projects, or workplace contributions. Provide specific examples to demonstrate their skills.

Body paragraph 2 (Personal qualities): Discuss the candidate's character traits, such as leadership, teamwork, or resilience, with relevant anecdotes to support your claims.

Body paragraph 3 (Fit for opportunity): Explain why the candidate is a strong fit for the specific program, job, or scholarship, aligning their skills and qualities with the opportunity's requirements.

Conclusion: Reiterate your strong endorsement, offer to provide further information, and include your contact details.

Sincerely,
[Your Name]
[Your Title]

Example: Employment reference letter

Mr. John Davis
Senior Manager
Tech Solutions Inc.
john.davis@techsolutions.com
August 21, 2025

Hiring Manager
Global Innovations Ltd.
New York, NY 10001

Dear Hiring Manager,

I am delighted to recommend Mr. Michael Lee for the Software Engineer position at Global Innovations Ltd. As Michael's supervisor at Tech Solutions Inc. for two years, I can attest to his technical expertise, problem-solving skills, and collaborative spirit.

Michael led a team of five developers in creating a cloud-based application that reduced client processing times by 30%. His ability to write clean, efficient code and troubleshoot complex issues was instrumental in the project's success. He also mentored junior developers, fostering a supportive team environment.

Michael's work ethic is unmatched. During a critical project deadline, he voluntarily worked extra hours to ensure timely delivery without compromising quality. His calm demeanor under pressure and ability to communicate technical concepts to non-technical stakeholders make him a valuable asset.

Michael's technical skills and leadership qualities make him an excellent fit for your innovative team. I strongly endorse him and am available at john.davis@techsolutions.com for any questions.

Sincerely,
John Davis
Senior Manager

In this example, the letter highlights how the former employee performed tasks with hard work and was helpful to colleagues within the company, showcasing their knowledge and positive attributes that one can expect in a new job.

How to write a reference letter

Crafting a compelling reference letter requires clarity, specificity, and a professional tone. Here are five steps to guide you:

1. Understand the purpose: Confirm the letter's purpose (e.g., job, academic program, or scholarship) and gather details about the opportunity, such as the job description or program requirements. Ask the candidate for their resume, transcript, or specific achievements to highlight.
2. Introduce yourself and your relationship: Begin with your name, title, and how you know the candidate. Specify the duration and context of your relationship (e.g., "I supervised John for two years as his project manager").
3. Highlight key achievements: Focus on 2-3 specific accomplishments that showcase the candidate's skills or character. Use measurable outcomes, like "increased sales by 20%" or "published a research paper in a peer-reviewed journal."
4. Emphasize personal qualities: Describe traits like leadership, reliability, or creativity, supported by anecdotes. For instance, "Sarah's initiative in launching a community outreach program demonstrated her commitment to social impact."
5. Conclude with a strong endorsement: Summarize why the candidate is an excellent fit and offer to provide further information. Use a professional closing, such as "Sincerely," followed by your name and title.

Common mistakes to avoid

Avoiding pitfalls ensures your reference letter is effective. Here are common mistakes to steer clear of:

• Being too vague: Generic praise like "They're a great person" lacks impact. Provide specific examples to substantiate claims.
• Including negative comments: Even subtle criticism can harm the candidate's chances. Focus on strengths and omit weaknesses.
• Exceeding length limits: Keep the letter concise (1-2 pages). Lengthy letters may lose the reader's attention.
• Ignoring submission guidelines: Follow the recipient's instructions, such as using official letterhead or specific submission methods.
• Lack of proofreading: Typos or grammatical errors undermine professionalism. Review the letter carefully before submission.

FAQs

Here are some FAQs for better understanding:

What information do I need to ask for before writing a reference letter for someone?

Before writing, ask for the job description, the person's updated resume, specific skills or achievements they want emphasized, details about the new role or employer, and any challenges or successes from your shared experience. This helps tailor the letter to make the applicant shine. Also, request their contact details and preferred format for submission.

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What should I include in a letter of recommendation?

Include an introduction (your role, relationship to the candidate), specific examples of their achievements, personal qualities with anecdotes, and a strong endorsement explaining their fit for the opportunity. Use official letterhead if possible and keep it concise.

How do I write a reference letter that stands out?

To write a standout reference letter, gather the candidate's resume and role details, then craft a concise, tailored letter with specific achievements and brief anecdotes. Use professional formatting, avoid vague praise, and close with a strong endorsement and contact info.