Charlotte Grainger 
Writing this formal document is easier than you think!
A former coworker – or perhaps employee – has asked you to be a referee for them. It's kind of a big deal and you don't want to let them down. However, if you've never written an employee reference letter before now, you may be feeling uneasy. Luckily, you've come to the right place. In this guide, we share a stellar template alongside a sample reference letter, plus advice on how to perfect the art of preparing one.
What is a reference letter?
Before we take a look at our employee reference letter template, let's talk about what a job reference letter is.
A reference letter is a formal document that is written by someone who knows an applicant well. Usually, this person will be a former employer, manager, or supervisor. The document is sometimes known as a recommendation letter since its main purpose is to recommend the applicant for a role.
Let's break down the different sections of a reference letter, below:
- Introduction. The start of a reference letter acts as an introduction. It covers the basic information about the applicant and their relationship to the referee. You can use this space to outline how you know the applicant and how long you've worked together.
- Opening paragraph. After that, you should include an opening paragraph that covers the applicant's unique selling proposition. What is the main thing the reader needs to know about the applicant? What is their main value?
- Additional paragraphs. You can then add 1-2 paragraphs that dig deeper. In this space, you should add anecdotes about the applicant. It's helpful to include any specific details you have. For example, you could add statistics and numbers here.
- Closing statement. End on a high note by once again recommending the applicant. You should also include information about how and when you can be contacted here.
Above are the basic bones of a reference letter. Remember to add a formal greeting and sign-off as you would with any type of professional correspondence.
Basic reference letter template
[Your name and title]
[Company or academic institution]
[Email address and phone number]
[Today's date]
Dear [professional's name],
I am writing to recommend [applicant's name] for the position of [role name] at [company].
As [your position] at [your company], I oversee a department and have worked [him/her/them] for [a number of] years. [He/she/they] were pivotal in our projects surrounding [subject matter] and, as such, I am certain that they will be of value to your business.
As an employee, [referee's name] is [add information about their skills and expertise and demeanour]. [He/she/they] worked as a core member of the team on projects associated with [subject name]. [He/she/they] proved to be invaluable by [add anecdote here].
[One-two more paragraphs detailing the applicant's exact contributions within the team. Wherever possible, try to add some results-based points, illustrating how the applicant had an impact on your business.]
In closing, [applicant name] has been a joy to work with and I would thoroughly recommend [him/her] for your employment. If you have any further questions about this reference, feel free to reach out to me. You can contact me on +44 8263 19739, Monday-Friday.
Kind regards,
[Your first and last name]
Reference letter sample
Charlotte Smith, Marketing Manager
Black Cat Chaos Inc.
charlotte.smith@bcc.uk
+44 8263 19739
15/02/24
Dear Mr. Jenkins,
I am writing to recommend Samantha Robbinson for the position of account manager at Delia Derek Limited.
As Marketing Manager at Black Cat Chaos, I oversee a small department and have worked with her for seven years. She was pivotal in our recent projects with Bridal Dresses Inc. and, as such, I am certain that she will be of value to your business.
As an employee, Samantha is hard-working, reliable, and conscientious. She has worked as a core member of the team on a broad selection of commercial and retail projects. Time and time again, she proved to be invaluable by fostering long-lasting relationships with clients.
While working on one of our anchor accounts with Bridal Dresses Inc., Samantha was able to increase the brand's website visits by 73% in just three months. Her strategic approach to boosting the company's online presence cannot be overstated. The client commended her on this during our last meeting and subsequently signed another year's contract.
In closing, Samantha has been a joy to work with and I would thoroughly recommend her for your employment. If you have any further questions about this reference, feel free to reach out to me. You can contact me on +44 8263 19739, Monday-Friday.
Kind regards,
Charlotte Smith
Writing a strong reference letter – tips and tricks
Looking for some extra writing advice? Here are some simple tips you can use when using the reference letter template above.
- Tailor the letter. Using a one-size-fits-all approach is not the answer. Use the template as a guide but tweak it properly so you can share your experience with the applicant.
- Avoid using generic language. Statements like “goes above and beyond” or “is a real team player” don't mean much. Rather than relying on these phrases, be more specific by providing concrete examples.
- Include some evidence. Wherever possible, you need to include evidence. You can back up your claims with facts, statistics, and numbers, for example.
- Add in some colour. Let the reader know what they can expect from the applicant. You can do this by adding in some colourful anecdotes about them as a professional.
Now that you know what to say…
Writing a work reference letter doesn't have to be a chore. Simply use the reference letter template we've shared to get it right from the start. Make sure to highlight the value the applicant can bring to the table and back that up with evidence. As long as you tick these vital boxes, you should be off to producing a winning employment reference letter.
Applying for a new role yourself? Check out our free CV review and make sure that your document is hitting the mark.