How to Write an Employment Reference Letter: Example

Someone asked you to write a reference letter?

Yikes.

“I’d love to help, but I’ve got so many other things… What should I do?!”

Time’s of the essence, but don’t turn your back on them just yet!

Read the guide below and help someone get their dream job in no time.

This guide will show you:

• A reference letter example better than 9 out of 10 others.
• The step-by-step plan for how to write a reference letter for employees.
• Tested scenarios for writing a professional reference letter.
• A letter of reference template to help employees with their job applications.

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Use the below list of contents to jump right into one of the guide’s chapters:

1. Set Up Your Reference Letter Format
2. Introduce Yourself to the Hiring Manager
3. Evaluate and Describe the Candidate’s Strengths
4. Recommend the Candidate for the Job

Reference Letter Template

Wow.

Summer must be an incredible employee!

But, uhm, do you know what a reference letter is?

A reference letter is a testimony of the candidate’s skills, qualities, and qualifications written by a person who worked with them in the past. Job seekers attach reference letters to their applications as evidence of the experience they’ve described on resumes and cover letters.

There can be various types of reference letters, e.g., a professional or character reference. For the sake of this article, we’ll deal with the latter, as it’s set in the job application realm.

Let’s see how to write a reference letter that moves the candidate two steps closer to a job:

1. Set Up Your Reference Letter Format

Writing letters can’t have been fun back in the day—heaps of scribbled and cow-chewed pages landing in the trash because they weren’t good enough.

What a romance.

Now, it’s not so different. But—

You don’t have to start from scratch all over again. 

You can create a letter format and save it for days. 

Let’s do it!

Professional Reference Letter: Format

• Space out lines 1–1.15, margins 1” (2.5 cm) on each side, and paragraphs double.
• Choose a formal font, Times New Roman or Calibri, and make it 10–12 points.
• Align your content to the left margin.
• Save your reference letter as a PDF file format and give it a professional title, e.g., JobTitle_Candidate’sFullName_ReferenceLetter.pdf.
• Add a reference letter header to the top left corner with your contact information. But if you send the letter by email, add it after the signature, instead. 
• Mention the date of writing below, although that’s unnecessary in an email format.
• Address the recipient by their name and job title. Include the company’s name and address right under.

Use the below template of a header to copy and paste into your editor:

Reference Letter Template: Header

You need to include details you may not have at hand (hiring manager’s name, job title, company info…). 

If the person who asked you to write the reference letter didn’t give them to you, ask ASAP. They’re essential for you to write the entire thing.

ProTip: Make sure you have the candidate’s current resume and the job ad, and that you’ve noted anything specific that they’d like to underline in their references. Otherwise, you’ll feel guilty for blowing their chances with a generic letter!

Take a look at the proper structure and outline of the reference letter to understand why it’d be counterproductive to draft it without context:

Letter of Reference Template: Structure and Outline

• Header with contact information and formal address.
• Salutation using the hiring manager’s last name.
• Opening paragraph: a brief description of the relationship between the candidate and yourself, followed by a couple of facts, like their role and dates of employment.
• Second paragraph: sound judgement of the candidate’s relevant soft and hard skills, personality traits, and achievements.
• Third paragraph (if possible): a real-life example of how the candidate used one of those skills at work with success.
• Fourth paragraph: a reason why the candidate is a good fit for the role they’re applying for.
• Closing paragraph: an honest statement of willingness to provide more information upon request.
• Formal sentiment and signature.

Your reference letter will help the candidate only if it’s relevant, which means you write about qualities and qualifications that the employer’s looking for. So—

Now you know. 

Moving on to the opening paragraph, then—

2. Introduce Yourself to the Hiring Manager

Although grandparents would give a perfect picture of the candidate, they might go a bit too far and thus not appear as reliable sources.

So to ensure the hiring manager you’re not a beloved grannie, introduce yourself in the first paragraph. Tell them about working together, for how long, the rapport between you two, and if you collaborated on something.

To set out the reference letter the right way, you also need to mention the exact job title the candidate’s pursuing and the company they’d like to work for. 

Close the opening chapter with a recommendation. 

See how Lara did it for Summer:

Reference Letter Examples: First Paragraph

Oh, my days!

The first example starts with a bang. Lara began the paragraph with a commitment to prove Summer is the one the company’s looking for. 

If that’s what her former direct manager feels about her, then wow. 

She can already start looking for her lucky pen to sign the contract.

3. Evaluate and Describe the Candidate’s Strengths 

Now’s the time to take measurements off of the job description.

Grab some pins and tag the strengths the company describes as desirable in the posting. They’ll serve you as references to when you set off to tailoring the next paragraphs.

Why?

If the employer wants a leader, you describe how well the candidate worked and communicated with the team, no matter whether you want to talk about their workflow mapping skills. 

But pin down skills that the candidate displayed for real.

Start with a list of skills you’re sure they have, and then choose one to elaborate on in the following paragraph.

Letter of Reference: Middle Paragraphs

The second example is dreadful. 

If you’re saying she “proved it”, prove it yourself. There must’ve been “countless times” she “delivered”, so say how. And be explicit.

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4. Recommend the Candidate for the Job

Who wins the race?

The one who saved energy for the end and took over the final straight.

The last paragraphs are for you to reinforce the words of recommendation by saying explicitly you believe someone’s good at their job.

Offering your time to say more about the candidate will guarantee you a gold medal.

Sample Reference Letter: Closing Paragraph

Oh, wow…

The person from the second example had to probably write thousands of reference letters and created a copy-paste template. 

Don’t do that. 

It’s the worst thing for those who asked you for references. If you don’t want to write it due to some reservations about the person, just say no. You’ll do them and yourself a favour.

Plus, a great cover letter that matches your resume will give you an advantage over other candidates. You can write it in our cover letter builder here. Here's what it may look like:

See more cover letter templates and start writing.

Key Takeaway

How to write a reference letter in a nutshell:

• Get all the necessary information you need to write a relevant reference letter.
• Present the candidate in a positive light. If you can’t do that or don’t have the capacity before the deadline, don’t agree to write the letter in the first place.
• Confirm the skills and experience the candidate need for their future job. Stick to the job ad and their resume.
• Format it business-letter-like.

And that’s it.

It’s wonderful you’re helping your ex-teammate get the job! 

What goes around, comes around.

Pray to tell whether:

• You want more info on how to write a good reference letter? 
• You’re wondering how your reference letter helps the candidate with their job application? 
• You know more tips on how to write a professional letter of reference?

Leave a comment. We’ll be happy to reply!