How to Write A Professional Reference Letter (With Samples and Writing Tips)

Writing a reference letter can be both an honor and a responsibility in today’s competitive job market. If someone approaches you for a reference, it’s crucial to understand how to craft a professional recommendation that effectively supports their application. Whether the request comes from a former student, coworker, or employee, this guide will help you structure a clear and impactful reference letter that highlights the candidate’s strengths. We’ll also provide a professional reference letter template and examples to streamline your writing process.

Key Takeaways:

• Ensure your reference letter includes a professional introduction, your relationship to the candidate, and concrete examples demonstrating their capabilities.

• Maintain a positive tone without exaggerating the candidate’s qualifications.

• Adhere strictly to any submission guidelines to ensure the potential employer receives the necessary information.

How to Write a Professional Reference Letter

To create an effective professional reference letter, start with a header if you’re submitting a printed version, introduce yourself and your connection to the applicant, and highlight their strengths with specific examples. Here’s a step-by-step breakdown:

1. A header (physical copy only). For printed letters, include your name, title, address, email, and phone number at the top of the page (if not in your letterhead). Add the date, followed by the recipient’s name, title, company name, and address. For email submissions, you can skip the header, placing your contact information below your signature instead.

2. A professional introduction. After your salutation, clearly state who you’re recommending and the duration of your professional relationship. The reader should quickly grasp your connection to the candidate.

3. Identify the applicant’s strengths. Discuss specific skills and attributes that the candidate possesses, illustrating how these were applied in a professional context. Make sure to express your enjoyment in working with them and confirm your recommendation for the position.

4. Provide examples. The more concrete details you provide regarding the candidate’s contributions, the stronger your reference will be. Share anecdotes that demonstrate how the applicant excelled in their role, and whenever possible, quantify their achievements—hiring managers appreciate measurable results.

5. Closing lines. As you conclude your letter, reassert your strong support for the candidate and your willingness to answer any follow-up questions. Sign off with your typed name and, if printing, include a handwritten signature.

6. Contact information (email copy only). When sending the reference letter via email, include your contact details after your sign-off. This may encompass your phone number, alternative email, and a link to your LinkedIn profile.

Reference Letter Template and Samples

Below is a professional reference letter template along with examples for both printed and email formats. Customize the letter to suit the individual you’re recommending.

1. Professional reference letter template

   To Whom It May Concern:

   I am writing to wholeheartedly recommend [Applicant’s Full Name] for the [job title] position at [company name].

   My name is [Your Name], and I’m a [job title] at [your company name]. With [number] years in the [field/industry], [Applicant’s First Name] stands out as exceptional.

   During our time at [company name], [he/she/they] demonstrated remarkable skills in [skill 1] and [skill 2]. I was consistently impressed by [Applicant’s First Name]’s [soft skill] and ability to [key qualification/trait].

   A standout moment was when [Applicant’s First Name] [describe a specific shared experience that highlights the applicant’s capabilities].

   Beyond technical expertise, [Applicant’s First Name] exuded a [adjective] attitude, making collaboration a pleasure through [his/her/their] [soft skill 1] and [soft skill 2].

   I recommend [Applicant’s First Name] without reservation. [He/She/They] would be a tremendous asset to your [department name] at [company name].

   For further inquiries, please feel free to contact me at [contact information].

   Sincerely,

   [Your Name]
   [Company Name]
   [Job Title]
   [Additional Contact Info]
   [LinkedIn (optional)]

2. Printed reference letter example

   Sarah Smith
   Department Director
   Company, LLC
   1212 Main Street
   New York City, NY 32323

   February 20, 2026

   Dan Thomas
   CEO
   Business, Inc.
   3535 3rd Street
   Boston, MA 02134

   Dear Dan,

   I have had the pleasure of working with Rachel Williams at Company, LLC for the past four years. Throughout this time, I’ve observed her dedication to detail and focus on achieving overarching goals. She is adaptable, innovative, and consistently brings organization and excellence to her role.

   Rachel’s communication and organizational skills enabled her team to complete projects efficiently without compromising quality. Her positive attitude and problem-solving capabilities make her enjoyable to work with.

   I highly recommend Rachel as a valuable addition to any organization.

   Please let me know if you have any additional questions.

   Sincerely,
   Sarah Smith

   —

   Sarah Smith
   Department Director
   Company, LLC
   Sarahsmith@gmail.com
   (123)456-7890

3. Email reference letter example

   Subject Line: Recommendation for Shaun Johnson

   Dear Marjorie,

   I’m writing to recommend Shaun Johnson. I’ve worked closely with him for two years at Marketing, Inc., and it has been a pleasure to have him on my team. Shaun is a bright employee who embraces new challenges and consistently implements innovative ideas to enhance our organization. He is eager to learn, seeks assistance when needed, and responds well to constructive feedback.

   One highlight of his tenure was when he created and executed a highly successful digital marketing campaign that surpassed our expectations while remaining under budget. His thorough research and dedication were key to its success.

   Shaun is a positive presence and a great team player, always willing to assist others. He would be a tremendous asset to any organization, and I believe his skill set aligns perfectly with this new opportunity.

   Please let me know if you have any questions or need additional information.

   Sincerely,

   James Kyle

   —

   James Kyle
   Director of Marketing
   Marketing, Inc.
   jamesk@gmail.com
   444-333-2222

Tips for Writing a Professional Reference Letter

When composing a reference letter, include both hard and soft skills along with relevant examples. Here are additional tips to consider:

• Highlight both soft and hard skills. Emphasizing the candidate’s hard skills is essential, but also highlight their interpersonal qualities that make them enjoyable to work with.

• Provide specific examples. Use detailed anecdotes rather than general praise. This adds weight to your recommendation and helps employers visualize the candidate’s qualifications.

• Align skills with the job description. Tailor your letter to reflect the skills listed in the job description whenever possible. Request a copy of the job posting to ensure your recommendation is relevant.

• Request their resume. Having access to the candidate’s resume can help you recall specific accomplishments and provide a more comprehensive recommendation.

• Be honest in your assessment. If you can’t provide a positive recommendation, it’s best to decline the request. Sincerity is crucial, and insincerity can harm the candidate’s prospects.

• Send it as a PDF if not directly to the employer. For generic letters, address them “To Whom It May Concern” and save as PDF to enhance credibility.

• If they draft their own letter, review it carefully. If the candidate provides a draft for your approval, ensure it’s accurate and reflects your views before signing.

• Submit promptly. Timeliness is important; confirm deadlines and communicate if you foresee any issues meeting them.

• Follow submission protocols. Adhere to any formatting or submission instructions to ensure the integrity of the recommendation.

• Proofread meticulously. A well-written letter reflects your professionalism. Double-check for grammar and clarity to present a polished recommendation.

Professional Reference Letter FAQ

1. What is a professional reference letter?

   A professional reference letter is a document that supports a job candidate’s claims made in their application materials, such as their resume and cover letter. These letters differ from personal or character references.

   Only write a professional reference letter for someone you’ve closely worked with in a professional capacity. Remember that your audience is potential employers seeking insight into the candidate’s abilities.

2. Who can write a professional reference letter?

   Before agreeing to write a professional reference letter, consider whether you can provide a personalized and compelling account of your experience with the candidate. You should write a reference letter if:

   • You have worked closely with or supervised the applicant, or they have supervised you

   • You have ample experience and examples of the applicant’s work style and impact

   • You are aware of the applicant’s strengths and qualifications they wish to highlight

   • You can provide a positive assessment without being dishonest

   If you cannot provide a strong reference that would aid the candidate, it’s best to decline the request. Make sure to communicate your decision promptly, as drafting a list of references can be time-sensitive.

3. How many references will most employers look for?

   Typically, you should provide at least three references for potential employers. Ensure to communicate with your references in advance to confirm their willingness to provide a reference.

   Your references should be individuals who can affirm your work performance, so keeping them updated is crucial.

4. How long should a reference letter be?

   A reference letter should generally be one page long. It should include an introduction, a body that outlines the candidate’s strengths with examples, and a closing paragraph that reiterates your support.

References

1. OSWEGO State University of New York – Writing Reference Letters

Author

Abby McCain

Abby is a writer who is passionate about the power of story. Whether it’s communicating complicated topics in a clear way or helping readers connect with another person or place from the comfort of their couch. Abby attended Oral Roberts University in Tulsa, Oklahoma, where she earned a degree in writing with concentrations in journalism and business.