12 Reference Letter Templates For Employment

So your good friend, student, or previous employee has asked you to write a sparkling letter of recommendation for them. You agreed, but you aren’t exactly sure where to start. What does a good letter of recommendation look like? What’s considered too long? Too short? Or too cookie-cutter?

Don’t panic!

This article will provide tips on different types of reference letters, advice on how to write one, and plenty of sample reference letters to help get you started with yours.

Key Takeaways:

• A reference letter endorses the skills and qualities of an individual. It is written by someone who has either a professional or personal relationship with the individual.

• There are three main types of references: professional, academic, and character.

• A reference letter should have a beginning, middle, and end, with the bulk of the information being about the referee.

• It is important for a reference to give some form of contact information in case they are asked further questions.

• A reference letter should come with specific examples that speak on the referee’s character.

Reference Letter Templates

1. Professional Reference Template

   To Whom It May Concern:

   I’m writing to recommend [Referee’s Full Name] for the [Job Title] position at [Company Name]. As [Recipient’s First Name]’s previous supervisor, I worked with [him/her/them] for [duration of relationship]. Through my experience working with [him/her/them] I know [he/she/they] is highly qualified for a position at your company.

   At [Company where you worked with referee] [referee’s name] excelled at [his/her/their] work. [He/She/They] always [consistent quality referee exhibited]. [He/She/They] was great at [skill referee possessed], and [second skill or quality referee possessed]. On top of that, [he/she/they] is a [soft skill/personality trait], who has a passion for [field or industry].

   Without hesitation, I am happy to recommend [recipient’s name] for this position, as I know [he/she/they] would be an amazing asset to your team. If you have any questions, please feel free to contact me at [your email address] or [your phone number].

   Sincerely,

   [Your Full Name]

2. Molly Smith
   433 Snape Rd.
   Froon, NH, 01230

   September 8th, 2020

   Rune National Park
   833 Rune Rd.
   Marigold, TX, 10987

   To Whom It May Concern:

   I’m writing to recommend Arthur Grant for the Park Ranger position at Rune National Park. I have known Arthur for nearly a decade now, and can easily say that he is highly qualified for a position at your park. In high school he did environmental work for our local school districts, and in college he created an experimental program that aimed to get more kids involved with our National Parks.

   As a child in our hometown near the White Mountains, Arthur always talked about how much he wanted to visit Rune National Park. He’s poured his heart and soul into his education, and he has such a passion for your park in particular. On top of that, he’s a hardworking and intelligent young man, who has a bright attitude and eagerness I’ve seldom seen elsewhere.

   Without hesitation, I am happy to recommend Arthur for this position, as I know he would be an amazing asset to your team. If you have any questions, please feel free to contact me at msmith@mail.com or (555) 555-5555.

   Sincerely,

   Molly Smith

3. Robert Sperling
   888 Lyne St.
   Hillsburg, KY, 01230

   September 8th, 2020

   Sarah Parker
   History Museum
   742 Dru Rd.
   Hillsburg, KY, 01230

   Dear Ms. Parker,

   I’m writing to recommend Charles Digger for the Curatorial position at the History Museum. I am Charles’ college advisor, and from my experience teaching him, I know he is highly qualified for a position at your museum. In my class titled Museums 101, he received very high marks and often added insightful ideas to our class discussions.

   This year Charles graduated with his Anthropology degree from Banks College, and as his advisor I know that the classes he’s taken would make him a perfect fit for this position. He also took part in an internship at Hermann Museum this past summer, giving him some vital experience in the field. On top of that, he is a diligent worker and a team player, who has an incredible passion for history.

   Without hesitation, I am happy to recommend Charles for this position, as I know he would be an amazing asset to the museum. If you have any questions, please feel free to contact me at rsperling@mail.com or (444) 444-4444.

   Sincerely,

   Robert Sperling

4. Jerry Fitz
   93 Herring Rd.
   Roland, CA, 01230

   September 8th, 2020

   Best Restaurant
   58 Clarendon Rd.
   Roland, CA, 01230

   To Whom It May Concern:

   I’m writing to recommend James O’Leary for the Line Cook position at Best Restaurant. As James’ previous supervisor, I worked with him for nearly 5 years. Through my experience working with him I know he is highly qualified for a position in your kitchen.

   At Good Eats James excelled at his work. He always had orders ready at a fast pace, without sacrificing the quality of the food. He communicated very well with the rest of our team, and made sure that our other chefs and line cooks were all on the same page. On top of that, he’s a hardworking young man, who has a passion for cooking.

   Without hesitation, I am happy to recommend James for this position, as I know he would be an amazing asset to your team. If you have any questions, please feel free to contact me at jfitz@mail.com or (222) 222-2222.

   Sincerely,

   Jerry Fitz

5. Bill Smith
   24 Franklin St.
   Evans, NC, 01230

   September 8th, 2020

   Ashley Dunken
   Ashley’s Landscaping
   722 Silver St.
   Evans, NC, 01230

   Dear Ms. Dunken,

   I’m pleased to recommend Maple Herring for the Landscaper position at Ashley’s Landscaping. I am Maple’s previous employer at the Garden Center, and from my experience working with her for over 2 years, I know she is highly qualified for a position at your company.

   At the Garden Center Maple excelled at her work. She was diligent in taking care of our indoor and outdoor plants, and understood the fine details of trimming and maintenance. I was impressed by her knowledge of different plant species, which she regularly used to assist our customers. On top of that, Maple is a kindhearted and passionate person, who was always a joy to work with.

   Without hesitation, I am happy to recommend Maple for this position, as I know she would be an amazing asset to your team. If you have any questions, please feel free to contact me at bsmith@mail.com or (888) 888-8888.

   Sincerely,

   Bill Smith

6. Alice Newberry
   20 Williams St.
   Cheshire, CO, 01230

   September 8th, 2020

   JP Bank
   38 Newgrange Rd.
   Cheshire, CO, 01230

   To Whom It May Concern:

   I’m pleased to recommend Josh Parker for the Teller position at JP Bank. I have known Josh for over half a decade now, and this summer I had the privilege of working with Josh in our BD Bank Graduate Program, where I watched him excel at his work. With that in mind, I know he is highly qualified for a position at your bank.

   In college Josh often tutored me in many of our classes, as the way he communicates makes difficult topics easy to understand. He’s intelligent and hardworking, so it’s not surprising that he graduated at the top of his class. On top of that, he has prior experience working in customer service at Finance Co., and took part in an accounting internship at Morgan Accounting.

   Without hesitation, I am happy to recommend Josh for this position, as I know he would be an incredible asset to your company. If you have any questions, please feel free to contact me at anewberry@mail.com or (111) 111-1111.

   Sincerely,

   Alice Newberry

7. Sarah Silvers
   8 Park St.
   Dudley, TN, 01230

   September 8th, 2020

   Matt Williams
   Town Hall
   23 Main St.
   Dudley, TN, 01230

   Dear Mr. Williams,

   I’m pleased to recommend Heather Ingrid for the Government position at Town Hall. I have known Heather for over a decade now, and know that she is a passionate, caring person who’s organized several community events throughout her life. With that in mind, I know she is highly qualified for a position at Town Hall.

   In high school Heather was a member of our student council, and played a pivotal part in raising money for our school’s extracurricular programs. Due to her efforts, we not only maintained the programs we were afraid of losing, but also added a new arts program that year. In addition, she’s participated in several hours of community service, and taken part in local grassroots campaigns. Overall, she is one of the most compassionate people I’ve ever met.

   Without hesitation, I am happy to recommend Heather for this position, as I know she would be an incredible asset to our local government. If you have any questions, please feel free to contact me at ssilvers@mail.com or (333) 333-3333.

   Sincerely,

   Sarah Silvers

8. James Johnson
   332 Venice Ave.
   Copperfield, NY, 01230

   September 8th, 2020

   Jean Parks
   Pet Inc.
   29 Pet St.
   Copperfield, NY, 01230

   Dear Ms. Parks,

   I’m writing to recommend Simon Walters for the Pet Groomer position at Pet Inc. As Simon’s previous supervisor, I worked with him for nearly 3 years. Through my experience working with him I know he is highly qualified for a position in your company.

   At Dog Co. Simon excelled at his work. He always took care of our dogs with a compassion and diligence I’ve rarely seen elsewhere. He understands how to calm the animals, and has been thoroughly trained in several different grooming techniques. On top of that, Simon never missed a day of work, and regularly covered shifts for his fellow employees.

   Without hesitation, I am happy to recommend Simon for this position, as I know he would be an amazing asset to your team. If you have any questions, please feel free to contact me at jjohnson@mail.com or (888) 888-8888.

   Sincerely,

   James Johnson

9. Sally Middleton
   7 Pointer St.
   Maverick, IN, 01230

   September 8th, 2020

   BM Hospital
   39 Main St.
   Maverick, IN, 01230

   To Whom It May Concern:

   I’m writing to recommend Pam Rivers for the Nursing position at the BM Hospital. I am Pam’s college advisor, and from my experience teaching her, I know she is highly qualified for a position at your hospital. During her time in the nursing program, she received very high marks and never missed a class.

   Last year Pam graduated with her Nursing degree from Medical College, and as her advisor I’ve seen how hard she works, and how she balances the stress of several classes and extracurricular activities. While in nursing school, she was eager to learn, and took the gravity of caring for patients very seriously. On top of that, she is compassionate and motivated, which are amazing qualities for a nurse.

   Without hesitation, I am happy to recommend Pam for this position, as I know she would be an amazing asset to your hospital. If you have any questions, please feel free to contact me at smiddleton@mail.com or (999) 999-9999.

   Sincerely,

   Sally Middleton

10. Amy Hoffman
    80 Wallace Ave.
    Troy, OH, 01230

    September 8th, 2020

    Edmund Wilford
    Construction Co.
    20 Maple Rd.
    Troy, OH, 01230

    Dear Mr. Wilford,

    I’m writing to recommend Carl Jones for the Engineer position at Construction Co. As Carl’s previous supervisor, I worked with him on a seasonal job this summer. Through my experience working with him I know he is highly qualified for a position in your company.

    At Bridge Inc. Carl always showed intelligence when drawing up blueprints, which made it clear that his graduate degree from Builder’s College serves him well. He understands the fundamentals of construction, and completed projects at a fast pace. On top of that, Carl works incredibly well in a team, as he is cooperative and communicative.

    Without hesitation, I am happy to recommend Carl for this position, as I know he would be an amazing asset to your company. If you have any questions, please feel free to contact me at ahoffman@mail.com or (222) 222-2222.

    Sincerely,

    Amy Hoffman

11. Mark Salem
    46 Green St.
    Fellstone, ME, 01230

    September 8th, 2020

    Art Co.
    943 Old Rd.
    Fellstone, ME, 01230

    To Whom It May Concern:

    I’m writing to recommend Willow Wallace for the Graphic Designer position at the Art Co. I am one of Willow’s professors, and from my experience teaching her, I know she is highly qualified for a position at your company. In my class titled Art 300, she produced unique and insightful works which showed just how skilled she is in the arts.

    This year Willow graduated with her Graphic Design degree from Arts University, and as her professor I know it was a tireless effort for her. When in class she worked diligently on her pieces, and often finished before her fellow students. Yet, she never sacrificed the quality of her work, as she carefully executed every detail. Willow has a truly creative mind, and would produce amazing artwork for your company.

    Without hesitation, I am happy to recommend Willow for this position, as I know she would be an amazing asset to your company. If you have any questions, please feel free to contact me at msalem@mail.com or (444) 444-4444.

    Sincerely,

    Mark Salem

12. Tim Moore
    36 Yellow Rd.
    Nighthall, FL, 01230

    September 8th, 2020

    Retail Co.
    55 March Ave.
    Nighthall, FL, 01230

    To Whom It May Concern:

    I’m writing to recommend Donovan Lopez for the Manager position at Retail Co. As Donovan’s previous supervisor, who worked with him for over 7 years, I know he is highly qualified for a position in your kitchen.

    At Finley’s Gas Station Donovan excelled at his work. He worked incredibly well under pressure, as he didn’t sacrifice quality to save time. He communicated very well with the rest of our team, and made sure that our other associates were all on the same page. On top of that, he’s a hardworking young man, who always did right by our customers.

    Without hesitation, I am happy to recommend Donovan for this position, as I know he would be an amazing asset to your team. If you have any questions, please feel free to contact me at tmoore@mail.com or (222) 222-2222.

    Sincerely,

    Tim Moore

What Is a Reference Letter?

A reference letter is a document that endorses the skills and qualities of an individual seeking to land a job or be admitted to an institution. Reference letters speak to the person’s accomplishments, work ethic, and character.

Essentially, a reference letter explains to the recipient why they should select this particular candidate over all others. Many job openings require a list of professional references, whom the hiring manager will contact to confirm the applicant’s credentials.

If you want to help your former coworker, employee, student, or mentee land a great job, it’s vital to write them a solid reference letter that not only confirms that the individual is qualified, but that they’ll exceed expectations if given the chance.

Types of Reference Letters

Reference letters generally fall under one of three categories: professional, academic, and character references.

1. Professional references. This is a reference from a former boss, coworker, client, or anyone you’ve had a professional relationship with in some capacity. In order to write a professional reference, you need to have worked closely with the individual you’re writing it for.

   In these types of references, it’s best to speak to the referee’s position, responsibilities, and, most importantly, their most significant accomplishments and contributions.

2. Academic references. These references come from a current or former teacher or academic advisor. They’re especially valuable for recent graduates, but wane in quality once you’re a few years out of school. If you’re a professor or high school teacher, you can expect many students to come to you for reference letters each year.

   If you’re acting as a reference for a job application, it’s best to focus on the transferable skills your former student exhibited. Academic achievements are also valuable to mention, especially if your referee needs a reference for graduate school.

3. Character references. Character references come from friends, mentors, and anyone who’s spent enough time with you to speak to your character. These are the weakest references, but if a friend or mentee asks you to write one, you should still try.

   Do your best to write about aspects of their character that are most valuable for the job or academic opportunity they’re hoping to land.

How to Write a Reference Letter

Regardless of what type of reference letter you’re writing, the format stays the same.

Reference letter formatting involves:

• Salutation. It’s best to address your letter directly to the recipient with “Dear Mr./Ms. [Surname],” but your referee may not always have that information for you. If it’s for a job, “Dear Hiring Manager” or one of its alternatives works fine. And if it’s for an academic reference, you can address the letter “Dear Admissions Team” or some variation thereof.

  While we normally don’t recommend using “To Whom It May Concern:” it’s a fine choice if you’re writing a general reference letter. It’s possible your referee will ask for a reference letter with no job or academic opportunity in mind and simply wants to have a reference ready.

• Opening paragraph. It’s best to state your relationship to the referee early on in your reference letter. Mention how you know them, how long you’ve known them for, and what qualifies you to be this person’s reference.

  If your referee gives you sufficient information, you should also mention the name of the company and job title they’re applying for.

• Body paragraph(s). After introducing yourself, you can start talking about the star of the show: your referee. You want to give a glowing review of their most impressive traits, their most momentous achievements, and their most valuable skills.

  It’s best if your referee provides you with information about the job and a copy of their resume and/or cover letter. That way, you can make sure you’re mentioning the most relevant topics.

• Closing lines. Finish off your letter by including contact information and, if you’re able, stating that you’re available for a phone call to answer questions about the candidate.

• Sign-off. Use a standard sign-off like “Sincerely.” If you’re emailing your reference letter, you might also include a link to your LinkedIn page, so that the hiring manager or admissions board can learn more about you.

Reference Letter Tips

Before writing someone a reference letter, try to learn as much about the professional, academic, or personal objectives of your referee. Here are some things you should know before writing your reference letter:

• Recipient’s contact information. It’s always best to personalize your reference letter by addressing it to a specific person. If your referee asks for a reference before getting to the stage where reference letters are required, you can always leave the name blank and fill it in later.

• Referee’s application materials. It’s a good idea to look over your referee’s resume and cover letter. That way, you can familiarize yourself with their recent accomplishments and see what keywords they’re strategically using. You can then use the same sort of language in your reference letter.

• Job or academic program description. Check out the job description or look over details of the academic program. This information is crucial to making sure that your reference letter speaks directly to the recipient’s needs.

• Specific examples your referee wants you to mention. There’s no rule against asking your referee what exactly they’d like you to highlight. Of course, don’t lie about anything. Your referee probably has an idea of which moments from your relationship the recipient will find most interesting and valuable.

• Deadline. Get a clear deadline from the get-go, so there’s no awkward situation where you fail to deliver on a promised favor at a crucial moment.

How to Submit Your Reference Letter

So you’re satisfied with your letter. You’ve read it over a few times and you know it’s going to be a home run for your friend, student, or previous employee. Now what?

In this day and age, it’s very common to submit a letter of recommendation electronically. Often you will have to submit the letter to the potential employer yourself, so they’re under no suspicion of who wrote it. You can either write your letter as a traditional document, and send the file as a .pdf or .docx, or you can also send the letter as an email.

As with cover letters or letters of recommendation, you do not need to include the same headings when writing an email. However, you will want to make sure your contact information is clear, regardless of how you send your letter.

After that, you’re in the clear! Good on you for helping that acquaintance of yours get one step closer to landing their next job.

Frequently Asked Questions

1. What does a reference letter include?

A reference letter should contain a logical flow of information. A reference letter should start with an introduction to give context to their relationship with the person they are recommending.

Then the reference letter should talk about the skills of the person in question. The reference should give specific examples that show how the referee successfully used their skills. Finally, the letter should end simply and gracefully.

2. How long should a reference letter be?

A reference letter should be about one page. Reference letters do not have to be very long. In fact, they need to be mindful to the reader’s time and attention. Just like a cover letter, a reference letter should be efficient in explaining the qualifications of an individual.

3. How do you describe someone’s character for a reference?

To describe someone’s character for a reference, use direct language. Great words to describe someone’s character include: adaptable, confident, trustworthy, integral, reliable, intelligent, effective, diplomatic, empathetic, rational, and optimistic.

Author

Jack Flynn

Jack Flynn is a writer for Zippia. In his professional career he’s written over 100 research papers, articles and blog posts. Some of his most popular published works include his writing about economic terms and research into job classifications. Jack received his BS from Hampshire College.