At some stage in your professional journey, you might find yourself drafting a reference letter for someone you know and have worked with. This document is a powerful tool that can sway opportunities in their favor. A reference letter that highlights someone’s expertise and skills can propel them towards their dream job, but a poorly written one could just as easily shut those doors.
This article will guide you through everything you need to know about reference letters, from understanding their basic definition to differentiating between types, each tailored for specific scenarios. We’ll also arm you with practical tips and strategies to ensure your reference letter makes the strongest impact.
Key takeaways
- Choose the appropriate type of reference letter (employment, professional, academic, or character) based on the specific requirements of the application to ensure it addresses the right aspects of your qualifications or character.
- Structure your reference letter with a clear introduction, detailed body, and strong conclusion to effectively convey the candidate’s suitability for the position or program.
- Carefully select individuals who can provide a detailed and positive reference, and provide them with all necessary information including your resume and the letter’s deadline.
- Leverage provided templates and examples to draft a compelling and concise reference letter that highlights key achievements and personal qualities relevant to the opportunity.
What are reference letters?
A reference letter, also known as a letter of recommendation, is a document written by someone who knows you professionally or academically and can vouch for your abilities, character, and qualifications. This type of letter is commonly required when applying for a job, a scholarship, admission to academic programs, or other professional engagements.
Effectively integrating references into your resume is also key to strengthening your application. To ensure your resume complements your reference letter, consider reviewing the particular guidelines on including references on your resume.
Types of reference letters
There are several types of reference letters depending on what setting you need them for–a job, academia, or a personal pursuit.
Let’s review what they are and what purpose they serve:
Employment reference letters
These are primarily concerned with a candidate’s performance in previous employment settings. They’re usually written by former employers or supervisors who can attest to the candidate’s job performance, responsibilities, achievements, and how they interacted with colleagues and managed their duties.
Professional reference letters
While these can also come from colleagues or supervisors, they’re often written by peers or other professionals within the same industry. These people may not have directly supervised the work but can speak to the candidate’s professional reputation, expertise, and contributions to the field. These are particularly useful for positions requiring specific technical skills or high levels of industry credibility.
Academic reference letters
These are used to vouch for a person’s intellectual and academic achievements. Typically written by teachers, professors, or academic advisors, they focus on the candidate’s academic performance, potential for further study, and intellectual curiosity. These are especially relevant for positions that require advanced degrees or specialized knowledge.
Character reference letters
Unlike the more professional focus of the other types, these letters—also called personal reference letters—attest to an individual’s qualities and character. They can be written by friends, community leaders, or anyone who knows the candidate well but in a personal capacity. These are valuable for positions that require high moral integrity or involve significant interpersonal interactions.
How to write a strong reference letter
Despite having different purposes, reference letters use a more or less uniform structure.
When creating one, include these key sections:
How to start a reference letter
Begin the letter by stating its purpose, your relationship with the applicant, your professional position, and the duration of your acquaintance.
Body of a reference letter
The body should detail your professional relationship with the candidate and discuss:
- The context in which you’ve worked together, such as specific roles and projects.
- The candidate’s key skills, achievements, and measurable impacts.
- Personal qualities and work ethic, highlighting how these traits make them suitable for the position they’re applying for.
How to end a reference letter
Conclude with a strong endorsement, reaffirming your recommendation of the candidate for the specific position or program. Let the recipient know you’re available to provide more information and include the best way and time to contact you.
Here are a few more points to watch out for when writing a reference letter:
Tone and style tips
- Maintain a professional voice throughout the letter.
- Keep the tone positive and realistic to ensure credibility.
- Use specific anecdotes to clearly illustrate the candidate’s abilities and character.
- Aim for conciseness, typically keeping the letter to one page
PRO TIP
If you need help brainstorming ideas, refining your reference letter’s tone or just plain proofreading, don’t hesitate to use an AI tool of your choice.
Reference letter templates
You might wonder what a real reference letter looks like—here are a few samples you can use as a base. The bolded bits should be removed after you’ve written the letter:
Employment reference letter sample
[Your Name]
[Your Position]
[Your Company/Organization]
[City, State, Zip Code]
[Your Email Address]
[Your Phone Number]
[Date]
[Recipient’s Name]
[Recipient’s Position]
[Recipient’s Company/Organization]
[Recipient’s Email Address]
[City, State, Zip Code]
Dear [Recipient’s Name],
Introduction:
I am writing to recommend [Candidate’s Name] for the position of [Position Title] at [Company Name]. As [Your Position] at [Your Company], I have worked closely with [Candidate’s Name] for the past [number] years, where they excelled as a [Candidate’s Position].
Body:
[Candidate’s Name] consistently demonstrated skills in [mention relevant skills or fields, e.g., project management, leadership] and was instrumental in [describe specific achievements or projects]. Their ability to [mention significant capability or trait] has made a measurable impact, notably in [describe a particular outcome or result].
Conclusive Statement:
Based on my experience working with [Candidate’s Name], I am confident that they will bring the same level of commitment and expertise to [New Company Name]. I highly recommend [Candidate’s Name] for the [position] at [Company Name].
Please feel free to contact me at [Your Phone Number] or [Your Email Address] should you require any further information.
Sincerely,
[Your Signature (if sending a hard copy)]
[Your Name]
[Your Position]
[Your Company]
Professional reference letter sample
[Your Name]
[Your Position]
[Your Company/Organization]
[City, State, Zip Code]
[Your Email Address]
[Your Phone Number]
[Date]
[Recipient’s Name]
[Recipient’s Position]
[Recipient’s Company/Organization]
[Recipient’s Email Address]
[City, State, Zip Code]
Dear [Recipient’s Name],
Introduction:
I am pleased to provide a professional reference for [Candidate’s Name], whom I know as a [Your Relationship, e.g., colleague, fellow professional] in the field of [Field/Industry]. [Candidate’s Name] has consistently shown exceptional abilities in [key skills or areas].
Body:
During our collaboration on [describe project or context], [Candidate’s Name] demonstrated their proficiency in [specific skills or achievements], significantly contributing to [describe the impact of their work]. Their expertise in [mention specific areas] is particularly notable.
Conclusive Statement:
I have no hesitation in recommending [Candidate’s Name] for [specific role or opportunity] at [Company/Organization Name]. [Their/His/Her] professional skills and personal integrity make [him/her/them] an excellent fit for your team.
For any further details, please contact me at [Your Phone Number] or [Your Email Address].
Best regards,
[Your Signature (if sending a hard copy)]
[Your Name]
[Your Position]
[Your Company]
Academic reference letter sample
[Your Name]
[Your Position]
[Your Company/Organization]
[City, State, Zip Code]
[Your Email Address]
[Your Phone Number]
[Date]
[Recipient’s Name]
[Recipient’s Position]
[Recipient’s Company/Organization]
[Recipient’s Email Address]
[City, State, Zip Code]
Dear [Recipient’s Name],
Introduction:
I am writing to recommend [Student’s Name] for your [Program Name] at [Institution Name]. As a [Your Position, e.g., Professor] in [Your Department], I have had the opportunity to observe [Student’s Name]’s progress throughout their studies in [field of study].
Body:
[Student’s Name] has excelled academically, particularly in [mention specific courses or projects], and displayed a deep understanding of [specific topics or skills]. Their ability to [mention specific academic skills or achievements] was evident in [describe a specific project or accomplishment].
Conclusive Statement:
I am confident that [Student’s Name] will continue to succeed in your program. I highly recommend [him/her/them] for admission to [Program Name] at [Institution Name].
Should you require any further information, please do not hesitate to contact me at [Your Phone Number] or [Your Email Address].
Yours sincerely,
[Your Signature (if sending a hard copy)]
[Your Name]
[Your Position]
[Your Institution]
Character reference letter sample
[Your Name]
[Your Position or Relationship to the Candidate, e.g., Volunteer Coordinator]
[Organization or Personal Address, if applicable]
[City, State, Zip Code]
[Your Email Address]
[Your Phone Number]
[Date]
[Recipient’s Name]
[Recipient’s Position, e.g., Landlord or HR Manager]
[Recipient’s Company or Personal Address, if applicable]
[City, State, Zip Code]
Dear [Recipient’s Name],
Introduction:
I am writing to provide a personal reference for [Candidate’s Name], who is applying for [Purpose, e.g., a rental property, a job] at [Location or Company]. I have known [Candidate’s Name] for [number] years as [describe your relationship, e.g., a community leader, friend].
Body:
Throughout the time I have known [Candidate’s Name], they have shown themselves to be [describe qualities, e.g., dependable, honest, hardworking]. One particular instance that stands out is when [describe a specific event or situation that illustrates the candidate’s qualities].
Conclusive Statement:
I wholeheartedly recommend [Candidate’s Name] for [Purpose]. I am confident that [his/her/their] character and integrity will be a great addition to [Location or Company].
Please contact me at [Your Phone Number] or [Your Email Address] should you need any further endorsement.
Kind regards,
[Your Signature (if sending a hard copy)]
[Your Name]
[Your Position or Relationship to the Candidate]
How to ask for a reference letter
If you’re the one in need of a reference letter, think about who the appropriate references might be: past employers, academic advisors, community leaders, and so on. If professional contacts aren’t an option, consider other respected individuals who can vouch for your abilities and character.
However, avoid asking family members as this can come off as unprofessional.
PRO TIP
Always select references who offer specific and positive examples of your skills and accomplishments. You don’t want vague or unenthusiastic feedback about your capabilities.
The way you ask a person to be your reference will depend on how you know them. If it’s someone you have a more casual relationship with, you might choose to ask in a more informal way, like a phone call or a chat over coffee.
For someone from a more formal setting, like a past employer or a professor, an email is usually best. A written request allows you to enclose important information like the job requirements and your resume.
Whether it’s an email or an in-person chat, make sure to include all the important details:
- Why you need the reference letter: Clearly explain what you’re applying for and why you’re asking them specifically for a reference.
- What to focus on: If there are specific skills or experiences you need them to highlight, let them know.
- Your resume: Attach or bring a copy of your resume to help jog their memory of all your fantastic qualities and achievements.
- The deadline: Make sure to mention when you need the reference letter, so they have enough time to write something thoughtful.
Use this example reference letter request if you ever find yourself in need of one.
Sample email asking for a reference
Subject: Request for a Reference Letter
Hi [Reference’s Name],
I hope this message finds you well. I’m currently applying for [mention the position or program], and I would be really grateful if you could help me by writing a reference letter. Your insight into my [mention specific skills, projects, or experiences] would be invaluable for my application.
Attached is my resume to provide a refresher of my recent work and achievements. The letter would be needed by [insert deadline date].
Thank you so much for considering my request. I appreciate your support!
Best regards,
[Your Name]
How to ask for a testimonial on LinkedIn
A strong alternative to reference letters are LinkedIn testimonials. When requesting one, emphasize its role in enhancing your professional credibility. Remind your connection of a specific project you collaborated on, noting any significant accomplishments. Politely explain how their testimonial could advance your career and express appreciation for their time. Offering to reciprocate can also strengthen your professional relationship.
Frequently asked questions about writing reference letters
Got any more questions? See if we covered them below.
What do cover letters and references have in common?
Both cover letters and reference letters aim to boost your candidacy for a job by highlighting your skills, accomplishments, and suitability for a role. They complement your resume and provide a more detailed narrative of your professional persona.
What are the best words to use in a reference letter?
Use words that convey reliability, competence, and professionalism such as "dedicated," "innovative," "responsible," and "effective." Phrases like "proven track record" or "strong ability" also help emphasize the candidate’s strengths.
What not to say in a reference letter?
Avoid vague statements and generalities. Skip any personal details unrelated to job performance. Never include anything that could be perceived as discriminatory or biased, such as comments on age, race, religion, or political beliefs.
Can I write my own reference letter?
Your reference might ask you to draft your own reference letter, which they can then approve or modify. Ensure it stays factual and reflects your achievements accurately. It’s crucial that the final letter is signed or endorsed by the reference to maintain authenticity.
Conclusion
Reference letters can greatly impact your career or academic applications. Learn how to craft effective endorsements and how to request them confidently, using our detailed examples for guidance.
Make one that's truly you.
