How to Write a Reference Letter: Template & Samples

A reference letter supports someone's qualifications and character for jobs, schools, or other opportunities. Here's what you need to know:

Types: Professional, academic, personal
Key parts: Introduction, body, conclusion, contact info
What to include:
- Your relationship to the person
- Their skills and achievements
- Specific examples
- Why they're a good fit

Quick tips:

Be honest and specific
Keep it to 1-2 pages
Match skills to the job/program
Use a professional tone
Proofread carefully

Element	Tips
Format	Use letterhead, 1-inch margins
Font	Arial or Times New Roman, 10-12pt
Content	Focus on relevant skills/experiences
Tone	Professional and positive
Length	1 page (2 max)

This guide covers everything from preparation to sending the letter, with templates and examples to help you write an effective reference.

2. Understanding reference letters

2.1 Types of reference letters

There are three main types of reference letters:

Type	Written by	Purpose
Professional	Supervisors, colleagues, clients	Describe work skills and achievements
Academic	Teachers, professors, advisors	Highlight academic performance and abilities
Personal	Friends, family, mentors	Speak about personal qualities and non-work achievements

2.2 Main parts of a good reference letter

A well-written reference letter has four key parts:

1. Introduction

Explains who the writer is
States their relationship to the person
Mentions why they're writing the letter

2. Body

Talks about the person's good points
Gives examples of their skills and achievements
Uses stories to show why the person is good

3. Conclusion

Sums up why the person is a good fit
Recommends them for the job or opportunity

4. Contact information

Includes the writer's name and how to reach them
Allows the reader to ask questions if needed

3. Getting ready to write

Before you start writing a reference letter, it's important to prepare. This section will help you gather the right information and decide if you can give a good recommendation.

3.1 Gathering needed information

To write a good reference letter, you need to know about the person's strengths and achievements. Here's what you should collect:

Information to Gather	Where to Find It
Person's job title or role	Ask the person or check their resume
How long you've known them	Your own records
Their main skills and accomplishments	Resume, work records, or ask the person
The job they're applying for	Ask the person
Job requirements	Job posting or ask the person

3.2 Can you give a good recommendation?

Before you agree to write a letter, ask yourself these questions:

Question	Why It's Important
Do I know the person well?	To give honest feedback
Can I talk about their good points?	To support your recommendation
Do I have enough information?	To write a detailed letter

If you answer "no" to any of these, it's better to say no or suggest someone else who knows the person better.

4. How to format a reference letter

4.1 Header and contact details

Start your letter with a clear header. Include:

Information	Example
Your name	John Smith
Job title	Sales Manager
Company	ABC Corp
Address	123 Main St, City, State, ZIP
Phone	(555) 123-4567
Email	[email protected]

This helps the reader contact you if needed.

4.2 Greeting

Use a formal greeting. If you know the reader's name, use it. If not, try these:

"Dear Hiring Manager"
"To Whom It May Concern"

4.3 First paragraph

In the first paragraph:

Say who you are
Explain how you know the person
State why you're writing

This sets up the rest of the letter.

4.4 Main paragraphs

In the main part:

Give clear examples of the person's skills
Talk about their good work
Show why they're right for the job

Keep it short and focused on what matters most.

4.5 Ending and signature

To end the letter:

Sum up why you think the person is good
Say again that you support them
Use a formal closing like "Sincerely" or "Best regards"
Sign your name
Type your full name and job title below

This wraps up your letter neatly.

5. Writing the letter

5.1 Introducing yourself and your connection

Start your letter by saying who you are and how you know the person. This helps the reader understand why your opinion matters.

What to Include	Example
Your name and job	"I'm Jane Smith, Marketing Manager at XYZ Company."
How you know the person	"I've worked with Tom for 5 years as his supervisor."
Why you're writing	"I'm writing to support Tom's job application."

5.2 Describing the person's skills

Next, talk about what the person is good at. Use clear examples to show their strengths.

Skill Area	Example Description
Job skills	"Sarah is great at managing projects. She always finishes on time and within budget."
Personal qualities	"John is a team player. He helps others and keeps a positive attitude."
Achievements	"Lisa increased sales by 20% in her first year."

5.3 Giving specific examples

Use real stories to show how the person has used their skills. This makes your letter more believable.

Type of Example	What to Include
Work project	What they did, how they did it, what was the result
Problem solved	What was the issue, how did they fix it, what was the outcome
Team effort	Their role, how they helped, what the team achieved

5.4 Talking about future growth

End by saying how you think the person can grow and help in their new role.

Points to Cover	Example
Potential	"I believe Tom can take on more responsibility."
Fit for the new role	"Sarah's skills match what you're looking for."
Your recommendation	"I highly recommend John for this position."

6. Important things to include

When writing a reference letter, make sure to include these key points:

6.1 Time you've known the person

Say how long you've known the person. This helps the reader understand your relationship. Be clear about the time, whether it's months or years.

6.2 Person's best qualities

Point out the person's top skills and strengths. Use examples to back up what you say. Here's a table of qualities to consider:

Quality	Example
Work ethic	Always finishes tasks on time
Communication	Explains complex ideas clearly
Leadership	Successfully led a team of 10
Problem-solving	Found a way to cut costs by 15%

6.3 Key accomplishments

Give specific examples of what the person has done well. This could be:

A project they led
A goal they reached
A problem they fixed

Explain why these accomplishments matter.

6.4 How the person has grown

If you've seen the person improve over time, mention it. You could talk about:

Area of Growth	Example
New skills	Learned to use new software
Overcoming challenges	Got better at public speaking
Taking on more	Started managing bigger projects

7. Tips for a strong letter

7.1 Keep it professional

When writing a reference letter:

Use formal language
Avoid slang and casual words
Show your knowledge and authority

This helps make your letter more believable.

7.2 Be clear and brief

A good reference letter should:

Be short and to the point
Use specific examples
Have short, well-organized paragraphs

This makes the letter easy to read and understand.

7.3 Match the letter to the job or program

Make your letter fit the job or program by:

Talking about skills that match the job
Giving examples of how the person can do well in that role
Showing you understand what the job needs

This proves you've thought about why the person is right for the job.

7.4 Be honest

Do	Don't
Tell the truth	Make things up
Talk about what you know	Guess about things you're not sure of
Say both good and not-so-good things	Only say good things if it's not true

8. Mistakes to avoid

8.1 Be specific, not general

When writing a reference letter, give clear examples of the person's skills and achievements. Don't use vague statements. Here's how:

Instead of saying	Try saying
"John is a great employee"	"John increased sales by 20% and led a team of 5 people"
"Sarah is hardworking"	"Sarah often stayed late to finish projects on time"

8.2 Stay on topic

Only include information that relates to the job or program the person is applying for. This helps the reader see why the person fits the role. Leave out details that don't matter for the position.

8.3 Focus on good points

A reference letter should talk about what the person does well. Don't mention bad things or weak points. Instead, show how the person has gotten better over time.

8.4 Keep it short

Make your letter short and clear. Try to keep it to one or two pages at most. Longer letters might lose the reader's attention. Include all the important information, but don't add extra details that don't help.

Do	Don't
Use short paragraphs	Write long, wordy sentences
Give specific examples	Include unnecessary details
Stick to 1-2 pages	Write more than 2 pages
Focus on key skills and achievements	Talk about unrelated topics

9. Reference letter template

A reference letter template can help you write a good letter. Here's a simple template you can use:

9.1 How to use this template

This template is a starting point. You can change it to fit the person you're writing about and the job they want. Make sure to show what makes the person special.

9.2 Parts you can change

You can change these parts of the template:

Part	What to Include
Introduction	Who you are and how you know the person
Main paragraphs	The person's skills and what they've done
Ending	Why you think they're good for the job
Look	Font, spacing, and margins

Keep your letter short and focus on what the person does well. Use real examples to show their skills.

Here's a sample template:

[Your Name]
[Your Job Title]
[Your Company]
[Date]

[Person Reading the Letter's Name]
[Their Job Title]
[Their Company]

Dear [Person Reading the Letter's Name],

I'm writing to recommend [Person's Name] for [Job or Program]. I've worked with [Person's Name] as [Your Role] for [Time], and I know they're very good at what they do.

[Person's Name] is a great [Job/Student] who works hard and really likes [Type of Work]. At [Company/School], they've shown they're good at [Main Skills], like when they [Example of Something They Did Well].

I'm sure [Person's Name] would do a great job for you. If you want to know more, please contact me.

Sincerely,

[Your Name]
[Your Phone Number and Email]

Use this template as a guide, but make sure to write about the person in your own words.

10. Example reference letters

10.1 Work reference letter example

Here's a sample work reference letter:

March 18, 2024

Andrew Lee
Atlantic Operations, Inc.
41 East 14th Street, Fourth Floor
New York, New York, 10001

Dear Andrew,

John Wilson has worked for me at Pacific Corp. for four years. He started as an intern and moved up to an administrative role while still in college.

John quickly became a key employee. Everyone came to him with questions and special tasks. He works hard and stays late when needed, making him popular with the team.

I strongly suggest John for your assistant job. At Pacific, he showed the technical, organizing, and people skills that make a great administrative assistant. You're looking for someone with good customer service and phone skills, who can learn new software quickly. John has all these skills, plus he works well under pressure.

We'll miss John, but he'll be great for your team. Please contact me if you have any questions.

Best regards,

Jane Williams
(signature on hard copy)

10.2 School reference letter example

Here's a sample school reference letter:

To Whom it May Concern:

I recommend Jane Doe for employment. Jane was my student at XYZ University. She showed strong academic skills, worked hard, and communicated well.

Jane is good at analyzing problems and solving them. She works well in teams. Her positive attitude makes her nice to work with.

I'm sure Jane will do well in any job. If you have questions, please contact me.

Sincerely,

John Smith
Professor, XYZ University

10.3 Personal reference letter example

Here's a sample personal reference letter:

April 4, 2024

Andre Lewis
City Manager
Town of Smithtown
123 Business Rd.
Business City, NY 54321

Dear Ms. Lewis,

I'm writing to recommend Ariel Jones for a job with the Town of Smithtown. I've known Ariel since she was young. She's a good fit for a town government job. She's lived in Smithtown most of her life and is very involved in the community, her church, and her children's schools.

Ariel has shown her commitment to the town as a Member of the Board of Appeals. She also helps with many community events, like the Downtown Shelter fund drive, Meals on Wheels, and the library's book sale.

Ariel would be great for the town. I recommend her without any doubts. If you have questions, please contact me.

Sincerely,

Mary Smith
(signature on hard copy)

These examples show how to write a good reference letter. They highlight the person's skills, experience, and character. Remember to change your letter to fit the specific job, and give clear examples to support what you say.

11. Making your letter look good

11.1 Choosing the right letterhead

A good letterhead helps make your reference letter look real and trustworthy. Here's what to think about:

Aspect	Tips
Design	Keep it simple but nice-looking
Colors	Use colors that stand out from each other
Style	Try a clean, modern look

11.2 Picking fonts and layout

The way your letter looks matters. Here's how to make it easy to read:

Element	Recommendation
Font	Use Arial, Calibri, or Times New Roman
Font size	Between 10 and 12 points
Length	Keep it to one page
Margins	One inch on all sides
Spacing	Single space, with double space between paragraphs

11.3 Checking for mistakes

Before you send your letter, make sure it's perfect:

Look for spelling and grammar errors
Check that everything is lined up right
Ask someone else to read it
Make sure it looks the same all the way through

A letter without mistakes shows you care about doing a good job.

12. Sending the reference letter

12.1 How to send the letter

When you send a reference letter, follow these steps:

Step	What to do
Check the rules	Look at how they want you to send it
Send it on time	Make sure it gets there before the due date
Use the right file type	Send it as a PDF or Word file if they ask for that

12.2 Keeping the letter secret if needed

Sometimes, you need to keep the letter private. Here's how:

What to do	Why it's important
Use safe ways to send it	Keeps the information safe
Only show it to the right people	Protects the person's privacy
Keep track of who sees it	Helps you know who has the information

If you need to send the letter online:

Use a safe email or website
Add a password if you can
Don't share it with people who shouldn't see it

13. Wrap-up

Now that you know how to write a reference letter, let's go over the main points:

Key Points	Why They Matter
Tailor the letter	Fits the job or program
Be honest	Builds trust
Give clear examples	Shows real skills
Use a professional tone	Makes the letter look good
Check for mistakes	Shows you care about quality

A good reference letter can help someone get a job or into a school. By following the steps in this guide, you can write a letter that shows off the person's skills and good points.

Remember to:

Write about the specific job or program
Tell the truth about what the person can do
Use real examples of their work
Write in a professional way
Read your letter carefully to fix any errors

If you need more help, look at the FAQs section. With these tips, you can write a reference letter that helps the person you're writing about.

Good luck with your letter!

FAQs

How do you write a good reference letter?

To write a good reference letter:

1. Be honest and clear

2. Give real examples of what the person did well

3. Include these key points:

What to Include	Why It's Important
Your name and job	Shows who you are
How you know the person	Explains your connection
The person's skills	Tells what they're good at
What they've done well	Gives proof of their skills
Why they fit the job	Shows why they should be picked

4. Keep it short - one page is best

5. Use simple words and short sentences

6. Check for spelling and grammar mistakes