Reference letter template
A letter of recommendation for a colleague, employee or student, written the way hiring managers and admissions readers find useful: how you know the candidate, three strengths with real examples, one story that shows them at their best, and a clear endorsement with your contact details. Use it for a job reference, a graduate school recommendation or a scholarship.
Template
- Reference letter (document): A warm, specific letter of recommendation for a colleague, employee or student applying for a job or program.
How to use this template
- Ask the candidate for the job or program description, their resume and two or three things they would like you to mention.
- Open the reference letter and tell the AI how long you have known them, in what role, and the examples you have in mind, for example "managed her for three years, she rebuilt our onboarding and cut ramp-up time from eight weeks to five".
- Read the draft for anything you cannot vouch for personally and remove it. Every claim in a reference should be something you saw.
- Download as PDF, on your organisation's letterhead if you are writing in a work capacity, sign it, and send it directly to the employer or upload it when the application portal asks.
Writing a reference that helps
- Specific beats glowing. "Handled our 40 largest accounts with no losses in two years" tells a reader more than "an exceptional team player".
- Say how you know the candidate and for how long in the first paragraph. A reader weighs everything else by it.
- Match the letter to the destination. A job reference focuses on results and how the person works with others; an academic recommendation on curiosity, research ability and readiness for advanced study.
- Keep it to one page for jobs. Graduate programs sometimes expect more detail, so answer any questions or length limits they give.
- In the UK, many employers give only a short factual reference with job title and dates as a matter of policy. Check your organisation's policy before writing a personal one on its letterhead.
- If you cannot recommend someone honestly, it is kinder to decline than to write a lukewarm letter.
Frequently asked questions
What is the difference between a reference letter and a letter of recommendation?
They are mostly used interchangeably. Some people say "reference" for jobs and "recommendation" for university and scholarship applications, where it is often shortened to LOR.
Can I draft my own reference letter for someone to sign?
Referees sometimes ask the candidate for a first draft. If you are asked to, keep it factual and let the referee change anything they do not agree with: the letter goes out under their name and must reflect their own view.
Who should I ask for a reference?
A recent manager or supervisor for jobs, and a teacher or professor who knows your work for academic programs. Ask well before the deadline and tell them what the role or program is looking for.
Should the letter be addressed to a person?
Yes when you know who will read it. Use "Dear Hiring Committee" or "To whom it may concern" for an open letter the candidate can reuse.
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