How To Write a Character Reference Letter (With Examples and Tips)
How To Write a Character Reference Letter With Examples and Tips
A character reference letter is a personal recommendation that explains someone’s positive traits, values, reliability, and behavior. Unlike a professional reference that focuses mainly on job performance, a character reference highlights who a person is and how they act in real-life situations.
These letters are often used for job applications, school applications, volunteer roles, professional programs, housing applications, or any situation where someone needs to prove they are trustworthy and responsible. A strong character reference letter can give decision-makers a clearer view of the applicant beyond grades, work history, or formal qualifications.
If someone has asked you to write a character reference letter, it is important to be honest, specific, and professional. The best letters do not simply say someone is “hardworking” or “kind.” They explain how the person has shown those qualities through real examples.
What Is a Character Reference Letter?
A character reference letter, also called a personal reference letter, is a written recommendation from someone who knows a person well and can speak about their character. It may be written by a mentor, teacher, coach, colleague, neighbor, volunteer leader, client, community member, or long-time friend.
The purpose of the letter is to help the reader understand the applicant’s personal qualities. These may include honesty, responsibility, patience, leadership, communication, compassion, dependability, maturity, or teamwork.
A character reference letter is especially useful when the applicant does not have much work experience, is changing careers, is applying for a role that requires trust, or wants to show personal qualities that may not appear clearly on a resume.
Character Reference Letter vs. Professional Reference Letter
A character reference letter focuses on personal qualities. A professional reference letter focuses on work performance.
For example, a professional reference may discuss a person’s job responsibilities, technical skills, workplace achievements, sales results, leadership performance, or ability to complete projects.
A character reference may discuss how the person treats others, handles pressure, keeps commitments, solves problems, supports a team, or shows integrity.
Both types of letters can be valuable. A professional reference shows what a person can do at work. A character reference shows what kind of person they are.
When You Might Need a Character Reference Letter
A character reference letter may be needed in several situations.
A job applicant may use one when they are applying for their first job, changing careers, returning to work after a break, or applying for a position that requires strong trust and responsibility.
A student may need one for a college application, scholarship, internship, academic program, or leadership opportunity.
A volunteer may need one when applying to work with children, elderly people, community organizations, charities, or sensitive environments.
A person may also need a character reference for housing, professional certification, membership applications, adoption or foster care processes, or legal matters.
In general, a character reference letter is useful when personal trust, values, and behavior matter to the decision.
Who Can Write a Character Reference Letter?
The best person to write a character reference letter is someone who knows the applicant well and can provide honest, specific examples.
Good options may include:
A teacher, professor, or academic advisor who has seen the person’s effort, discipline, and attitude.
A coach who can discuss teamwork, commitment, leadership, and resilience.
A volunteer supervisor who has observed the person’s service, dependability, and compassion.
A mentor who understands the person’s goals, growth, and personal strengths.
A client, customer, or community member who has had positive interactions with the person.
A neighbor or family friend who has known the person for many years and can speak about their reliability and character.
In most cases, it is better to avoid asking close family members or romantic partners. Their opinions may seem biased, even if they are sincere.
What To Include in a Character Reference Letter
A strong character reference letter should include several key parts.
Start with a professional greeting. If you know the recipient’s name, use it. If not, you can write “Dear Hiring Manager” or “To Whom It May Concern.”
Next, introduce yourself and explain your relationship with the applicant. Mention how long you have known them and in what context.
Then describe the applicant’s strongest personal qualities. Choose traits that match the opportunity they are pursuing. For example, if they are applying for a teaching role, you may focus on patience, communication, responsibility, and empathy.
Include at least one specific example. This is the most important part of the letter. Instead of only saying the person is dependable, describe a time when they followed through, solved a problem, or helped others.
End with a clear recommendation. State that you recommend the person and explain why you believe they would be a strong fit.
Finally, include your contact information so the reader can reach you if they have follow-up questions.
How To Write a Character Reference Letter
Start by asking for basic details. Before writing, ask the applicant what the letter is for, who will read it, when it is due, and whether there are specific qualities they want you to highlight. You can also ask for their resume, job description, school program details, or application instructions.
Open with a professional format. Include the date, recipient information if available, a greeting, and a clear first paragraph.
Explain how you know the applicant. This gives your recommendation context and credibility. For example, you might say you have known the person for five years as a volunteer supervisor, coach, neighbor, professor, or mentor.
Choose two or three strong traits. Do not try to list every good quality. A focused letter is usually more convincing than a long list of generic compliments.
Support each trait with evidence. Use real examples that show the applicant’s behavior. A strong example can make the letter feel personal, believable, and useful.
Connect the person’s qualities to the opportunity. If they are applying for a job, explain why their traits would help them succeed in that workplace. If they are applying for a program, explain why their values and attitude make them a good candidate.
Close with a confident recommendation. Make it clear that you support the applicant. Keep the ending professional and positive.
Character Reference Letter Format
A character reference letter should be clear, organized, and easy to read. A simple format works best.
Date
Recipient name or title
Greeting
Introduction explaining who you are and how you know the applicant
Body paragraph describing the applicant’s positive traits
Specific example showing those traits in action
Recommendation statement
Closing
Your name and contact information
The letter should usually fit on one page. A concise letter is easier for employers, admissions officers, or reviewers to read.
Character Reference Letter Template
Dear [Recipient Name],
I am pleased to write this character reference letter for [Applicant Name]. I have known [Applicant Name] for [length of time] as [explain your relationship]. During this time, I have come to know them as a [positive trait], [positive trait], and [positive trait] person.
One quality that stands out most about [Applicant Name] is their [specific quality]. For example, [describe a specific situation that shows this quality]. This experience showed me that [Applicant Name] is someone who [explain what the example proves].
In addition to this, [Applicant Name] has consistently shown [another relevant quality]. They are someone who [describe behavior, attitude, or impact]. I believe these qualities would make them a strong fit for [job, school, program, organization, or opportunity].
I highly recommend [Applicant Name]. I believe they would bring integrity, commitment, and a positive attitude to any environment. Please feel free to contact me at [phone number] or [email address] if you have any questions.
Sincerely,
[Your Name]
Character Reference Letter Example for a Job
Dear Hiring Manager,
I am pleased to recommend Daniel Brooks for the customer service associate position at your company. I have known Daniel for more than six years through our local community volunteer program, where we have worked together on several weekend food distribution events.
Daniel is one of the most dependable and thoughtful people I know. He consistently arrives early, treats every person with respect, and stays calm even when events become busy or stressful. During one community event, our team unexpectedly had fewer volunteers than planned. Daniel immediately helped reorganize the check-in process, guided new volunteers, and made sure families received support without long delays.
What stands out most about Daniel is his ability to make people feel heard. He listens carefully, communicates clearly, and handles difficult situations with patience. I believe these qualities would make him an excellent fit for a customer-facing role.
I highly recommend Daniel for this position. I am confident he would bring reliability, kindness, and professionalism to your team. Please feel free to contact me if you need any additional information.
Sincerely,
Maria Collins
maria.collins@email.com
555-0138
Character Reference Letter Example for a Student
Dear Admissions Committee,
I am writing to recommend Priya Shah for your academic program. I have known Priya for four years as her debate coach and faculty advisor. During this time, I have watched her grow into a thoughtful, disciplined, and highly motivated student.
Priya is an excellent example of perseverance and leadership. In her second year on the debate team, she struggled with public speaking confidence. Instead of giving up, she practiced after school, asked for feedback, and volunteered for additional speaking opportunities. By the end of the year, she became one of the team’s strongest speakers and began mentoring younger students.
Priya is also deeply respectful of others. She listens carefully to different viewpoints and encourages her teammates to improve without making them feel discouraged. Her maturity and sense of responsibility have made a positive impact on our entire team.
I strongly recommend Priya for your program. I believe she has the character, discipline, and curiosity to succeed in a challenging academic environment.
Sincerely,
Jonathan Reed
jonathan.reed@email.com
555-0274
Character Reference Letter Example for a Volunteer Role
Dear Volunteer Coordinator,
I am happy to recommend Marcus Lee for a volunteer position with your organization. I have known Marcus for three years through our neighborhood youth sports program, where he has regularly helped with coaching, event setup, and parent communication.
Marcus is patient, responsible, and generous with his time. He has a natural ability to work with young people and make them feel supported. Last season, one of our newer players was nervous about joining the team and often stayed quiet during practice. Marcus took extra time to encourage him, explain drills, and help him feel included.
His kindness is matched by his dependability. When Marcus commits to helping, he follows through. He is organized, respectful, and always willing to do what is needed without seeking attention.
I highly recommend Marcus for this volunteer opportunity. I believe he would be a trustworthy and positive addition to your organization.
Sincerely,
Angela Morris
angela.morris@email.com
555-0461
Tips for Writing a Strong Character Reference Letter
Be honest. Only agree to write the letter if you can sincerely recommend the person. A vague or forced letter may hurt more than it helps.
Use specific examples. Details make the letter more believable. Instead of saying someone is responsible, describe a time when they handled responsibility well.
Match the letter to the opportunity. A character reference for a job may emphasize reliability and communication. A letter for a school application may emphasize discipline and curiosity. A letter for a volunteer role may emphasize compassion and patience.
Keep it professional. Even if you know the person personally, the letter should still use respectful language and a clear structure.
Stay concise. A one-page letter is usually enough. Avoid long stories, unnecessary background, or repeated praise.
Avoid private information. Do not include personal struggles, family issues, medical details, financial problems, or anything the applicant may not want shared.
Proofread carefully. Grammar mistakes, unclear sentences, or incorrect contact details can make the letter less effective.
Common Mistakes To Avoid
Do not make the letter too generic. A letter that could apply to anyone is not very helpful. Include details that show you truly know the applicant.
Do not exaggerate. Overly dramatic praise can sound unrealistic. It is better to be sincere and specific.
Do not include negative details. A character reference should focus on positive qualities. If you cannot write a supportive letter, it is better to politely decline.
Do not forget your relationship to the applicant. The reader needs to understand why your opinion matters.
Do not ignore instructions. If the organization asks for a specific format, word count, deadline, or submission method, follow it carefully.
Do not submit without the applicant’s permission. Make sure they know what you are sending and where it will go.
How To Ask Someone for a Character Reference Letter
If you need a character reference letter, choose someone who knows you well and can speak positively about your character.
Ask politely and give them enough time. Do not wait until the last minute. A rushed letter may be weaker than one written with proper preparation.
Give them helpful information. Share the job description, program details, deadline, submission instructions, and any qualities you hope they can mention.
You can say:
“Would you feel comfortable writing a character reference letter for me? I am applying for [opportunity], and I think you could speak to my reliability, teamwork, and communication skills. I can send the details and deadline if you are available.”
After they write the letter, thank them. A short thank-you email is professional and appreciated.
FAQ About Character Reference Letters
How long should a character reference letter be?
A character reference letter should usually be one page or less. In most cases, 300 to 500 words is enough to explain the relationship, highlight key traits, and provide a specific example.
Does a character reference letter need to be handwritten?
No. A character reference letter does not need to be handwritten. A typed letter is usually better because it is easier to read, edit, send, and store.
Can a friend write a character reference letter?
Yes, a friend can write a character reference letter if they know the applicant well and can provide specific examples. However, a mentor, coach, teacher, volunteer leader, or community member may appear more objective.
Can a family member write a character reference letter?
It is usually better to avoid close family members because their opinions may seem biased. If possible, choose someone outside your immediate family.
What should not be included in a character reference letter?
Avoid private details, negative comments, exaggerated claims, unrelated stories, and information the applicant has not agreed to share.
Should a character reference letter include contact information?
Yes. The writer should include an email address or phone number so the recipient can follow up if needed.
What traits should a character reference letter mention?
Useful traits may include honesty, responsibility, empathy, patience, leadership, teamwork, communication, dependability, discipline, and integrity.
Can I use the same character reference letter for multiple applications?
You can reuse the same basic structure, but it is better to customize the letter for each opportunity. A tailored letter feels more relevant and persuasive.
How Dokie Helps You Create Clear Career and Application Documents
Writing a character reference letter is not only about choosing the right words. It is also about organizing information clearly, presenting examples in a professional way, and making the final document easy to read.
Dokie can help with this process. Dokie is an AI presentation maker and productivity tool that helps turn ideas, notes, documents, and structured information into polished, business-ready content. For career-related tasks, users can use Dokie to organize recommendation points, summarize achievements, create application materials, prepare interview slides, or build professional presentation documents.
For example, if you are helping a student, job seeker, volunteer, or colleague prepare for an application, Dokie can help transform scattered notes into a clear structure. You can outline the person’s strengths, examples, timeline, achievements, and supporting materials, then turn that information into a clean presentation or document-style draft for review.
Whether you are preparing a reference guide, career portfolio, interview presentation, school application material, or professional recommendation content, Dokie helps make your message more structured, readable, and presentation-ready.
Conclusion
A character reference letter can strengthen an application by showing a person’s values, personality, and real-life behavior. The most effective letters are honest, specific, concise, and connected to the opportunity the applicant is pursuing.
If you are writing one, explain how you know the applicant, choose a few relevant traits, support them with examples, and end with a clear recommendation. If you are asking for one, choose someone who knows you well, give them enough time, and provide the details they need to write a strong letter.
A thoughtful character reference letter can help decision-makers see the person behind the resume, application, or interview.