Writing a Reference Letter: Template and Example

What Is a Reference Letter?

A reference letter is a formal letter that recommends a person for a role, program or opportunity. It is usually written by someone who knows the candidate through work, school, volunteering, leadership, community involvement or another meaningful setting.

The purpose of a reference letter is to give the reader a trusted outside opinion about the candidate. A resume or application can list skills and achievements, but a reference letter adds context. It can describe the candidate’s work ethic, communication style, reliability, leadership, character and specific accomplishments.

Reference letters are also known as recommendation letters, letters of reference or character references. The exact name may vary depending on the situation, but the goal is usually the same: to help someone else understand why the candidate deserves serious consideration.

When You Might Write a Reference Letter

You may be asked to write a reference letter in many situations. A former employee might need one for a new job. A student may need one for a college application, graduate program or scholarship. A colleague may ask for a professional reference when applying for a promotion or leadership role. A volunteer may need a letter for a nonprofit, community position or service program.

Common situations include:

Job applications
College or graduate school applications
Scholarship applications
Internship applications
Professional license applications
Promotion opportunities
Volunteer roles
Housing applications
Character references for formal reviews
Immigration or visa-related support letters, when appropriate

Before agreeing to write the letter, make sure you can provide a positive and specific recommendation. If you do not know the person well enough, or if you cannot honestly support them, it is better to politely decline than to write a weak or vague letter.

What To Do Before Writing a Reference Letter

Before you start writing, ask the candidate for the information you need. This helps you make the letter more accurate and relevant.

Ask for the opportunity details. You should know what role, program or organization the candidate is applying to. A letter for a sales role should highlight different qualities than a letter for a graduate research program.

Ask for the candidate’s resume, portfolio or application materials. These can remind you of their achievements and help you avoid missing important details.

Ask what they want emphasized. They may want you to focus on leadership, communication, technical skills, academic performance, reliability or growth.

Ask for the deadline and submission method. Some letters are uploaded through a portal, some are emailed directly and others are printed or attached to an application.

Ask whether the letter should be confidential. In some cases, the candidate may not see the final letter. In other cases, they may need a copy to submit themselves.

The more context you have, the stronger and more useful your letter will be.

Types of Reference Letters

There are several types of reference letters. The best type depends on the candidate’s goal and your relationship with them.

Professional Reference Letter

A professional reference letter is usually written by a manager, supervisor, client, colleague or business partner. It focuses on the candidate’s job performance, workplace skills, reliability, communication, results and professional behavior.

This type of letter is common for job applications, promotions, consulting opportunities and professional programs.

Employment Reference Letter

An employment reference letter is often written by a former manager or employer. It confirms the candidate’s work history and describes their performance in a specific role.

It may include details such as job title, responsibilities, achievements, strengths and how the candidate contributed to the team or company.

Academic Reference Letter

An academic reference letter is usually written by a teacher, professor, advisor or academic mentor. It focuses on the candidate’s academic ability, intellectual curiosity, research skills, classroom performance and potential.

This type of letter is common for college admissions, graduate programs, scholarships and academic internships.

Character Reference Letter

A character reference letter focuses on personal qualities rather than professional performance. It may be written by a mentor, community leader, volunteer coordinator, coach or someone who knows the candidate well outside of work.

This type of letter may discuss honesty, responsibility, compassion, discipline, maturity and community involvement.

Personal Reference Letter

A personal reference letter is similar to a character reference, but it may be less formal depending on the situation. It is usually used when the reader wants to understand the candidate’s personality, values and trustworthiness.

However, personal references should still be specific and credible. In many professional situations, a reference from a manager, teacher or colleague is stronger than one from a close friend or family member.

What To Include in a Reference Letter

A strong reference letter should include several key elements.

Your Relationship With the Candidate

Start by explaining who you are and how you know the candidate. Mention your role, the organization or setting where you worked together and how long you have known them.

For example, you might write:

“I supervised Jordan Lee for two years at Northline Media, where they worked as a marketing coordinator on our content strategy team.”

This context helps the reader understand why your opinion matters.

The Candidate’s Relevant Strengths

Choose two or three strengths that are most relevant to the opportunity. These may include leadership, teamwork, communication, problem-solving, creativity, technical ability, attention to detail or resilience.

Avoid listing too many traits. A focused letter is usually more convincing than a broad one.

Specific Examples

Specific examples make the letter believable. Instead of saying the candidate is “a strong leader,” describe a situation where they led a project, solved a problem or helped a team succeed.

For example:

“When our team had to prepare a client presentation on a tight timeline, Maya organized the workflow, clarified responsibilities and helped the team deliver the final deck one day early.”

Concrete examples show the reader what the candidate actually did.

Results or Impact

Whenever possible, include the impact of the candidate’s work. This could be a measurable result, a business outcome, a team improvement or a meaningful contribution.

For example:

“His process improvements reduced weekly reporting time by nearly 30% and helped the team focus more time on analysis.”

Results help the letter feel more practical and persuasive.

A Clear Recommendation

The letter should clearly state that you recommend the candidate. Do not make the reader guess. Use direct language such as:

“I strongly recommend Taylor for this position.”

or:

“I believe Priya would be an excellent addition to your program.”

Your Contact Information

End the letter by offering to provide more information. Include your name, title, email address and phone number if appropriate.

This gives the reader a way to verify the recommendation or ask follow-up questions.

How To Format a Reference Letter

A professional reference letter should be clear, organized and easy to read. Most letters are one page long and use a formal business letter structure.

A standard format includes:

Date
Recipient name and title, if known
Company, school or organization name, if known
Greeting
Introduction
Body paragraphs
Conclusion
Signature
Contact information

If you do not know the recipient’s name, use a general greeting such as “Dear Hiring Manager,” “Dear Admissions Committee” or “To Whom It May Concern.” If you know the person’s name, use it.

Keep the tone professional and positive. Use short paragraphs and avoid overly emotional language. The letter should sound sincere, not exaggerated.

How To Write a Reference Letter Step by Step

1. Start With a Professional Greeting

Begin with the date and a formal greeting. If you know the recipient’s name, address them directly. If not, use a general but appropriate greeting.

Examples:

Dear Hiring Manager,
Dear Admissions Committee,
Dear Ms. Rivera,
To Whom It May Concern,

A specific name is best when available because it makes the letter feel more personal and intentional.

2. Introduce Yourself and the Candidate

In the first paragraph, explain who you are, how you know the candidate and how long you have known them. This establishes credibility.

You can also briefly state your overall recommendation.

Example:

“I am pleased to recommend Daniel Kim for the project manager position at your company. I worked with Daniel for three years at BrightPath Solutions, where I served as his direct supervisor.”

3. Describe the Candidate’s Main Strengths

In the next paragraph, focus on the candidate’s most relevant strengths. Choose qualities that match the opportunity.

For a job, you might highlight work performance, communication, leadership or technical skills. For an academic program, you might emphasize research ability, discipline, curiosity or writing skills.

4. Add Specific Examples

Use one or two examples to support your claims. The example should show the candidate in action.

For example, describe a project they completed, a challenge they handled, a result they achieved or a situation where they showed strong judgment.

5. Explain Why They Are a Good Fit

Connect the candidate’s strengths to the opportunity. This helps the reader understand why the recommendation matters.

For example:

“Because the role requires both client communication and careful project coordination, I believe Elena’s combination of organization, empathy and follow-through would make her an excellent fit.”

6. Close With a Strong Recommendation

End with a clear final endorsement. Offer to answer additional questions if needed.

Example:

“I strongly recommend Marcus for this role and would be happy to provide additional information about his work.”

7. Add Your Signature and Contact Details

Finish with your name, title, organization and contact information. If you are sending a printed letter, leave space for a signature. If you are sending by email, a typed signature is usually acceptable.

Reference Letter Template

Use this template as a starting point. Customize it with specific details, examples and language that fit the candidate and opportunity.

[Date]

Dear [Recipient Name or Title],

I am pleased to recommend [Candidate Name] for [position, program or opportunity]. I have known [Candidate Name] for [length of time] through [your relationship, company, school or organization], where I served as [your role or connection].

During the time I worked with [Candidate Name], I was consistently impressed by their [key strength], [key strength] and [key strength]. In their role as [candidate’s role or context], they demonstrated a strong ability to [relevant skill or responsibility].

One example that stands out is [specific example or achievement]. In this situation, [Candidate Name] [describe what they did], which resulted in [positive result, improvement or impact]. This example reflects their ability to [connect the example to the opportunity].

In addition to their professional or academic strengths, [Candidate Name] is [personal quality or character trait]. They are reliable, thoughtful and able to work well with others. I believe these qualities would make them a strong fit for [position, program or opportunity].

I strongly recommend [Candidate Name] and believe they would be a valuable addition to your [team, organization, program or company]. Please feel free to contact me at [phone number] or [email address] if you would like any additional information.

Sincerely,
[Your Name]
[Your Title]
[Your Organization]
[Your Phone Number]
[Your Email Address]

Reference Letter Example

Here is a complete example of a professional reference letter.

March 12, 2026

Dear Hiring Manager,

I am pleased to recommend Emily Carter for the account manager position at your company. I worked with Emily for three years at Westbridge Digital, where I served as her direct supervisor on the client success team.

During her time at Westbridge Digital, Emily consistently showed strong communication skills, excellent judgment and a deep commitment to client relationships. She managed a portfolio of mid-market clients and was often trusted with accounts that required careful coordination, fast response times and a high level of professionalism.

One example that stands out is her work with a major client during a complex product rollout. The project involved multiple stakeholders, changing timelines and several rounds of client feedback. Emily created a clear communication plan, kept the internal team aligned and made sure the client always understood the next step. As a result, the rollout was completed successfully, and the client renewed their contract for the following year.

Emily is also a thoughtful teammate. She is organized, dependable and calm under pressure. She often helped newer team members prepare for client calls and shared practical advice without being asked. Her ability to combine professionalism with empathy made her a valuable part of our team.

I strongly recommend Emily Carter for the account manager position. I believe she would bring strong client relationship skills, sound judgment and a positive attitude to your organization. Please feel free to contact me at 555-283-1946 or laura.mitchell@example.com if you would like any additional information.

Sincerely,
Laura Mitchell
Director of Client Success
Westbridge Digital
555-283-1946
laura.mitchell@example.com

Tips for Writing a Strong Reference Letter

Be specific. A strong letter includes examples, not just adjectives. Instead of writing “She is a great employee,” explain what made her great.

Be honest. Do not exaggerate the candidate’s abilities or claim experience you did not personally observe.

Match the opportunity. The best letters are tailored to the role, school or program. A generic letter is less persuasive.

Use a professional tone. Keep the language respectful, clear and confident.

Focus on strengths you can verify. If you supervised the candidate’s work, discuss work quality and performance. If you taught the candidate, discuss academic ability and classroom behavior.

Keep it concise. Most reference letters should fit on one page. A clear three- to five-paragraph structure is usually enough.

Proofread carefully. Errors can make the letter seem rushed and may weaken the recommendation.

What To Avoid in a Reference Letter

Avoid vague praise. Words like “nice,” “good” and “hardworking” are not enough unless you support them with examples.

Avoid irrelevant personal details. Do not include information about the candidate’s age, family, health, religion, politics or other personal matters that do not relate to the opportunity.

Avoid criticism. A reference letter should support the candidate. If you cannot write a positive letter, it is usually better to decline the request.

Avoid overpromising. Do not say the candidate is perfect or guaranteed to succeed. Strong, realistic praise is more credible.

Avoid copying a template without customization. Templates are helpful, but the final letter should sound personal and specific.

Avoid making the letter too long. A long letter is not always stronger. The reader should be able to understand the recommendation quickly.

How To Ask Someone for a Reference Letter

If you are the person requesting a reference letter, make the process easy for the writer.

Ask early. Give the writer enough time to prepare a thoughtful letter.

Choose the right person. Pick someone who knows your work, character or academic ability well.

Provide useful materials. Send your resume, the job description, the program details and a short note about what you hope the letter will emphasize.

Be clear about the deadline. Include the due date and submission instructions.

Thank the writer. A reference letter takes time, so send a sincere thank-you message afterward.

You can use this message:

Dear [Name],

I hope you are doing well. I am applying for [position, program or opportunity], and I wanted to ask whether you would be comfortable writing a reference letter for me.

I think your perspective would be valuable because [brief reason, such as “we worked closely together on the product launch project”]. The deadline is [date], and the letter should be submitted by [submission method].

I would be happy to send my resume, the opportunity description and a few details that may help. Thank you for considering my request.

Best,
[Your Name]

Reference Letter vs. Recommendation Letter

Reference letters and recommendation letters are very similar, and many people use the terms interchangeably. However, there can be a slight difference in how they are used.

A reference letter often provides general support for a candidate. It may describe the person’s character, work habits, skills and qualifications.

A recommendation letter is often more targeted. It usually recommends the candidate for a specific job, school, scholarship or program.

For example, a general reference letter might say that a former employee is reliable, skilled and professional. A recommendation letter for a specific marketing manager role would explain why that person is especially qualified for that exact position.

In practice, the most important thing is not the label. The most important thing is that the letter clearly explains who the candidate is, why they are qualified and why the writer recommends them.

FAQ About Reference Letters

How long should a reference letter be?

A reference letter is usually one page long. Three to five short paragraphs are enough for most situations.

Who should write a reference letter?

A strong reference letter should come from someone who knows the candidate well and can speak honestly about their abilities. This could be a manager, professor, mentor, colleague, client or volunteer supervisor.

Can a friend write a reference letter?

A friend can write a character reference in some situations, but professional or academic references are usually stronger for jobs and school applications. Family members are generally not ideal because they may appear biased.

What should a reference letter include?

A reference letter should include the writer’s relationship with the candidate, the candidate’s relevant strengths, specific examples, a clear recommendation and the writer’s contact information.

Should a reference letter be signed?

If the letter is printed or submitted as a formal document, a signature is helpful. For email or online submissions, a typed name and contact information are usually acceptable.

Can I use the same reference letter for multiple jobs?

You can use a general reference letter for multiple applications, but a tailored letter is usually stronger. The more closely the letter matches the opportunity, the more persuasive it will be.

Should the candidate see the reference letter?

This depends on the situation. Some letters are confidential and sent directly to the employer or school. Others are shared with the candidate. Ask about the required process before writing or submitting the letter.

What if I do not feel comfortable writing a reference letter?

If you cannot honestly write a positive and specific letter, it is better to decline politely. You can say that you do not feel you are the best person to provide the reference.

How do I make a reference letter sound professional?

Use a clear structure, formal greeting, specific examples and respectful language. Avoid slang, exaggeration and vague praise.

Can a reference letter help someone get a job?

Yes, a strong reference letter can support a candidate’s application by confirming their skills, experience and character. It does not guarantee a job, but it can strengthen the candidate’s credibility.

How Dokie Helps You Turn Career Guidance Into Professional Presentations

Reference letters are often part of a larger career development process. Job seekers may need resumes, cover letters, interview preparation materials, career plans and professional portfolios. Recruiters, educators and career coaches may also need to explain these topics clearly to students, employees or clients.

Dokie can help turn this kind of career guidance into polished, easy-to-understand presentations. As an AI presentation maker, Dokie helps users create business-ready slides from notes, outlines, documents, URLs and structured content. Instead of spending hours formatting slides manually, users can focus on the message while Dokie helps organize the content into clean layouts.

For example, a career coach could use Dokie to create a workshop deck on how to request a reference letter, how to choose the right reference and how to write a strong recommendation. An HR team could build internal training slides for managers who are asked to write employee references. A teacher or university advisor could create a presentation that explains reference letters, resumes and interview preparation in one clear learning session.

Whether you are preparing a job search workshop, an HR training deck or a professional development presentation, Dokie helps make complex career topics easier to present and share.

Final Thoughts

A reference letter can make a meaningful difference in a candidate’s application. It gives the reader a clearer view of the candidate’s strengths, achievements and character from someone who has seen their work or behavior firsthand.

The best reference letters are specific, honest and relevant. They explain how the writer knows the candidate, highlight the candidate’s most important strengths and include examples that show real impact. A template can help with structure, but the final letter should always be customized.

Before writing, gather the right information. Understand the opportunity, ask about the deadline and choose examples that support the candidate’s goals. With a clear format and thoughtful details, you can write a reference letter that feels professional, credible and genuinely helpful.