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Reference letter template: How to write a reference letter?
Simplify creating a reference letter for a colleague with a template.
A reference letter sets the tone for a new job or school. Using a reference letter template ensures all the necessary details are in place.
Candidates for new jobs and advanced educational programs face several hurdles and requirements to comply with a rigorous review process. They are often asked to provide references that speak to their professional capabilities and personal traits. Applicants will often turn to current and past colleagues to write reference letters on their behalf.
Together with resumes and cover letters, these documents can play a pivotal part in helping an individual move on to the next stage in their application process. While many professionals largely know how to write a resume or how to write a cover letter, surprisingly very few business professionals have written a reference letter before and know where to start.
Here, we’re taking a closer look at what a reference letter is and how our reference letter template can help you craft an informative, professional document every time.
What is a reference letter?
A reference letter is a document that outlines an individual’s strengths and qualifications in relation to a particular objective. These letters are provided to formal organizations, such as prospective employers or educational institutions, to supplement their evaluation of a specific candidate.
In today’s competitive job market, references are a critical part of the hiring process. Companies and hiring managers increasingly rely on them to verify a candidate’s work history, skills, and character. For instance, recent studies indicate that approximately 78% of employers routinely check references during recruitment, while over 80% of hiring managers consider them a key factor in determining cultural fit and future potential. These statistics underscore the importance of maintaining strong professional relationships and ensuring that your references accurately reflect your accomplishments and work ethic.
Types of reference letters.
Reference letters typically provide an overview of the individual’s significant contributions to the application and fall into one of three general categories. Be sure to understand the type you are being asked to provide before getting started. You’ll also want to review program or job description specifics to have a better understanding of what could be helpful to include in your letter.
1 Professional. These letters are requested as part of a job application process, usually in the later stages of the applicant’s evaluation. They focus on a candidate’s experiences, strengths, and achievements relating to their tenure with a specific company. For example, a candidate for a management position with a new company may hope for a letter of reference from a former manager that outlines their past leadership traits and emphasizes their ability to manage both projects and people.
2 Academic. Advanced degree programs often require these letters to further evaluate an applicant’s character and scholarship skills. They tend to emphasize a candidate’s soft skills. For example, a master’s program candidate may be bolstered with a letter highlighting their organizational, problem-solving, and research skills.
3 Character. These letters are typically more subjective and written by individuals close to the applicant but who may not have worked with them directly. These letters focus on personality, temperament, and other qualities that can provide a better understanding of the applicant’s general demeanor.
Notably, reference letters are different from letters of recommendation. While professional and personal connections, including friends and coworkers, can submit a letter of recommendation, a reference letter is typically only drafted by a current or previous employer.
Customizable reference letter template.
What all of these reference letter examples have in common is the need to provide a relevant, detailed description of the applicant’s qualifications as they relate to the opportunity at hand. While the reasons for recommending someone may be plentiful, many business professionals balk at the idea of taking the time to draft a reference letter from scratch.
The good news is that professional reference templates can help. While the writer will need to spend some time customizing the content to match the individual’s qualities, the format and included information categories are fairly consistent across all reference letter templates.
To get you started, we’re sharing our own reference letter template to support a job applicant’s interview process. Then, we’ll walk you through each section and show you how to make this template your own as needed.
How to write and format a reference letter.
A thorough letter includes a summary of the candidate’s skills and excerpts showcasing their unique contributions to the company. You should also take the time to establish your relationship with the candidate, helping to validate the importance of their opinion.
While you may want to start your reference letter as a Word document, you may want to convert Word to PDF as the document will look the same across all devices. When composing your letter, include details that would be helpful to you if you received a document of the same type.
Each section of the letter serves a specific purpose to highlight the candidate’s capabilities and help the recipient determine whether the individual is fit for the opportunity in question. While this process may seem similar to writing a cover letter, be aware of the differences. Here are the 7 steps to writing a reference letter:
- Include recipient contact details. While you may be simply emailing a file or providing an attachment to the candidate to include in an application, address your letter formally. Be sure to ask the candidate for complete details about their contact, including name, address, and job title.
- Start with the context. As you begin, reiterate the purpose behind your letter, including the candidate’s name and the corresponding role. These details will ensure the recipient knows exactly who you are writing about and for what purpose.
- Make your relationship with the candidate clear. Clearly state how you know the candidate and encompass your professional relationship. This explanation will legitimize your feedback to the recipient and provide additional context for the letter’s content.
- State the candidate’s qualifications. Now, focus on the candidate’s alignment with the role in question. Consider referencing the job or program description to target specific capabilities that the candidate demonstrates and how those capabilities support the open role. Call out specific instances of how the candidate has contributed to projects and any related accomplishments.
- Highlight the applicant’s specific skills. This paragraph should outline the candidate’s specific skills relevant to the role in question. Note the difference here between hard and soft skills — hard skills are knowledge competencies or technical capabilities specific to a particular job or career, whereas soft skills are personality traits that can enhance an applicant’s ability to perform required functions.
- Make your recommendation. In the final paragraph, clearly state whether you recommend the candidate for the role and if you are available for further discussion if necessary.
- Sign the letter. Sign the letter with your contact information and a signature.
A reference letter should be:
- Brief. Help the recipient to understand your intent and whether you recommend the candidate within just a few minutes of reading.
- Candid. Don’t overstate any achievements since the candidate may be asked to verify their skills in a follow-up task.
- Specific. Include facts or metrics to illustrate your points relevant to the candidate’s work history.
When formatting a reference letter, a professional reference template should be designed with left-text alignment and one-inch margins. Choose an easy-to-read system font and keep the paragraphs concise.
Remember that you can always edit an existing PDF to quickly generate a new recommendation once you have established your reference letter sample. Keep your documents organized by creating a dedicated folder for your template and a separate folder for customized letters for specific individuals.
Reference letter sample.
Saving time is one of the many benefits of using a reference letter template. Business professionals can quickly, easily, and accurately provide feedback on a particular individual with just a few changes to a tried-and-true letter of reference template without worrying that the content will be too general. Beyond efficiency, a reference letter sample can help you with the following:
- Consistency. A template ensures a consistent format and content for your reference letters, presenting a polished image.
- Accuracy. Using a template can also help limit errors in your references.
- Organization. Templates allow for a professional and organized presentation of your references, making them easy to read and navigate for potential employers.
- Thoroughness. While each letter should be customized to meet a candidate’s unique skill set and situational requirements, a template can reduce omissions and remind you to include specific details.
With these parameters in mind, let’s put the template to practice with a reference letter sample.
March 13, 2024
John Doe
ABC Company
123 Main Street
Anywhere, NY 11111
Dear Mr. Doe,
It is my understanding that Jane Smith has applied for a project manager position with ABC Company. I am pleased to offer my insight into Jane’s qualifications and character related to the available position.
I have known Jane for over three years and had the pleasure of supervising her as a member of the software development department here at XYZ Company.
During that time, Jane proved to be a valuable team contributor, helping us achieve reduced scope creep on our development sprints while also increasing time to delivery across our agile development team. She also worked on a number of notable projects, including the rollout of our new project management software, helping to deploy the system with limited downtime and reducing departmental costs by 10%.
Throughout her employment, Jane demonstrated proficiency in determining and tracking success metrics and governing project timelines and schedules, making her a valuable asset to our company. Jane has always worked with integrity and diligence, exhibiting adaptability and collaborative skills throughout her tenure with us.
It is with great pleasure that I recommend Jane Smith for your consideration. If you have any questions, I would be happy to comment further on my experience with Jane. You can reach me via email at mmanager@xyzcompany.com or by calling (555) 555-5555.
Respectfully,
Matthew Manager
Software Development Lead
XYZ Company
987 Main Street
Anywhere, NY 11111
Create your reference letter template with Adobe.
Once you have a reference letter template in place, you can feel more at ease agreeing to serve as a reference for colleagues, coworkers, and others in your professional network. The key is to create a template that is flexible but direct, allowing you to easily customize it to the specifics of a given candidate.
Also consider taking a few moments to collect your thoughts on a particular person or look through past documentation to recall details, projects, or skills. While you might be tempted to highly tout someone’s value, be sure to keep your examples concrete and relevant to the opportunity the individual has applied for.
Tools like Adobe Acrobat can help you cross the finish line with any letter of reference template by supporting everything from PDF generation to e-signatures.
Frequently asked questions.
How do you write a good reference letter?
What is an example of a good reference?
What are the six details that should be included in a letter of recommendation?
- Recipient contact details and salutation
- Introduction
- Relationship to the candidate
- Candidate alignment with the opportunity with value examples
- Conclusion and confirmation of recommendation
- Closing and contact details
What is the best way to start a reference letter?
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