Reference letter template: What makes the best reference letter?

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.

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.

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.

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.

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 these differences:

• 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.
• Introduction. 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.
• Content paragraph 1. 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.
• Content paragraph 2. 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.
• Content paragraph 3. 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.
• Conclusion. In the final paragraph, clearly state whether you recommend the candidate for the role and if you are available for further discussion if necessary.
• Closing. Sign the letter with your contact information and a signature.

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.