Reference letter template: How to write one + examples.

What is a reference letter?

A reference letter is a written endorsement that highlights a person’s strengths, qualifications, and character in relation to a specific opportunity. Employers, schools, and organizations use these letters to verify skills, assess cultural fit, and understand how a candidate performs in real‑world settings.

Modern reference letters are used for:

• Job applications and promotions
• Graduate school and academic programs
• Internships and research roles
• Scholarships and fellowships
• Housing applications
• Volunteer or community positions
• Professional certifications

Because reference checks are now standard in hiring, a strong letter can significantly influence a candidate’s success.

Professional reference letter template.

A professional reference letter focuses on workplace performance, achievements, and skills. Use this template when writing on behalf of a colleague, direct report, or former employee.

Academic reference letter template.

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.

[Your Name]

[Your Title/Position]

[Department Name] [University/Institution Name]

[Email Address]

[Phone Number]

[Date]

[Name of Recipient/Admissions Committee]

[Title/Program Name]

[University/Department]

[University Address]

Letter of Recommendation for [Student's Name]

Dear [Name of Recipient],

I am pleased to write this letter of recommendation for [Student’s Full Name], whom I have had the pleasure of working with as a [student/research assistant/colleague] in the [Department/Program Name] at [Institution Name].

During the time I have known [Name], they have consistently demonstrated exceptional [academic performance/intellectual curiosity/research ability] and a strong commitment to [field of study or discipline]. Their ability to [mention specific skills: e.g., analyze complex concepts, conduct independent research, contribute to group discussions] sets them apart from their peers.

One of the most impressive examples of their work was [briefly describe a project, paper, or achievement], which showcased their [qualities such as originality, analytical thinking, or attention to detail]. In addition to their academic strengths, [Name] is a thoughtful and collaborative individual who contributes positively to the learning environment.

I am confident that [Name] will thrive in [program, role, or opportunity] and make meaningful contributions to your institution. I strongly recommend them without reservation.

Please feel free to contact me if you require any further information.

Sincerely,

[Signature]

[Your Full Name]

Character reference letter template.

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.

[Your Name]

[Your Address]

[Email Address]

[Phone Number]

[Date]

[Recipient’s Name or Title]

[Organization or Institution Name]

[Address]

Subject: Character Reference for [Full Name of the Person Being Recommended]

To whom it may concern,

I am writing to provide a character reference for [Full Name], whom I have known for [length of time] as a [relationship — e.g., friend, neighbor, colleague, mentor].

Throughout our time together, I have found [Name] to be a person of strong moral character, reliability, and kindness. They consistently demonstrate [positive traits — e.g., honesty, responsibility, empathy], and I have witnessed their ability to handle challenges with grace and integrity.

For example, [brief anecdote or situation that illustrates their character — e.g., how they supported someone in need, showed leadership, or acted ethically in a difficult situation].

I believe [Name] would be a valuable asset to any organization or community, and I wholeheartedly support their application for [purpose — e.g., employment, housing, volunteer role].

Please feel free to contact me if you need any additional information.

Sincerely,

[Your Signature]

[Your Full Name]

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.

Once you fill out your template, you can use Acrobat to sign your PDF.