How to write a character reference letter.

Received a request to provide a character reference letter for someone you know? Some employers may ask for a character reference from a friend, colleague or acquaintance as part of the job application process – to help them gain a better understanding of their potential new employee.

This type of reference letter is a written personal endorsement of someone’s qualities, character and abilities. It highlights their best attributes, such as integrity, reliability, and interpersonal skills. It’s different to a professional reference, which focuses on work performance and experience.

If you’ve been asked to write a character reference letter for a friend, then this is your chance to help them land the job. In this guide, we’ll share some tips and examples to help you do just that.

Key takeaways.

• Find out what a character reference letter is and when you might write one.

• Discover the difference between a character reference letter and a professional reference letter.

• Learn how to write a good character reference letter with tips and templates from Adobe Express.

What is a character reference letter?

A character reference letter allows you to vouch for an individual you know and provide an insight into some of their personal qualities. These may include their personality, positive attributes and general capabilities. There’s no alluding to work experience or job competency – it’s a chance for the prospective employer to get to know the person on a deeper human level.

It adds a different perspective for applicants, offering a deeper insight into them as individuals. Soft skills such as teamwork, empathy, or problem-solving go beyond professional qualifications. It’s a snapshot of the human being, rather than things they have achieved in their education and/or workplace.

You may be asked to write a character reference letter for a friend, colleague, or student. There may be certain situations, for example, where professional references aren’t possible, or personality traits are important for the job role – this is where a character reference letter can really help.

Who can provide a character reference letter?

Anyone can write a character reference letter, so long as they know the person well enough to provide useful insights. Applicants often ask their:

• Teacher or professor
• Coach
• Co-worker
• Friend
• Neighbour
• Mentors
• Volunteers or supervisors in non-work settings (such as charities)
• Family friends.

Each person should have first-hand experience with the applicant to provide a genuine endorsement.

What’s the difference between character reference letters and professional reference letters?

There are two types of reference letter:

• Character reference letters

• Professional reference letters.

Both form a vital part of a company’s background check; but there are key differences between the two.

A character reference is a personal reference that focuses on the job applicant’s personality and qualities. It provides employers with an insight into who the individual is on a personal level. As such, it’s often written by people the applicant knows well, such as a friend or neighbour.

A professional reference discusses the applicant’s work and their professional performance. This helps give the employer an insight into what the candidate is like in the workplace. Professional references are typically written by colleagues, supervisors or line mangers.

Employers usually specify whether they’ll conduct professional references or character references on the job advertisement. If they don’t, it’s best to provide a professional reference. More often, character references are requested after the interview.

Why is a character reference letter important?

Character reference letters are a powerful way to support someone’s application. It complements their CV, cover letter or personal statement. And writing a good one could help them land their dream role.

Benefits of a character reference letter also include:

• Highlighting personal traits. It emphasises the positive parts of their personality that may not be evident in professional references. For instance, they may offer a positive outlook, be a supportive friend, or someone that’s easy to get along with.

• Offering unique insights. It provides a different angle on the applicant’s skills and strengths, especially from non-professional settings such as volunteering.

• Reinforcing claims. It offers evidence to back up statements made in a CV, cover letter, or interview, adding credibility to their application.

• Showing adaptability. It illustrates how the applicant performs in diverse environments, including personal contexts.

• Building trust. A sincere character endorsement can create a favourable impression and instil confidence in the applicant’s suitability.

• Showcasing specific scenarios. It also highlights how the applicant’s actions or decisions positively impacted others in real life.

What can an employer say in a character reference letter?

Employers must provide a fair and accurate character reference letter. If they share their opinions in the letter, there should be evidence to support them.

A character reference can include:

• Details about how they know the employee

• How long they’ve known the employee

• The employee’s character and strengths

• How the employee is suitable for the new role.

The reference cannot:

• Be misleading

• Include irrelevant personal details

• Include details of any adjustments, absence records for disability, adoption or maternity or paternity leave, disciplinary records or investigations (unless these are recent and relevant).

Employers must also follow the discrimination law when writing a reference. This means they should not include information that could be used in a discriminatory way or disclose any protected characteristics.

How to write a good character reference – step by step.

Now you know why you’ve been asked to provide a character reference letter; it’s time to write it. Don’t worry if you’ve never written one before, we’re going to delve into a general structure you can follow:

Sample character reference letter for a friend.

Each character reference letter will be different. Each letter depends on the relationship you have with the person. We’ve included a sample template for a character reference for a friend to follow as inspiration:

[Your name]
[Your address]
[City, county, postcode]
[Email address]
[Phone number]
[Date]

[Recipient’s name]
[Company/organisation name]
[Address]
[City, county, postcode]

Subject: Character Reference for [Individual's Name]

Dear [Recipient’s Name],

I am writing to provide a character reference for [Individual’s Name], who I have been close friends with for [duration]. During this time, I have come to know them as a [key trait] individual with [positive attributes, e.g. integrity, strong work ethic, empathy].

One example of [Name]’s character that stands out occurred when [specific instance or story showcasing a positive quality]. This demonstrated their ability to [relevant skill/quality].

[Name] has consistently shown [additional qualities, e.g. reliability, problem-solving skills, or teamwork] that make them an excellent fit for [specific role or opportunity]. I have no doubt that they will bring dedication and positivity to their role at your organisation.

If you require further information or wish to discuss [Individual’s Name] in more detail, please do not hesitate to contact me at [email/phone number].

Sincerely,
[Your Full Name]

Common mistakes to avoid when writing a character reference letter.

If you’ve not written a character reference letter before, it can be helpful to make sure you know exactly what you can and can’t say.

Here are some common mistakes to avoid:

• Remain professional. Avoid giving your personal opinions, unless you have solid evidence to support them. Remember, a character reference should be fair and provide an accurate portrayal of an individual.

• Use the right tone. If you’re writing a character reference for a court case, it should be addressed correctly. The tone should be honest and formal.

• Don’t vouch for the defendant. If you’re asked to provide a character reference for a court proceeding, don’t argue against the charges or suggest the defendant is not guilty. Character references are only presented to court after a conviction or guilty plea.

• Don’t include false information. It’s important not to exaggerate or include false information in a character reference. The credibility of a character reference relies on honesty.

Legal applications of character reference letters.

Character reference letters are also used in court proceedings and other legal contexts. People who know someone involved in a criminal court proceeding may be asked to write a character reference about them.

A good character reference provides valuable insights into the defendant’s values and general conduct. This helps judges understand the defendant on a deeper level and assess whether their behaviour was out of character. The letter can be written by a range of people who know the defendant well, such as employers, friends or family members.

A character reference for a criminal court proceeding typically follows an honest and formal format. It starts by introducing the person giving the reference and their relationship with the defendant, before detailing some of the defendant’s good qualities. It may also include details about any necessary steps the defendant is taking towards improvement.

Tools and apps that can assist in creating character reference letters.

There are lots of tools and apps that can assist in creating a character reference letter. Some common tools and apps include:

Adobe Express.

Adobe Express has a range of character reference letter template ideas to help kickstart your character reference letter. Simply choose a template you like, then edit and personalise to make the letter your own.

Adobe Acrobat AI Assistant.

You could also combine Adobe Express with the Adobe Acrobat AI Assistant to help formalise your letter into a PDF format. Chat to the AI tool to help turn your thoughts into clear and credible writing, or ask it to suggest improvements. This can help you craft a clear and authentic character reference letter.

More character reference letter template ideas.

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