Letter of Reference: Definition and Example

When you apply for a new job, it’s helpful to have a letter of reference that can attest to your skills and experience. In some cases, you may even be asked to write a letter of reference on behalf of a co-worker or other employee. Understanding how to write one can help you provide a positive endorsement for someone seeking a job or other type of referral. Read on to learn more about a letter of reference, what it entails, the various types, and what a reference example looks like.

Also known as a letter of recommendation or reference letter, a letter of reference refers to a document that endorses an individual’s capabilities, character traits, and the overall quality of their work. Letters of reference are most often used during a company’s hiring process to ensure a candidate possesses the qualities the company is looking for. In conjunction with a candidate’s resume and cover letter, hiring managers can use a reference letter to determine if the candidate meets the job’s most basic requirements based on another party’s endorsement.

What is included in a letter of reference?

When you write a letter of reference, it’s important that your writing is both clear and concise. In addition, you need to state why you’re recommending someone and show that you’re in a position to provide them with a good recommendation. To do this, there are several elements you need to include. Here are the main items you need for a solid letter of reference:

• Your relationship to the candidate or individual: Toward the beginning of your reference letter, describe how you know the candidate. For example, you can state that you worked alongside them in the past or worked as their manager in their previous position.
• How long you’ve known the candidate or individual: Make sure your letter lets the reader know how long you’ve known the candidate. Provide them with a specific number of months or years.
• Their positive traits and qualities: Provide the reader with a list of the candidate’s best qualities that can help them succeed in the position they applied for. Some examples of admirable qualities include strong communication skills, dedication, and time management skills. You should also include a few examples that attest to these traits.
• A final statement regarding your recommendation: Close out your reference letter with a clear statement of your recommendation. For example, ‘Based on our previous working relationship, I’m confident that June would excel in the graphic designer role at your company.’
• Your contact information: If the reader wants to contact you regarding your reference letter, it’s important to include two ways for them to reach you, such as your phone number and email address.

Overall, make sure your reference letter has a positive tone, contains specific examples, is concise, and avoids divulging personal information on behalf of the candidate. You should also be honest in your reference letter so the reader or recruiter has a greater sense of what the individual can accomplish at their own company.

Types of reference letters

Though all letters of reference endorse an individual and follow a similar structure, certain reference letters serve different purposes. Here are some types of reference letters that are used for various purposes:

• Academic references: An academic reference provides an assessment of an individual’s scholarly skills and personal character. It highlights their potential promise, their strengths and weaknesses, and their personal attributes.
  
• Character reference: Often less formal than other reference letters, this type of reference is ideal for entry-level job applicants. A character reference highlights a candidate’s soft skills, their abilities, and explain why they’d make a great fit for a potential employer. They’re often written by teachers or coaches.
  
• Business references: These references are made for professional contacts such as clients, vendors, or business associates. A business reference also allows you to assess a contractor’s quality of work.
• Employee references: An employee reference letter recommends an individual for a job at a particular company. The writer provides an assessment of the candidate’s skills and abilities and provides readers with examples of how the candidate excelled in their prior positions or field in general.
  

Letter of reference template

Use the following template to create a letter of reference for an employee:

[Date]

Dear [Mr./Mrs./Ms. name of recipient],

I am writing to recommend [full name of individual or job candidate] for [what you’re recommending them for]. I have known [person you’re recommending] for [how long you’ve known them and the capacity at which you know them]. During our time together, I witnessed [their qualities and character traits]. They managed to [examples of positive things they accomplished]. Based on our experience together, I’m confident in my recommendation of [person you’re recommending] for [what you’re recommending them for]. If you have further questions about [person you’re recommending], feel free to reach me at [phone number] or [email address].

Sincerely,

[Your name and signature]

Letter of reference example

If you need further assistance writing a reference letter, consider the following example of an employee letter of reference:

Dear Mrs. Abbott,

I am writing to recommend Avery Jones for the Senior Writer position at Waverly Media. I have known Avery throughout the five years she’s spent as my writer at Richmond News. During our time together, I witnessed her devotion to her craft and superior writing skills. As an arts writer at Richmond News, she always exceeded expectations, turned assignments in on time, and embraced every project with a positive attitude. Based on our experience together, I’m confident in my recommendation of Avery Jones for the Senior Writer role at Waverly Media. If you have further questions about Avery, feel free to reach me at 555-555-5555 or hollywright@email.com.

Sincerely,

Holly Wright