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How to write a reference letter (with examples)

Published · Hiring and HR letters

A reference letter puts in writing what you already know about someone's work or tenancy. The best ones are specific, factual and short. They confirm the relationship, give one or two concrete examples, and say clearly whether you would work with the person again.

Reference or verification?

A reference is an opinion: how the person performed, how they worked with others, whether you would rehire them. A verification letter only confirms facts: job title, dates of employment and sometimes salary. Employers often ask for verification because it is quicker and avoids subjective judgments. Landlords ask for a reference or a verification of rent history. Decide which one has been requested before you write.

Before you write

  • Get consent. Ask the person what the letter is for and who will read it. Check whether they want salary included.
  • Check your policy. Some employers only give dates and job titles. Follow the policy even if you would like to say more.
  • Stick to facts you can support. A performance rating, a completed project, a date or a tenancy record is defensible. A guess about honesty is not.
  • Keep it proportionate. One page is plenty. A long letter with no examples is less useful than a short one with two.

A structure that works

  1. Who you are and how you know the person. Your role, the organisation, and the dates you worked together.
  2. What they did. The role or tenancy and one or two specific responsibilities or achievements.
  3. How they did it. Reliability, communication, quality of work, handling of a difficult project. Use an example rather than adjectives alone.
  4. Would you do it again? A clear closing sentence: "I would employ [name] again" or "I recommend them without reservation". If you cannot say that, say what you can support.
  5. Contact details. Offer to answer follow-up questions, with your role and a phone number or email.

Sample wording

To whom it may concern,

I am the [role] at [organisation] and I worked with [name] from [date] to [date], when they were [role].

[Name] was responsible for [one or two specific responsibilities]. During [project or period], they [specific, verifiable achievement]. They were reliable with deadlines and communicated clearly with clients and colleagues.

I would be happy to work with [name] again. Please contact me on [phone] or [email] if you would like more detail.

Yours sincerely,
[Name]
[Title]

What to leave out

  • Protected characteristics and health. Do not mention age, race, religion, disability, pregnancy or family plans, even positively.
  • Unsupported opinions. "Always honest" is hard to defend; "handled cash reconciliations for two years without a discrepancy" is not.
  • Confidential details. Do not disclose client names, disciplinary records or salary unless the person agreed and your policy allows it.
  • Faint praise that hints at a problem. If you cannot give a positive reference, say only what you can verify and explain that to the person.

For landlords and tenants

A landlord reference should confirm the tenancy dates, rent amount, payment record and whether the property was left in good condition. It should not speculate about the next tenancy. A tenant asking a previous landlord for a reference can offer the dates and address so the landlord does not have to look them up.

Use the free reference letter template for employment or character references, the employment verification letter when only facts are needed, or the landlord reference letter for a tenancy. If the person is leaving a job, the termination letter guide covers the other side of the record.

General information, not legal advice. Reference practices and privacy rules differ by country.

Questions

Can an employer refuse to give a reference?

In many places an employer has no legal duty to provide one, although some sectors and contracts require it. Policies usually set out who may give a reference and what it may contain.

Can I give a bad reference?

A reference must be accurate and not misleading. If you cannot say something positive, it is usually safer to confirm only dates and job title than to include criticism you cannot substantiate.

Should a reference letter include salary?

Only if the person has agreed and your policy allows it. Verification letters for mortgages or visas sometimes need salary; otherwise dates and role are usually enough.

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