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Reference letter

Reviewed by Clausery editors · · 2 min read

A professional recommendation letter describing how you know the person, in what capacity, key strengths with examples, and a clear recommendation for the role, programme or tenancy.

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A reference carries weight when it is specific and truthful - concrete examples beat generic praise.

Do not agree to write one unless you can honestly recommend the person. A lukewarm reference is often worse than declining.

What to include#

  • Salutation and relationship. Who the letter is to, who you are, and how you know the person.
  • Length of time and capacity. How long you have known them and in what role (manager, colleague, teacher, landlord).
  • Specific strengths. Two to four concrete strengths with short examples (reliability, quality, teamwork, initiative).
  • Direct recommendation. A clear statement recommending them without reservation.
  • Contact and signature. Offer to answer follow-up questions; sign and include your title and contact details.

How to fill it in#

  1. Step 1: Confirm you are the right person

    Only agree if you know their work well and can recommend them honestly.

  2. Step 2: Ask for context

    Get the job description, their CV and who the letter should be addressed to.

  3. Step 3: Be specific

    Give 2-3 concrete examples of strengths rather than generic adjectives.

  4. Step 4: Match to the role

    Highlight skills relevant to the new role or tenancy.

  5. Step 5: Sign and send

    Sign a printed copy if required; PDF by email is usually fine. Keep a copy.

Employment verification letter

For confirming dates and title rather than recommending.

Offer letter

The letter new hires receive after references check out.

Landlord reference letter

For landlords referencing a tenant.

How to write a reference letter

Tips and sample wording.

Free HR letter templates

Full HR letter library.

Questions

Do I have to give a reference?

No legal obligation in most places; many companies have a policy of confirming dates and title only.

Can I give a bad reference?

Only if factually accurate and you can substantiate it; false negatives can be defamatory.

Personal vs professional?

Professional references carry more weight for jobs; personal references work for rentals or first jobs.

Do I need letterhead?

If writing as a current/former employer, letterhead adds credibility.

How long?

One page is enough - short and specific beats long and generic.

Browse all templates →

These are general templates, not legal or tax advice. Have anything unusual reviewed for your jurisdiction.

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