How to write a reference letter (with examples)
Updated
A reference letter — called a letter of recommendation in the US and in academic applications — is written by someone who knows you, confirming your skills, character and performance for a new employer, university or landlord. A good one states how the writer knows the candidate, gives two or three specific examples, and ends with a clear recommendation and contact details.
Types of reference letter
| Type | Who writes it | Typical use |
|---|---|---|
| Professional / employment reference | Manager, supervisor or senior colleague | Job applications |
| Academic letter of recommendation | Teacher, lecturer or supervisor | University, scholarship or graduate programme applications |
| Character reference | Someone who knows you personally (not a relative): mentor, coach, community leader | First job, volunteering, tenancy, some legal or immigration matters |
Structure
- Opening: who you are, your role and how long and in what capacity you have known the candidate.
- Body: two or three strengths, each with a concrete example.
- Character: reliability, honesty, how they work with others.
- Recommendation: a clear statement ("I recommend Jordan without reservation for…").
- Contact details and an offer to answer further questions.
Professional reference example
To whom it may concern,
I am the Operations Manager at Greenline Logistics and was Jordan Lee's line manager from March 2023 to October 2026, when Jordan worked as a Warehouse Team Leader.
Jordan led a team of 12 and consistently met picking accuracy targets above 99%. When we introduced handheld scanners in 2025, Jordan trained the whole shift within two weeks and wrote the quick-reference guide we still use.
Jordan is reliable, calm under pressure and respected by the team. I recommend Jordan without reservation for a supervisory role in logistics.
Please contact me at 01632 960 123 or m.ahmed@greenline.example if you need further information.
Yours faithfully,
Maya Ahmed
Operations Manager, Greenline Logistics
Fictional example.
Character reference example
Dear Hiring Manager,
I have known Priya Shah for four years as her volunteer coordinator at Riverside Food Bank.
Priya has volunteered every Saturday, handles donations and records carefully, and is always patient with clients, many of whom are in difficult circumstances. Last winter she organised a school collection that brought in over 600 items.
I am confident Priya would be an honest, dependable and caring member of any team.
Kind regards,
Daniel Brooks
Volunteer Coordinator, Riverside Food Bank
07700 900456
Fictional example.
How to ask someone for a reference
- Ask people who have seen your work recently and will speak positively.
- Ask in advance and give them time — at least a week for a written letter.
- Send the job advert, your CV and two or three points you would like them to mention.
- Tell them when to expect a call or email from the employer.
- Thank them, and let them know the outcome.
Tips for referees
- Stick to facts you can stand behind; a reference should be accurate and fair.
- Many employers have a policy that only HR may give references — check before writing on company letterhead.
- Keep it to one page.
Listing referees on your CV? See how to write a CV. Leaving a job? Ask for a reference before your last day — see the resignation letter guide.