Quick answer: Here's what to say in a reference letter: state who you are and how you know the candidate, name two or three strengths backed by specific examples, connect them to the job or program, and close with a clear recommendation plus your contact details. Keep it honest, specific, and under one page.
Someone you worked with just asked you to write them a reference letter. You said "Of course!" Then you opened a blank document and realized you have no idea how to start.
Don't worry. A strong reference letter doesn't require you to be a poet. It requires you to be specific.
This guide walks you through how to write a reference letter step by step: what to include, the exact phrases that work, what to leave out, and a fill-in reference letter template plus several reference letter samples you can adapt.
What Is a Reference Letter?
A reference letter is a written endorsement from someone who knows a candidate's work, skills, or character. Employers, schools, landlords, and volunteer organizations use them to confirm that the person is who they say they are and can do what they say they can do.
There are three common types:
- Professional (employment) reference: Written by a manager, supervisor, colleague, or client. Focuses on job skills, work ethic, and results.
- Academic reference: Written by a teacher, professor, or academic advisor. Focuses on learning ability, research, and academic performance.
- Character (personal) reference: Written by someone who knows the person outside of work, like a coach, mentor, or community leader. Focuses on personal qualities such as reliability and integrity.
You'll sometimes hear "reference letter" and "letter of recommendation" used interchangeably. Technically, a letter of recommendation is usually written for a specific job or program, while a reference letter can be more general. In practice, the advice is the same. (If you're on the other side of this and need to request one, see how to ask for a letter of recommendation.)
Before You Write: 3 Quick Steps
1. Decide whether you can honestly recommend them
If you can't write something genuinely positive, it's kinder to decline politely than to write a lukewarm letter. A vague or reluctant reference can hurt more than no reference at all. Something like "I don't think I know your work well enough to give you the strongest letter" is a graceful way out.
2. Ask for the details
Request:
- Their current resume
- The job description or program details
- The deadline and how to submit (email, upload portal, printed)
- Who the letter should be addressed to
- Two or three achievements they'd like you to mention
That last one is gold: the candidate will happily remind you of projects you've forgotten.
3. Pick your strengths and examples
Choose two or three qualities that matter most for the role, then attach a real example to each. That's the core of the whole letter. Everything else is packaging.
What to Say in a Reference Letter: The 5-Part Structure
A good reference letter is usually three to five short paragraphs and fits on one page.
1. Header and greeting
For a printed or PDF letter, put your name, title, organization, and contact details at the top, followed by the date and the recipient's details if you have them.
Address a specific person if you can ("Dear Ms. Chen,"). If it's a general letter that the candidate will share with several employers, "To Whom It May Concern," is still the standard here, even though it's discouraged for cover letters.
2. Opening: who you are and your relationship
State your role, how you know the candidate, and for how long. This tells the reader why your opinion matters.
I'm writing to recommend Daniel Ortiz for the Operations Coordinator role at Northwind. As Logistics Manager at Bluefield Supply, I supervised Daniel directly for three years, from 2022 to 2025.
3. Strengths with specific examples
This is the most important part. Name a skill, then prove it with a short story or result.
Daniel is one of the most organized people I've worked with. When our warehouse moved to a new inventory system, he built the transition schedule, trained a team of twelve, and kept order delays to a minimum during the switch.
Generic praise like "hard worker" or "great team player" doesn't mean much on its own. A specific example does the persuading for you.
4. Fit for the role
Connect their strengths to what the new employer or program needs. If you've read the job description, use one or two of its key words.
The Operations Coordinator role calls for someone who can manage moving parts calmly and keep teams aligned. That's exactly what Daniel did for us every day.
5. Closing recommendation and contact offer
End with a clear, confident endorsement and an invitation to follow up.
I recommend Daniel without reservation. Please feel free to contact me at (555) 234-5678 or m.reyes@bluefield.com if you'd like more information.
Then sign off with "Sincerely," your name, title, and organization.
Useful Phrases for a Reference Letter
Stuck on wording? Borrow these.
Opening lines
- "It is my pleasure to recommend [Name] for [position/program]."
- "I've had the privilege of working with [Name] for [time] as their [relationship]."
- "I'm writing to enthusiastically support [Name]'s application for [position]."
Describing strengths
- "[Name] consistently [did something specific], which resulted in [outcome]."
- "One example that stands out is when [Name]..."
- "[Name] is the person our team turned to when [type of problem] came up."
- "I was particularly impressed by [Name]'s ability to [skill]."
Closing endorsements
- "I recommend [Name] without reservation."
- "[Name] would be a tremendous asset to your team."
- "I'm confident [Name] will excel in this role."
- "Please don't hesitate to contact me if you need any further information."
Strong descriptive words: dependable, resourceful, proactive, organized, collaborative, analytical, adaptable, trustworthy, driven, detail-oriented. Pair each one with proof, though. "Resourceful" means more when you explain the time they fixed a supplier crisis with a spreadsheet and two phone calls. If you need more options, our list of words to describe a hardworking person is a good source.
What Not to Say in a Reference Letter
(Switches to serious face.) A reference letter carries your name, so accuracy and fairness matter.
- Don't exaggerate. Over-the-top praise ("the single greatest employee in human history") reads as fake and can undermine your credibility. The reader may also ask you to back up anything you write.
- Don't be vague. "She was fine" or "He did his job" is a polite way of saying "please don't hire him."
- Don't include personal or protected information. Leave out details like age, health, disability, marital or family status, religion, or anything else unrelated to the person's ability to do the job.
- Don't share confidential company information. Describe results without revealing sensitive numbers or client details your employer wouldn't want public.
- Don't reuse a generic letter. Tailor at least the opening and the fit paragraph to each job or program.
- Don't go long. One page is plenty. Nobody has ever been hired because their reference letter had a fourth page.
If your organization has an HR policy on references (some only allow HR to confirm dates and job titles), check it before you write on company letterhead.
Reference Letter Template
Copy and fill in the brackets.
[Your Name]
[Your Title], [Organization]
[Email] | [Phone][Date]
[Recipient Name]
[Recipient Title], [Company or Institution]Dear [Recipient Name or "Hiring Manager"],
I'm pleased to recommend [Candidate Name] for [position or program]. As [your role] at [organization], I [supervised / worked alongside / taught] [Candidate Name] for [length of time].
[Candidate Name] stands out for [strength #1]. For example, [specific situation and result]. They also bring [strength #2], which I saw when [specific example].
These qualities make [Candidate Name] an excellent fit for [position or program], where [key requirement from the job description] is essential.
I recommend [Candidate Name] without reservation. Please contact me at [phone] or [email] if you'd like to discuss their qualifications further.
Sincerely,
[Your Name]
[Your Title]
Reference Letter Samples
Sample 1: Professional reference from a manager
Dear Ms. Patel,
I'm happy to recommend Aisha Khan for the Marketing Specialist position at Greenleaf. I managed Aisha for two years at Harbor Media, where she worked as a Marketing Coordinator.
Aisha is creative and highly reliable. She took over our monthly newsletter when it had low engagement, redesigned the format, and introduced reader polls that our audience loved. She also managed our social media calendar across four channels without ever missing a deadline.
Greenleaf is looking for someone who can produce fresh content consistently, and Aisha does exactly that. I recommend her without reservation and am happy to answer any questions at (555) 987-6543.
Sincerely,
Carla Mendes
Content Director, Harbor Media
Sample 2: Academic reference from a professor
Dear Admissions Committee,
I'm writing to support Ethan Brooks's application to the Master of Public Health program. Ethan was a student in two of my upper-level courses, Epidemiology and Biostatistics, and completed an independent research project under my supervision.
Ethan's research on vaccination outreach in rural counties showed strong analytical skills and real curiosity. He designed his own survey, cleaned a messy dataset carefully, and presented his findings clearly at our department's student research day.
Ethan is prepared for graduate-level work, and I recommend him with enthusiasm.
Sincerely,
Dr. Laura Kim
Associate Professor of Public Health
Sample 3: Character reference
To Whom It May Concern,
I've known Maya Torres for five years as the volunteer coordinator at Eastside Food Bank, where she volunteers every weekend.
Maya is dependable and kind. She trains new volunteers, steps in when shifts are short-staffed, and handles busy distribution days with patience and good humor.
I'm confident Maya will bring the same responsibility and warmth to any role. Please feel free to contact me at (555) 321-7788.
Sincerely,
James Walker
Volunteer Coordinator, Eastside Food Bank
Sending a Reference Letter by Email
- Subject line: "Reference for [Candidate Name] – [Position]"
- Format: Either paste the letter into the email body or attach it as a PDF (often both). A signed PDF on letterhead looks most professional.
- Contact info: Include your phone and email in the signature so the reader can follow up.
- Copy the candidate if appropriate, or let them know it's been sent so they aren't refreshing their inbox all week.
Frequently Asked Questions
What should a reference letter say?
It should explain who you are and how you know the candidate, describe two or three of their strengths with specific examples, explain why they fit the role or program, and end with a clear recommendation and your contact information.
How long should a reference letter be?
Usually one page, or about three to five short paragraphs. Academic references for graduate programs can run a bit longer, but most employment references are better short and specific.
What should you not put in a reference letter?
Avoid exaggeration, vague statements, confidential company information, and personal details unrelated to the job, such as age, health, religion, or family status. Stick to what you have directly observed.
Can I refuse to write a reference letter?
Yes. If you don't know the person well enough or can't recommend them honestly, decline politely. It's better for them to find a reference who can speak about their work with genuine enthusiasm.
Can the candidate draft their own reference letter?
Some referees ask candidates to provide a draft or a list of points to cover, which is common and acceptable. The final letter should still reflect your honest opinion and your own voice, and you should edit it before signing.
What's the difference between a reference letter and a letter of recommendation?
They're very similar. A letter of recommendation is usually written for a specific job, school, or program, while a reference letter can be more general and shared with several employers.
Who should write a reference letter?
Ideally someone who has observed the candidate's work or character directly: a manager, supervisor, colleague, professor, client, or mentor. Avoid family members unless the request specifically allows it.
Help Them Land the Job
A great reference letter backs up what the candidate's resume claims. If you're the one job hunting (or you know someone who is), our Resume Builder helps create a resume that lines up neatly with what your references will say. And if you want to list your references properly, see our guide to references on a resume and how to ask for a reference.