Reference Letter Template and Examples
Write a specific professional reference letter with a clear structure, editable template, and examples for employees, colleagues, and students.
Use a five-part structure
Open with the recommendation and relationship. Describe the person's work and strongest qualities. Add one or two examples. Explain why those qualities matter for the opportunity. Close with a clear endorsement and contact invitation.
- Relationship and length of time
- Role and responsibilities observed
- Two relevant strengths
- A concrete example with outcome
- Clear recommendation and contact information
Editable reference letter template
Dear [Recipient], I am pleased to recommend [Name] for [opportunity]. I worked with [Name] for [time] as [relationship] at [organization]. In that role, [Name] was responsible for [scope]. [Specific example of action and outcome]. This work demonstrated [relevant qualities]. Based on my experience, I recommend [Name] for [opportunity]. Please contact me at [contact] if I can provide additional context. Sincerely, [Writer name and title]
Make the endorsement specific
Replace superlatives with evidence. Reliable becomes a story about a deadline or responsibility. Strong communicator becomes a decision, audience, and result.
The writer should review and approve every sentence, even when the candidate supplies a first draft.
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Frequently asked questions
Who should write a reference letter?+
Choose someone who directly observed relevant work, such as a manager, professor, client, or senior colleague, and who can provide specific examples.
How long should a reference letter be?+
One page is usually enough. Prioritize two or three specific observations over a long list of generic qualities.
Can I draft my own reference letter?+
You can provide a factual draft when asked, but the recommender must review, revise, and personally approve the final letter.