How to Write a Reference Letter: Sample & Template

Whether you’re applying for a job and need to provide a reference letter, or you’ve been asked to write one for someone else, it can feel somewhat intimidating. For applicants, it’s an important part of the application alongside your CV and cover letter. For referees, it’s a responsibility that requires clarity, honesty, and the appropriate tone.

Don’t panic. This guide includes a brand-new UK reference letter template for your use. You’ll also get clear, step-by-step instructions on how to write a reference letter, with specific tips for professional, academic, and personal contexts.

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What is a reference letter?

A reference letter is a formal note written by someone who knows you well and can endorse your professional and personal qualities. It is typically requested when applying for a job, university place, scholarship, or another opportunity where additional support can be advantageous.

The main aim of this letter is to provide a personal and professional endorsement that exceeds what your CV or application alone can communicate. In the context of work life, an employment reference letter gives the reader a clearer understanding of your character, professional skills, and work performance.

Generally, letters of reference are written by individuals who have worked closely with you, such as previous managers or supervisors, as well as professors or mentors. Reference letters are valuable because they offer insight into your potential from a trusted perspective.

Reference letters are most commonly used for job applications, university admissions at all levels, scholarship applications, and other competitive selection processes where a strong endorsement can help distinguish you.

How to write a reference letter from an employer

If your former employee, student, or mentee asked you for a reference letter, you can follow the tips below to create one that will support them:

1. Begin with a formal header and proper greeting

A reference letter is a formal document, so it should adhere to a standard business letter format. This includes a well-organised header and a professional salutation:

• Start with your details: name, role, company, address, phone number, and email address, and align them to the right-hand side.
• Include the full date, e.g. ‘13th February 2025’.
• Align the recipient’s name, job title, company, and address to the left.
• For the salutation, avoid dated phrases like ‘To Whom It May Concern. ’
• Address the recipient by name where possible: ‘Dear Mr Khan’ or ‘Dear Sarah’. If you are unsure of the name, ask the applicant or check the job ad or the company's website. Failing that, use ‘Dear Hiring Manager’ or ‘Dear + Job Title’ as a last resort.

2. Clearly state who the reference letter is for and the role they’re seeking

Begin with clarity to make the reader understand why you’re writing and who you’re recommending. A bit of enthusiasm helps build credibility.

• Mention the applicant’s full name.
• State the job title they’re applying for.
• Include the company’s name.
• Use upbeat, confident language to support their application.

Reference letter sample: opening paragraph

3. Describe your relationship with the applicant

After stating the purpose of the letter, describe how you know the applicant. This helps build trust and demonstrates your qualifications to offer valuable insights.

• Mention your role and the context in which you worked together.
• State how long you’ve known them professionally.
• Emphasise the value they brought to your team.
• Keep the tone positive but grounded.

Reference letter example: describing the relationship

4. Provide detailed examples of the applicant’s strengths

This is the heart of the reference letter. Use it to highlight the applicant’s key accomplishments related to their work experience, accompanied by measurable results. Structure this section carefully for clarity:

• List two or three key achievements using bullet points.
• Include metrics and outcomes, such as percentages, time saved, and improvements made.
• Match examples to the job skills needed for the role.
• Mention the applicant’s character or passion for their work.

Reference letter examples: main body paragraph

5. End the employment reference letter with a call to action and a courteous sign-off

Finish by inviting the hiring manager to follow up with any questions they may have. A friendly closing sentence can make a big difference.

• State why this person would be great for the company they’re applying for.
• Offer to provide further details via phone or email.
• Add a signature and repeat your contact details.

Reference letter: ending

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Tips on writing a work reference letter 

A reference letter can have a significant impact. It not only confirms a candidate’s background but also vividly portrays their abilities, character, and achievements. It can influence whether they are offered an interview, accepted for a course, or even granted a visa or scholarship.

That’s why it’s vital to approach reference letter writing with care. Here are my final tips on doing it right:

• Only say yes if you mean it. Never feel pressured to write a reference you’re uncomfortable with. A weak or vague recommendation is worse than providing none at all.
• Gather the key details first. Request the candidate’s CV and a link to the job or course for which they are applying. This provides context and helps tailor your letter to what matters most.
• Check what they’d like included. Some candidates might have a particular project, skill or achievement they’d love you to emphasise. Ask them, as it can make your letter much more relevant.
• Focus on specific traits and examples. General praise won’t stand out. Share real examples of how they worked, performed, or handled situations that showcase their strengths.
• Keep your tone warm and confident. Use positive, confident language. Let the reader sense your certainty about this candidate’s potential.
• Edit carefully. Look for grammatical errors, unclear sentences, or incorrect details. A well-polished letter reflects positively on both you and the candidate.
• Follow all submission instructions. Check how the letter should be submitted, what format is preferred, and the deadline. Getting this wrong can affect their chances.

Before you leave, I’d like to share a reference letter template with you. It’s the one the example above was based on.

Reference letter template you can copy and personalise

This template was used to create the reference letter example we discussed earlier in this article. Adjust it to your needs by simply filling in the blanks, and you’ll have it ready in no time.

You don’t have to be a CV writing expert. In the LiveCareer CV builder you’ll find ready-made content for every industry and position, which you can then add with a single click.

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Need advice on writing other types of business letters? See:

• Acceptance Letter Sample
• Apology Letter Sample
• Appeal Letter Sample
• Appointment Letter Sample
• Appreciation Letter Sample
• Leave Letter Sample
• Recommendation Letter Sample
• Resignation Letter Sample
• Retirement Letter Sample
• Termination Letter Sample
  
  

How we review the content at LiveCareer

Our editorial team has reviewed this article for compliance with LiveCareer’s editorial guidelines. It’s to ensure that our expert advice and recommendations are consistent across all our career guides and align with current CV and cover letter writing standards and trends. We’re trusted by over 10 million job seekers, supporting them on their way to finding their dream job. Each article is preceded by research and scrutiny to ensure our content responds to current market trends and demand.

Sources

• Martin Abel, Rulof Burger, Patrizio Piraino, "The Value of Reference Letters - Experimental Evidence from South Africa"
• Rui Chang, Xin Wei, Xi Zhang, Hui Xiong, Hengshu Zhu, "How recommendation letters affect career Mobility：Evidence from a social networking sites LinkedIn"
• https://www.sciencedirect.com/science/article/abs/pii/S0747563223004351