What is a reference letter?
A reference letter, or letter of reference, is a written endorsement of someone’s skills, work habits and character. Job seekers use them for applications, apartment rentals, volunteer roles, school programs and licensing.
It is different from an employment verification letter, which only confirms facts like job title and dates. A reference letter adds the writer’s opinion, backed by examples.
What is the difference between a reference letter and a recommendation letter?
People often use the terms interchangeably, but there are a few differences:
| Reference letter | Recommendation letter | |
|---|---|---|
| Audience | General, often “To Whom It May Concern” | A specific employer, school or program |
| Purpose | Reusable proof of skills and character | Support for one application |
| Who holds it | Usually given to the candidate | Often sent directly to the reader |
| Common uses | Job searches, rentals, volunteer roles | Graduate school, scholarships, specific jobs |
| Tone | Broad and balanced | Targeted to the requirements of one role |
A character reference is a reference letter from someone who knows the person outside of work, such as a coach, neighbor or volunteer leader.
What should a reference letter include?
- Opening: Who you are and how you know the person, including your title and how long you worked together.
- Strengths: Two or three specific skills, each with a real example or result.
- Character: One or two sentences about reliability, attitude or teamwork.
- Endorsement: A clear statement that you recommend them.
- Contact details: Your phone number or email so a reader can follow up.
Keep the letter to one page and use letterhead if you are writing on behalf of a company and your employer allows it.
How do you ask for a reference letter?
- Pick the right person. Choose someone who saw your work directly.
- Ask early. Give at least two weeks when you can.
- Ask, do not assume. Make it easy to say no.
- Send a short packet: your resume, the job posting or purpose, the deadline and two or three points you hope they can mention.
- Say thank you and tell them how things turned out.
If you are leaving a job on good terms, ask your manager before your last day, while your work is fresh. Our two weeks notice letter generator helps with the resignation itself.
Subject: Reference letter request, Jordan Lee
Hi Ms. Carter,
I hope you are doing well. I am applying for logistics coordinator roles and wondered if you would be willing to write a reference letter for me. I learned so much on your team at Northwind Logistics, especially during the warehouse system rollout.
If you are able to, I would need it by May 20. I have attached my resume and a sample job posting. It would be especially helpful if you could mention my work on carrier scheduling.
I completely understand if your schedule does not allow it. Thank you for considering it.
Best regards,
Jordan Lee
(312) 555-0142
For a polished sign-off on requests like this, see our guide on how to end an email professionally.
5 reference letter templates
Each template uses fictional names and companies. Replace the details with real, specific examples.
1. Reference letter for a former employee
To Whom It May Concern,
I am pleased to recommend Jordan Lee, who worked for me as a Logistics Coordinator at Northwind Logistics from March 2022 to April 2026. As operations manager, I supervised Jordan daily.
Jordan managed carrier scheduling for our largest distribution center and cut late shipments by about a third in his first year by building a simple daily tracking sheet that the whole team adopted. When we moved to a new warehouse system in 2024, Jordan trained 14 coworkers and became the person everyone called with questions.
Jordan is dependable, calm under pressure and honest about problems before they grow. I recommend him without reservation for any logistics or operations role.
Please contact me at (614) 555-0131 or dana.carter@example.com with any questions.
Sincerely,
Dana Carter
Operations Manager, Northwind Logistics
2. Reference letter for a coworker
To Whom It May Concern,
I worked alongside Priya Shah for three years on the customer success team at Contoso, where we both managed client accounts. I am glad to share my experience working with her.
Priya is the teammate people go to when a client situation gets complicated. She rebuilt our onboarding checklist in 2025, and new clients started reaching their first milestone noticeably faster. She also covered my accounts during my parental leave without a single missed renewal.
Priya communicates clearly, shares credit generously and follows through. Any team would be lucky to have her.
Sincerely,
Alex Rivera
Senior Customer Success Manager, Contoso
(206) 555-0187
3. Character reference letter
To Whom It May Concern,
I have known Marcus Hill for six years through the Eastside Youth Soccer League, where I am the volunteer director and Marcus has coached under-12 teams every season.
Marcus shows up early, keeps detailed records for every player and handles disagreements with parents calmly and fairly. When our league lost its field permit in 2024, he organized volunteers to find a new location within two weeks so the season could continue.
I trust Marcus completely and recommend him for any role that calls for responsibility and good judgment.
Sincerely,
Lena Park
Volunteer Director, Eastside Youth Soccer League
(503) 555-0122
4. Reference letter for a student
To Whom It May Concern,
I taught Taylor Nguyen in two accounting courses at Northwind Community College, Principles of Accounting and Cost Accounting, during the 2025 to 2026 school year.
Taylor earned one of the top grades in both classes and led a four-person team project analyzing a local bakery’s costs. The team’s recommendations were practical enough that the owner adopted two of them. Taylor also tutored classmates during weekly study sessions without being asked.
Taylor is curious, organized and mature beyond the typical first-year student. I recommend Taylor for internships or entry-level roles in accounting or finance.
Sincerely,
Professor Chris Morgan
Department of Business, Northwind Community College
chris.morgan@example.com
5. Reference letter for a contractor or freelancer
To Whom It May Concern,
Sam Ortiz has been our contract web developer at Brightside Dental since 2023, building and maintaining our website and online booking system for our three clinics.
Sam delivered our new booking system two weeks ahead of schedule and within budget. Since launch, he has handled every update request within a day or two and explains technical issues in plain language for our office staff.
I recommend Sam to any business looking for a reliable, skilled developer, and we plan to keep working with him.
Sincerely,
Maria Lopez
Practice Manager, Brightside Dental
(602) 555-0148
Tips for writing a reference letter
- Ask for materials. A resume and job posting help you choose the most relevant examples.
- Be specific. “Trained 14 coworkers” says more than “great team player.”
- Write only what you know firsthand. If you did not see it, leave it out.
- Stay honest. An inflated letter can hurt your credibility and the candidate’s.
- Skip personal details. Leave out age, health, disability, pregnancy, religion, family plans and similar information.
- Check your company’s policy. Some employers route all references through HR or limit what managers can share.
- Offer a follow-up. Including your phone or email tells the reader you stand behind the letter.
The EEOC says it is illegal to give a negative or false employment reference, or to refuse to give one, because of a person’s race, color, religion, sex, national origin, age (40 or older), disability or genetic information (EEOC). Its guidance on retaliation adds that an unjustified, untruthful negative reference given because someone complained about discrimination can be retaliation. If you are unsure what you may say about a former employee, check with HR or an employment attorney.
What if you cannot write a strong reference letter?
It is kinder to decline than to write a lukewarm letter. Keep your reply short:
“Thank you for thinking of me. I don’t think I worked closely enough with you to write the detailed letter you deserve. You may get a stronger letter from someone on your direct team, like Dana.”
Managers who were part of a layoff can usually write strong letters for affected staff, which is worth mentioning in a termination letter if your policy allows it. Job seekers should also know that most resumes no longer need a “references available upon request” line; see the parts of a resume for what to include instead.