FREE TEMPLATE · HR LETTERS

Reference letter template

A good reference is specific and honest: how you know the person, their role and dates, two or three strengths, one real example, and how strongly you recommend them.

The details

CompanyEmployee’s full nameTheir job titleSigned bySigner’s job titleLetter date

This letter

Refer to them asEmployed fromEmployed toHow you know themStrengths (one per line)One real exampleRecommendationContact for questions (optional)

[Company]
13 November 2026

Private and confidential
[Employee name]

Dear [Employee,

Reference for [Name]

I am writing to provide a reference for [Name], who worked at [Company] as [job title] from [start] to [end]. [How you know them].

I recommend them without hesitation.

Yours sincerely,

[Name]
[Job title]
[Company]

! Still to fill in: Company, Employee’s full name, Their job title, Signed by, Signer’s job title, Employed from, Employed to, How you know them, Strengths (one per line), One real example.

Before you send it

Only write what you can stand behind. A short, honest reference is better than a glowing vague one.
Get the person’s permission before sharing details with a new employer.
Check your company’s policy: some only allow HR to confirm dates and job title.

A starting point, not legal advice. Check your contracts and company policy, and ask HR or a lawyer if you are unsure.

THE GUIDE

Writing a reference that helps

The most useful references are specific and honest. One real example tells a new employer more than a page of adjectives.

A simple structure

How you know them and for how long.
Their role and main responsibilities.
Two or three strengths, with one example.
Your recommendation, in one clear sentence.

Frequently asked questions

What if I can’t recommend them?

You don’t have to write a reference. You can offer a factual one that confirms dates and job title only.