How to Write a Reference Letter (With Examples)

The reference letter explains why the reader should select a candidate, and what qualifies them for the opportunity for which they’re applying. Letters may be requested by the organization that is considering the individual for employment or acceptance at an institution, or they may be offered by the job seeker or applicant.

How to Write a Reference Letter (With Examples)

Alison Doyle is one of the nation’s foremost career experts and has counseled both students and corporations on hiring practices. She has given hundreds of interviews on the topic for outlets including The New York Times, BBC News, and LinkedIn. Alison founded CareerToolBelt.com and has been an expert in the field for more than 20 years.

At some point in your career, you’ll probably be asked to provide a letter of reference for an employee, a friend, or someone you’ve worked with. When the time comes, it will be important to know how to write an effective letter of recommendation (also known as a reference letter).

Types of Reference Letters

Professional References

A professional reference letter is usually written by a supervisor, colleague, client, teacher, or professor that is well-acquainted with their accomplishments in a work-type setting. It typically includes a description of their position and responsibilities, the duration of their time at the company, and their abilities, qualifications, and contributions to the organization.

Character/Personal References

A character or personal reference letter can be written by a family friend, mentor, or neighbor who can attest to the traits that would make them a good candidate for the position they are seeking. This type of letter explains how the writer knows them and discusses their personal attributes as they would apply in a job setting.

Academic References

How to request a recommendation letter

At some point, you may need to request a recommendation letter. Consider asking former managers, colleagues, teachers, mentors, clients or vendors for verification of your skills, traits and work ethic. This should also be someone you’ve had a positive working relationship with who can thoughtfully discuss your skills and abilities.

Speak with them first about your request, then send a formal email with more details. Include your resume, job description, submission details and requested deadline. You might also send them the template that’s included below. This can help lessen their workload and make them more likely to agree to your request. Make your request at least two weeks before the letter is due to give ample time to complete the letter as they may be working on several at the same time.

Recommendation letter template

Whether you are writing a letter of recommendation for students or professionals, your letter should have a similar structure. You should include a brief introduction, the applicant’s background and experience, a personal story and a closing statement.

I am [Your Name], a [your position] at [Institution or Company]. I have [number] years of experience working in [your industry or academic focus] and have seen many young professionals come and go. [Applicant Name] is one individual I have worked with who uniquely stands out.

During our time together, [Applicant Name] displayed great talents in [skill, trait, experience, class, etc.]. When we first met, I was immediately impressed with [Applicant’s Name], but during the time we worked together, her understanding of [key topic] grew far more than that of her peers.

It’s not just [Applicant’s Name] technical skills that impress me, however. [Name] was a joy to work with because of [Pronoun] amazingly positive attitude and [positive trait]. [Pronoun] [positive trait] and [positive trait] were also necessary and valued not just by myself, but by [Pronoun] peers, who often relied on [Pronoun] to get the job done.

I am absolutely confident that [Applicant Name] would be a great fit for your [Institution/Company]. Not only will [Pronoun] bring the kind of skills and experiences you’re looking for in an applicant, but [Pronoun] will also quickly become an asset and help your [Institution/Company] grow in any way [Pronoun] can.

If you need more information or specific examples, please do not hesitate to contact me at [contact information]. As a recommendation letter likely only provides a snapshot of [Pronoun] talents and achievements, I would be happy to further elaborate on my time working with [Pronoun].

Video Recap

“Appropriate” might be quite formal or quite informal, depending on your relationship with them. For instance, if you’re approaching a lecturer who taught you along with dozens of other students and who does not know you well, it’s appropriate to be quite formal; if you’re approaching your former line manager, who you shared nights out and weekends away with for years, then being formal would seem strangely standoffish.

Dear (name)

I hope all is going well (at their company / in their department).

I’m applying for (give brief details of the role or position you’re applying for). Would you be able to provide a reference letter for me? I’d be very grateful. You can send it to (add the name and contact details here)

With thanks in advance,

(Your name)

Whatever the situation, it often makes sense to mention particular points that it would be helpful for the reference to cover (e.g. “The company is especially keen to know about my experience with summarising complex information quickly, as that will be a major part of the role.”)

It can also be helpful to include details that the person writing the letter may not be aware of. For instance, if you took part in significant extra-curricular activities at university alongside your studies, you may want to mention this.

Writing a Reference Letter: Quick Summary

Hi
Am trilled at the above format on how to draft a good reference letter, however, i would like to request for a sample of an Information technology reference letter with experience in both hardware and software, networking, general programming and web design.
Than you

Hi
I would like to request for a sample of an Information technology reference letter with experience in both hardware and software, networking,I have been attached at CSIR-INSTI from September,1st 2009 to August,31st 2010.
I will be gateful if you can help me out.

Not to be nitpicky, but throughout the course of the article, you followed up a single subject (“candidate”) with a plural (possessive) pronoun (“they” or “their”) when it should be “his or “her.” I know that the repetitiveness of typing/saying “his or her” can be bothersome, but on a site to help promote correct grammar usage, we ought to use it in the articles.

Another way around this is to inform the reader at the beginning of the article that you’ll be referring to the “candidate” as a masculine individual and use “his” or “him” to cut down on the amount of pronouns that need to be thrown in.

Can you please send me a reference example of starting a new business and to be able to do that I need reference letter of some organization who will be able to use my business when it’s up and running?

Can you please help me to create a letter of recommendation that I am articulate in speaking English anywhere, all my subjects taken during my college, at work, even in the training course, dealing with other people.patients, seminars and others.

Hi
I would like to request for a sample of an Information technology reference letter with experience in both hardware and software, networking,I have been attached at CSIR-INSTI from August,1st 2009 to december ,31st 2010.
I will be grateful if you can help me out.

In your introduction you use the period and the comma (once each) outside the quotation marks. In just about every related article on this site, the rule for American usage is stated as having the comma and the period within the quotation marks.
I am the grammarian about whom your mother warned you.
Jimmie G.

Main Para – Professional Recommendation
I have known John Smith in a professional capacity, as his manager, for over ___ years and have found him to be honest, reliable, dedicated, conscientious and an excellent member of my team.

I am a graduate in economics and have also completed my Law degree. In addition to both these degrees, I have completed a post-graduate diploma in taxation and have also cleared the examinations of chartered accountants. I have worked with 3 law and audit firms in the past. Subsequently, I switched over to Finance consultancy and have also worked with some notable firms that cater to the needs of e-commerce related industry. I have served on the board of directors of two companies that operate in the e-commerce industry.

I feel that the job profile that you wish to offer me is the one that suits my aptitude really well and my qualifications and experience also fulfill your requirements. Hoping to meet personally. I have also enclosed my Curricula Vitae and I would gladly furnish references and recommendations on request.

I need help with an example of a letter of recommendation. I need to send one to a factory owner in China that I use to do business with. He would like to help but needs an example. It needs to be in english.

I am applying for a post graduate course in project management from abroad. for them i need a reference letter from my current employer addressed to the Dean of the university, recommending me for the course.

i am going to start a new business. for this i need some good companies to promote their products. i need a sample letter that i need dealer shit to promote the products. it should be like this that covers all type of products in all aspects. please help me

hi
Can you please help me to create a letter of recommendation that I am articulate in speaking English anywhere, all my subjects taken during my college, at work, even in the training course, dealing with other people.patients, seminars and others.

[start quote] In your introduction you use the period and the comma (once each) outside the quotation marks. In just about every related article on this site, the rule for American usage is stated as having the comma and the period within the quotation marks. [end quote]

As you noted, Jimmie, that is the rule for American usage. However, clues in this article reveal the writer was not necessarily writing first and foremost to Americans … e.g. spelling: “organisation” vs organization (American spelling). Related, non-American practice is to put the period outside the ending quotation marks. This is something I learned when I left the good ol’ USofA for a couple years’ work in Europe.

Sources:

https://www.thebalancecareers.com/how-to-write-a-reference-letter-2064324
https://www.indeed.com/career-advice/career-development/how-to-write-a-letter-of-recommendation-with-examples
https://www.dailywritingtips.com/writing-a-reference-letter-with-examples/