How to Write a Strong Reference Letter: Tips and Examples

At some point in your career, someone—a colleague, friend, or former employee—will probably ask you to write a letter of reference. They might need it for a new job, and your recommendation could be the key to their success.

When that moment comes, you’ll want to know how to write a strong letter of recommendation, also called a reference letter. If you worked together, highlight their professional achievements. If you’re a friend or neighbor, focus on their character. Most letters are about two paragraphs, but you can write more depending on how well you know the person. Remember, a great recommendation can help someone achieve their dreams, while a bad one might do more harm than good.

What Is a Reference Letter?

A reference letter is a positive endorsement of someone’s skills and character, written by someone who knows them well. These letters are often needed for jobs, internships, volunteer positions, colleges, and graduate programs. They explain why the person is a good fit for the opportunity and highlight their qualifications. Sometimes the person requesting the letter will ask for it, or you might offer to write it.

Types of Reference Letters

Professional References:
A professional reference letter comes from a supervisor, colleague, client, teacher, or professor who knows the person well in a work setting. This letter usually describes their role, responsibilities, skills, and contributions to the organization.

Character or Personal References:
A character reference letter can be written by a friend, mentor, or neighbor who can speak to the person’s personal qualities. This letter explains how the writer knows the person and discusses traits that make them a good candidate for a job or academic opportunity.

Academic References:
An academic reference comes from a teacher, professor, or advisor. It focuses on the person’s educational background and achievements.

Before Writing a Reference Letter

Before agreeing to write a reference letter, make sure you feel confident about writing a positive endorsement. If you don’t know the person well or don’t think you can speak highly of their skills or character, it’s okay to decline. You can politely say, “I don’t feel I’m the best person to write you a recommendation.” If possible, suggest someone else they could ask.

Request Information for the Letter

Ask for a copy of their resume or CV, even if you’ve known them for a long time. They may have new achievements that are worth mentioning. This information helps guide what you include in the letter. If the letter is for a specific job, ask for the job posting. If it’s for a school or program, ask for details about it. The more you know, the easier it is to write a compelling letter.

Make sure you also know how to submit the letter. Ask who to send it to, the deadline, and any specific requirements. Knowing these details helps ensure the letter meets all the necessary criteria.

What to Include in a Reference Letter

Unless you’re given a form to fill out, use a proper business letter format. Include your contact information, the date, and the recipient’s contact information at the top. If you’re sending an email, you don’t need the contact info or date at the top. Instead, include your contact information after your signature. The subject line should be clear and concise, like: “Recommendation for [Name] – [Job Title].”

How to Write a Reference Letter

To write a great reference letter, start with these guidelines:

• Salutation: Use “Dear Mr./Ms. [Last Name]” or “Dear Hiring Manager.” For academic programs, “Dear Admissions Committee” works well. If you don’t know who to address, “To Whom It May Concern” is fine.
• First Paragraph: Explain your connection to the person and why you’re qualified to write the letter. Include the name of the company, job, school, or opportunity. For example, “I have been James Smith’s supervisor at XYZ Company for the past five years. I am pleased to recommend him for the head accountant position at ABC Company.”
• Middle Paragraphs: Provide details on why the person is qualified and what they can contribute. Share specific examples of their skills and accomplishments. Use more than one paragraph if needed to fully describe why this person stands out.
• Closing Paragraph: Offer to provide more information if needed and include your contact details. Reiterate your strong recommendation, saying you recommend the person “wholeheartedly” or “without reservation.”
• Signature: End with your handwritten signature, followed by your typed name. If it’s an email, just include your typed name and contact info.

Letter Length, Format, and Font

Keep your letter concise, usually one page with three or four paragraphs. Use single spacing and a space between paragraphs. Margins should be about one inch on all sides, and align your text to the left. Choose a traditional font like Times New Roman, Arial, or Calibri in a 10- to 12-point size. Before sending, proofread carefully. If someone else checks it for you, keep the candidate’s name private to protect their confidentiality.

Reference Letter Sample

You can use this reference letter example as a model. Download the template (compatible with Google Docs and Word Online), or read the text version below.