Highlights
- An employment reference letter is a one-page professional endorsement of a former employee.
- It outlines the employee’s skills, achievements, and professional traits for future job opportunities.
- A strong letter includes specific examples, a clear structure, and professional language.
- The writer should explain their relationship to the candidate and their credibility.
What is an employment reference letter and what are the ways to write it and important details to know? Trying to figure out the best way to write an employment reference letter? Maybe a close friend needs you to write them a letter of recommendation, or perhaps you’re applying and need your letter. It’s definitely useful to learn how to put together the perfect letter of recommendation.
Writing a reference letter for a job means supporting a person’s talents and achievements. It’s an opportunity to make a strong, positive introduction for anyone applying for a job. In this guide, we show you how to write this reference letter with sample employment reference letter templates to help you write it perfectly.
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What Is an Employment Reference Letter?
What is an employment reference letter? When an employee leaves your team for another job, the company or you may need to write an employment reference letter. It is sometimes called a ‘letter of recommendation’ as well.
It is usually a short letter with only one page, listing your professional view of the employee. Letters typically have between 200 and 300 words. But, if you are moving into a senior position, teaching at a university, or a job where your references will be thoroughly checked, you may have to provide longer and more detailed details.
Usually, they will use the employment reference letter to highlight their main professional traits and the abilities they used while in the job. It offers a picture of the employee’s commitment, responsibility, and achievements as part of the role.
The details provided regarding leave can be decided by the employer. Still, a good cover letter will be a positive reference for the candidate to their future employer. You should point out a time when the employee went above and beyond in their duties.
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How to Write an Engaging Employment Reference Letter?
If you want to assist a former employee in becoming noticed, take a look at these steps to creating a strong letter of reference:
1. Stick to a Professional Way of Writing
Writing a character letter? Then don’t use a professional format, just include your details. But for all other letters, add your contact details, today's date, the recipient’s address, name, and work title on the first page, unless not known. If it is part of an application for a job, you just need your information and that of the former employee included.
Speak or write professionally and clearly; do not include jargon or slang, and use a good font that’s simple to understand, for example, Arial, Calibri, or Times New Roman. Keep in mind that you want to present the candidate in a good way, and writing a clear and professional note will help.
2. Explain What Qualifies You to Write the Letter
Although the letter is not about you, the candidate’s credibility relies quite a bit on how credible you are. Explain who you are, the nature of your connection with the candidate, and why you wish to write this letter.
3. Detail the Candidate’s Skills, How they Work, and What they Have Achieved
Consider this to be the main part of the letter of recommendation. This is what the recipient cares about the most. What you put in your review gives the reader an idea of how well the employee fits both the job and your company.
4. Give Specific Illustrations
Small details are what make a difference. Telling anecdotes will let others observe your working relationship with the candidate, and they’re a strong way to note the candidate’s skills and traits. This proves that what the former employee shared is correct.
5. Include a Formal Statement to Close Up
In your conclusion, let the candidate know that you are confident they are ready to bring value to their future company and the work they do. Give contact info and urge the recipient to get in touch if they want more information. To wrap up, salute the reader and then type your name and your title after the letter.
6. Edit Your Document for Errors
It’s very important to do this. When you have numerous errors or only a handful of typos, your work and the former employee’s credibility will be damaged. On the other hand, a letter with the correct details and spelling demonstrates that you care and pay attention to details.
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3 Employment Reference Letter Sample Templates
Below, we’ve mentioned the customizable template for an employer reference letter for various situations, from general job applications to internal promotions:
Template #1: General Employment Reference Letter Template
[Your Name]
[Your Position]
[Company Name]
[Company Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
To Whom It May Concern,
I am pleased to write this letter of recommendation for [Employee’s Full Name], who was employed at [Company Name] as a [Job Title] from [Start Date] to [End Date].
During their time with us, [Employee’s First Name] consistently demonstrated professionalism, dedication, and excellent performance. They were responsible for [brief description of responsibilities], and they carried out their duties with diligence and attention to detail.
One of [his/her/their] notable contributions was [mention a specific project or achievement]. [Employee’s First Name] is also a great team player, highly dependable, and possesses strong communication skills.
I am confident that he/she/they will be a valuable asset to any organization. Please feel free to contact me at [Phone Number] or [Email Address] if you require further information.
Sincerely,
[Your Full Name]
[Your Position]
Template #2: Character-Based Employment Reference Letter
[Your Name]
[Your Job Title or Relationship]
[Company Name (if applicable)]
[Address]
[Email Address]
[Phone Number]
[Date]
To Whom It May Concern,
I am writing to recommend [Full Name], with whom I have had the pleasure of working for [duration] at [Company Name or context]. In that time, I found [him/her/them] to be honest, hardworking, and a person of high integrity.
[Name] consistently showed a positive attitude and a willingness to take initiative. They handle challenges with maturity and are always respectful and dependable. These traits make [him/her/them] a strong candidate for any role that requires trust, commitment, and interpersonal skills.
I fully support [his/her/their] application and would be happy to provide additional insights if needed. You may reach me at [Phone Number] or [Email Address].
Best regards,
[Your Full Name]
[Your Position/Relationship to the Candidate]
Template #3: Employment Reference Letter for Internal Promotion or Transfer
[Your Name]
[Your Position]
[Department]
[Company Name]
[Email Address]
[Phone Number]
[Date]
Dear [Manager’s Name/HR Department],
I am writing to express my strong support for [Employee’s Full Name] regarding [his/her/their] application for the position of [New Position] within [Company Name].
[Employee’s First Name] has been with [Department] for [X years] and has consistently demonstrated exceptional skills in [key areas]. [He/She/They] have shown leadership, initiative, and a strong commitment to organizational goals.
Notable achievements include [list specific accomplishments or performance highlights]. Based on [his/her/their] track record, I believe [Employee’s Name] is well-equipped to succeed in this new role and make an immediate impact.
I highly recommend [Employee’s First Name] for this opportunity. Please feel free to contact me if you need further information.
Sincerely,
[Your Full Name]
[Your Job Title]
Summary
An employment reference letter is a valuable tool that can significantly impact a candidate’s future opportunities. Whether you're writing a general recommendation, a character-based letter, or a reference for an internal promotion, taking the time to craft a professional letter can help highlight the candidate’s strengths and set them apart. By following the right structure and including specific examples, you ensure your message is clear, credible, and supportive, making a lasting impression on any potential employer.
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