Reference Letter Template, Example & How to Write

The right job just came along, and you’re in with a real chance. Applications close soon and the quicker you get yours in, the better. You’ve scrambled to get your CV up to task, you might even have got a cover letter together. Only thing is, they need a reference letter. Maybe more than one.

You’ve got someone lined up, but who knows how to write a reference letter these days? In this article, you'll find a reference letter sample and template that you, your employer, or your friend can use. You'll also see a detailed guide and UK-specific advice on how to write a reference letter.

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Had a different letter in mind? See:

• Acceptance Letter Sample
• Apology Letter Sample
• Appeal Letter Sample
• Appointment Letter Sample
• Appreciation Letter Sample
• Leave Letter Sample
• Recommendation Letter Sample
• Resignation Letter Sample
• Retirement Letter Sample
• Termination Letter Sample

Reference letter sample & template

Now that you have something to aim for, it’s time for a step-by-step guide to writing a reference letter at least as good as the one above:

1. Start your reference letter with a properly set-out header and appropriate salutation

A reference letter is a formal business document, so it needs to follow the standard business letter format. This means you’ll need a properly set-out header and an appropriate salutation. Pay particular attention to alignment in the header. 

Align to the right your name, postal address, email, and phone number. Leave a line and add the date of writing, always in the fully spelled-out form (e.g. ‘4th February 2022’). Leave another line. To address your letter properly, align to the left the hiring manager’s or recruiter’s name, their job title, the company name, and the company’s postal address.

Now for the letter salutation. It’s tempting to go with ‘To Whom It May Concern’ or ‘Dear Sir / Madame’. There are two major problems with this approach: these salutations are outdated and completely impersonal. You’ll want to avoid both of these if you want this reference letter to be effective.

Instead, go with ‘Dear + Mr/Ms + Surname’ or ‘Dear + First Name’. If you’re on equal footing with or higher up in the corporate hierarchy than your reader, it’s best to go with the more collegial ‘Dear Jane’. Otherwise, or if you have any doubts, go with the more formal ‘Dear Ms Smith’. 

Don’t know their name? Ask the applicant for a name if they haven’t given you one. They can check the job advert, the company’s website, Microsoft’s LinkedIn, and their favourite search engines. If all else fails, they should call up the company and ask. Worst case, ask them for the hiring manager’s job title and use ‘Dear + Job Title’.

Reference letter samples: header and salutation

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2. State the name of the applicant and the position for which they’re applying

When you open a letter, your first question is naturally ‘what’s this?’. So make sure the very first words of your reference letter answer that question, quickly and clearly. But, don’t just flatly state your purpose for writing. Instead, keep it positive and enthusiastic: start ‘selling’ the applicant in earnest.

Be sure to mention the applicant’s full name, the job for which they’re applying, and the full name of the company to which they’re applying.

Reference letter sample: opening paragraph

3. Describe how you know the applicant in your employee reference letter

You’ve answered the ‘what am I reading?’ question, now it’s time for ‘who is this referee?’ and ‘are they in a position to know something relevant about the applicant?’. So let the hiring manager know how you know the applicant. A reference letter from an employer is different from one written by a friend.

At the same time, add a fact that speaks to how highly you think of the applicant. Combine this positive opinion with some facts that show how you’re in a position to have formed such an opinion. Mention how long you’ve known the applicant. Be positive, but keep it realistic. Don’t add anything you can’t defend.

Reference letter sample: second paragraph

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4. Use the main part of the reference letter to show how the applicant meets the requirements of the job

This part is the driving force behind your reference letter. It’s where you can provide key facts about the applicant that just happen to match the job requirements. If you’re busy—and you probably are—ask the applicant to provide you with two or three achievements that match key requirements.

An achievement is a quantified description of how the applicant has helped you in the past. In a professional reference letter, this means the value they brought to your company by performing their duties. The PAR formula can be used to structure each achievement. The more concrete numbers, the better.

You can break this part down into up to three short paragraphs and/or use bullet points. The idea is to avoid a huge chunk of text that discourages the reader from pushing through. Use the layout to make each achievement clear, quick, and easy to read. Not only to read, but also to return to later.

Mention the applicant’s relevant skills. If you can, add a fact that points to the applicant’s passion for the work and enthusiasm for the company to which they’re applying. Ask the applicant why they’ve chosen this particular company—they might be able to offer something up here.

Reference letter examples: main body paragraph

5. Close your reference letter with an accommodating CTA and sign off properly

Show your commitment to seeing this reference through. End your reference letter with a call to action (CTA) in which you invite the hiring manager to get in touch. Sign off properly: use ‘Yours Sincerely’ if you addressed your reference letter to a named person and ‘Yours Faithfully’ if you used a job title.

Reference letter template: ending

6. Keep these things in mind before sending your reference letter

A reference letter that looks anything less than professional can do more harm than good. Keep to the standard business letter format. Proofread your reference letter at least twice. Never go over a one, single-sided A4 page: this is the perfect length for a reference letter for a job.

Use Standard Margins and Leave Plenty of White Space

Leave the margins of your recommendation letter template at the default 2.5 cm / one inch on all four sides. Set the line spacing to 1.15, dropping it back to 1.00 if you’re running out of space. Double the spacing between paragraphs. The more white space in your reference letter, the easier it’ll be to read.

Choose a Professional-Looking Font

Go with an understated, easy-to-read CV font. Something like Noto, Garamond or Liberation. Even Arial or Calibri will do. Leave the font size at 11–12 points. Don’t make the font smaller if you’re running out of space. Instead, cut content from the reference letter until it fits on that single A4 page.

Save the Finished Letter in PDF

Save or export your reference letter in PDF. This will help to preserve the layout and formatting. PDF is also much more likely to display properly on a wide range of devices, as opposed to *.docx files.

Do you feel you know how to write a reference letter now? Was our sample reference letter helpful? Got any unanswered questions for us or advice to share with your fellow readers? Leave your comments and feedback down below. We’ll be sure to get right back to you.

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Our editorial team has reviewed this article for compliance with Livecareer’s editorial guidelines. It’s to ensure that our expert advice and recommendations are consistent across all our career guides and align with current CV and cover letter writing standards and trends. We’re trusted by over 10 million job seekers, supporting them on their way to finding their dream job. Each article is preceded by research and scrutiny to ensure our content responds to current market trends and demand.