Reference letter template: for the person writing it, and the job seeker who asked.
A reference letter is a short, signed statement about someone's work. Many job seekers end up drafting their own for a busy manager to edit. Either way, the best letters are specific, honest and short.
A job reference letter has four parts: how you know the person and for how long, two or three specific strengths with an example of each, a clear recommendation for the role or type of role, and your contact details for follow-up. Keep it to one page, use letterhead if you can, and only include claims you can stand behind.
3 copy-ready templates
Illustrative: names, companies, dates and numbers in these templates and examples are fictional. Replace every bracket with your own true details before you send anything.
Reference letter for a former employee
When to use: Written by a manager. Illustrative names are fictional.
[Date] To the hiring team, I am pleased to recommend [Name], who worked on my team at [Company] as a [title] from [year] to [year]. [Name] is especially strong at [strength 1]. For example, [specific example]. [He/She/They] also [strength 2], such as when [example]. I recommend [Name] without reservation for [type of role]. Please contact me at [phone] or [email] if you would like to discuss [his/her/their] work. Sincerely, [Your name] [Title], [Company]
Short email version
When to use: When the employer only needs a brief written reference.
Subject: Reference for [Name] Hi [Hiring manager], I managed [Name] at [Company] for [time]. [Name] consistently [strength], including [one example]. I'd recommend [him/her/them] for the [Role] role and am happy to talk by phone. Best regards, [Your name], [Title]
Job seeker drafting for a busy manager
When to use: Send a draft they can edit; never send it on their behalf.
Hi [Name], thank you for agreeing to write a reference. To save you time, I've drafted a version below based on our work on [project]. Please change anything that doesn't match your view. [Draft follows]
Disclosure: TryHired makes HIRED, a paid job-search program, so we have a conflict of interest when we mention it. Every template on this page is free to use without buying anything.
What to include, and what to leave out
| Situation | What to do |
|---|---|
| Include | Relationship, dates, specific strengths with examples, recommendation, contact details. |
| Include | Your title and company, on letterhead if possible. |
| Leave out | Personal details such as age, health or family status. |
| Leave out | Claims you can't confirm, or exaggerated praise. |
| If you can't be positive | Politely decline to write one. |
The same message, rewritten
Illustrative example with fictional details.
| Version | Example |
|---|---|
| Weak | Alex was a great employee and I recommend them for any job. |
| Strong | Alex rebuilt our month-end close checklist, which the whole finance team still uses, and trained two new analysts on it. I recommend Alex for senior accounting roles. |
Why it matters: Generic praise carries little weight. One specific, checkable example tells a hiring manager more than any adjective.
Mistakes to avoid
- Writing in generalities.
- Including personal information unrelated to work.
- Exaggerating or inventing achievements.
- Signing a letter you did not read carefully, if a job seeker drafted it.
Write yours faster
Questions people ask
What is a reference letter?
Who should write a reference letter?
How long should a reference letter be?
Can I write my own reference letter for someone to sign?
How this page is built
Written by Maid Dizdarevic, a career coach and 8x LinkedIn Top Voice. The templates and timing guides are practical advice, labelled as advice. We do not publish response rates or success rates, and every example uses fictional details.
- How a specific employer or recruiter will respond: practices vary by company, industry and person.
- Legal advice: for contracts, severance releases or disputes, talk to an employment attorney or the relevant agency.
- Outcomes: no message, template or program can promise an interview or a job.
- TryHired editorial guidance by Maid Dizdarevic, career coach, Nov 2, 2026.