Professional Reference Letter Template
Use this free professional reference letter template to write a strong job reference letter or employment reference letter. Customize for job recommendations, academic references, or character endorsements.
Common Use Cases
- Job application employment references
- Graduate school or academic recommendations
- Professional certification applications
- Business partner or vendor recommendations
- Character references for legal proceedings
- Volunteer or nonprofit board applications
Professional Reference Letter Template
[Your Name] [Your Title/Position] [Your Company/Organization] [Your Address] [City, State ZIP Code] [Your Phone Number] [Your Email Address] [Date] [Recipient Name/Hiring Manager] [Company/Organization Name] [Their Address] [City, State ZIP Code] RE: Professional Reference for [Candidate's Full Name] Dear [Recipient Name/Hiring Manager/To Whom It May Concern]: I am pleased to provide this professional reference letter for [Candidate's Full Name], who [worked with/reported to/collaborated with] me at [Company Name] from [Start Date] to [End Date]. PROFESSIONAL RELATIONSHIP: - My Role: [Your Title/Position at the time] - Candidate's Role: [Their Title/Position] - Relationship: [Direct supervisor/colleague/mentor/client] - Duration: [Number of years/months] During our time working together, [Candidate Name] demonstrated exceptional abilities in: KEY STRENGTHS: • [Skill 1]: [Specific example or accomplishment] • [Skill 2]: [Specific example or accomplishment] • [Skill 3]: [Specific example or accomplishment] • [Skill 4]: [Specific example or accomplishment] NOTABLE ACCOMPLISHMENTS: • [Accomplishment 1 with quantifiable results if possible] • [Accomplishment 2 with quantifiable results if possible] • [Accomplishment 3 with quantifiable results if possible] PROFESSIONAL QUALITIES: [Candidate Name] consistently exhibited: ☐ Strong work ethic and dedication ☐ Excellent communication skills ☐ Problem-solving abilities ☐ Leadership potential ☐ Team collaboration ☐ Attention to detail ☐ Initiative and self-motivation ☐ Adaptability and flexibility [Include 1-2 sentences about a specific situation that demonstrates their character or abilities] Based on my experience working with [Candidate Name], I [highly recommend/recommend without reservation] them for [the position they are applying for/their career endeavors]. I am confident they will bring the same level of dedication, professionalism, and excellence to any role they undertake. I am happy to provide additional information or answer any questions you may have. Please feel free to contact me at [Phone Number] or [Email Address]. Sincerely, ____________________________ [Your Signature] [Your Printed Name] [Your Title] [Company/Organization] [LinkedIn Profile URL - optional]
This template is provided for general informational purposes only and does not constitute legal advice. Consult a qualified professional for advice specific to your situation.
How to Use This Template
- 1
Establish your relationship
Explain how you know the candidate, your professional relationship, and how long you've worked together.
- 2
Describe their role
Mention the candidate's position, responsibilities, and the context in which you observed their work.
- 3
Highlight key strengths
List their most impressive skills and abilities with specific examples from your experience.
- 4
Provide accomplishments
Include quantifiable achievements, notable contributions, and specific projects where they excelled.
- 5
Add professional qualities
Describe their character traits, work ethic, communication style, and how they interact with others.
- 6
Give your recommendation
Clearly state your endorsement, how strongly you recommend them, and offer to provide additional information.
Frequently Asked Questions
What should a professional reference letter include?
A strong reference letter should include your relationship to the candidate, duration of knowing them, their key strengths and skills, specific accomplishments with examples, professional qualities, and your recommendation. Include your contact information for follow-up.
How long should a professional reference letter be?
A professional reference letter should typically be one page long, or about 300-500 words. It should be concise while providing enough specific details and examples to support your recommendation.
Who should write a professional reference letter?
The best references come from supervisors, managers, colleagues, clients, or mentors who have directly observed the candidate's work. The writer should have firsthand knowledge of the candidate's professional abilities and character.
Should I include negative information in a reference letter?
No, reference letters should focus on positive attributes. If you cannot write a positive reference, it's better to decline the request. Negative or lukewarm references can hurt the candidate's chances.
How do I make a reference letter more impactful?
Use specific examples and quantifiable achievements rather than generic praise. Mention particular projects, results achieved, and how the candidate's contributions benefited the team or organization.
How do I ask someone for a professional reference letter?
Ask politely and give plenty of notice—at least 2 weeks before the deadline. Explain the position you're applying for, why you're asking them specifically, and provide your resume plus key points you'd like highlighted. Always make it easy for them to say no if they're too busy.
Need to Send This Reference Letter?
Send your professional reference letter via USPS Certified Mail with tracking for important job applications and recommendations.
Send Certified Mail