How to write a reference letter
A reference letter gives employers valuable insight into a candidate's skills, experience and character from someone who has worked closely with them
A strong reference letter is honest, specific and supported by real examples, helping hiring managers make more informed recruitment decisions.
Whether you are a manager, supervisor or colleague, knowing how to write a reference letter can help a former employee present themselves effectively while ensuring your assessment remains professional and credible.
Why reference letters matter
A well-written reference letter, or sometimes called a character reference letter, can help a former employee showcase their strengths, achievements and professional qualities to prospective employers.
It gives hiring managers valuable context beyond a CV and interview, helping them better understand a candidate's experience and potential fit for a role.
Reference letters also play an important role in the hiring process. The Ultimate Guide to Background Checks in Asia by eeCheck in 2026 highlights employment verification and performance reference checks as standard parts of many hiring processes, helping employers validate a candidate's experience and gain additional insight into workplace performance.
By providing an honest and detailed assessment, you can help employers make more informed hiring decisions while supporting a valued employee's next career move.
What makes a good reference letter?
An effective reference letter should be:
- Honest and balanced
- Based on first-hand experience
- Relevant to the role or opportunity
- Specific rather than generic
- Professional in tone
- Supported by examples and achievements
Hiring managers are often more interested in tangible evidence of performance than broad statements of praise. Wherever possible, explain how the individual demonstrated a particular skill or contributed to business outcomes.
How to write a professional reference letter
Before agreeing to provide a reference, make sure you know the individual well enough to give a fair and accurate assessment. If you cannot confidently comment on their work, it may be better to decline the request.
1. Explain your relationship with the candidate
Start by introducing yourself, your role and how you know the candidate.
This establishes your credibility and helps the employer understand the context of your recommendation.
For example:
"I managed John Smith during her three years as a Marketing Manager at ABC Company."
2. State how long you have known them
Include the duration of your professional relationship. The longer and more closely you have worked together, the more weight your comments are likely to carry.
If you have only worked with the candidate briefly, be transparent about the scope of your experience with them.
3. Highlight key strengths with examples
Rather than simply stating that someone is hardworking or reliable, provide evidence.
Consider highlighting qualities such as:
- Communication skills
- Leadership ability
- Problem-solving skills
- Teamwork
- Adaptability
- Time management
For example:
"During a major systems migration, John coordinated several stakeholder groups and ensured the project was completed on schedule with minimal disruption to business operations."
Specific examples help employers understand how the candidate applies their strengths in practice.
4. Describe relevant skills, qualifications and experience
Summarise the qualifications, technical skills and professional experience most relevant to the opportunity.
You may also mention:
- Industry expertise
- Certifications or professional qualifications
- Significant responsibilities
- Awards or formal recognition
- Major projects or achievements
Focus on information that demonstrates the candidate's ability to perform successfully in a future role.
5. Explain why they would be a strong fit
Conclude your assessment by explaining why you believe the candidate would succeed in a new position.
Link their strengths, experience and personal qualities to the type of work they are likely to undertake.
A strong endorsement should remain genuine and measured. Overly exaggerated praise can undermine credibility.
6. Include your contact details
End the letter with your professional contact information, including your email address and phone number.
This reassures employers that they can verify the reference or seek additional information if required.
Common mistakes to avoid when writing a reference letter
Even well-intentioned references can lose impact if they contain common errors.
Being too vague
General statements such as "they were great to work with" provide little value. Include specific examples and measurable achievements where possible.
Exaggerating achievements
A reference should be positive, but it should also remain honest and accurate. Inflated claims can damage credibility for both the candidate and the referee.
Including irrelevant personal information
Avoid discussing age, family circumstances, health conditions, religious beliefs or other personal matters that are unrelated to job performance.
Using overly informal language
Maintain a professional tone throughout the letter. Clear, concise language is usually the most effective.
Tips for writing a compelling reference letter
Be objective and evidence-based
Focus on observable performance, achievements and behaviours rather than assumptions or personal opinions.
Tailor the letter where possible
If you understand the role the candidate is applying for, highlight the skills and experience most relevant to that position.
Keep it concise
Most effective reference letters are between one and two pages long. Aim to provide valuable information without unnecessary detail.
Respect confidentiality
Only share information you are comfortable discussing professionally and ensure any sensitive information is excluded unless appropriate consent has been obtained.
Reference letter template
You can use the following template when preparing an employee reference letter.
[Date]
Dear [Recipient name] OR To whom it may concern,
I am writing in support of [Candidate's name], who worked with [Company name] as a [Job title] for [Length of employment].
During this time, I had the opportunity to work closely with [Candidate's name] and observed their strong [skills or attributes]. They consistently demonstrated professionalism, reliability and a commitment to delivering high-quality work.
As a [Job title], they were responsible for [key responsibilities]. They regularly exceeded expectations through their ability to [specific achievement or contribution].
One example that stands out was [example of achievement or business impact], which demonstrated their [relevant competency].
In addition to their technical capabilities, [Candidate's name] was highly regarded for their [personal qualities such as communication, teamwork or leadership].
Based on my experience working with them, I believe they would make a valuable contribution to any organisation. I would not hesitate to recommend them for future opportunities.
If you require any further information, please feel free to contact me at [email address] or [phone number].
Yours sincerely,
[Your name]
[Job title]
[Company]
Need support with hiring the right talent?
A strong reference letter can provide valuable insight into a candidate's capabilities, helping employers make more informed hiring decisions. The most effective references are honest, evidence-based and tailored to the individual's experience and strengths.
If you're looking to strengthen your recruitment process or attract high-quality talent, speak with the recruitment specialists at Michael Page for expert hiring advice and market insights.
29/07/2026
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