How to Write an Employment Reference Letter and Get a Job

An employment reference letter helps people to get a job they want. In many companies, employers review many employment reference letters, but they choose the best candidates. Basically, they read letters that catch their attention, rejecting poor documents. Further on, an entire writing must meet key expectations and requirements of job positions. Therefore, if someone wants to get a job by passing employer’s expectations and requirements, this article will show how to organize and write a successful employment reference letter.

What Is an Employment Reference Letter and Its Purpose

According to its definition, an employment reference letter is a formal type of document that must be written by a previous employer, supervisor, or colleague to provide more insights into an individual’s professional qualifications, work performance, and character. For example, the main purpose of writing an employment reference letter is to support a candidate’s job application by offering a credible third-party evaluation of a person’s abilities, skills, and work ethic (Siegel, 2021). In writing, such a paper includes specific details about an individual’s role, responsibilities, accomplishments, and contributions to the organization, as well as any notable personal qualities that made them a valuable team member. Further on, by offering this external perspective, these documents help employers to verify applicant’s qualifications and make more informed hiring decisions (Furnham, 2021). Basically, a job seeker enhances his or her chances of securing a position by highlighting a proven track record and strong work ethic. Moreover, this writing type of document can be a decisive factor in a hiring process, offers insights that go beyond a resume and interview, and allows to form a more detailed picture of a candidate (Eberhardt et al., 2023). In terms of pages and words, the length of an employment reference letter depends on academic levels and job positions being applied for, while general writing guidelines are:

High School

Length: 0.5-1 page
Word Count: 125-250 words
Comment: Focuses on basic skills, personal qualities, and potential.

College

Length: 1-1.5 pages
Word Count: 250-375 words
Comment: Highlights academic performance, part-time jobs, or internships.

University

Length: 1.5-2 pages
Word Count: 375-500 words
Comment: Covers academic achievements, leadership, and work experiences in detail.

Master’s

Length: 2-3 pages
Word Count: 500-750 words
Comment: More focused on specialized skills, research contributions, and professional competence.

Ph.D.

Length: 3-4+ pages
Word Count: 750-1,000+ words
Comment: Includes a detailed assessment of a candidate’s research skills, academic contributions, and advanced capabilities.

Format

Section	Content
Header	Include a header, date, author’s contact information (name, position, company, email, phone number).
Salutation	Start writing a text with “Dear [Hiring Manager]” or “To Whom It May Concern.”
Introduction	Present a brief introduction of an author of an employment reference letter, his or her position, and relationship to a candidate (e.g., supervisor, colleague).
Duration of Relationship	State how long an author has known a person and in what capacity (e.g., job title, department, or team).
Skills and Achievements	Detail specific examples of a candidate’s skills, responsibilities, and accomplishments in his or her role.
Work Ethic/Character	Discuss an individual’s work ethic, interpersonal skills, teamwork, reliability, and ability to meet deadlines.
Suitability for Position	Provide an endorsement of an applicant’s qualifications and suitability in a case of a role this person is applying for.
Conclusion	Reaffirm support for a person and offer contact in a case of further inquiries if needed.
Closing & Signature	End writing with a closing phrase (e.g., “Sincerely,” “Best regards,” etc.), author’s name, position, and contact information.

Note: Some writing sections of an employment reference letter can be added, deleted, or combined with each other, depending on detailed evaluations of skills and accomplishments expected. For example, a standard employment reference letter format includes an author’s contact information, a professional salutation, an introduction, details about a candidate’s skills and experience, a strong endorsement, and a formal closing with a sender’s signature (Siegel, 2021). In writing, a good employment reference letter for a job highlights a candidate’s skills, accomplishments, and positive work ethic, provides specific examples of their contributions, and strongly endorses them as a valuable asset to any potential employer. Further on, it is important to customize an employment reference letter for each job application to ensure an entire text highlights the most relevant skills and essential experiences that align with a given role or industry (Sarabipour et al., 2021). In turn, people can refuse to write an employment reference letter if they are uncomfortable or unable to provide a positive, accurate recommendation for a candidate. Moreover, an example of an employment reference is a letter from a former manager describing a person’s job responsibilities, key achievements, and strengths, and recommending them for a new role based on their positive performance and character (Delpo & Guerin, 2024). Finally, to start an employment reference letter, people introduce themselves, their position, and their relationship to a candidate, explaining an entire context in which they worked together.

Steps on How to Write an Employment Reference Letter

To write an employment reference letter, people introduce themselves and their relationship with a candidate, provide specific examples of their skills and achievements, highlight their work ethic and suitability for a job role, and close with a strong endorsement and contact information for follow-up. For example, in an employment reference letter, people include candidates’ job titles, key skills, achievements, work ethic, their relationship to them, and a recommendation for their suitability for a role they are applying for (Furnham, 2021). As such, basic writing steps include:

Gather Information About a Candidate: Collect details on a candidate’s role, responsibilities, and achievements to write an informed employment reference letter.
Use a Professional Format: Ensure a text is formatted properly, including your contact information, a date, and a professional salutation.
Introduce Yourself: Start by introducing yourself, your role, and your relationship to a person.
State a Purpose of a Letter: Clearly mention in your writing that you are providing an employment reference for an applicant, specifying a job or industry.
Describe a Candidate’s Role: Summarize an individual’s position, responsibilities, and a duration of a person’s employment.
Highlight Key Skills and Achievements: Provide specific examples of a candidate’s skills, contributions, and successes in a workplace.
Discuss Work Ethic and Personal Qualities: Describe an applicant’s work ethic, reliability, teamwork, and interpersonal skills while writing a document.
Provide a Positive Endorsement: Give a strong recommendation and support to an individual, emphasizing his or her suitability for a role a person is applying for.
Offer Further Contact Information: Indicate your willingness to provide additional information or answer questions about an applicant.
Sign and Close a Letter: End writing an employment reference letter professionally with a closing phrase, your signature, name, and contact information.

Structure

An employment reference letter serves to testify candidate’s skills, character, experiences, and achievements. Basically, a cover letter supports one’s job application. For example, an employment reference letter is one of the types of papers, like a cover letter, job reference, resume writing, or personal statement, that should provide a concise description of a position when one applies to a chosen company (Delpo & Guerin, 2024). Besides, an author should describe a person’s skills, abilities, and work experiences relevant to an employment position of an application. Usually, people with firsthand information about an applicant write a job employment reference (Furnham, 2021). In turn, a good employment reference letter must include accurate personal details of an applicant, past working experience, relevant skills, and a positive note to recommend a candidate who wants to get a position. As a result, a basic writing structure is:

Introduction

A first paragraph of an employment reference letter has a clear description of a personal statement. For example, to write a letter of reference for an employee, people briefly introduce themselves, describe a person’s role and accomplishments, highlight their skills and work ethic, and provide a strong recommendation for their future role (Siegel, 2021). In writing, an author should explain his or her position and relationship to a person. Further on, this individual should indicate a specific duration he or she has worked with or known an applicant. Hence, the information helps to demonstrate an overall credibility of an applicant via writing. Moreover, the information should be rich and precise. In turn, some examples of sentence starters for beginning an employment reference letter are:

I am very pleased to write this employment reference letter for [Candidate’s Name], who worked with us at [Company Name] as a [Job Title].
It is with great enthusiasm that I recommend [Candidate’s Name] in a case of a [position] at your company.
I have had a pleasure of working closely with [Candidate’s Name] during [duration], and I am happy to provide an employment reference on his behalf.
I am writing to recommend [Candidate’s Name], who served as [Job Title] at [Company Name] for [duration].
It is my privilege to write this employment recommendation for [Candidate’s Name], who has been an outstanding employee at [Company Name].
I am honored to provide this employment reference for [Candidate’s Name], who has consistently demonstrated her strong work ethic and dedication.
As [Candidate’s Name]’s [Supervisor/Manager], I had an opportunity to observe her excellent work firsthand over the past [duration].
I am delighted to offer my recommendation in a case of [Candidate’s Name], who worked with me as [Job Title] at [Company Name].
It is with confidence that I recommend [Candidate’s Name] in a case of a [position] he is applying for, given his exceptional performance in our team.
I am really pleased to write this letter of recommendation for [Candidate’s Name], who has been a valuable member of our team at [Company Name].

Employment Details

A second paragraph should have details concerning an applicant’s employment history. For instance, to write an employment letter, people clearly state a purpose of a text, include details about a job offer or working status, outline key terms, such as a role, salary, and start date, and close with any next steps or required actions (Delpo & Guerin, 2024). Basically, an author should indicate a specific position and role of an applicant in a given company. Further on, people should include a status of employment, like current, previous, full-time, part-time, or temporary (Furnham, 2021). In writing, the information provides evidence of key applicant’s capabilities. Moreover, an author should include the dates of an applicant’s employment. As a result, an employer can have a clear image of a specific duration of an applicant’s previous job by reviewing an employment reference letter.

Employee’s Skills and Qualities

A third paragraph provides judgment on a person’s skills and qualities. For example, an author should indicate an applicant’s level of communication or organization (Siegel, 2021). In writing, people should single out exceptional qualities of a candidate. Further on, standard qualities include drive, enthusiasm, leadership qualities, and attention to detail (Delpo & Guerin, 2024). Besides, authors should describe key skills and experiences that relate to a specific job opportunity. Therefore, an author of an employment reference letter should show a potential employer that an applicant will be valuable to an organization.

Reference Your Abilities

A last part of an employment reference letter should be a positive note. For example, to give someone a reference, people provide a written or verbal account of their skills, experience, and character, offering specific examples of their performance and endorsing their suitability in a case of a role they are applying for (Furnham, 2021). In writing, an author should clearly state that a person is suitable for a job position. Further on, an individual should provide contact information (Siegel, 2021). Basically, people need to show a willingness to receive correspondence about a candidate’s application. Hence, a last paragraph builds confidence in an employer about an applicant’s abilities to work in a new job position.

Writing Style

A particular tone of an employment reference letter should be formal. For example, an author must use appropriate language (Bourque et al., 2019). In writing, people should not include an applicant’s personal information, like race, political stance, religion, nationality, marital status, or age. Lastly, they should revise a whole letter to identify spelling mistakes, sloppy writing, or typos. Thus, any reference letter should appear professional.

Employment Reference Letter Example & 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 writing to provide a strong recommendation for [Employee’s Name], who worked with us at [Company Name] as a [Job Title] from [start date] to [end date]. During this time, I had a pleasure of supervising [Employee’s Name] and observing [his/her] impressive contributions to our team.

In [his/her] role, [Employee’s Name] was responsible for [list key responsibilities]. A person consistently demonstrated strong [mention key skills, such as communication, problem-solving, or leadership] and played an instrumental role in [mention specific achievements or contributions, such as completing projects, improving processes, or leading initiatives]. [His/Her] ability to [specific example of a key skill or accomplishment] was highly valued by both our team and our clients.

Beyond [his/her] technical skills, [Employee’s Name] exhibited a strong work ethic, working reliability, and a positive attitude, making a person an asset to a company. [He/She] was always willing to go above and beyond to meet all deadlines and deliver high-quality work, even under pressure.

I have no doubt that [Employee’s Name] will bring a similar level of dedication and excellence to [his/her] next role. I highly recommend a candidate for [a position a person is applying for or industry], and I am confident that [he/she] will excel in any organization.

Please, feel free to contact or respond to me at [phone number] or [email address] if you need further information or have any questions.

Sincerely,
[Your Name]
[Your Job Title]
[Company Name]

What to Include

Element	Description
Introduction of an Author	Briefly explain who you are, your position, and your relationship to a candidate in your writing.
Duration of Relationship	Mention how long you have known an indiciault and in what capacity (e.g., colleague, supervisor).
Candidate’s Role and Responsibilities	Describe a specific job role a person held and outline his or her key responsibilities.
Skills and Competencies	Highlight an applicant’s skills, including technical abilities, leadership, problem-solving, and communication.
Work Ethic	Provide insight into a person’s work habits, such as reliability, dedication, and ability to meet deadlines.
Achievements and Contributions	Share specific examples of an individual’s achievements or how a person added value to an organization.
Interpersonal Skills	Discuss how a person interacts with colleagues, clients, or customers, focusing on teamwork and collaboration.
Problem-Solving Ability	Highlight how an applicant approaches challenges and solves problems in a workplace environment.
Suitability for a Role	Write about an endorsement of a candidate’s fit for a specific role or industry a person is applying for.
Closing Remarks	Mention how long you have known an individual and in what capacity (e.g., colleague, supervisor).

Common Mistakes

Lack of Specificity: Failing to provide specific examples of a candidate’s skills and achievements can make an employment reference letter unconvincing.
Overly Brief: Writing an employment reference that is too short may not provide enough detail to support a person’s application.
Being Too Vague: Using vague language in writing or not clearly explaining an individual’s role and contributions weakens a text’s impact.
Over-Praising Without Evidence: Offering excessive praise without concrete examples may make a paper seem less credible.
Ignoring a Job Role: Not tailoring an entire content to a job or industry an applicant is applying for can reduce its relevance to potential employers.
Grammatical and Formatting Errors: Spelling mistakes, poor formatting, or other writing errors can negatively affect both an author and a candidate.
Not Stating Your Relationship Clearly: Failing to explain your relationship to a person may confuse readers about your authority to provide a reference.
Lack of Professional Tone: Using informal language or a casual tone in writing can detract from a professional nature of a recommendation.
Missing Contact Information: Not including your contact information can prevent employers from reaching out to receive further details.
Being Dishonest: Exaggerating a candidate’s qualifications or making false claims can damage your credibility and a person’s chances.

Summing Up

Writing an employment reference letter increases standard chances of an applicant to secure a job position. In this case, an author should provide precise writing details about an applicant. Besides, a person must organize such a text professionally to create a positive image of an employee to an employer. As a result, an author needs to convince an employer that an applicant is suitable to get a new job position.

References

Bourque, S. L., Lee, C. J., Jones, M. D., & Sullivan, G. M. (2019). Letters of recommendation. Journal of Graduate Medical Education, 11(4), 479–480. https://doi.org/10.4300/jgme-d-19-00344.1

Delpo, A., & Guerin, L. (2024). Dealing with problem employees: How to manage performance & personality issues in the workplace. Nolo.

Eberhardt, M., Facchini, G., & Rueda, V. (2023). Gender differences in reference letters: Evidence from the economics job market. The Economic Journal, 133(655), 2676–2708. https://doi.org/10.1093/ej/uead045

Furnham, A. (2021). Twenty ways to assess personnel: Different techniques and their respective advantages. Cambridge University Press.

Sarabipour, S., Hainer, S. J., Furlong, E., Jadavji, N. M., de Winde, C. M., Bielczyk, N., & Shah, A. P. (2021). Writing an effective and supportive recommendation letter. The FEBS Journal, 289(2), 298–307. https://doi.org/10.1111/febs.15757

Siegel, I. (2021). Get hired now!: How to accelerate your job search, stand out, and land your next great opportunity. John Wiley & Sons.

Employment Reference Letter: Basic Guidelines & Examples