Why do employee reference letters matter?

Employee reference letters matter because they document an employee’s skills, strengths, and accomplishments to help them pursue their goals. An employee might ask for a letter of reference when applying to a new job, college program, volunteer opportunity, community leadership position, or internship. Reference letters help admissions counsellors, hiring managers, and other supervisors learn about the employee’s qualities so they can decide whether the employee is a good fit for their organization.

Types of employee reference letters

Employees can request different types of reference letters depending on the position for which they’re applying. Here are a few common types of reference letters:

Character reference

An employee applying for a high-level position or entry into a professional organization may ask for a character reference. Character references endorse the employee’s character, work ethic, and personal assets. Organizations use character references to assess whether the employee is a good cultural fit for them. It’s generally best for employers to have a close, personal relationship with the employee requesting the letter so they can accurately describe their traits, behaviors, and skills.

Academic reference

Many university programs require candidates to submit a reference letter as part of their application. An academic reference letter details the candidate’s qualifications and work ethic. College admission boards use these letters to decide whether a candidate is suitable for the educational program.

These letters might cover aspects of the candidate’s abilities not shown in other parts of their application. For example, a student returning to school after many years may not have a recent transcript that reflects their academic abilities. An academic reference can express their qualities as an employee and discuss their potential to succeed in a university program.

Employment reference

When applying for a new job, your employee might ask you for an employment reference letter to attach to their resume. This type of reference letter explains why the employee is suitable for a position. Employees can also use employment reference letters for other reasons, such as uploading their CV to a recruitment platform or applying for a rental property.

Elements of an employee reference letter

These details are essential for writing an employee reference letter:

• Contact details: Include your phone number and e-mail address at the letter’s closing. Write a statement encouraging recruiters to contact you with questions.
• Relevant example: Include an example of a time when the employee demonstrated their knowledge and abilities. Describe their skills and how they applied them to solve a problem, overcome a challenge, or achieve a specific result.
• Professional relationship: Explain your professional relationship with the candidate to provide context.
• Endorsement: An employee reference letter endorses the applicant for an organization, school, or new role. State why you consider the employee suitable for the position or program.
• Dates of employment: Some recipients want to know how long the period of employment was. A reference letter includes the candidate’s dates of employment.

Tips for writing an employee reference letter

Here are some tips to help you write an effective reference letter:

Understand the position

Before you start writing a reference letter, ask the employee to provide you with details about the position for which they are applying. This way, you can create a letter that highlights the employee’s abilities in a way that matches the requirements of the position. For example, if they’re applying for a new job, asking for the job description can help you write a letter that shows how the employee meets the position’s description.

Show confidence in the employee

A reference letter is an important endorsement for an employee, but it also reflects your abilities as an employer or manager. Before committing to writing a reference letter, make sure you feel the employee is a good representative of your company and its values. Agree to write the letter only if you feel confident in endorsing the employee as someone whose abilities match your professional standards.

Use a business letter format

An employee reference letter follows a similar format to a business letter. A business letter is a professional document that organizations use to communicate with other companies, their customers, and other stakeholders. The standard business letter format includes a header, the date, a professional greeting, and a polite closing.

Employee reference letter template

Here is a template to help you write a reference letter:

Dear [receiver’s name],

[Reference statement: this should explain your reason for writing the letter.]

[First paragraph: describe the employee’s background and talk about the time you worked together.]

[Second paragraph: add some examples of relevant skills exhibited by the employee.]

[Third paragraph: add some examples of the employee’s achievements.]

[Closing remarks: summarize the goal of the letter.]

Regards,

[Your name]
[Your contact details]

Employee reference letter example

Here’s a sample employee reference letter:

Dear Anais Gagné,

I am recommending Mr. Ethan Tremblay for the project manager position at your organization. I worked as Mr. Tremblay’s supervisor for over eight years, while he grew through the ranks from administrative assistant to project manager in my establishment, The Wavewood Group.

Mr. Tremblay has been one of the more consistent performers in my organization. As a project manager, he had the best lead turnover and most successful project completions among his colleagues. His positive personality and dedication made him a client favourite. While I served as his supervisor, 92% of his clients came to us with repeat business.

I have no doubts recommending Mr. Tremblay for the role of Project Manager. Please reach out to me for more details or with questions.

Regards,

Dr. Mary Wright

CEO

The Wavewood Group
123 Bowen Island
Vancouver, Canada 12345
+1-514-555-1234
m.wright@wavewoodgroup.com

FAQs about employee reference letters

Here are some commonly asked questions regarding employee reference letters:

Will I submit the letter myself?

The submission expectations for reference letters depend on the organization’s preferences. Sometimes, you give the letter to the employee to deliver, but in other cases, you may need to deliver the letter yourself. Follow the instructions that the organization provides or ask for clarification if you’re unsure.

How long should a reference letter be?

The length of a reference letter depends on the organization’s expectations. A typical reference letter is about a page long, but some may be longer if the employee is applying for a high-level position and needs a detailed reference to demonstrate their abilities. No matter the exact length of your letter, it’s important to use concise and professional language to show respect for the recipient’s time.

How do I know what to focus on in a reference letter?

Take some time before writing to learn about your employee’s new position or program and ask your employee for more clarity if you have questions. Understanding the position and its expectations helps you decide what details to include in the letter. If you’re unsure what details to include, try making a list of your employee’s best skills or accomplishments and identify the ones that are most relevant for their application.

Employee Reference Letter Templates for PDF & Word

Use these templates to help write an effective reference letter that allows your employees to achieve their personal, professional, and educational goals.

*Indeed provides these examples as a courtesy to users of this site. Please note that we are not your HR or legal adviser, and none of these documents reflect current labor or employment regulations.