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How to Write a Reference Letter (Template & Examples)

By Ammar Ahmed

Published: January 29, 2024

A reference letter serves as a formal endorsement of an individual’s skills, character, and achievements, typically penned by a former employer, colleague, or academic mentor. 

This guide aims to empower professionals with the tools and knowledge to craft effective reference letters, combining best practices with practical templates to streamline this essential task.

Types of Reference Letters

Understanding the different types of reference letters is crucial for professionals, as each type caters to specific contexts and highlights various aspects of an individual’s profile. Below, we explore three key types: Professional, Academic, and Character Reference Letters.

Professional Reference Letters

Professional reference letters are written by a previous employer, supervisor, or professional colleague. They focus on the applicant’s work experience, skills, and professional achievements. These letters are often required during job applications or for career advancement opportunities. 

These letters should detail the individual’s role, responsibilities, key accomplishments, and work ethic. It’s essential to mention specific instances where the individual demonstrated their skills and contributed to the organization’s success.

Related Article: Who to Use for Professional References 

Academic Reference Letters

Academic reference letters are typically requested for educational pursuits, such as college admissions, scholarships, or academic awards. Written by teachers, professors, or academic advisors, these letters highlight the individual’s academic achievements, intellectual capabilities, and potential for future success in their field of study. 

They should reflect on the individual’s academic performance, participation in class, and any notable projects or research work. This type of letter often emphasizes the individual’s dedication, curiosity, and ability to overcome academic challenges.

Character Reference Letters

Character reference letters focus primarily on the personal attributes of an individual. They are usually written by someone who knows the person well but is not a family member, such as a mentor, family friend, or community leader. 

These letters are particularly important when assessing an individual’s suitability for a role that requires a high degree of trust and integrity. They should provide insights into the individual’s character, values, and behaviors, illustrating how these traits have been beneficial in various situations.

Related Article : How Many References Should You Have? 

Letter of Recommendation Examples

In crafting a letter of recommendation, it’s essential to tailor the content to the specific needs and strengths of the individual. Whether it’s for a professional role, character assessment, or a remote work position, each letter should effectively highlight the candidate’s unique qualities and contributions. 

These examples are designed to provide a clear understanding of how to articulate a candidate’s abilities and achievements in a manner that resonates with the recipient, ensuring the letter is both compelling and relevant to the candidate’s desired opportunity.

Professional Employment Reference Letter

Taylor Robinson Hiring Committee Chair Innovatech Solutions 321 Future St. Techville, TV 32167 April 5, 2024

Dear Mr./Ms. Robinson,

It is with great enthusiasm that I recommend Laura Smith for the position of Project Manager at Innovatech Solutions. As the Senior Director of Project Management at TechGenius, I had the privilege of observing Laura’s professional growth and remarkable contributions over her four-year tenure as an Assistant Project Manager.

Laura’s standout achievement was her leadership in the “GreenTech Initiative” project in 2020. Under her guidance, the project not only met but exceeded its objectives, achieving a 30% increase in energy efficiency for our client’s products. Her strategic planning, combined with her ability to seamlessly integrate new technology into existing systems, was critical to the project’s success. Laura’s innovative approach and meticulous attention to detail were instrumental in securing a 15% grant for future sustainability projects for TechGenius.

Beyond her technical skills, Laura’s interpersonal abilities truly set her apart. Her team leadership and conflict resolution skills were pivotal during challenging project phases, ensuring team cohesion and maintaining client satisfaction. Her mentorship of junior staff members has left a lasting positive impact on our department.

I am confident that Laura will bring the same level of exceptional performance, dedication, and innovation to the Project Manager role at Innovatech Solutions. Her blend of strategic foresight, technical expertise, and leadership ability makes her an excellent fit for your team. I strongly recommend her for this position and believe she will be a valuable asset to your organization.

Please feel free to contact me for any further information or clarification.

John Doe Senior Director of Project Management, TechGenius [email protected] +1 555 123 4567

Character Reference Letter for a Coworker

Jane Doe Human Resources Manager Green Earth Initiatives 123 Business Rd. Business City, BC 12345 January 1, 2024

Dear Ms. Doe,

I am writing to express my wholehearted support for Emily Johnson’s application for the Community Outreach Coordinator position at Green Earth Initiatives. As Emily’s coworker at Design & Innovate Corp for over five years, I have had the privilege of witnessing her exceptional character and dedication to community service.

Emily has always been more than just a proficient graphic designer ; she is a driving force for positive change within our community. One of her most notable contributions was her volunteer work with the local “Food for All” campaign, where she not only designed impactful promotional materials but also played a crucial role in organizing community food drives. Her efforts helped raise awareness and significant donations for the cause, demonstrating her compassion and commitment to helping those in need.

What truly sets Emily apart is her genuine empathy and integrity. She often takes the initiative to support new team members and creates an inclusive and welcoming work environment. Her ability to connect with people from diverse backgrounds, combined with her strong ethical values, makes her an outstanding role model and team player.

Emily’s passion for community engagement, along with her innate ability to inspire and mobilize people toward a common goal, makes her an ideal candidate for the Community Outreach Coordinator role. I am confident that her exceptional interpersonal skills and dedication to social causes will enable her to excel in this position and make a meaningful impact at Green Earth Initiatives.

Please do not hesitate to contact me if you require any further information or insights regarding Emily’s character and abilities.

Warm regards,

David Thompson Senior Graphic Designer, Design & Innovate Corp [email protected] +1 555 678 9101

Remote Work Employment Reference Letter

Alex Martinez Hiring Manager VirtualTech Inc 456 Justice Ave. Law City, LC 45678 March 10, 2024

Dear Attorney Martinez,

I am delighted to recommend Mark Benson for the position of Lead Software Engineer at VirtualTech Inc. As the CTO of NetSolutions, where Mark has been working remotely for the past three years, I have had ample opportunity to observe his exceptional technical abilities and adaptability to the remote working model.

During his tenure with us, Mark was instrumental in developing our flagship product, CloudSync, a complex cloud storage solution. His technical expertise, particularly in cloud computing and cybersecurity, was vital in overcoming the project’s significant challenges. Despite the remote setting, Mark’s consistent communication and collaboration were standout qualities. He regularly led virtual team meetings and coding sessions, ensuring that all team members, regardless of their location, were aligned and engaged.

What impresses me most about Mark is his self-motivation and time management skills, crucial in a remote work environment. He has an innate ability to prioritize tasks effectively and meet deadlines without compromising on the quality of work. His initiative to conduct weekly virtual training sessions for the team not only enhanced our collective skill set but also fostered a sense of community and teamwork among remote employees.

Mark’s blend of technical acumen, excellent communication, and leadership skills, along with his proven ability to thrive in a remote work environment, makes him an ideal candidate for VirtualTech Inc. I am confident that he will be a valuable asset to your team and contribute significantly to your company’s success in the digital realm.

Please feel free to contact me if you would like further information or specific examples of Mark’s work and achievements.

Susan Lee Chief Technology Officer , NetSolutions [email protected] +1 555 234 5678

What to Include in a Reference Letter

When composing a reference letter, it’s essential to include certain key elements to ensure the letter is effective and provides a comprehensive overview of the candidate’s qualifications.

These elements include:

1. Sender’s Information

The sender’s information is a critical component of any reference letter, as it establishes the credibility and authority of the person writing the letter.

This section should be clearly outlined at the top of the letter and include the following details:

• Name: The full name of the individual writing the reference letter.
• Title or Position: The professional title or position of the sender, which adds weight to the reference. This should be the current title or the one held while working with the individual being recommended.
• Company or Organization: The name of the company or organization where the sender is employed or affiliated.
• Contact Information: Including an address, phone number, and email address is crucial. It not only offers a means for the recipient to verify the information or seek further clarification but also demonstrates transparency and openness.

2. Recipient’s Information

• Name: The full name of the recipient. If the recipient’s name is not known, a general title or department can be used, such as “Hiring Manager” or “Admissions Committee.”
• Title or Position: Including the recipient’s professional title or position helps in directing the letter to the appropriate person, especially in large organizations where multiple individuals may be involved in the decision-making process.
• Company or Organization: The name of the company or organization where the recipient works. This acknowledges the professional setting into which the candidate is seeking entry or advancement.
• Address: The full postal address of the company or organization. 

3. Salutation

The salutation in a reference letter is more than just a formality; it sets the tone for the communication and shows respect for the recipient.

Here are key elements to consider:

• A Formal Greeting: Begin with a formal greeting such as “Dear,” which is universally recognized as professional and respectful.
• Addressing the Recipient: If you know the recipient’s name, use it directly after the greeting, e.g., “Dear Mr. Smith,” or “Dear Dr. Jones.” 
• Inclusive and Respectful Language: If the recipient’s name or gender is unknown, use a neutral and inclusive salutation like “Dear Hiring Manager,” “Dear Selection Committee,” or “To Whom It May Concern”. 

4. Opening Paragraph

The opening paragraph of a reference letter is pivotal in establishing the context of your relationship with the candidate and setting the stage for the endorsement to follow.

Here are some elements to include in this initial section:

• Introduce Yourself: Start by introducing yourself to give the recipient an understanding of who you are. Mention your name and your professional position or title, as this adds credibility to your recommendation.
• Your Relationship with the Candidate: Clearly state your professional or academic relationship with the person you are recommending. This could be as their supervisor, colleague, professor, or mentor.
• Duration of Relationship: Include how long you have known the individual. This time frame helps the recipient gauge the depth and extent of your experience with the candidate.
• Purpose of the Letter: Briefly mention the purpose of your letter – to recommend the individual for a specific position, program, or opportunity. This sets a clear context for the rest of your letter.

5. Body Paragraphs

The body paragraphs are the core of the reference letter, where you provide detailed insights into the candidate’s qualifications, skills, achievements, and character.

Here’s how to structure this section effectively:

• Specific Examples and Details: Use concrete examples to illustrate the person’s skills and qualifications. For instance, if you are highlighting their leadership skills, mention a specific project they led and the positive outcomes that resulted from it.
• Highlight Relevant Experiences and Accomplishments: Discuss experiences that directly relate to the position or opportunity the individual is pursuing. For example, if they’re applying for a managerial role focus on instances where they demonstrated effective management skills.
• Unique Qualities or Strengths: Point out any unique strengths or qualities that make the individual stand out. This could include exceptional problem-solving skills, innovative thinking, or a strong commitment to teamwork.
• Personal Anecdotes or Stories: Including a brief story or anecdote can make your letter more engaging and memorable. This could be an instance where the individual overcame a significant challenge or went above and beyond in their role.
• Balanced Perspective: While it’s important to focus on positive attributes, offering a balanced perspective can add authenticity to your letter. If appropriate, you can mention areas where the candidate has shown growth during your relationship.

Remember, the goal of these paragraphs is to provide a vivid picture of the candidate’s abilities and character. Well-chosen examples and stories make your endorsement more convincing and help the recipient understand why the individual is an excellent fit for the opportunity.

6. Closing Paragraph

The closing paragraph of a reference letter is where you encapsulate your overall recommendation and express your support for the individual.

Here are some elements to include:

• Summarize Key Points: Briefly restate the most important qualities, achievements, or skills of the candidate that you have highlighted in the letter. This reinforces your endorsement and reminds the reader of the candidate’s suitability for the position or opportunity.
• Express Your Strong Recommendation: Clearly state your confidence in the candidate and your belief in their suitability for the role or opportunity. Use affirmative language like, “I highly recommend,” or “I am confident that,” to leave no doubt about your support.
• Offer to Provide Further Information: Indicate your willingness to provide additional information or clarification if needed. This shows your genuine support and readiness to assist further in the candidate’s application process.
• Contact Information Reminder: Although your contact information is already at the top, a brief reminder here ensures that it is easily accessible for the reader, should they wish to follow up with you.

7. Closing Salutation

Here’s how to conclude your letter appropriately:

• Use a Professional Closing: Opt for a formal and universally accepted closing phrase. Common examples include “Sincerely,” “Best regards,” or “Yours truly.” 
• Consistency with the Tone: Ensure that the closing salutation matches the overall tone of your letter. If your letter is highly formal, a closing like “Sincerely” is appropriate. For a slightly less formal tone, “Best regards” can be a good choice.
• Space for Signature: If you are sending a hard copy or a scanned version of the letter, leave space for your handwritten signature above your typed name. This personal touch adds authenticity to the document.
• Typed Name and Title: Below the signature space, type your full name and title again. 

Related Article: When Do Employers Check References?

Reference Letter Template

This reference letter template is designed for professionals to easily adapt and customize according to the specific needs of the individual being recommended. Simply fill in the blanks and modify the text as necessary to suit your context.

[Your Name] [Your Title or Position] [Your Company or Organization] [Your Contact Information (Address, Phone Number, Email)] [Date]

[Recipient’s Name] [Recipient’s Title or Position] [Recipient’s Company or Organization] [Recipient’s Address]

Dear [Recipient’s Name],

I am writing to recommend [Candidate’s Full Name] for [Position/Opportunity/Program] at [Recipient’s Company/Organization/School]. As [Your Position] at [Your Company/Organization], I have had the pleasure of working with [Candidate’s Name] for [Duration of Relationship] and have witnessed [his/her/their] significant contributions first-hand.

[In this paragraph, provide specific examples of the candidate’s skills, achievements, and qualities. Mention a particular project or responsibility and the impact of their work. Highlight any unique attributes that set the candidate apart.]

[This paragraph should continue to build on the candidate’s qualifications. Include personal anecdotes or stories that illustrate their capabilities and character. Focus on how their contributions positively affected your team or organization.]

I am confident that [Candidate’s Name] will bring [his/her/their] remarkable [skills/qualities, such as leadership, creativity, dedication] to [Recipient’s Company/Organization/School]. [His/Her/Their] ability to [specific skill or contribution] makes [him/her/them] well-suited for [Position/Opportunity/Program]. I strongly endorse [his/her/their] candidacy and believe [he/she/they] will be a valuable addition to your [team/program/organization].

Please feel free to contact me at [Your Contact Information] if you require any further information or specific examples of [Candidate’s Name]’s work and achievements.

[Your Handwritten Signature (if applicable)]

[Your Typed Name] [Your Position]

Related Article: How to Provide References for a Job

Tips for Writing Letters of Recommendation

Crafting effective letters of recommendation requires a delicate balance of showcasing the candidate’s strengths, providing specific examples, and employing persuasive language. Here are some valuable tips to help you navigate the intricacies of this crucial task.

Quantify Achievements

When writing a letter of recommendation, it’s powerful to quantify the candidate’s achievements. Use specific figures and statistics to illustrate their accomplishments. For example, instead of saying “significantly increased sales,” specify “increased sales by 30% over six months.” This provides concrete evidence of their capabilities and makes their achievements more tangible and credible. Quantifying contributions also helps the recipient gauge the scale and impact of these accomplishments, offering a clearer picture of the candidate’s potential.

Connect to the Position or Opportunity

Tailor the letter to the specific position or opportunity the candidate is applying for. Highlight skills and experiences that are directly relevant to the job requirements or academic program. For instance, if the candidate is applying for a leadership role, emphasize their successful team management experiences. This shows that you understand what the role entails and have thoughtfully considered how the candidate’s skills and experiences make them a good fit, making your recommendation more relevant and persuasive.

Include Keywords

Identify important terms in the job listing or academic program description, such as “project management,” “analytical thinking,” or “creative problem-solving,” and weave them into your letter. This not only tailors the letter to the specific role but also ensures it passes through any automated screenings, increasing the chance that your recommendation will be read by decision-makers.

Leverage Technology for Reference Letter Management

Utilize technology platforms for efficient reference letter management. For example, online reference request platforms simplify the process of requesting, writing, storing, and submitting letters of recommendation. These tools often offer templates, reminders, and the ability to submit letters directly to institutions or employers. 

Leveraging such technology can streamline the process, ensuring timely submission and organization of your reference letters, while also offering a secure way to manage sensitive personal information contained within these documents.

Related Article: Reference Check Questions

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How to Write a Reference Letter

So you’ve been asked to write a reference letter. There’s only one problem: You don’t know how to write one. Don’t panic. A reference letter is generally straightforward and only about a page long. To help you, we put together this guide on how to write a reference letter.

A reference letter, also known as a recommendation letter, is a brief letter to a school, company, or organization to which an individual is applying. The reference letter details the skills, achievements, and character traits of the applicant as they relate to the individual’s goals.

What is a reference letter?

A reference letter is a written statement about an individual’s time at a company, organization, or institution. A reference letter states the individual’s title, roles, and duties during their time with the organization. It also discusses their character, work ethic, achievements, and unique contributions to the organization.

The purpose of a reference letter is to provide a prospective employer or program director with an authentic look at the applicant’s past performance. The goal isn’t to “sell” the applicant, but to communicate how their experiences and skills make them a fit for the position for which they are applying. It also answers the questions they might have after reviewing the applicant’s résumé or CV . In a way, a reference letter is similar to a cover letter —but unlike a cover letter, a reference letter is written by an individual other than the applicant. It should be formatted similarly to a business letter .

3 types of reference letters

There are a few different types of reference letters, but they share certain details:

• Each is written by an individual who knows the applicant well
• Each notes the period of time the applicant worked/attended school with the letter writer
• Each discusses the applicant’s achievements, skills, and character in relation to the applicant’s goals

The main difference between the types is their content. Each type of reference letter is optimized for the applicant’s goal.

1 Professional

A professional reference letter discusses the applicant’s professional successes and experience. It may mention different positions the applicant held while with their current employer, specific projects they contributed toward, certifications they hold, and any specialized skill sets they have. Generally, professional reference letters are written by managers and colleagues.

An academic reference letter discusses an applicant’s academic prowess and experiences. Usually, academic reference letters are written by instructors, department chairs, or other academic leaders. An academic reference letter may note the courses the applicant completed, projects and research they were a part of, and any notable achievements.

Here’s how to write a reference letter for a personal acquaintance. It’s the same structure and type of content as an academic or professional reference letter but with a focus on their personal traits. For example, you might discuss an applicant’s compassion and sense of duty in a reference letter to accompany their medical school application. Usually, personal reference letters are written by friends, neighbors, and others who know the applicant well but haven’t personally taught, worked, or attended school with them.

What to include in a reference letter

When you’re wondering how to write a reference letter, the most important thing to keep in mind is that it should provide an authentic look at the applicant’s achievements, skills, strengths, and character.

Although a reference letter is about its subject, you should also include some information about yourself, including:

• Your position
• Your relationship to the applicant
• How long you’ve known them
• Your contact information (email and phone number)

This shows that you’re qualified to discuss their work. Be sure to keep this section brief, though, and relate all the information you share back to the letter’s subject.

A reference letter should include why and how the applicant is a good fit for the position they’re seeking; keep this in mind as you choose which character traits and achievements to highlight in your writing .

For example, if they’re applying to a graduate program, focus on their academic achievements and intellectual stamina. If they’re applying for a managerial position, discuss experiences you’ve had with them where they excelled as a leader.

What to leave out of a reference letter

Omit any information that isn’t relevant to the position they’re seeking, even if it paints them in a positive light. Your colleague might be the most hilarious person in the office, but unless they’re applying for a spot in an improv group or clown college, don’t waste valuable reference letter space discussing it. Additionally, leave out personal information like their race, age, gender, or personal background—it isn’t relevant.

Reference letter format

Format-wise, a reference letter should be similar to any other letter .

• Introduction
• One or two body paragraphs
• Sign-off and signature

A reference letter should be no more than one page long.

How to reject a reference letter request

You might face a scenario in which somebody asks you to write a reference letter, but you either can’t write one or you don’t want to. Don’t fret; many people find themselves in this situation. Here’s how to handle it, depending on the reason why you can’t write the letter:

What to say if you can’t recommend the person

If your experience with the applicant’s work has been less than stellar, now isn’t the time to tell them. Instead, simply tell them that you don’t feel you’re the best person to write a reference letter. There’s no need to elaborate, and if they push for more details, you can reiterate that another person would be a better choice for writing a reference letter on their behalf.

When you don’t know the person well enough

Sometimes you can’t recommend an individual because you aren’t familiar enough with them or their work. When this is the case, you have more room to be honest. Tell them that while you’re flattered they asked, you just don’t know their work well enough to discuss it accurately.

Reference letter example

Dear Mr. Yu,

It is my pleasure to recommend Luz Heredia for a senior project manager position with your company. As creative director at Get Samples Content Services, Luz has reported to me directly since she started as a project manager with our company in 2018.

During her time at Get Samples, Luz streamlined our workflow by introducing our team to a variety of project management programs. Thanks to her efforts, we were able to double our bandwidth for new client projects from August 2018 to May 2019. An early adopter when it comes to tech, Luz helped our office evolve its culture to become more tech-savvy and willing to take calculated risks on new software and systems.

Our office’s cultural transformation couldn’t have happened without Luz’s natural teaching abilities. When introducing the team to a new concept, she thoroughly explained what it is, what it accomplishes, and the benefits of adopting it. She also answered any questions team members had, establishing herself as our in-office SaaS subject matter expert. These qualities will make her an excellent leader at your company.

Luz is a solution-oriented, process-focused problem solver who thinks on her feet and finds solutions for every challenge she and her team face. I eagerly give her my wholehearted recommendation because I know she will be an asset to your company. If you would like to discuss Luz’s work further, please give me a call at 212.555.0000 and I would be happy to speak with you.

Sincerely, Elnaz Schmid

Creative Director Get Samples Content Services [email protected] 212.555.0000

Reference letter FAQs

A reference letter, also known as a recommendation letter, is a brief letter to a school, company, or organization to which an individual is applying. The reference letter details the applicant’s skills, achievements, and character traits as they relate to the individual’s goals.

What should a reference letter include?

A reference letter states the individual’s title, roles, and duties during their time with their current organization. It also discusses their character, work ethic, achievements, and unique contributions to the organization. Additionally, the letter should include information about the letter writer, such as their job title, contact information, and relationship to the applicant.

Who should write a reference letter?

A reference letter should be written by an individual who knows the applicant well, ideally in an academic or professional capacity. This includes previous instructors, supervisors, and colleagues.

How long should a reference letter be?

A reference letter should be approximately one page long.

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How to Write a Letter of Recommendation (Template + Tips)

Learn how to write a letter of recommendation, including tips on what to include and when to say no.

A letter of recommendation is a letter written on behalf of an applicant by someone who can vouch for that person’s educational or professional performance. This letter is typically sent to an admissions officer or hiring manager considering a candidate for admission, employment, or a scholarship.

Letters of recommendation help round out an application. They do this by offering insight into an applicant’s personal qualities like integrity, intellectual curiosity, or leadership potential. Writing a strong letter of recommendation as a teacher, counselor, manager, or co-worker can help give an applicant an edge over their competition.

Letter of recommendation template

Use this template to get you started on writing a properly formatted recommendation.

Letter of recommendation sample

Here’s an example of a strong recommendation letter written using the template above.

How to format a letter of recommendation

Different organizations have different recommendation letter requirements. Be sure to ask the requester about any specific guidelines. In general, a letter or recommendation can be broken down into the following sections:

Recipient Name

Recipient Title

Recipient Address

Greeting: Address the recipient by name if possible (Dear Ms/Mr).

Personal introduction: Begin the body of your letter by introducing who you are and your relationship to the applicant.

Recommendation: What makes the candidate a good fit? Offer specific examples of skills or qualifications that match the role.

Anecdote or example: Include a personal anecdote about what it’s like to work with the candidate. Include any workplace or people skills you’ve observed them to possess.

Closing: Give an overview of why you’d recommend this person.

Contact information: Provide your email address and phone number so the recipient can follow up.

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Tips for writing a strong letter of recommendation

If you’re writing a recommendation letter, you likely want the candidate to have the best chance of getting a positive result. Here are some tips for writing a good letter that may stand out to admissions officers, potential employers, or anyone else reviewing the letter.

Do your research.

Find out what exactly the candidate is applying for. Ask them to provide:

A copy of the job description or academic program requirements 

Their resume

Any particular skills, achievements, or qualifications they’d like you to highlight 

This will help you focus your letter on the skills or qualifications that are specific to the role the candidate is applying for. 

Be specific.

Please feel free to use a template (like the one above) to guide your writing, but remember to make it personal. Use examples and specific details to illustrate why this person is the best candidate. Choose strong, accurate adjectives over general terms or cliches. 

Think about what the person reading the letter might want to know. Include details or insight that wouldn’t necessarily show up on a resume or application. Your letter should help the recipient get to know the person you are recommending. 

Read more: How to Ask for a Letter of Recommendation (Template + Tips)

Stay positive.

Your recommendation should confirm that this candidate is a strong contender for whatever they’re applying for. Demonstrate honest enthusiasm, and avoid any comments that could be construed in a negative light. If you can make a superlative comparison between this person and others you’ve worked with (e.g. “she’s one of the best student aides I’ve had the pleasure to work with in my career as a professor”), do so.

Keep it formal and concise.

Use a business letter format using a twelve point font size in either Arial or Times New Roman. Write your letter on your business or organization letterhead if possible. The recipient likely reads dozens if not hundreds of letters, so keep yours concise and to the point. Aim for at least one page but no more than two. 

Don’t be afraid to say no.

If you feel like you’re unable to offer a glowing recommendation for a candidate, it’s okay to say no. A mediocre endorsement can often do as much damage as a negative one. While it may feel uncomfortable, it’s perfectly acceptable to respectfully decline a request.

Follow the instructions.

You’re vouching for this person. Be sure to follow any specific submission guidelines carefully, and get your letter in on time (or early). If your letter makes a good impression, that will carry over to the candidate you’re endorsing.

How to ask for a letter of recommendation

Chances are that you’ll be asked to provide letters of recommendation as part of an application you’re submitting sometime during your education or career. This is particularly true when you’re applying for graduate programs. One or more letters of recommendation are almost always part of the application process.

Keep reading

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How to Write a Letter of Recommendation [With Tips & Template]

Every now and then, applying for a position will require that you also submit a letter of recommendation. 

Or, maybe, a coworker will ask you to write a recommendation letter for their new job application.

If you're not certain how to go about it, don't worry - nothing about recommendation letters needs to be complicated. Especially once you learn the nitty-gritty of the topic. 

This is exactly what this article is here to teach you!

What is a Recommendation Letter?

What should a letter of recommendation include.

• How to Write a Letter of Recommendation

3 Types of Recommendation Letters

• How to Ask For a Recommendation Letter
• Recommendation Letter Template

A letter of recommendation is a formal document confirming and recommending a person’s work, skills, or academic performance and potential. 

Typically, a recommendation letter is required for: 

• University admissions
• Fellowships or internship positions
• Job applications
• Volunteering opportunities

You should ideally write a recommendation for someone whose abilities and work ethic you are familiar with - for example, a colleague, student you taught, your employee, or someone you supervised at work.

Similarly, if you’re the one asking for a recommendation letter, you should ask someone who can attest to your professional or academic abilities. 

The types of recommendation letters are:

• Academic recommendation letters.
• Employment recommendation letters.
• Character recommendation letters.

Here’s what each type of recommendation letter is about:

#1. Academic Recommendation Letters

Academic recommendation letters are typically required to be submitted by students during the admission processes of graduate and undergraduate schools. 

Generally, each prospective student is requested to submit up to three references, which can be written by any education professional familiar with the candidate’s academic background. 

Academic reference letters include:

• Recommendation letter for undergraduate/graduate school
• Recommendation letter for a scholarship
• Recommendation letter for a fellowship program

#2. Employment recommendation letters 

This type makes up the most popular type of recommendation letter.

Sometimes, employers can ask you to submit up to 3 recommendation letters as part of your job application.

More often, though, a recruiter might ask you for recommendation letters if they already like your resume and want to learn more about you. 

Employment recommendation letters are written by former - or current - coworkers, employers, or supervisors.

If you can choose, pick someone with more years of experience than you. After all, the more senior they are, the more weight their recommendation carries.

Employment recommendations include: 

• Recommendation letter for a coworker
• Recommendation letter for a (former) employee

#3. Character recommendation letters

Character recommendation letters, also known as personal references, are used to describe an individual’s personality by someone who knows them well, including close friends, coworkers, or employers. 

Personal references serve many purposes, the primary ones being court cases dealing with criminal issues such as drunk driving offenses, or legal situations such as child adoption procedures. 

It is not uncommon, however, to have a potential landlord or even immigration officials ask for a personal reference. 

Personal references include: 

• Recommendation letter for a friend
• Recommendation letter for a tenant
• Recommendation letter for a patient

Recommendation letters follow a particular format and layout that make writing them significantly easier. 

In this section, we’ll cover how to do each the right way, starting with:

Letter of Recommendation Format

A letter of recommendation includes the following sections: 

• The salutation ; if you are addressing someone whose name you know or writing a personal recommendation letter, the salutation can be addressed to “Dear Mr./Mrs./Dr. Smith.” Otherwise, you may use the generic “to whom it may concern.”
• The introduction , which first and foremost includes your statement of recommendation (i.e. “ it is my pleasure to recommend… ”). It is common to also briefly state who you are and what your expertise is.
• The overview, or a description of the applicant’s top skills, attributes, and strengths.
• A personal story describing more of the applicant’s skills and qualifications.
• The closing statement , or the final call for action, is where you encourage the recruiter to contact you if additional information is needed.
• The signature , where you repeat your name and include your full contact information.

Letter of Recommendation Layout 

When it comes to the layout of the recommendation letter, all you need to do is follow some basic formatting rules. Here are the most important ones: 

#1. One page length. This rule applies to resumes too, but it’s even more essential for the recommendation letter. Recruiters go through hundreds of them, so chances are they appreciate concise, to-the-point letters that don’t waste their time. And besides, a good recommendation letter doesn’t have to be an essay to get the recruiter ‘hooked’ - especially if you follow the above format. 

#2. Single-spaced lining, with space between paragraphs . This also keeps your reference letter within the limit by shortening the text. 

#3. Traditional font. Don’t go for something too creative - pick a classic that works. We recommend Times New Roman, Calibri, Arial, Ubuntu, Roboto or Overpass.

#4. 1” margins on all sides . This creates enough white space around the margins and makes the letter easy to read. Additionally, the text should be aligned to the left - although this is a standard alignment for most documents.    

#5. 10-12pt font size . This is the font size range that makes the document easy to read. Adjusting the font size is another good way to keep your recommendation letter within the length limit.

Recommendation letters usually follow similar layout rules as resumes. Learn more about font size and style from our article on the best resume font, size, and format . 

Recommendation Letter Template 

Struggling to write a recommendation letter? 

Just follow our tried-and-tested template! 

To whom it may concern: 

[Recommend the referee for the position they are applying for.]

[Briefly introduce yourself and state your position/ job title , as well as your work experience .]

[Tell how you know the referee and describe their top skills, qualifications, and strengths.]

[Share a personal story with the referee where you highlight their strong points and key achievements .]

[Add a few more of the applicant’s skills and positive traits, preferably fitting the job description.]

[Show your availability to provide additional information for the referee if needed.]

Best Regards

[Your full signature and contact information]

How to Ask for a Recommendation Letter 

Need to ask someone for a recommendation letter? Here’s what you need to know.

The go-to person for your recommendation letter will depend on the type of reference you’ll need. 

For example, if you need an employment recommendation letter , your top choices should involve people who are familiar with your work ethic and professional abilities, but with whom you’ve also had a positive professional relationship. For example:

• Your team lead
• Department head
• CEO of the company
• Direct manager
• A coworker you’ve worked with together on a project

If you are a recent graduate with little work experience, you can ask a mentor or college professor to write you a professional reference. 

In case you need an academic recommendation letter , consider asking a professor with whom you’ve worked closely and can positively attest to your academic potential and achievements.

Your thesis advisor, for example, would make a good choice to ask for an academic reference. If you never wrote a Bachelor’s or Master’s thesis, any professor who knows you as more than just a face in a sea of students should do the trick. 

Finally, keep the following in mind when the time comes to ask for a recommendation letter: 

• Whoever you end up asking, talk to them about it in advance . Then, follow up with a formal email that should contain all reference-related information, such as the submission details and deadline. The email can also include a description of what you’re currently doing (professionally, academically, or independently), what qualifies you for the position, and some relevant skills, achievements, or noteworthy facts.
• If you’re asking for a professional recommendation letter, make sure to also include your resume and the job description in the follow-up email. This way, the person writing the letter will know more about you and your new position and will be able to write a more relevant recommendation by tailoring your skills to the job, or by mentioning some of your (relevant) achievements.
• Notify the contacts you’ll be asking - considering that in most cases recruiters ask for up to three recommendation letters - at least two weeks in advance. This will give them enough time to prepare and write a good recommendation letter. This is especially important for academic references because professors are usually writing several recommendation letters simultaneously.
• Consider attaching a recommendation letter template such as the one provided in this article to your email. The template will considerably ease or guide them through the process of writing the letter.
• Follow up by sending thank you notes to everyone who writes you a recommendation letter. Sending a letter of appreciation is a courtesy act that will let them know you are grateful for the time and effort they took to recommend you positively.

If you’re also looking to update your resume or create one, head over to our guide on how to write a resume in 2024 !

5 Tips on How to Write a Letter of Recommendation

There’s more to writing a recommendation letter than just following the layout instructions or sticking to the format.

We’re referring to content quality, which happens to be the trickiest part of the process. 

In this section, we’ll teach you how to write a recommendation letter that will impress the recruiter and help your referee!

Tip #1. Write an Attention-Grabbing Introduction  

First things first - the introduction.

This is where you need to grab the reader’s attention and get them interested in reading the recommendation letter. 

How to go about it? Before formally (and briefly) introducing yourself, aim to write an attention-grabbing recommendation statement, instead of a generic one the recruiter probably knows by heart already. 

Let’s explain this more practically: 

Dear Mr. Smith, 

I am pleased to recommend Sarah McKay for the Communications Assistant position.

Nothing wrong with this introduction at first glance, right? It’s a standard way of opening a recommendation letter after all. 

Well that’s exactly what’s wrong with it - it’s way too common. No, this probably won’t get your application disqualified, but it won’t impress the recruiter either.

Want yours to strike the right note? Try something like this instead:

Dear Mr. Smith,

I am sincerely glad to be the one recommending Sarah McKay for the Communications Assistant position.

This recommendation statement is not significantly different from the previous one, except for one thing: it gives the reference letter a head start by implying that recommending Sarah is an honor. And that’s more likely to get the recruiter’s attention - or, at least, curiosity. 

In case you’re struggling to come up with an attention-grabbing introduction, simply mention one of the following points, and you’re good to go: 

• A little-known fact about the candidate. 
• Your general consideration of the candidate’s qualities.
• A remarkable achievement or award the candidate might have won.  

Tip #2. Establish a Meaningful Relationship With the Candidate 

All recommendation letters explain what the relationship with the referee is before listing their skills and qualifications. 

To make the recommendation more meaningful, you should show the recruiter you are just the right person to attest to the candidate’s abilities. And that’s not something you can convey by simply stating how you know them. Take the following example:   

I have taught Jake Political Science for four years. 

Does this example tell the recruiter how you know the applicant? Sure, it does. 

But it does so in a boring way and without establishing a convincing relationship with them. For all the recruiter knows, Jake is just one out of a thousand students you’ve taught over the years.

It has been a pleasure for me to teach Jake for four years and guide him through his remarkable Bachelor’s thesis in Conflict Resolution.

Notice the difference? This example specifies the writer is Jake’s thesis advisor, which makes the recommendation all the more meaningful. 

Tip #3. Tailor Your Recommendation to the Application 

Want to put in the extra effort and make sure your referee truly stands out?

Tailor the recommendation letter to the job / university program they’re applying for.

Tailoring your letter to the candidate’s application is easiest when you’re recommending someone for employment (you can just check the job requirements), but it works for any type of recommendation (incl. academic). All you need to do is match the referee’s skills and strengths to whatever they’re applying for. 

Let’s assume, for example, that you’re recommending a co-worker for a marketing manager position.

Some of the job requirements are: 

• +5 years of professional experience in marketing
• Experience developing marketing campaigns 
• Excellent communication skills 
• Project-management and multi-tasking skills 

To tailor your recommendation to the job requirements, all you need to do is mention them as your referee’s best qualities. For example: 

Even after seven years working together, Ema’s skillful way of effectively communicating with clients and co-workers alike doesn’t cease to amaze me. It only comes second to her multi-tasking abilities, which I’ve witnessed throughout the many marketing campaigns we have developed and managed. 

As you can see, there’s not much to it. 

All you need to do is check the job requirements, pick several skills and qualifications, and make them part of your referee’s top skills, strengths, or personality traits.  

Tip #4. List the Candidate’s Achievements 

Mentioning some of the candidate’s achievements is another great way to help your referee really stand out.

After all, skills, strengths, and character traits are awesome, but they can also come across as meaningless if you can’t back them up with facts. 

What do we mean by this?

Let us explain:

Here’s how a typical personal story in a recommendation letter looks like:

I came to truly appreciate Eric’s work ethic, passion, and attention to detail the first time I assigned him to do a report on child trafficking. Eric was respectful of journalistic ethics but also willing to chase the story relentlessly, believing in its value and importance. 

Sure, this is a perfectly acceptable personal story. 

However, it doesn’t do much more than just list the referee’s skills, traits, and work experience through a subjective lens. 

What we’re saying is, it doesn’t really sell the candidate.

Now, let’s compare it to the following:

Eric’s ability to chase after difficult stories first became apparent when I assigned him a report about child trafficking. Despite the challenging topic, Eric not only pulled through but achieved more than expected by a) identifying a trafficking ring that put more than 50 minors into forced begging, b) interviewing 10 of the older minors and managing to bring that trafficking network down once the reportage went public and c) increasing the TV Channel’s ratings by 40% in 3 weeks. 

By mentioning those achievements, your account of the candidate’s experiences is a lot more “factual,” as well as impressive for the recruiter.

Not sure which achievements to include? Check out these 101+ achievements to list on your resum e !

Tip #5. Polish Up Your Recommendation Letter

Finally, here’s 5 more simple tips to get your recommendation letter ready:

• Maintain positive rhetoric . At no point throughout your reference letter should the recruiter sense a hint of doubt regarding the applicant’s skills and qualifications.
• Don’t overdo the positivity. Extremes are never good - which means being overly positive might also come across as a bit suspicious or weird (even if everything you're saying is true). 
• Follow the submission instructions . A bunch of employers, but also educational institutions, will provide instructions on how to submit the recommendation letter. We recommend you ask the candidate to double-check them and give you a heads up, because if you submit the recommendation letter wrong, the candidate might lose their chance.
• Use a business tone . Even when you’re being creative, your writing tone should maintain a business tone - polite, and as formal as possible.
• Mind your grammar and spelling . This is another tip that goes for all things application-related. You won’t compromise the referee’s chances with a typo, but your recommendation won’t matter much either if it’s filled with simple grammar/spelling mistakes. Run your letter through a grammar and spell-check app once you’re finished with it, just to be on the safe side of things.

Recommendation Letter FAQ

Still have some questions on how to write a letter of recommendation?

Find your answers below!

1. What is a professional letter of recommendation?

A professional letter of recommendation - also called an employment recommendation letter - refers to an official document that is typically required when you apply for a job and which describes the applicant’s professional skills, experiences, and qualifications. 

Professional letters of recommendation are typically written by current or previous employers or supervisors. A coworker can also write you a professional letter of recommendation, but it’s not as optimal as a coworker is not really an authority figure (and might just be a friend doing you a favor instead of being honest).

2. What should be written in a letter of recommendation?

Letters of recommendation generally follow the following format: 

• A formal salutation
• An introduction (which includes a recommendation statement and your professional title)
• An overview of some of the applicant’s skills, strengths, or qualifications, which you can tailor to the application
• A personal story where you can mention some of the applicant’s achievements
• A closing statement and call for action
• A signature , with your contact information

3. Who should I ask for a letter of recommendation?

If you’re asking for an academic letter of recommendation, you can ask:

• Current or former professors
• Academic mentors
• Thesis advisors

If you’re asking for a professional recommendation letter, though, you can ask:

• Current or former employers
• A supervisor or professional mentor
• Former professors
• Experienced coworkers

4. How do you start a recommendation paragraph?

To keep the recruiter reading your recommendation letter interested, you should start with an attention-grabbing introduction - specifically, an interesting recommendation statement. 

This statement is the opening sentence of the letter and it should optimally express your conviction to recommend the applicant in a non-generic way. 

If you’re struggling with coming up with something creative, just start with one of the following:

• A little-known or impressive fact about the candidate
• Your general consideration of the candidate’s qualities
• A remarkable achievement, or an award the candidate might have won

5. How do you end a letter of recommendation?

A letter of recommendation concludes with a call to action or a request towards the recruiter   showing your availability and willingness to provide additional information if needed. After mentioning that you remain available to discuss the candidate’s qualifications, you may finalize the letter with your signature - your name, title, and company.

Key Takeaways 

And that’s a wrap! We hope this article will make the process of writing a recommendation letter easier for you. 

Let’s go over some of the main points we covered: 

• A letter of recommendation is a formal letter confirming and recommending a person’s work, skills, or academic performance and potential.
• Recommendation letters follow a particular format and layout. The format typically consists of 1) the letterhead and full contact information, 2) a salutation, 3) an introduction, 4) an overview, 5) a personal story, 6) a closing sentence and 7) your signature.
• The three types of recommendation letters are employment, academic, and character recommendation letters.
• Who to ask for a recommendation letter depends on the type of reference you need. As a rule of thumb, pick someone who knows your skills and strengths well and whom you’ve had a positive experience (professional or academic) with.

Related Articles

• How to List References on a Resume [w/ Examples]
• How to Address a Cover Letter in 2023
• Motivation Letter Writing Guide + Examples for 2023

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• Job Search Advice
• Reference Letter Examples, Template, & How to Write It

Reference Letter Examples, Template, & How to Write It

Our customers have been hired by:

Meet Stu, the hiring manager. Stu just opened your reference letter. Three seconds later, he closed it again and clicked delete.  A dozen rookie moves can sink a well-intentioned recommendation.

Your letter of reference can't just say, "Jane's great. Please hire her." It must do so much more. But once you know the simple rules of professional reference letter writing, the world's your oyster.

This guide will show you:

• Reference letter example better than 9 out of 10 examples out there.
• How to write a reference letter for jobs or internships.
• What to put in a letter of reference so it works like a Swiss watch.

Here's a sample reference letter made with our fast online business letter tool. Want to write your letter in 15 minutes? Use our templates and build your version here .

Create your reference letter now

That reference letter template works because it's personal, passionate, and detailed.

What Is a Reference Letter?

How to ask for a reference letter, how to write a reference letter.

Follow the steps below to create a professional reference letter for a job:

1. Choose the Best Reference Letter Format

Picture this: Someone hands you a big bag of those alphabet refrigerator magnets, then walks. That's how a poorly-formatted letter of professional reference feels.

The best letter of reference format does one thing:  It puts the right elements in order to lock in the interview.

The most important are:

• How you know the applicant
• An overview of her best qualities
• Details that fit the job description like a lifejacket

See how those work in this professional reference letter example:

Letter of Reference Template

Use this sample reference letter template to make your writing crackle:

Jocelyn Ciampi

Computer Science Professor

Colby College

4000 Mayflower Hill

Waterville, ME 04901

Clara Hernandez

Auril Codeworks, Inc.

3670 Pearlman Ave

Boston, MA 02109

Dear Clara,

[Part 1 – A Great "Hook"]

[Part 2 – How You Know the Applicant]

[Part 3 – Details that Fit the Job Description]

[Part 4 – Call to Action and Closing]

Best regards,

Bingo. There's your simple reference letter template. Follow it, and your applicant is on the way to gainful employment.

If you use the above reference letter template in MS Word, use the standard business letter formatting. Add 1-inch margins . Also use single spacing and a clear letter font like Arial or Cambria .

Next, I'll show you how to work each of those references letter elements to make it shine.

Pro Tip: Already got references and have no idea how to list them on your resume? Can you even do that when most experts tell you not to? We've got the answers: Resume References: When and How to List References on a Resume

2. Start Your Professional Reference Letter With a Hook

Let's sneak up behind the hiring manager. She's behind on seven deadlines. She's got 387 unread emails. She just used her tablet pen to stir her moccachino.

Now she gets a resume, a cover letter, and three letters of reference. Glance, glance, glance, and into the pile of despair it goes.

Make her stop and read your letter.

Look at this reference letter sample hook:

Job Reference Letter Example [The Hook]

The typical employment reference letter starts out in a generic, unengaging way:

That's not awful, but it's a grey suit in a crowd of others, all alike.

How do you begin a letter of reference for an employee so it cracks the manager's attention like a whip?

That sample reference letter opening stops the bustle and drowns out the ringing phone.

Can't say something quite that glowing?

A hook for a letter of reference can be anything eye-grabbing, including:

• How you feel in general about the applicant's qualities.
• A stunning fact about the applicant.
• An award the candidate won.
• Anything that gets attention.

Pro Tip: Is someone writing a reference letter for you? Don't forget to send a thank you letter in return. They'll remember the gesture, and that's networking 101.

A letter of reference is very similar to a cover letter. Get more tips here: How To Write A Cover Letter [Complete Guide With Examples]

3. Write a Compelling Reference Letter Second Paragraph

Let's assume you've written a great hook. You've got to keep that interest rolling. Of course the next step is to say how you know the applicant.  But do it wrong, and the manager's busy life will kidnap her again.

The best job reference letters combine "how you know" with "why she's great." They also add details.

Work Reference Letter Example [2nd Paragraph]

Spot the difference in these two reference letter examples:

That gets the job done, and it's short. But it's as generic as a box of supermarket cornflakes.

Give it the five star treatment, as in this professional reference letter sample:

That shows how to write a reference letter for a student that works like an electromagnet. It's detailed and intensifies the interest.

If you can't crow quite that much. don't worry. Just make sure to:

• Share details about how you know the applicant.
• Add a fact that shows why you think highly of him.

Pro Tip: Don't have time to fit your letter of reference to the job offer? Ask to see the applicant's resume. It should be chock-full of tailored achievements and skills.

Need some good things to say in a professional reference letter? They're the same as what you'd say in a resume. See this guide: Achievements to Put on Resume - Complete Guide (+30 Examples)

4. Make Sure Your Reference Letter Fits the Job Description

You get the nagging feeling nobody will read your letter of professional reference. You're probably right. Generic references letters get a glance, if that.

You know how to write a reference letter that gets read once you add the right details.  So, ask to read the job description. Then lock your letter of reference to it like something from Escape from Alcatraz.

Letters of Reference Examples [How to Customize]

Look at these two very different sample reference letter pieces:

Steven sounds okay, doesn't he? But this position likely has 300+ applicants all bumping elbows. They won't hire "okay."

Now check out this next job letter of reference example:

Now that's how to write a reference letter for a student that lands the interview.

Does your letter have to be so grandiose? Of course not. But include at least these elements:

• Name specific ways the applicant has helped you.
• Match the achievements in your letter to requirements in the job offer.
• Include a detail about why the applicant is passionate about the job.

Pro Tip: Your letter of reference's middle can be one paragraph or three. It can include bullet points or a table. The format isn't as important as the right details.

Almost one fifth of all new hires come from referrals, yet only 3% of applicants use them. See more in our guide: Recruiting and Hiring Stats

5. End Your Reference Letter With a Request

Bad news: Your applicant didn't get the job.  Now she's crying to her Facebook friends about how hopeless everything seems. She was so close. If you'd known how to write a letter of reference ending, she'd be set.

To seal the deal, end your letter with a request.

Reference Letter from Employer Samples [Request]

What is a letter of professional reference without a request? Take a look at these two reference letter examples:

That's polite, right? Inoffensive. So is an antique Edsel with the engine taken out. But neither one will get you to the beach.

But look at this next example of how to write a reference letter for an employee:

Can you see how that would boost the chances of an interview?

First, it shows you respect the applicant enough to share your time. That's guaranteed to shake and wake the hiring manager.

Next, it creates an opportunity to take the conversation further.

Don't feel comfortable offering to talk? You probably won't have to. The offer alone pumps up your letter's stock price.

Pro Tip: Not sure how to address a references letter? Use "Dear" and a first name, or "Mr." or "Ms." and a last name. "Ms." works regardless of marital status.

Ending a letter of reference is similar to ending a cover letter. See this guide: How to End a Cover Letter: Sample & Complete Guide [+20 Examples]

When making a resume in our builder, drag & drop bullet points, skills, and auto-fill the boring stuff. Spell check? Check . Start building a  professional resume template here for free .

When you’re done, our easy resume builder will score your resume and our resume checker will tell you exactly how to make it better.

How to Write a Character Reference Letter

Here's the good news:

If you know how to write a letter of reference for a job, you also know how to write a character reference letter.

It should include:

• How you know the applicant.
• Her shining qualities.
• How she's helped you (or others).

Use the sample character reference letter template below.

Character Reference Letter Sample

This personal reference works as a character reference letter for court, for a friend, or for immigration or landlord use.

Waterville Police Department

10 Colby Street

Vicki Corral

District Judge

US District Court

405 W Congress St #1500

Tucson, AZ 85701

Dear Ms. Corral,

[Part 1 – How You Know the Applicant]

[Part 2 – Details that Prove Good Character]

[Part 3 – Recommendation and Closing]

That's the bare bones of how to write a personal reference letter.

Now, stuff that letter of character reference skeleton with these details:

In Part 1, be as specific as possible. The more interaction you can cite, the more powerful the reference.

In Part 2, list positive qualities and specific ways the person has shown character. Honesty, a strong work ethic, and competence are all in-bounds.

Part 3 can be as simple as, "I give Tim my highest possible recommendation for character, work ethic, and dependability."

Looking for a job, an internship, or other position? You'll do better with the tailored reference letter for employment at the top.

Pro Tip: Writing a character reference letter for a friend? Include your title if it ups your credibility (i.e. Officer, Doctor, Judge, Town Selectman ).

Avoid boring language in your letter of reference. See this guide: 80 Examples of Resume Action Words for Every Profession

Key Takeaway

Knowing how to write a reference letter can be the difference between success and failure. Follow these key tips to do it right:

• Give details for how you know the applicant. The closer you've worked with her, the stronger your reference letter.
• Paint the picture of why you recommend the candidate. Measurable achievements make a letter of reference sparkle.
• Offer to talk more with the addressee. Chances are you won't have to, but an offer puts the icing on the reference letter cake.

Want to know more about how to make a letter of reference? Maybe you have a perfect reference letter template? Give us a shout in the comments! We love to help!

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How to write a reference letter

Wondering how to write a reference letter? Perhaps a friend has asked you to provide a reference letter as part of a job application , or maybe you need one for yourself. Whatever the case, it’s worthwhile learning how to write a letter of recommendation that says all the right things in the right way. 

A reference letter for a job application is an endorsement of someone’s skills, experience and personal attributes. It’s an important letter that should provide a glowing first impression of a job seeker. In this guide, we provide tips for writing a reference letter as well as a reference letter template, so you can cover all the important points in a concise and impactful way.

What is a personal reference letter? 

A personal reference letter is a written recommendation or testimonial vouching for someone’s qualities and character. This character reference usually just focuses on personal attributes, rather than job skills and work experience. It can be used for professional, academic and personal purposes, for jobs, university placements, or rental property applications. A job seeker may be asked for a character reference letter as part of a job application if they don’t have much work experience or if they’re applying for a role at a school or volunteer organisation.

What to include in a character reference letter? 

Knowing what to write in a character reference ensures the best chances of making a positive impression on the hiring manager. If you’re not sure where to start, follow our standard reference letter format, with all the main components outlined below.

1. Standard components of a character reference letter

A character reference letter is basically a testimonial of someone’s personal attributes and qualities, using examples that demonstrate those qualities in action. Make sure your character reference letter includes:

• An introduction of who you are and how you know the person
• An honest opinion of what you believe are the person’s strengths and traits
• Examples of how the person has used those strengths and traits
• Why you believe they’d be an asset to the hiring company

It’s important that each component is specific rather than vague and generic, so it reads as sincere and paints an insightful picture of the person. 

2. Formatting tips for clarity and professionalism

As with any job application document, a reference letter should be laid out in an easy-to-read and consistent manner. Neat formatting conveys professionalism and trustworthiness. Lay out a reference letter like a traditional letter, incorporating:

• A greeting or salutation to the reader (by name if possible)
• An introduction, detailing your background and relationship with the person
• The body of the reference
• Your signature
• Your contact details

Use formal or semi-formal language and tone, to convey professionalism and sincerity.

3. Reference form vs free-form letter

Sometimes organisations will provide references with a questionnaire or form to fill out about the job applicant. This can help them find out the exact information they need to know, regarding specific skills or character traits. 

A free-form reference letter is more flexible, and allows you to share your opinion without being constrained to certain questions. If you receive a reference form and feel you have more to say, you can also submit a free-form letter to supplement your answers. 

Character vs professional reference: What’s the difference? 

Different roles call for different types of reference letters. Personal character reference letters and professional references are the most common. 

Character reference

Character references are provided by people who know you well on a personal level but haven’t necessarily worked with you. This includes friends, family, religious leaders, coaches and mentors.

Character references are often requested for volunteer positions, housing applications, legal proceedings, or situations where your trustworthiness and overall character are important.

Professional reference

A professional reference focuses on your work performance and skills. It highlights your abilities, accomplishments and work ethic in a professional setting. They are usually written by former or current employers, colleagues or supervisors. 

These are requested for some job applications, though many employers prefer to call your references as part of a standard background check . They help employers get a sense of your capabilities, how well you work with others, and how you might perform in their company.

How to write a character reference letter for someone else

Have you been asked to write a character reference ? Knowing how to write a reference for someone is a good skill to have, as it not only helps others but can also benefit you if you need one in the future.

1. Write a compelling introduction

Begin by introducing yourself and stating your relationship to the person. Mention any accomplishments or qualifications you have, to establish your credibility.

2. Describe their qualities 

Outline all the good qualities of your reference person, focusing on a few specific attributes, like integrity, resilience and accountability. Use real-life examples or anecdotes to illustrate how the person has demonstrated these qualities.

3. Conclude with a strong endorsement

Summarise their good points at the end of your recommendation. Provide your contact information and invite the reader to reach out to you for follow-up questions .

Character reference template and examples 

For an idea of how to format your letter, here are some character reference examples and personal reference examples. These examples can be customised to different letters and applications.

Editable template for character reference letter

Personal reference template for professional use.

Dear [recipient’s name],

I am writing to provide a character reference for [name of individual], whom I have had the pleasure of knowing for [duration of time known]. As their [colleague/teacher/manager/etc.], I can personally recommend them for the role of [job title].

In the time I have known [name], they have always shown the utmost integrity and accountability. They have proven themselves dependable and willing to go the extra mile to help me and others time and again. They have shown determination and motivation throughout their studies and in their personal life, as demonstrated by their high academic scores and many sports achievements [for example].

[Name] is an intelligent, compassionate and competent person and I believe they’d be an asset to any team and successful in any position to which they aspire.

Please feel free to contact me at [phone number] or [email address] if you require any further information.

[Your name]

A personal reference template for both professional and personal use

I am happy to provide a recommendation for [name of applicant] in support of their application for [university/job/rental property]. I have had the privilege of knowing [name] for [duration of relationship], during which time I have come to admire them for their exceptional qualities and achievements.

As their [teacher/manager/colleague/friend/etc.], I have witnessed [name’s] dedication to their [academic/industry] excellence, and passion for [area of study or industry]. They consistently show a strong work ethic, critical thinking skills, and a genuine interest to learn and grow.

[Name] has shown a remarkable ability to [insert top skill], through [example of use of skill or ability]. I believe this will serve them well as a [student/employee] at [university/business]. I cannot recommend them enough.

Should you need any further information, please do not hesitate to contact me at [phone number] or on [email address].

Kindest regards,

Sample character reference letters for different contexts

Sample character reference letter for an entry level role when you have no experience.

Dear Hiring Manager,

I'm writing to recommend Maya Sato for the role of Customer Service Assistant. I have been a teacher of Maya’s for the past three years and have been consistently impressed with her dedication to her work, and could not speak more highly of her.

Throughout her studies with me, Maya has shown a keen willingness to learn and a positive attitude that inspires those around her. I’m confident she will be a valued team player who can quickly master any responsibilities thrown her way.

If you need further information, feel free to contact me personally.

Bradley Beedle

Sample character reference letter for an entry-level role when you have some experience

Dear Ms Dawson,

As the supervisor to Tom Nguyen for the past year, I am confident of their success in the role of Sales Agent at Property Real Estate. Having worked with them for 10 months, I can attest to their positive customer support skills and believe they have natural sales abilities.

While Tom may not have extension experience, he has always shown incredible aptitude for picking up new skills, whether that’s implementing new software systems or acting as assistant team leader. I’m always impressed by his positive attitude and ability to consistently upsell to our customers.

If you need further information, please do not hesitate to contact me.

Lazar Petrovic

Sample character reference letter for a colleague switching companies

Dear Mr Cassidy,

I am writing to recommend my colleague, Sam Aziz for the role of lead designer. Having worked closely with him for the last six years at ABC Company, I can personally vouch for his skills as a UX designer and team trainer.

Over the past six years, I have worked in the same team as Sam and on the same projects, and can confidently recommend his mastery of Figma, InVision and Adobe Creative Cloud in UX and UI design experience. He is a valuable team member and recently has acted as an inspiring and competent team leader. He is very positive and takes the time to ensure everyone feels heard. I am confident he would make an ideal team lead at your company, even though I will be sad to see him leave.

Please do not hesitate to contact me if you need any further information.

Kind regards,

Karryn Goodall

A well-written character reference letter is an important part of the job application process for some employers, especially in the education and humanitarian sectors. With these tips and personal reference templates, you can write a letter that highlights the best character qualities of a job seeker, and give them the best chances of getting a callback. When customising the template to suit your reference letter, remember to use specific examples that demonstrate the applicant’s strong points and ensure the hiring manager knows how much of an asset they’d be. 

What is the difference between a professional reference and a character reference? 

A professional reference letter is from someone who has worked with you (typically a manager). It focuses on your work ethic, performance and technical skills. A personal reference letter is from someone who can vouch for your character, and focuses on your best attributes and qualities as a person. 

What are the different types of reference letters? 

The three types of reference letters are: professional, personal and academic reference letters. 

How long should a reference letter typically be?

A reference letter should be no more than one page long. Focus on a few key qualities in a couple of concise paragraphs rather than detailing every positive attribute.  

How can one ensure a reference letter is both positive and realistic?

To ensure a reference letter is both positive and realistic, be honest and accurate about the person, without going over the top. Include examples of the strengths and attributes you mention, to justify why you’ve highlighted these qualities. Be complimentary, but don’t use hyperbole (best, smartest, most amazing, etc.) in your recommendation, as it seems insincere. Don’t include anything in your letter that you don’t believe or that isn’t true or likely. 

What should you do if someone requests a reference letter, but you don’t feel comfortable writing one?

If you don’t feel comfortable providing a reference letter , be honest with the person and tell them the truth. Let them know that you feel someone else would be able to provide a more positive reference letter. 

Can the same reference letter be used for multiple applications?

Yes, a reference letter can be used for multiple applications if it makes sense for the different roles. It’s best to advise the person writing the reference letter when you will be using it, in case they are contacted for more information.

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Letters of Recommendation

How important are recommendation letters in a college application? According to William Fitzsimmons, dean of admissions and financial aid at Harvard, they are "extremely important."

If you're a student, examples of great letters of recommendation can help you understand how to get strong letters yourself from your teachers. If you're a teacher, the examples in this guide will inspire you to support your students strongly as they apply to college. Keep reading for four excellent letters from teachers that will get anyone into college , along with expert analysis on why they're so strong.

Important Note: Are you looking for job recommendation letters? If so, check out my great post here!

First, let's understand the role of recommendation letters in your application.

Why are Recommendation Letters Important?

The majority of admissions officers at four-year colleges, especially private schools, emphasize that their process is holistic . They seek to gain a sense of the student as a "whole person," rather than focusing on pieces of who she is based solely on grades and test scores. Since they rarely meet the student in person, the recommendation letters, along with the student's own personal essay, play a huge role in illuminating her intellectual and personal qualities.

That's why recommendation letters from teachers, especially those who know their students well, carry a great deal of weight in applications. A letter that expresses a strong vote of support, as well as highlights a student's impressive academic and personal strengths , can have a powerful effect on that student's chances of admission.

Let's look at some samples of strong recommendation letters, one from an English teacher, another from a physics teacher, the third from a history teacher, and the final one from a math teacher. Then we'll break down exactly why these letters of recommendation are effective.

The first example recommends Sara, a senior who loves to write and read poetry.

Sample Letter #1: Sara the Poet

Dear Admissions Committee, I had the pleasure of teaching Sara in her 11th grade honors English class at Mark Twain High School. From the first day of class, Sara impressed me with her ability to be articulate about difficult concepts and texts, her sensitivity to the nuances within literature, and her passion for reading, writing, and creative expression- both in and out of the classroom. Sara is a talented literary critic and poet, and she has my highest recommendation as a student and writer. Sara is talented at considering the subtleties within literature and the purpose behind authors' works. She produced an extraordinary year-long thesis paper on creative identity development, in which she compared works from three different time periods and synthesized cultural and historical perspectives to inform her analysis. When called upon to give her thesis defense in front of her peers, Sara spoke clearly and eloquently about her conclusions and responded to questions in a thoughtful way. Outside of the classroom, Sara is dedicated to her literary pursuits, especially to poetry. She publishes her poetry in our school's literary magazine, as well as in online magazines. She is an insightful, sensitive, and deeply self-aware individual driven to explore art, writing, and a deeper understanding of the human condition. Throughout the year Sara was an active participant in our discussions, and she always supported her peers. Her caring nature and personality allow her to work well with others in a team setting, as she always respects others' opinions even when they differ from her own. When we held a class debate about gun laws, Sara opted to speak for the side opposite her own views. She explained her choice as motivated by a desire to put herself in other people's shoes, view the issues from a new perspective, and gain a clearer sense of the issue from all angles. Throughout the year, Sara demonstrated this openness to and empathy for the opinions, feelings, and perspectives of others, along with shrewd powers of observation, all qualities that makes her outstanding as a student of literature and burgeoning writer. I am certain that Sara is going to continue to do great and creative things in her future. I highly recommend her for admission to your undergraduate program. She is talented, caring, intuitive, dedicated, and focused in her pursuits. Sara consistently seeks out constructive feedback so she can improve her writing skills, which is a rare and impressive quality in a high school student. Sara is truly a stand-out individual who will impress everyone she meets. Please feel free to contact me if you have any questions at [email protected]. Sincerely, Ms. Scribe English Teacher Mark Twain High School

This is a thorough, glowing recommendation for a student that Ms. Scribe clearly knows well. What other features make it stand out as a strong letter of rec?

The Breakdown

Ms. Scribe has a high opinion of Sara and her skills at writing and literary analysis. One way that she expresses this is by using powerful and specific language. She doesn't merely say Sara is a good writer. She says she's articulate about difficult concepts and sensitive to the nuances within literature. She calls her insightful and self-aware with shrewd powers of observation.

These descriptors don't happen by accident. Ms. Scribe took the time to choose her words carefully , and that effort paid off with a strong letter that captures Sara's special qualities.

Ms. Scribe also supports her characterization of Sara with examples . She describes her thesis paper and how she responded to questions thoughtfully under the pressured situation of her thesis defense. She gives the example of the debate on gun laws to illustrate Sara's openness to many different points of view.

In addition to illuminating her intellectual and personal strengths and supporting them with specific examples, Ms. Scribe speaks to Sara's goals for the future. She points out that she is talented at writing, poetry specifically, and that she is committed to continuing to improve as a writer in her future.

This letter, by virtue of its wording, length, and specificity, shows that Ms. Scribe took the time and effort to recommend Sara thoughtfully and with conviction. The fact that she knows Sara well and is committed to helping her application succeed with a thoughtful letter further adds weight to her assessment.

This letter would be a boon to Sara's application, especially if she's applying to study writing or English. She clearly impressed her English teacher and, in return, got a memorable, complimentary letter of recommendation for her college application.

This next example is similarly enthusiastic and detailed. It's for a student applying to an engineering program.

Sample Letter #2: Stacy the Engineer

Dear Admissions Committee, It is a great pleasure to recommend Stacy for admission to your engineering program. She is one of the most exceptional students I have encountered in my 15 years of teaching. I taught Stacy in my 11th grade honors physics class and advised her in Robotics Club. I am not surprised to find out she is now ranked at the top of an extraordinarily capable class of seniors. She has a keen interest in and talent for physics, math, and scientific inquiry. Her advanced skills and passion for the subject make her an ideal fit for your rigorous engineering program. Stacy is a perceptive, sharp, quick individual with a high aptitude for math and science. She is driven to understand how things work, whether they be the old computer hard drives in the school library or the forces that hold our universe together. Her final project in class was especially impressive, an investigation of frequency-dependent sound absorption, an idea that she said was sparked by not wanting to bother her parents with her hours of guitar practice at home. She's been a strong leader in Robotics Club, eager to share her knowledge with others and learn new skills. I have the students in the club prepare lessons and take turns leading our after-school meetings. When it was Stacy's turn, she showed up prepared with a fascinating lecture on lunar nautics and fun activities that got everyone moving and talking. She was our only student teacher to be met with much deserved applause at the end of her lesson. Stacy's personal strengths are as impressive as her intellectual accomplishments. She's an active, outgoing presence in class with a great sense of humor. Stacy's the perfect person to get a group project rolling, but she also knows how to sit back and let others take the lead. Her cheerful nature and openness to feedback means she's always learning and growing as a learner, an impressive strength that will continue to serve her well in college and beyond. Stacy is just the kind of driven, engaging, and curious student that helped make our classroom a lively environment and safe place to take intellectual risks. Stacy has my highest recommendation for admission to your engineering program. She has demonstrated excellence in all that she puts her mind to, whether it's designing an experiment, collaborating with others, or teaching herself to play classical and electrical guitar. Stacy's endless curiosity, combined with her willingness to take risks, leads me to believe there will be no limit to her growth and achievements in college and beyond. Please don't hesitate to contact me at [email protected] if you have any questions. Sincerely, Ms. Randall Physics Teacher Marie Curie High School

Ms. Randall is clearly as much of a fan of Stacy as she is of Mileva Marić. How does she communicate her recommendation?

Ms. Randall plugs for Stacy right off the bat with a statement of outstanding ranking : Stacy is one of the most exceptional students she's had in 15 years of teaching. A statement like this is pretty extraordinary and will make an impact in the mind of its readers. Stacy sounds like a special student, and she chose her recommender well.

Like in the last example, this letter uses strong, specific language , calling Stacy a perceptive and sharp person who has the confidence and good humor to take intellectual risks. Through its accurate and expressive language, this letter helps Stacy come to life in the mind of the reader.

Beyond the evaluation, Ms. Randall gives specific examples of Stacy's academic and personal strengths. She talks about her successful teaching in Robotics Club, her leadership in group projects, and her dedicated practice to teaching herself to play the guitar.

Rather than spreading the letter too thin, Ms. Randall highlights a few core themes. She connects Stacy's love of music with her passion for physics by talking about the frequency-dependent sound absorption project. All the threads tie together in a nice, memorable bow.

This letter is a strong vote of support for Stacy's application to an engineering program. Her physics teacher admires Stacy's skills and goals, and she made it clear that Stacy had her highest recommendation in this letter.

This next example also comes from a teacher who's extremely impressed with his student. It focuses on the student's performance in class and his volunteer work outside the classroom.

Sample Letter #3: William the History Buff and Social Organizer

Dear Admissions Committee, It is hard to overstate the meaningful contributions that William has made to our school and surrounding community. As both his 10th and 11th grade History teacher, I've had the pleasure of seeing William make profound contributions both in and out of the classroom. His school and community service is motivated by a strong sense of social justice, which he informs through a nuanced and sophisticated understanding of historical trends and events. I can say with confidence that William is one of the most caring and driven students I've ever taught in my fifteen years at the school. As a child of immigrant parents, William is especially drawn to understand the immigrant experience. He produced an extraordinary semester-long research paper on the treatment of Japanese-Americans in the U.S. during WWII, in which he went beyond all expectations to conduct Skype interviews with relatives of his featured subjects to incorporate into his paper. William has a great capacity to draw connections between past and present and to ground his understanding of current issues in the context of historical events. He never retreats to a simple answer or explanation, but is comfortable dealing with ambiguity. William's fascination with U.S. and World History and skill for deep analysis have him an exemplary scholar, as a well as a motivated activist driven to promote civil rights and work towards social equity. In sophomore year, William noticed that the college planning seminars students attended included little information for first generation or immigrant students. Always thinking about how institutions can better serve people, William spoke with counselors and ESL teachers about his ideas to better support all students. He helped collect resources and design a college planning curriculum for immigrant and undocumented students to enhance their college access. He further helped organize a group that connected ESL students with native English speakers, stating his mission to be helping ELLs improve their English and increasing multicultural awareness and social cohesion at the school as a whole. William identified a need and worked with students and faculty alike to meet it in an extremely effective and beneficial way. Ever the history scholar, he did plenty of research to back up his ideas. William believes passionately in social progress and working for the common good. His own personal experiences, along with his profound grasp on social history, drive his advocacy work. He is a talented, intelligent student with the charisma, confidence, strong values, and respect for others to make a huge difference in the world around him. I'm looking forward to seeing all the good that William continues to do for his fellow humanity in college and beyond, as well as the excellent work that he will produce at the college level. William has my highest recommendation. If you have any questions, please contact me at [email protected]. Sincerely, Mr. Jackson History Teacher Martin Luther King, Jr. High School

Mr. Jackson's letter makes William sound like a pretty amazing student and person. How does he go about expressing his admiration for William in this rec letter?

Like Ms. Randall did in her letter, Mr. Jackson provides a statement of outstanding ranking for William, calling him one of the most caring and driven students he's ever taught. Considering his long teaching career of 15 years, this says a lot about William as a student and a person.

Also like in the last example, Mr. Jackson focuses on a few core aspects of William's character. He talks about his love of history and how it informs his social activism. He comments on his exceptional historical scholarship, as well as his personal qualities of caring for those around him and working for the social good.

Mr. Jackson also gives insight into William's personal life , explaining how he has a personal connection to his projects and volunteer work as the child of immigrant parents. This letter reveals that William is a thoughtful, motivated individual who connects his own experiences with his learning and desire to contribute to his community.

The letter also showcases William's exceptional accomplishments by giving specific examples of William's research paper and his work supporting the academic and personal needs of ELL students. Mr. Jackson expresses his enthusiastic recommendation while illuminating William's love of learning and strength of character. This letter would be both impressive and memorable to admissions officers considering William for admission to their school.

This next example comes from a math teacher. Let's see what Mr. Wiles has to say about Joe.

Sample Letter #4: Joe the Hard Worker

Dear Admissions Committee, It is my pleasure to recommend Joe, who I taught in my 11th grade math class. Joe demonstrated tremendous effort and growth throughout the year and brought a great energy to class. He has that combination of a positive attitude and the belief that he can always improve that's rare in a high school student, but so essential to the learning process. I am confident that he will continue to display the same commitment and diligence in everything he does. I highly recommend Joe for admission to your school. Joe would not describe himself as a math person. He's told me on several occasions that all the numbers and variables make his mind go fuzzy. Joe did, in fact, struggle to comprehend the material at the beginning of the year, but his response to this is what really struck me. Where so many others have given up, Joe took on this class as a welcome challenge. He stayed after school for extra help, got extra tutoring at the nearby college, and asked questions in and out of class. Due to all his hard work, Joe not only raised his grades, but he also inspired some of his classmates to stay after for extra help, as well. Joe truly demonstrated a growth mindset, and he inspired his peers to adopt that valuable perspective, too. Joe helped contribute to our classroom environment as one where all students can feel supported and able to ask questions. Joe's strong belief in his ability to acquire new skills and improve through practice was likely shaped by his years as a baseball player. He's played all through high school and is one of the team's most valuable players. In his final for our class, Joe designed an impressive project calculating and analyzing batting averages. While he initially described himself as not a math person, Joe reaped the benefits of his tremendous effort and found a way to make the subject come alive for him in a way that he was personally invested in. As a teacher, it is incredibly fulfilling to witness a student make this kind of academic and personal progress. Joe is a trustworthy, reliable, good-humored student and friend who supports others in and out of the classroom. He was a pleasure to have in class, and his positive attitude and belief in himself, even in the face of difficulty, is an immensely admirable asset. I'm confident that he will continue to demonstrate the same diligence, perseverance, and optimism that he showed myself and his peers. I highly recommend Joe for admission to your undergraduate program. Please feel free to contact me with any further questions at [email protected]. Sincerely, Mr. Wiles Math Teacher Euclid High School

While the students featured in the first three examples were top of their class or demonstrated leadership in the school, Joe isn't a top achiever in the traditional sense. However, this recommendation is still a strong one, even if it says he struggled in the teacher's class. What does Mr. Wiles focus on to recommend Joe?

Mr. Wiles writes a strong letter for Joe, with the same kind of enthusiasm and specific examples as the other three letters. Even though Joe may not have gotten the strongest grades in his math class, he found an enthusiastic recommender in his math teacher. Mr. Wiles was extremely impressed with Joe's attitude, effort, and growth mindset , which he demonstrated throughout the year and inspired in his fellow classmates.

Mr. Wiles focuses on Joe's substantial personal strengths, ones that would likely be impressive to his future educators. Even in a subject that may not come naturally to him, Joe is diligent and committed. He's not self-conscious about asking questions or seeking extra help, and he retains a strong belief in himself that he can continuously learn, improve, and acquire new skills.

This letter, like the others, is effective because it is focused, supportive, and backed up with examples. As you can tell from these examples, recommendations can communicate a great deal about a student. Because of this, they can have a powerful impact on a student's chances of admission. So what can teachers and students do to make sure they are sending a strong recommendation letter that will help their chances?

Enthusiasm is key.

How to Get a Strong Recommendation Letter

While these letters are about different students with different interests, they share certain fundamental features. One, they sound excited and enthusiastic. The teachers clearly communicate that they are impressed by these students and eager to help them get into college.

At the same time, the letters don't go overboard because they have examples to back up their assessments. Specific examples and stories are key for backing up the assessment. Plus, they make a letter more interesting and memorable. Rather than just another engineering applicant, Stacy is the student who researched sound-absorption to spare her parents from hours of guitar scales.

Finally, the teachers all discuss their students' personal strengths , along with their academic strengths. They present the holistic view that admissions officers are looking for, along with their strong vote of confidence in the students' future success.

Teachers should incorporate all these features into their letters, and students should help provide them with the raw material to write about. While students should choose a teacher who knows them well and has stories and observations to share, they should also give their teachers a detailed "brag sheet" and let them know what would go into their ideal letter. That way it can be even more personalized and complement the story the student is telling in the rest of her application.

While recommenders may or may not share their letters with students, there should still be open, two-way communication when the student makes her request . That way students and teachers can work together to produce an insightful, enthusiastic, and specific letter of recommendation to send to colleges.

What's Next?

Are you a teacher writing recommendations for your students? Read all about how to write an outstanding recommendation letter for your students , along with what not to include.

Are you or a student you work with applying to a selective school, like Harvard? Learn about what kind of letter she should get for the Ivy League.

Now that you've read these examples of strong teacher recommendation letters, check out these examples of bad ones . Warning: rec letters may appear better than they actually are.

Rebecca graduated with her Master's in Adolescent Counseling from the Harvard Graduate School of Education. She has years of teaching and college counseling experience and is passionate about helping students achieve their goals and improve their well-being. She graduated magna cum laude from Tufts University and scored in the 99th percentile on the SAT.

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Recommendations, References & Reaching Out: Oh My! – Part I

When asking for a professor to write a letter of recommendation, serve as a reference, collaborate on a project, etc., one should follow certain etiquette protocols. While you may not have been told that these rules exist, most of them are thankfully based on principles of politeness, and this detailed explanation can help you ask a professor, mentor, employer, supervisor, etc., for a letter of recommendation, job reference, award nomination, etc.

And just for you, dear reader, I have included example emails from my own “sent” folder and changed up some parts as a template! So while some information can be easily adjusted from these templates to fit your applications, please be sure to make sure you include information relevant to your specific application and its needs! 

In Part I of the Recommendations, References & Reaching Out: Oh My! series, we will take a look at how to ask for letters of recommendation and references! Stay tuned for Part II, where we’ll review how to ask for award nominations, collaboration on projects or research, and how to ask to connect on Cardinal Connect/LinkedIn! 

Asking for a Letter of Recommendation

When asking for a letter of recommendation, it is important to carefully choose the correct recommender. Whether it is for a job, a scholarship, an award, etc., it is crucial to ask someone who is both familiar with your work and relevant to the theme of the job, scholarship, award, etc. For example, if you are asking for a letter of recommendation to apply for a scholarship awarded to someone pursuing a biology major, it may be more relevant to ask your biology professor for a letter of recommendation than your supervisor at the community pool where you lifeguard. While both may be able to speak to your redeeming qualities, the qualities of your personality and work ethic may be presented differently in these two situations. Think carefully about who you plan to ask to write a letter of recommendation because the recommender should be able to speak to your work as a student or employee as well as your personality and good qualities. The person you ask to recommend you should have a specific and detailed, or several specific and detailed, examples of times you showed creative thinking, a strong work ethic, attention to detail, overcoming a challenge, etc. 

That said, it can be good to have people who know you in different but meaningful situations. Dr. Berg, for example, tells us he sometimes gets requests from students applying to medical schools. As a humanities professor, he’s never seen them in a science course or in the lab, so he can’t speak to how they are in that field. But, what he can do is connect the qualities he’s seen from that student in his courses to the kinds of qualities schools want to see in their medical students. He will often highlight the ways the broader honors education has prepared a student for a medical career.

Once you have decided on a recommender, it is time to ask! But, unfortunately, it’s not quite that simple. When you are asked to provide a letter of recommendation, it is customary to give at least two weeks’ notice to the recommender from the time of your email inquiry to the due date of the letter. Two weeks may seem a long time, but for professors, staff, supervisors, mentors, etc., this time goes by quickly. Two weeks is the customary polite period of when you ask for a letter of recommendation, and if possible, consider giving even more of a head’s up! This is a great way to show your recommender that you not only care about what they have to say but that you respect their time as well. 

When composing your email to your recommender (at least two weeks before it is due), do not forget to include the following information:

• If the letter should be digital (PDF) or written (yes, sometimes that is still a thing)
• This can/should include the Name of the person this letter should be sent to, their job title and employer, and their email or mailing address for the letter. 
• When the letter is due! 
• If this is a job/internship, explain the job title and company, what the job duties entail, etc. 
• If this is for a scholarship, explain what the name of the scholarship is, and what requirements there are to win
• DO NOT say that you couldn’t get anyone else or that the recommender you are asking is your second choice or last hope. Your choice should be based only on positive reasons. It may also be helpful to remind them which classes/jobs they know you from and when including any projects you may have worked on specifically.
• This can include specific extracurriculars, internships, fellowships, leadership experiences, etc. that are relevant to what you are in the process of applying for 
• You’re also able to include the link to your LinkedIn page if it has a lot of information about your academics, campus involvement, job experience, etc. 
• Make sure that you have used spell check and proper grammar, change contractions (can’t, won’t, etc.) into full words (cannot, will not, etc.), and address the recommender with the respect they deserve

***Letter of Recommendation Email Example***

      Hello, NAME ! I hope you had a wonderful weekend and that you were able to have some well-deserved rest! As the spring semester kicks into gear, so too do applications for SCHOLARSHIP/AWARD/JOB .  As a part of the application process, a Letter of Support is required. I was wondering if you would please consider writing a Letter of Recommendation for my candidacy for SCHOLARSHIP/AWARD/JOB ?  

      If you are interested in writing this Letter of Support, I have included a few details about the SCHOLARSHIP/AWARD/JOB , Letter Requirements, and my relevant experiences/work. 

• EXAMPLE AWARD INFORMATION: The Joe and Carol Trimmer Award for Outstanding Honors Senior Projects is a $1,400 scholarship awarded to two students who have completed their Senior Honors Project, with one recipient receiving it for a research project and the other receiving it for a creative project. This award is named for the late Dr. Joe Trimmer and his wife, Carol. Applications for this award, including the Letter of Support, are due by midnight on March 26th, 2024. To read more about the application, please click here .
• EXAMPLE LETTER REQUIREMENTS: The Letter of Support is also a requirement for submission and, according to the application, it says, “Student applicants must solicit a letter of support from their faculty advisor for the project. This letter should provide a general assessment of the project’s quality and address how and why this project is distinctive or outstanding. This letter must be on official letterhead with a signature and sent as a PDF file by the advisor directly to the Honors College at [email protected] with the subject “Trimmer Prize.”
• EXAMPLE RELEVANT WORK: As you may remember, my Senior Honors Project was a creative project resulting in a website that delved into the best practices in the world of diversity, equity, inclusivity, and social justice in the performing arts. This website is intended for use by arts venues and spaces across the country so that all levels of the arts, from community to collegiate, may be able to become more inclusive and accessible. I have linked the website itself in this email above, and have attached my final project submission to this email as well, along with my resume and portfolio.

      I would be truly grateful if you would consider writing a Letter of Support for my project so that I may apply for the SCHOLARSHIP/AWARD/JOB , as your guidance as MY PROFESSOR/SUPERVISOR/ETC gives you a unique perspective on my work on the project from start to finish . Please let me know if you have any questions or concerns, or if you would be able to please write this recommendation. I truly appreciate all of the support and encouragement you have shown me throughout the completion of this project and my time in the Honors College.

ATTACH YOUR RESUME, PORTFOLIO/WEBSITE/RELEVANT WORK, AND LINKEDIN PROFILE

Asking Someone to Serve as a Job/Scholarship Reference

Asking someone to serve as a job or scholarship reference is very similar to asking for a letter of recommendation, but with a few minor differences! Oftentimes, references are completed by phone or email and do not require a formal written document. Instead, references typically require you to provide the contact information of someone who can speak to your background and performance at school, work, etc. Many times, these are used when seeking internships or jobs rather than in scholarship or award applications. However, while these are slightly different, the process of asking for an individual to serve as a reference is much the same. It is heavily encouraged, nee, politely required, that you ask an individual to serve as a reference before providing their contact information. 

Typically, the process of choosing someone to serve as a reference is the same as choosing someone to write a letter of recommendation, as you want to provide a relevant contact to speak to your accomplishments and work ethic. Also, if it is possible, try to give at least two weeks notice to a reference. Sometimes in the job world, these reference turn-arounds are a bit quicker than two weeks, but do your best to ask someone to be a reference as soon as you are able.

When composing your email to the person you have chosen as your reference (at least two weeks before it is due, hopefully), do not forget to include the following information:

• Include the title of the job/scholarship, the list of responsibilities/requirements, etc. 
• Some reference contact forms may require both a phone number and email, but make sure your reference gives you their preference between home phone and office phone, professional email and personal email, etc. 
• Explain why you’re choosing them as a reference 
• Make sure that you have used spell check and proper grammar, change contractions (can’t, won’t, etc.) into full words (cannot, will not, etc.), and address your reference contact with the respect they deserve

While sometimes you may not know in advance if an organization will email or call a reference, please let the reference know in your email if the organization has highlighted how they will contact the reference. This way, a reference does not ignore important phone calls because they were anticipating an email or any other potential mixup. 

***Reference Email Example***

Hello, NAME ! I hope you’ve been doing well. I am in the process of applying for a JOB/SCHOLARSHIP/AWARD at/from ORGANIZATION/COMPANY . As part of this process, I am asked to provide references for review. Would you be willing to please serve as a reference for my application/offer acceptance as my PROFESSOR/MENTOR/SUPERVISOR ? 

Here is a little bit about the ORGANIZATION/COMPANY and the JOB/SCHOLARSHIP/AWARD I am applying for.

EXAMPLE COMPANY AND JOB INFORMATION

Hill & Knowlton is a public relations and communications agency that has offices in over 30 countries and offers a variety of services to clients such as Ford, Budweiser, Addidas, and more. The prior link goes to their website, but this link takes you to their LinkedIn page. Their Dallas office is looking to hire me as a Public Relations Specialist which is a full-time position. Here is the job description for that position. 

EXAMPLE QUALIFICATIONS FOR THE JOB/SCHOLARSHIP/AWARD

I know you are familiar with my academic and extracurricular dedication, as well as my professional ambition, and this is one reason why I believe you would make a great reference for this job. As both my supervisor for my Honors College job and as the head administrator for one of the colleges I am enrolled in, I feel you know me on a personal level as well and would be able to speak to my character and achievements as well as my professional capabilities.

Would you be interested in being included as a reference? Please let me know if you are interested and I would be beyond grateful to include you as a reference for this job. I will also include links and documents to speak more about my professional experiences and how I am qualified for this role. 

Thank you so, so much in advance for taking the time to read over this email. I sincerely appreciate your support! Thank you!!

Hopefully, you’re confident now to ask for others to write letters of recommendation or serve as references for different scholarships, internships, awards, and/or job opportunities! While each email or inquiry you send will look different, please always make sure to give as much background as possible, and to give the recommender/reference as much respect as you can. You are asking them to take a piece of your future accomplishments or success into their hands, and you should treat them with the utmost respect possible, including plenty of notice and a good spell/grammar check! 

 And whether it’s a recommendation or reference, be sure to always follow up and check in with your recommenders as the process goes along! Even if you get an electronic confirmation they’ve submitted their letter for you or completed a reference, be sure to write and thank them for doing so! When you get word from your grad school, internship, employer, etc., write and let your recommenders know- they are invested in your success! Let them be part of it and thank them for it!!

Now, stay tuned for Recommendations, References & Reaching Out: Oh My! – Part II, coming next week, April 17th! We’ll break down how to ask for award nominations, collaborate on projects or research, and how to ask to connect on Cardinal Connect/LinkedIn!

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Applying to NALCAP

The application cycle for the 2024-2025 school year is open from February 12th - April 5th 2024 at 6 PM EST

Please make sure you follow the new handbooks to a tee.

The HOW TO REGISTER ON PROFEX 2 handbook

The new profex 2 handbook.

How to Accept or Decline a Placement on PROFEX 2

The Application Guidelines, the FAQs and the NALCAP General Information have been updated with the new terminology and procedures for the PROFEX 2 portal.

Getting started - 2024 cycle

Nalcap general information, application guidelines, recommendation letter guidelines, recap of documents to be submitted, the nalcap timeline, how to accept or decine a placement on profex 2, preparing and submitting your application.

Required Documents:

1. A copy of the main page of your valid U.S. passport

2. An official college transcript or a copy of your diploma

3. A signed statement of purpose

4. A letter of recommendation

To guide you through the application process, please follow all the information in the guidelines and handbook step-by-step for an easy application submission. All the necessary information to apply to the program can be found there.

When you are ready to submit, take a look at the RECAP of documents and make sure you've got everything you need to submit your application.

Please make sure NOT to use a college email address as these may have an expiration date and we may need to contact you. Gmail addresses work best. Thanks!

All regions in Spain will be accepting applications for NALCAP for the 2024-2025 school year. The following are the number of positions offered during last year's cycle to give you a better idea when selecting your 3 preferred destinations. In total, 4,706 positions were awarded. These positons may vary for the 2024 cycle.

Andalucía 1,213

Aragón 68

Asturias 34

Canarias 75

Cantabria 87

Castilla La Mancha 56

Castilla y León 120

Cataluña 34

Extremadura 78

Galicia 240

Islas Baleares 158

La Rioja 50

Madrid 1,193

País Vasco 117

Comunitat Valenciana 1051

Ceuta 2 y Melilla 3

What is PROFEX 2?

PROFEX 2 is the new Ministry of Education of Spain's online portal used to apply for NALCAP. It can get tricky at times but if you follow the handbook carefully, you will do great!

To begin, you can open a PROFEX 2 account at anytime. If you already have a PROFEX account, just log in.

We suggest not using a translator for PROFEX 2 as it may cause glitches which may affect the information you have already completed/uploaded on your application. Just follow the new PROFEX 2 handbook slowly and step-by-step.

Also note that the first and last days that the application period is open, it may get busy and the website may experience some issues. We apologize for any inconveniences and ask you for your patience.

Apply on PROFEX 2

The profex 2 timeline.

Step 1. Before applications open

Create an account on PROFEX 2. Make sure you follow the PROFEX 2 handbook to a tee!

Please note that the 4 required documents for your NALCAP application cannot be uploaded until the appliciation period opens .

Step 2. Applications open

Upload the 4 required documents, complete the application and submit it.

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Amazon CEO Jassy’s Annual Shareholder Letter: 5 Things To Know

'The amount of societal and business benefit from the solutions that will be possible will astound us all,' Amazon CEO Andy Jassy said.

Amazon Web Services, the cloud opportunity and artificial intelligence were some of the major themes of Amazon CEO Andy Jassy’s annual letter to shareholders.

The letter, released Thursday along with the AWS parent company’s 2024 proxy statement and annual meeting information, said generative AI (GenAI) “may be the largest technology transformation since the cloud (which itself, is still in the early stages), and perhaps since the Internet.”

“This GenAI revolution will be built from the start on top of the cloud,” Jassy said. “The amount of societal and business benefit from the solutions that will be possible will astound us all.”

[RELATED: Amazon CEO: AWS’ $100B Run Rate ‘More Than Any Other Cloud Provider’ ]

Amazon Grows AWS, AI Capabilities

Amazon will hold its virtual annual shareholders meeting May 22, according to the Seattle-based vendor. The vendor has about 130,000 channel partners worldwide, according to CRN’s 2024 Channel Chiefs.

CRN has reached out to Amazon and AWS for comment.

In 2023, AWS revenue grew 13 percent year over year to $91 billion, according to the vendor. The cloud computing business has a nearly $100 billion revenue run rate , he said.

Here’s more of what Jassy had to say in the annual letter.

Cloud Opportunity Still Strong

Jassy said that the cloud opportunity – which Amazon solution providers play a role in – remains strong with more than 85 percent of the global IT spend still on premises.

“These businesses will keep shifting online and into the cloud,” he said. “In Media and Advertising, content will continue to migrate from linear formats to streaming. Globally, hundreds of millions of people who don’t have adequate broadband access will gain that connectivity in the next few years.”

The GenAI rush is also another reason for more businesses to adopt the cloud, Jassy argued in the letter.

“Generative AI may be the largest technology transformation since the cloud (which itself, is still in the early stages), and perhaps since the Internet,” he said. “Unlike the mass modernization of on-premises infrastructure to the cloud, where there’s work required to migrate, this GenAI revolution will be built from the start on top of the cloud. The amount of societal and business benefit from the solutions that will be possible will astound us all.”

‘Cost Optimization’ Over

In the letter, Jassy reflected on AWS’ performance in 2023. He acknowledged a “substantial cost optimization” period that hit tech vendors and solution providers alike, leading to mass layoffs across the industry.

In 2023, AWS customers sought the vendor’s “more powerful, price-performant” Graviton chips, S3 Intelligent Tiering storage class that uses AI to move infrequently accessed objects to less expensive storage layers and Saving Plans of lower prices for longer commitments.

“This work diminished short-term revenue, but was best for customers, much appreciated, and should bode well for customers and AWS longer-term,” Jassy said. “By the end of 2023, we saw cost optimization attenuating, new deals accelerating, customers renewing at larger commitments over longer time periods, and migrations growing again.”

Amazon’s investments in its cloud business in 2023 included an expanded infrastructure footprint reaching 105 availability zones within 33 geographic regions globally, he said.

Amazon is at work on six new regions in Malaysia, Mexico, New Zealand, Saudi Arabia, Thailand and Germany.

A ‘Primitive’ AI Approach

Jassy laid out Amazon’s “primitive services” strategy to GenAI – a strategy employed in the early days of building out AWS, largely considered the No. 1 cloud in the market, as well as other parts of the Amazon business including logistics.

Thinking about the “primitives,” or the most foundational-level building blocks for software developers, Amazon has been breaking down each layer of GenAI to address the building blocks.

In the bottom layer of foundation models, Amazon views the primitives as the compute for training models, generating predictions and the software for building the models. Amazon has worked to offer “the broadest collection of Nvidia instances of any provider” and built its own Trainium AI training chips and Inferentia inference chips, with customers ranging from Anthropic and Hugging Face to Airbnb and Snap.

Amazon has also offered SageMaker as a managed, end-to-end service for developers preparing data for AI, managing experiments and training models, Jassy said.

And the vendor has its own Titan family of foundation models, although Jassy noted that customers “want access to various models and model sizes for different types of applications.

Amazon ‘Invented’ GenAI’s Builder Layer

Jassy says that Amazon “invented” the middle GenAI layer of customers building GenAI applications with their data and an existing foundation model with the Amazon Bedrock offering for building and scaling GenAI apps.

“Bedrock is off to a very strong start with tens of thousands of active customers after just a few months,” Jassy said. “The team continues to iterate rapidly on Bedrock, recently delivering Guardrails (to safeguard what questions applications will answer), Knowledge Bases (to expand models’ knowledge base with Retrieval Augmented Generation—or RAG—and real-time queries), Agents (to complete multi-step tasks), and Fine-Tuning (to keep teaching and refining models), all of which improve customers’ application quality.”

Bedrock has risen above the competition, Jassy said, because it allows customers to experiment and iterate in a simple fashion.

AWS GenAI Apps

As for GenAI’s top layer of actual GenAI applications, Jassy touched on how Amazon is bringing GenAI to AWS as well as its consumer business.

Jassy called coding companions “the most compelling early GenAI use case” and touted Amazon Q, a GenAI tool that helps users write code, debug it, test it and implement it.

Q can also move code to a newer version of Java and query various data repositories to answer questions and summarize, among other tasks. “Q is the most capable work assistant available today and evolving fast,” Jassy wrote.

Although he admitted that “the vast majority” of GenAI apps “will ultimately be built by other companies,” the CEO believes that “much of this world-changing AI will be built on top of AWS.” He also pointed to AWS’ security capabilities and track record as a reason customers will want to run GenAI on AWS.

“What we’re building in AWS is not just a compelling app or foundation model,” he said. “These AWS services, at all three layers of the stack, comprise a set of primitives that democratize this next seminal phase of AI, and will empower internal and external builders to transform virtually every customer experience that we know (and invent altogether new ones as well).”

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International Clerkships Program 2024-2025 - CALL FOR APPLICATIONS

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Deadline: January 15, 2024, 5:00 PM ET

McGill’s Centre for Human Rights and Legal Pluralism (CHRLP) is currently accepting applications for:

• a 12-month clerkship at the Permanent Court of Arbitration (PCA);
• a 10-month clerkship at the International Court of Justice (ICJ);
• a 4-month clerkship at the Inter-American Court of Human Rights (IACHR).

The clerkships are due to start in September 2024.

Clerks at each court are assigned to assist one or more judges or staff of the Courts with tasks such as drafting legal and administrative documents, preparing case files, and researching legal issues.

Eligibility

General requirements:

Current McGill BCL/LLB, LLM or DCL students graduating in June 2024, and recent McGill graduates from Fall 2021 onwards may apply for these positions.

The Centre, on behalf of the Faculty of Law, will select a shortlist of candidates to submit to each court for final selection.

Candidates will be selected based on:

• demonstrated writing and research skills;
• training in and familiarity with international law and relevant courses pertaining to the court they are applying to;
• proficiency in the Court’s official languages: French and English for the Permanent Court of Arbitration (PCA) and the International Court of Justice (ICJ)

Application Process

Candidates should apply to a specific clerkship. Should they wish to apply for more than one clerkship, they should submit separate cover letter for each candidacy.

Candidates should submit the following documentation:

• A cover letter that specifies the particular Court for which they are applying;
• A completed Personal History Form and Synoptic Table Form (for ICJ applications only);
• Copies of transcripts for all post-secondary study;
• Two letters of recommendation*; and
• A sample of written work no longer than fifteen (15) double-spaced pages.

All application materials (including recommendation letters) must be submitted in a single attachment in an email sent to clerkships.law [at] mcgill.ca by 17:00 PM ET on January 15 , 202 4 . Short-listed candidates will be asked to provide original, hard copies of their application materials to be forwarded to the Courts for the final selection in February.

All cover letters and recommendations should be addressed (but not sent) to:

• For the ICJ:

H.E. Philippe Gautier, Registrar International Court of Justice

Peace Palace, The Hague, The Netherlands

Note: the title of the ICJ clerkships program is now the Judicial Fellows Programme .

• For the PCA:

H.E. Hugo Hans Siblesz, Secretary General

Permanent Court of Arbitration

• For the Inter-American Court of Human Rights

H.E. Julissa Mantilla Falcón, President

Inter-American Court of Human Rights

Apartado Postal 6906-1000, San José, Costa Rica

* If referees prefer to submit their references in confidence, they can directly email nandini.ramanujam [at] mcgill.ca .

Stipend: The Faculty provides a 15,000 dollars stipend for ICJ and PCA clerkships. For the clerkship with the Inter-American Court, the stipend amount is 8,000 dollars. All amounts are subject to change depending on the available funding for 2024-25 clerkship year.

For further information, please contact clerkships.law [at] mcgill.ca

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• Career Planning
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How to Provide References With a Job Application

What Are Job References?

How companies ask for references, who to use as a reference, permission and confidentiality.

• What to Include on a Reference List
• Don't Forget to Say Thank You

Keep Your List of References Updated

Typically, if you're asked for references, it's a good sign for your job search. That's because, in many cases, employers only request references from applicants once they are considered serious contenders for the role at hand.

Occasionally, however, companies will request that applicants provide a  list of references  when they initially apply for a job. This tends to happen more in conservative industry sectors like the legal profession, jobs in childhood education, in the building trades, and on federal job postings. Academic roles may also request references with the application. 

References are people who can answer questions about your education, work history, skills, abilities, and work style.   References can include former employers, managers, colleagues, teachers or professors, professional and personal connections, and others who can attest to your ability to do a job.

If companies want references with the job application, they'll note it clearly. For example, the job posting may read as follows:

Required Applicant Documents

• Cover Letter
• List of Three References

Alternatively, the announcement may state, "To be considered for this position, please fill out an online profile and attach the following documents: cover letter, resume, and a list of three references."

It's very typical for employers to request three references.   

When providing the company with references, don't list your references on your resume. Instead, include a separate, attached page with a list of three references (or whatever number the company asks for) and their contact information.

Your list of references should include professional connections who can attest to your qualifications for the job.    

Your references don't have to be people who work at your current job; in fact, you shouldn't use references from your current manager or co-workers if the company isn't aware you are job searching. The last thing you want is for your boss to learn from one of their competitors that you have approached them regarding a new job.

Here are some good candidates to provide you with a reference: 

• Colleagues from previous jobs or internships
• Professors 
• Clients or vendors 
• Former employers
• Connections from volunteer roles

You should only use someone as a reference if you are on good terms with the individual, and feel confident that the person will provide a positive reference. It's also ideal to choose references who you have worked with recently.

If you are short on references because of a limited work history, use a  personal reference  who can attest to your character and abilities (such as a teacher, pastor, or club sponsor). 

It's always a good idea to  ask for permission  to use someone as a reference in advance. Do this before you share the person's name and contact information.

Asking permission allows you to determine by their response whether they feel like they could provide a positive reference. If they (or you) have any doubt as to the strength of the reference they might provide, look for someone else who would be more willing to vouch for you. Plus, asking beforehand is the polite thing to do. 

If your reference responds enthusiastically to your request, here's what to do next: 

• Confirm your reference's contact information. Verify that you have the correct contact information and ask them how they want to be contacted—phone, email, etc. 
• Inquire about availability. Check in with your reference to see if there are specific times during the day when they would be willing to be contacted, should they allow you to provide their phone number. 
• Share details on your job applications. If possible, give them a list of the jobs you have applied for so that they are aware ahead of time which employers might be contacting them. Finally, ask if you can send them a current resume or any other information they might need in order to be prepared to provide a glowing description of your work and of your character.
• Request confidentiality. If you're currently employed, make sure to let your reference know you'd prefer them to keep your job search confidential. That way, you can avoid your current employer finding out from a third party that you're looking for a new role. 

By doing these tasks, you'll make it easy for individuals to serve as a reference for you. 

What to Include on a Reference List

The  reference list  should contain full contact information for each reference, including name, job title, company, address, and contact information. 

Reference List Example

Janine Mercantile Manager ABD Company 12 Demonda Lane Hartsville, NC 06510 555-555-5555 j.mercantile@abdco.com

Sylvia Kiley Chair, English Department Acme College 123 College Street Charlotte, NC 28213 555-444-4444 slyvia.kiley@acmecollege.edu

Cedric Lee Account Manager Callista Consultants 232 Jeames Road Calumet, NY 11523 cedric.lee@callista.com 222-333-4444

If you are selected for an interview, print out copies of your list of references to bring with you, along with extra copies of your resume.

Don't Forget to Say Thank You 

Keep in mind that asking for references is a key part of  professional networking  and that the favor goes both ways. If you ask someone for a reference, offer to stand ready to reciprocate should they ever need it. 

Always write a formal thank-you note or email both after they’ve agreed to serve as your reference and after you’ve landed a job. People like to know that their efforts have contributed to another’s success. 

It's fairly common nowadays to  change jobs frequently . Creating and maintaining a reference list that impressively reflects your career strategy can be a key job strategy to a successful job search. 

Networking (through both your own personal circle of contacts and through sites like LinkedIn) can be very valuable in building a reference list.

Keep your reference list current and ready to apply for jobs by touching base with your references now and then.

Remember to let them know when you've applied for a job or have been selected for an interview, so they are aware they might be contacted.

CareerOneStop. " References ." Accessed April 15, 2021.

SHRM. " Reference Check Checkup ." Accessed April 15, 2021.