Employer’s Reference Letter Template And Sample

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It’s important to consider how well you know the person making the request before agreeing to write a reference letter for them. If you don’t feel as if you know them well enough to write a one-page letter saying why they’re a good fit for the position, or if you don’t think you can honestly recommend them, then you should decline to write the letter.

Key Takeaways:

• A reference letter is one that’s written to recommend someone for a position.

• There are three types of reference letters: character reference, academic reference, and employment reference.

• When choosing to write a reference letter, you should make sure that you can genuinely recommend the candidate.

• Reference letters should include who you are, the organization you work for, your relationship with the candidate, what makes them a strong candidate, your contact information, and a few references to the position they’re applying for.

What Is an Employer’s Reference Letter?

Reference letters, also known as recommendation letters, are letters that cover an employee’s time at a company. They usually detail the person’s achievements and positive attributes and endorse them as a good candidate. In typical cases, when an employee asks for a reference letter from their employer, they’re looking for another job, but that isn’t exclusively the case.

As a rule, you should only acquiesce to writing a reference letter if you have had positive experiences with the employee. If you fear you won’t be able to give them a genuine recommendation, then it’s best to politely decline the request.

Types of Reference Letters

The majority of reference letters written by an employer are going to be addressed to another employer. That being said, that isn’t the only type of reference letter there is, nor is it the only kind you may be asked to write.

There are three primary types of reference letters:

• Character reference. Sometimes also called a personal reference, this type of reference is atypical for most jobs but may be necessary if they’re applying to a high-level job or a position of trust. They can also be a requirement when attempting to join a professional organization or certain types of volunteer organizations.

  You should only agree to write a character reference if you have a personal relationship with the candidate. It requires that you speak to their positive personality traits, as well as times you’ve seen them step up and showcase their abilities. Usually, this would be in examples of kindness or dedication rather than strictly professional achievements.

• Academic reference. If one of your employees is choosing to return to get a master’s or doctorate degree, they may ask for an academic reference. If it’s been some time since they’ve been in school, they’re likely to ask their supervisor for a reference rather than a professor that may not remember them.

  These letters are a way to evaluate candidates to see if they’d be a good fit for the program they’re applying for. It should cover professional skills, work ethic, and positive attributes. It’s best to list a specific example or two that showcase these skills and qualities.

• Employment reference. This is the type of reference that you’ll be asked to write the most often. Most employers require references when a candidate applies for a new position. The primary focus of this letter will be to extol the candidate’s positive attributes and achievements and show that they’re qualified for the position they’re applying for.

  Some employees will keep well-written references as part of their portfolio or will put them up on their personal websites so that recruiters will have access to them.

• Employment verification letter. While not exactly a recommendation letter, an employment verification letter is adjacent to one and is another type of letter you may be asked to write. Generally speaking, verification letters are needed when applying for a mortgage or other large loans.

  The main purpose of these letters is to verify that the applicant actually works where they say they do and that they make the salary they claim to. These letters usually include employment dates, the employee’s job title, and, sometimes, salary information.

How to Write a Reference Letter

Being asked to write a reference letter can be nerve-wracking, but it’s not much different from any other business letter. As with the majority of business letters, reference letters usually follow a set template.

Here’s what you should include in a reference letter:

• Organization you work for. It’s important to say who you are and who you work for, even if the candidate no longer works for you. As a rule, you’ll be writing reference letters for current employees, but some former employees may also ask you for a reference.

• Relationship to the candidate. This is especially important if it’s a character reference, but even if it’s an academic or professional reference, you should say how you know the candidate.

• Employment information. As you’re going to be the candidate’s supervisor in most cases, you should include information such as how long they’ve worked for you, the employee’s title, and a brief mention of their job description (if applicable.)

• What makes them a strong candidate. It’s important to mention what the candidate’s strong qualities are, as well as their qualifications. Reference letters are a way of saying that you believe the candidate is qualified for the position, whether it’s a job, a place in a degree program, or as part of a professional society.

• References to the position they’re applying for. Try to be as familiar with what they’re applying for as you reasonably can. You don’t want to talk about it too much, but do your best to pick positive attributes and examples that relate to the position they’re applying for.

• Contact information. Include your contact information at the bottom of the letter. You want to make an effort to make yourself available to answer questions or give further information as needed.

Reference Letter Template

If you’re looking to write a recommendation letter for one of your employees, but aren’t sure where to start, here’s a template to use. It’s a good idea to have the employee send you the resume they applied with so that you know what job they’re applying for, who to address it to, and what skills to highlight.

Here’s a template:

Reference Letter Sample

How To Write An Employer’s Reference Letter FAQ

1. Are there specific instructions you have to follow to write a reference letter?

   As a rule, there are a few specific guidelines you should follow when writing a reference letter in terms of formatting and length. However, certain references will require further guidelines, such as when they’re submitted as part of an application packet.

   Be sure to check with the person who requested the reference if there are any additional formatting requirements or if it needs to be a digital or a hard copy.

2. How do you describe someone’s character for a reference letter?

   If you feel you know the person well enough to describe their best qualities, then you should begin with that. Think about what you like or admire about the person in question, and do your best to try to hit keywords that hiring managers look for when considering hiring someone.

3. What do you do when an employee asks you for a reference?

   When you’re asked for a reference, you have two primary options: agree to write the letter for them or politely decline. It’s best to make a decision relatively quickly so that they have time to find someone else to write a letter of recommendation if you don’t feel like you’re the right person to do so.

   Before saying yes, make sure that you feel that you know the person well enough to be able to write a one-page recommendation about them. Also, make sure that you like them enough to honestly recommend them for the position in question – it’s important to be honest in your letter as much as possible.

Author

Di Doherty

Di has been a writer for more than half her life. Most of her writing so far has been fiction, and she’s gotten short stories published in online magazines Kzine and Silver Blade, as well as a flash fiction piece in the Bookends review. Di graduated from Mary Baldwin College (now University) with a degree in Psychology and Sociology.