PeopleMuster

Reference letter format

Reference letters carry weight when they contain a judgement someone is prepared to put their name to. Adjectives carry none. Two examples beat a paragraph of praise.

Write this when a former colleague asks you personally, and you can answer honestly. Decline if you cannot, and say so early. Confirming dates and titles alone is a verification letter instead.

[YOUR NAME]
[YOUR TITLE], [COMPANY NAME]
[YOUR EMAIL AND DIRECT LINE]

Date: [DATE OF ISSUE]

To: [READER, OR "To whom it may concern"]

Subject: Reference for [FULL NAME]

Dear [READER],

[FIRST NAME] reported to me at [COMPANY NAME] for [LENGTH OF TIME]. I ran [YOUR TEAM OR FUNCTION], so I saw the work directly.

Two things stand out.

First, [EXAMPLE ONE — WHAT THEY DID, THE SITUATION, THE RESULT].

Second, [EXAMPLE TWO — A DIFFERENT KIND OF STRENGTH].

Compared with others at the same level, [FIRST NAME] was [HONEST COMPARISON].

Where they would benefit from support: [DEVELOPMENT POINT, WRITTEN KINDLY AND MEANT].

For a role that involves [WHAT THE NEW ROLE NEEDS], I would recommend them [STRENGTH OF RECOMMENDATION].

Call me on the number above if you would like to talk it through.

Yours sincerely,

[YOUR NAME]

What to put in each blank

[EXAMPLE ONE — WHAT THEY DID, THE SITUATION, THE RESULT]
One real incident with an outcome. Specifics are the whole value of the letter.
[HONEST COMPARISON]
Place them against a peer group. Readers weigh this line more than any other.
[DEVELOPMENT POINT, WRITTEN KINDLY AND MEANT]
Include one. A letter with no shading reads as a favour rather than a judgement.
[STRENGTH OF RECOMMENDATION]
Grade it honestly: warmly, with confidence, or with the reservation you just named.
[WHAT THE NEW ROLE NEEDS]
Ask the person for the job description. A reference aimed at the role lands harder.

Before you send it

  • Ask what the role is before you write. A general letter is worth less than a short aimed one.
  • Write it yourself if you managed them. A reference signed by someone who never saw the work is obvious to every reader.
  • Offer a phone line. Hiring managers ring, and the call is often where the real reference happens.
  • Check your own company rule first. Some employers restrict personal references and route everything through HR.

Whether managers may write personal references is a rule PeopleMuster can publish as a searchable policy

Questions people ask about this letter

Should a reference letter mention weaknesses?

One, written honestly and kindly. A letter that claims no development area at all reads as unserious, and experienced readers discount it entirely.

What if I cannot give a positive reference?

Say so to the person privately and decline. A lukewarm letter does more damage than no letter, because the reader notices what is missing.

Who should sign a reference?

Whoever saw the work, usually the direct manager. Seniority matters far less than proximity, and readers can tell the difference immediately.

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