Four different reference letter templates for you to use

During your life, a friend, team member or subordinate may ask you for a reference letter when applying for a new position. There are different types of references letters, and each type has a unique structure and contains different information about the applicant. Knowing how to write a reference letter effectively can help you provide excellent support to the applicant, which may contribute to the success of their application. In this article, we consider what reference letters and reference letter templates are, learn about different reference letters and provide templates you can use to write them.

Related: Steps for how to ask for a letter of recommendation

What are reference letter templates?

Reference letter templates can help you draft a reference letter quickly when someone requests you to provide them with one. A template provides you with a pre-determined structure for the particular type of reference letter. It also gives you guidelines about the elements you can cover in each paragraph when writing a reference letter.

Related: How to create an effective reference letter

What is a reference letter?

Employees or students ask their former managers, supervisors, team members or classmates for reference letters when applying for a position or opportunity. These letters may help them be successful in getting a volunteer position, job or other professional work. Reference letters typically cover details of the applicant's achievements, accomplishments, character and skills for the particular position. They often provide reasons why the applicant is a suitable candidate for the job or academic programme they're applying for. Other names for a reference letter include a letter of recommendation, recommendation letter or letter of reference.

Related: What is a letter of recommendation and how can you get one?

Types of reference letters

There are four types of reference letters:

1. Academic reference letters

An applicant's previous professor, academic supervisor or teacher can write an academic reference letter for them. Students can also ask a classmate for an academic reference letter. Applicants use academic reference letters when they have limited professional experience or professional contacts to use in their application. An academic reference letter provides additional information to supplement the student's academic record, helping potential employers better understand the student and their goals.

2. Employment reference letters

Applicants can ask their previous employers, managers or supervisors to write an employment reference letter. The focus of this letter is to provide details about the candidate's employment with the company. It also testifies to the applicant's previous work performance and achievements from the manager's perspective. An employment reference letter may provide additional information about the candidate, such as their ability, expertise, skills and character.

Related: How to write an employer reference letter (with examples)

3. Personal reference letters

Another name for a personal reference letter is a character reference letter. An applicant can get a personal reference letter from a close friend. These letters provide details about the applicant's personality, traits, values and morals, rather than their professional performance and abilities. A personal reference letter is helpful to strengthen an application for a community position, a house or flat, a club or an association. The writer can describe the experiences they had with the applicant and share background details that may apply to the applicant's position.

Related: Character reference: definition, examples and writing tips

4. Professional reference letters

An applicant uses a professional reference letter to support their claims in their job application, including their CV and cover letter. The individual's former team members or colleagues might write a professional reference letter. These letters typically cover details about the applicant's skills and work performance from a peer's perspective instead of a managerial perspective.

Reference letter templates

Here are templates for the four categories of reference letters:

1. Template for an academic reference letter

The following is a template to inspire you when writing an academic reference letter:

[Your full name]
[Academic institution's address]
[Your job title within the academic institution]
[Your contact details]

[Date you're writing the letter]

Dear [the person you're addressing],

[Opening paragraph. This section comprises two to three sentences. You can introduce yourself and explain your qualifications, position, and how you know the student. You can also mention how long you've known them and explain why you recommend the student for the position or programme they're applying for.]

[Body of the letter. You can use one to three paragraphs for this section. You can provide details of the student's academic performance and achievements to prove their academic abilities. Areas you can cover include their extracurricular activities, awards, recognitions, academic specialities and attitude. You might also mention examples of when the student impressed you with their behaviour, skills or character. End this section with an endorsement of the student's application to the position or programme. Here, you can provide details of what you consider their potential contributions to the position or programme.]

[Closing paragraph. The closing paragraph can be between one to three sentences long. Here, you can include your contact information and offer to provide additional details if the recipient requires it.]

Sincerely,
[Your first and last name]

2. Template for an employment reference letter

The following provides you with a template for writing an employment reference letter:

[Your full name]
[Your employer's address]
[Your employer]
[Your job title within the organisation]
[Your contact details]

[Date you're writing the letter]

Dear [the person you're addressing],

[Opening paragraph. Here, you can include one to three sentences about your position in the organisation. You can explain your relationship with the candidate. You can also specify how long the applicant has worked for the organisation.]

[Body of the letter]: This section can be between one and three paragraphs long. Here, you can provide reasons for your confidence in the candidate's ability to succeed in the position they've applied for. You can refer to the skills and abilities they display in their current position and give examples of how they successfully use them to fulfil their job functions.

[Closing paragraph. You can use one to three sentences to summarise the applicant's qualifications. You can reiterate that you're confident in their ability to perform the job functions of the new position. You can let the recipient of the letter know you're available if they have questions about the candidate, which they would like to discuss with you.]

Sincerely,
[Your first and last name]

3. Template for a personal reference letter

You can use the following template for writing a character reference letter:

[Your full name]
[Your contact details]

[Date you're writing the letter]

Dear [the person you're addressing],

[Opening paragraph. This section comprises one to three sentences. Here, you can introduce yourself and give details of your relationship with the applicant, including how long you've known them.]

[Body of the letter. Use one to three paragraphs to mention experiences shared with the applicant. You can include details about their personality, values and morals. You can explain why you're confident that the applicant is a good fit for the new position. If possible, give examples of how their traits and values can help them meet the job requirements.]

[Closing paragraph. Use one to three sentences to let the recipient of the letter know they can get in touch with you if they have further questions about the applicant. Here, you can provide your phone number or email address to make it easy for them to contact you.]

Sincerely,
[Your first and last name]

4. Template for a professional reference letter

The following template can guide you when writing a professional reference letter:

[Your full name]
[Your employer's address]
[Your employer]
[Your job title within the organisation]
[Your contact details]

[Date you're writing the letter]

Dear [the person you're addressing],

[Opening paragraph. This section can comprise one to three sentences. Introduce yourself and explain the relationship with your team member. Include your job title to let the recipient know why you're qualified to write the letter. Mention how long you've worked with the applicant and projects you've collaborated on.]

[Body of the letter. You can use one to three paragraphs for this section. Here, give details of your team member's accomplishments and work values. You can show examples of their best work-related skills, such as problem-solving or time management, and how these can help them succeed in the new position. You can also provide your opinion on how your team member can add value to the new organisation.]

[Closing paragraph. Your closing paragraph can be one to three sentences long. Provide your contact details to allow the recipient to reach out to you if they have additional questions. You can include your phone number or email address to make it easy for them to get in touch with you.]

Sincerely,

[Your first and last name]

Related:

• How to write a financial reference letter (with example)