Writing a reference letter is one of those things that seems easy… until you get down to it, that is.
Relax! This guide's got you covered with everything you need to know to write a stellar reference that wows.
We'll help you by:
- Breaking down the different types of reference letters and what they need to include
- Dishing out some pro tips for giving glowing reviews
- Sharing a fast way to ace any reference letter using AI
- And giving you easy templates for each reference letter type
Now, let's dive in.
What’s a reference letter?
A reference letter is essentially a supportive endorsement of an individual's abilities and characteristics, written by a person who knows that individual’s professional and personal qualities well.
Reference letters are pretty much required for job applications, internship opportunities, volunteer work, and admission into college or university programs.
The idea behind these letters is to detail the reasons why a potential candidate is a good choice for the position or program they're after. It outlines their qualifications and readiness for the opportunity at hand.
Organizations might ask for these letters during the hiring or admission process, or candidates might provide them proactively with their application materials.
What types of reference letters are there?
There are three main types of reference letters you should know about:
- Business or job references: These references are usually from former employers, managers, or coworkers. They speak (hopefully well) to your work experience, skills, and work ethic.
- Academic references: Professors or teachers who can vouch for your abilities and performance in an academic setting. These references focus on your intellectual acumen, critical thinking skills and potential for success in a learning environment.
- Personal or character references: People who know you personally and can describe your positive qualities and strong character traits (beyond things like: “They never leave the toilet seat up!”). Friends, coaches, community leaders, or longtime acquaintances are good options for personal references.
Of course, the type of reference letter you need depends on what the letter is for.
If you're applying to graduate school you need references from your professors. For a new job, you need references from former supervisors or coworkers. And, for situations where your character and personal qualities are relevant, personal references are what you’re after.
What you need to know before typing up a reference letter
Did someone ask you to write a reference letter for them? That’s a huge honor!
But before you start typing, there are a few things you'll want to get straight:
- First, make sure you actually feel comfortable recommending this person. If you’re on the fence, it’s better to decline politely. References, like friendships, need to be genuine.
- Next, ask the person for details about the position or program they're applying for. The more you know, the more you can target your recommendation. Ask for a job listing, program overview, or at least a summary of the opportunity.
- You'll also want to ask the person to provide their resume or CV, and a draft of the recommendation they'd like you to make. This helps ensure you have all the relevant details and can endorse their key qualifications and experience. Of course, write the recommendation in your own words.
- Finally, check if there are any specific requirements for the reference letter, like a certain format or questions that you need to address.
How to write a glowing reference letter
Think about what an endorsement is: focus on a person’s strengths, accomplishments, and what makes them stand out.
Remember to mention specific examples of their work and the impact they had, with enthusiastic language, and highlight why they would be an asset.
Here are a few tips for writing a stellar reference letter:
- Be supportive and confident when you write about the person. Say you “highly recommend” or “fully endorse” them.
- Share relevant stories and specific examples of their contributions or impact. Give details about their accomplishments and strengths.
- Time to get gushy. Use superlatives to describe the person, like “an extremely dedicated employee” or “an exceptionally bright student”.
- Get detailed. Explain how they would benefit the company or school they’re applying to. For example, “I'm confident that with John's skills and experience, in his previous role at company X, he produced a massive decrease of 20% in our error rate.”
- Time to break out the ol’ charm. Thank them profusely, get flowery! For example, “Thank you for your consideration of this outstanding candidate.”
- Be courteous, and offer to provide more information. Include a sentence like “Please do not hesitate to contact me if you require any further information.”
- Nobody’s ferpect. Double-check for any errors before sending.
- Be professional, and enthusiastic, and keep it sincere. Your praise and passion for the candidate should come through.
Also, mind the format!
- The style and format of your recommendation letter are crucial, aiming for a concise length of three to four paragraphs on a single page to effectively endorse the candidate.
- It should be single-spaced with 1-inch margins, using a traditional font like Times New Roman, Arial, or Calibri in 10 to 12-point size for readability - no need to break out the Comic Sans here.
What should your reference include?
Hold your horses, and don’t start typing yet. A great reference letter always includes some essential elements.
They are:
Greeting
- Start with a formal greeting like "Dear Mr./Ms. [Last Name]."
- If the employer's last name is unknown, use "Dear Hiring Manager."
- For academic applications, go with "Dear Admissions Committee."
- In more general contexts, "To Whom It May Concern" works, or you can dive straight into the first paragraph.
First paragraph
- Introduce how you know the candidate, the duration of your relationship, and why you're in a position to recommend them.
- Mention the specific company, job, school, or opportunity they're applying for, e.g., "I've been Pete Rogers’ supervisor at XYZ Company for five years and recommend him for CFO at Company X."
Second paragraph (and beyond)
- Detail the candidate's qualifications, what they can contribute, and why they're a good fit. Use multiple paragraphs if necessary.
- Provide specific examples and instances showcasing the candidate's skills and successes.
- Tailor the description to the job or opportunity, focusing on relevant qualities and skills.
Note
- Highlight attributes that align with the specific position or opportunity. For a managerial role, emphasize leadership and communication skills.
Letter closing
- Offer to provide further information with your contact details (phone and email) for a verbal recommendation or additional inquiries.
- Reiterate your endorsement of the candidate, stating you recommend them “wholeheartedly” or “without reservation.”
Signature
- Conclude with a handwritten signature followed by your typed name for a physical letter – helps if you’ve got great calligraphy (don’t look at us, we’re in tech).
- For an email, include your typed name and contact information.
Writing a reference with a Lindy template
There are two ways to write a reference letter. You can either write it yourself using the templates we provide as a guide, or you can ask Lindy, our advanced AI assistant, to do it for you.
Lindy can handle a huge range of tasks with incredible precision, and drafting compelling recommendation letters is one of its specialties.
To get Lindy’s help, just click here to sign up (it’s free) and install our recommendation letter Lindy.
Once you're registered, Lindy will support you in creating a recommendation letter that is:
- Completely tailor-made: Lindy customizes every letter to fit your unique situation, including your relationship with the candidate, their achievements, and the nuances of the opportunity they're after. It learns from your input to enhance its understanding.
- Professional: Lindy guarantees that the letter maintains a professional yet relatable tone, avoiding overly casual language while keeping the content engaging.
- Clear, concise, and to the point: Lindy focuses on delivering a straightforward message, emphasizing the candidate's qualifications (all killer, no filler), making your endorsement clear and impactful.
- Persuasive: Lindy highlights the candidate's contributions and their significance, helping create a compelling narrative that shows why they’re good for the opportunity.
- Time-saving: Let go of stress by asking Lindy to handle the drafting process. You just need to focus on providing the essential details without worrying about the composition.
- It learns as you go: With each interaction, Lindy fine-tunes its capabilities, becoming better at supporting your recommendation needs.
- It will follow up: Lindy will touch base after you've submitted the letter to gather feedback and offer further help if needed.
Some awesome reference letter templates for you
If you’d rather write a reference letter the old-fashioned way, we’ve taken the liberty of providing you with a few templates to get you started.
Feel free to play around with these as needed to personalize the letter for your particular situation.
For a job or business reference:
Dear [Name],
I highly recommend [person’s name] for [job title] at [company]. I have known [Him/Her/Them] for [length of time] in my capacity as [relationship to candidate].
[He/She/They] has consistently demonstrated exceptional skills and work ethic. [His/Her/Their] key qualities include:
[Qualities, skills, accomplishments, strengths: 3-4 bullet points]
[He/She/They] would be an asset to any organization and has my highest recommendation. Please do not hesitate to contact me if you require any further information.
Sincerely,
[Your name goes here]
[Your title]
For an academic reference:
To Whom It May Concern:
I am writing to recommend [student’s name] for [program name]. I have served as [student’s] [course name] professor during [time period] at [college/university name].
[He/She/They] has exhibited an exemplary work ethic and enthusiasm for learning in my course. [His/Her/Their] key attributes include:
Relevant qualities, skills, accomplishments: 3-4 bullet points
[He/She/They] has proven [Himself/Herself/Themselves] to be a thoughtful, articulate, and diligent student. I give [Him/Her/Them] my strongest recommendation for admission to your program. Please let me know if you have any other questions about this exceptional candidate.
Sincerely,
[Your name goes here]
[Your title]
For a Personal Reference:
Dear [Recipient's Name],
I am writing to wholeheartedly recommend [Name of the person you're recommending] for [mention the position, opportunity, or area where the recommendation is needed, such as a job, a college application, etc.].
I have had the pleasure of knowing [Name] for [duration] years, having met through [context of your relationship, e.g., "as a colleague," "through volunteer work," etc.].
Throughout the time I've known [Name], they have shown exceptional qualities that I believe will make them a valuable addition to your [organization, team, program, etc.]. [Name] is a person of impeccable character, whose commitment to excellence, coupled with their [mention specific skills, e.g., leadership abilities, dedication to community service, etc.], sets them apart.
[In the next paragraph, provide specific examples of the person's achievements or qualities. This could be about a project they led, their contribution to a team, or any personal attributes that are relevant to what they're applying for.]
For example, [describe a specific situation where the person has shown their skills or qualities]. This instance illustrates [Name]'s ability to [mention the relevant skill or quality, such as problem-solving, leadership, teamwork, etc.], making them an ideal candidate for [mention the position, scholarship, program, etc.].
[Name]'s positive attitude and ability to face challenges head-on were particularly impressive. [He/She/They] consistently demonstrates resilience and a strong work ethic, qualities that I admire and believe would be beneficial to your [organization, team, program, etc.].
In conclusion, I highly recommend [Name] for [the position, scholarship, etc.]. I am confident that [he/she/they] will bring the same level of dedication, excellence, and passion to your [organization, team, program, etc.] as [He/She/They] have shown in [His/Her/Their] previous endeavors.
Please feel free to contact me at [your phone number] or [your email address] if you need further information or to discuss [Name]'s qualifications and abilities further.
Sincerely,
[Your name goes here]
Summing up
Writing a reference letter is far easier than you think. Just follow our tips, use the templates we provided, and your letter will help your friend, colleague, or student get that job, scholarship, or opportunity they deserve.
And, if it’s still too scary, just ask Lindy to do it for you, and you’re good to go!
