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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 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.

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Sat / act prep online guides and tips, 9 sample excellent recommendation letters for your job.

Letters of Recommendation

Anyone who's applied for a job knows how important recommendation letters can be to getting hired. While you've probably asked for a reference letter in the past, you may be less familiar with writing one. If someone asks you for a reference, how can you produce a great letter that will help your employee, colleague, or friend get hired?

To help you through the writing process, we're providing nine samples of effective letters of recommendation (scroll down to skip to the samples!). By reading through these examples, you'll gain a clear understanding of how to structure your own letters.

Before getting to the free recommendation letter samples, let's briefly review the role that reference letters play in the hiring process. Why are they important, and what makes some stand out over others?

Why Are Recommendation Letters Important?

Many employers request recommendation letters to help them decide who to hire or internally promote. Throughout the hiring process, the applicant strives to present herself in the best light. Beyond the interview and resume, hiring managers look to recommendation letters to confirm the candidate's qualifications and to gain insight from an outside party.

The hiring manager wants to know what experiences the candidate will bring to the new role, how she'll contribute to the company or organization, and how she'll behave in the day-to-day. Recommendation letters can point to a candidate's future performance by talking about her past achievements.

Reference letters can also shed light on what it's like to manage, work with, or, in the case of a character reference, be friends with the person under consideration. They complement the candidate's story and suggest what she'll bring to the table in her next job.

If you get asked to write a letter for someone, it's safe to assume you want to do a good job. Helping someone get hired is not just a satisfying good deed, but it's also good professional karma! So how can you turn those good intentions into a stand-out employee letter of recommendation?

Each letter will, of course, be different, but good letters share certain key features. Read on to learn about three important characteristics of strong reference letters.

Your recommendation letter's not the time to be cagey about your identity! The hiring manager wants to know who you are and why you're qualified to recommend the applicant.

What Makes a Recommendation Letter Stand Out? 3 Key Features

Strong letters give positive descriptions of a candidate's skills in a concise and powerful way. Beyond using language that's clear and error-free, what elements should your recommendation letter include to be effective?

As you write your letter, make sure it does the following:

#1: Explains Why You're Qualified to Recommend the Candidate

In order to hold weight, a recommendation letter should come from a reputable source. If an employer wants a professional reference, then the writer of that letter probably worked with the candidate in a supervisory capacity. Some employers will also be interested in letters from a colleague or, occasionally, a friend, neighbor, or family member. Most letters, though, will be written by a supervisor, manager, or boss of some sort.

In the first paragraph, you should explain who you are and how you know the candidate. How long did you work with her and in what capacity? By explaining your relationship, you show that you're qualified to give an honest assessment.

If someone who feels like a relative stranger asks you to write a letter, you might consider declining or recommending someone else to write it. If you didn't get to know the candidate's work performance or only did so in a way completely unrelated to the new position, then you might not be able to provide a helpful letter of recommendation from employer to employee.

The best letters are written by people who can speak to the candidate's skills and accomplishments. Make sure to state clearly in the beginning of your letter who you are and why your opinion matters.

#2: Customized to the New Position

While you should speak to the candidate's accomplishments in her past role, you should also show why she'd make a good fit in the next one. Even if the candidate's making a career change, you can explain why she'll be able to do well in the new industry.

Here's where open communication with the applicant is important. She should share the job description so you have a clear understanding of the position's requirements. As the writer, you're not expected to do much research on the new job. The candidate should provide you with everything you need to know to customize your letter.

By drawing on this information, you can express confidence that the candidate will succeed in the new role. Then when the hiring manager reads your letter, she'll feel reassured that the candidate would make a good fit.

#3: Uses Specific Examples and Anecdotes

Finally, and perhaps most importantly, your letter should provide specific examples about the candidate. Don't just list adjectives like, "friendly, intelligent, and hard-working"; instead, present circumstances in which the candidate demonstrated those qualities. To borrow a favorite phrase of English teachers, "show, don't just tell."

Not only will examples point to the value the candidate brought to your organization or company, but they'll also paint a picture of how she works in day-to-day operations. Using two to three specific anecdotes in your letter will boost its level of persuasiveness. It will also sidestep a common rec letter trap: becoming a generic list of cliches.

Just as you should only write a recommendation letter if you feel qualified to assess the candidate, you should also only write it if you can provide a great one. While you don't want to go over the top and sound insincere, your letter should be a strongly positive endorsement.

Sample Recommendation Letters

As you read through the nine free job recommendation letters below, notice how they all share the three key features described above, even though they differ in terms of their source and target audience. Below are nine sample recommendation letters, each followed by an analysis of what it does well!

• Sample Recommendation Letter 1: Written by a Direct Manager for a Full-Time Employee
• Sample Recommendation Letter 2: Written by a Principal for a Teacher
• Sample Recommendation Letter 3: Written by a Direct Manager for a Part-Time Employee
• Sample Recommendation Letter 4: Written by a Manager for a Remote Worker
• Sample Recommendation Letter 5: Written by a Supervisor for an Internal Promotion
• Sample Recommendation Letter 6: Written by a Supervisor for a Student Intern
• Sample Recommendation Letter 7: Written by a Coworker
• Sample Recommendation Letter 8: Written by a Professor for a Former Student
• Sample Recommendation Letter 9: Written by a Friend as a Character Reference

After checking out the above samples of recommendation letters, read on for some final thoughts on how to write an excellent letter of recommendation for an employee, coworker, or friend.

Now that you've got all the building blocks, you can put them together into a powerful letter of recommendation!

Writing Strong Letters of Recommendation: Final Thoughts

While the above samples of recommendation letters will help guide you through the letter writing process, they can't look exactly like your final product. Writing a letter is a significant undertaking, as it requires you to customize your words to the candidate and make your letter unique. Even though the specifics will vary, strong letters of recommendation do have certain features in common. Each letter should...

Use an Official Format

The sample letters show the proper format for a recommendation letter. They have the employer's name, position, company, and company's address at the top. To give one example, here's the header for recommendation letter sample #1:

Ms. Greta Johanssen Sales Manager Streambase Corp. 66 Western Boulevard Santa Fe, New Mexico 87500

You should also use official letterhead that has your name and contact information across the top, in whatever way you've chosen to present it. Each letter is addressed to a specific person, a greeting that's more personal than, "Dear Hiring Manager." Typically, paragraphs are single-spaced with a double space in between each one.

Finally, every letter concludes with an invitation to contact the writer for any further information. Then the writer may include her position, company, phone number, and email below her name.

Start with a Strong Opener

The strongest letters start out with an immediate statement of support. They might say, "It's my honor," "It's my pleasure," or "I'm very pleased to provide this letter of recommendation for Joe." Stating the obvious with a sentence like, "I'm writing to recommend Joe," looks weak beside a more enthusiastic opener.

In the first paragraph, explain who you are and why you're qualified to recommend the candidate. Write a line or two of praise about her professional and personal strengths, perhaps with a summary of the main points you'll present in the rest of the letter.

Include Two to Three Specific Examples

As mentioned above, strong letters typically include two to three body paragraphs with specific anecdotes about the candidate. They don't just describe the applicant's great qualities and accomplishments; they give examples and prove to her prospective employer that she's made achievements in the past that predict future success.

You might talk about a project or responsibility of the applicant or the value she's brought to your company. Consider relevant qualities like flexibility, initiative, leadership, growth, collaboration, interpersonal skills, and/or ability to perform within a certain environment or culture.

To Sum Up...

Depending on your relationship with the candidate, you might focus more on her work performance or personal character in your recommendation letter. An employer will focus more heavily on professional skills while a coworker may add personal qualities.

A friend or neighbor providing a character reference would produce the most personal letter. It falls upon the candidate to choose her recommenders wisely and to share any relevant information about the prospective position to help them write the best letter they can.

As long as you incorporate the key features discussed above and take the time to make your letter positive and specific, you'll provide a strong recommendation letter that will help your employee, colleague, or friend get hired. And who knows—perhaps in a year or two, she'll be writing a recommendation letter for you!

What's Next?

Are you tasked with writing a recommendation letter for a student applying to college? If so, check out these samples of recommendation letters from teachers and counselors, along with additional writing tips and a thorough recommendation letter template!

• 4 Amazing Samples of Recommendation Letters from Teachers Should You Move to a State with No Income Taxes
• 3 Examples of Excellent Recommendation Letters from Counselors
• Complete Guide: Writing a Strong Letter of Recommendation
• Unsecured Credit Cards for Those with Bad Credit
• A Great College Recommendation Letter Template

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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Letter of Recommendation Template (With Examples)

What to Write in a Letter of Recommendation

How to begin a letter of recommendation, body of the letter, how to end a letter of recommendation, recommendation letter template, more recommendation letter examples.

Ideally, when you're writing a  letter of recommendation,  it's about someone whom you feel merits praise, so all you have to do is write down your positive feedback on the candidate.

The process isn't always as easy as it sounds, though. It can be challenging to write a terrific recommendation letter. There are also standard items you should generally mention in your endorsement of the candidate. 

Following a template can help ensure your letter hits all the important points and is as effective and informative as possible. 

Get more details on what to include in your letter, formatting tips, and a step-by-step look at a recommendation template with plenty of examples for inspiration. 

As you prepare to  write your letter of recommendation , make sure you have  enough information to work with .

To make it easier, ask the individual you are assisting to provide you with their resume, a list of volunteer or extracurricular activities where they have held leadership roles, and descriptions for the jobs to which they are applying.

You should also ask them to alert you when they have used your  letter of recommendation  so you can be prepared to speak on their behalf should an employer call you for additional information. 

Your letter should follow a specific format to guide the reader through your relationship with the person you're recommending.

Your letter should begin with a heading that includes your contact information followed by the date and a greeting or introduction.

Your Contact Information Your Name Your Title Company or School Name Address City, State Zip Code

If you are writing a personal letter of reference, include a salutation (such as Dear Mr. Johnson, Dear Dr. Jameson, etc.).

If you are writing a general letter, use " To Whom It May Concern " or don't include a salutation. If you don't include a salutation, start your letter with the first paragraph.

The body is where you explain why you're a good reference, why the individual is qualified, and what their relevant skills are. 

First Paragraph

The first paragraph of a recommendation letter explains your connection to the person you are recommending, including how you know them and why you are qualified to recommend the person for employment or school.

I met Susan when she was a Freshman in my Introductory Economics course at WVU. Throughout her studies in my department, I had the opportunity to work with her on several research projects where she acted as my assistant.

Second Paragraph

The second paragraph of a recommendation letter contains information about the individual you are writing about, including why they are qualified for a position, what they can contribute, and why you are recommending them. If necessary, use more than one paragraph to provide details.

Bill graduated with honors in Philosophy and was always focused on how his future would progress. He knew he wanted to pursue a doctorate very early on and has worked independently, in groups, and as a research assistant. I believe Bill would be an asset to your department, as he brings a tremendous amount of energy and enthusiasm to his studies. He is a very bright and qualified individual, and a pleasure to work with.

Third Paragraph

When writing a letter recommending a candidate for a specific job opening, the recommendation letter should include information on how the person's skills match the position they are applying for. Ask for a copy of the job posting and a copy of the person's resume so you can target your letter accordingly.

I believe Christine would be an excellent addition to your international sales team. When I worked with her at XYZ, I was impressed by her ability to communicate the effectiveness of our products to clients and close a sale. During the two years I worked with her, she was personally responsible for adding several new clients in Asia and Africa.

The end of the letter is where you finalize your recommendation with specific wording that should highlight your enthusiasm for the person.

This section of the recommendation letter contains a brief summary of why you are recommending the person. Use phrases like "strongly recommend," "recommend without reservation," or "candidate has my highest recommendation" to reinforce your endorsement.

During my acquaintance with Joanne, she has been efficient, professional, organized, and a fantastic team leader. She has my highest recommendation for the position of office manager at DEF, Inc.

The concluding paragraph of your recommendation letter contains an offer to provide more information. Include a phone number within the paragraph, and provide the phone number again, along with your email address, in the return address section of your letter or under your signature.

Signature (hard copy letter)

Recommender Name Title Email Address Phone Number

Download a recommendation letter template  (compatible with Google Docs or Word), or read the example below. This letter template shows the format of a typical letter of reference for employment or educational purposes. The format is appropriate for an employment reference, as well as a reference for college or graduate studies.

Recommendation Letter Example (Text Version)

Elaine Chang Office Manager CBI Industries 123 Business Street Anytown, CA 12345 555-555-5555 elaine.chang@email.com

March 21, 2024

Jessica Smith Office Manager Acme Corp 680 Main Boulevard, Ste. 300 Ocean City, CA 93650

Dear Ms. Smith,

I’m writing to recommend Mary Thompson for the position of administrative assistant at Acme Corp. I’ve had the opportunity to work with Mary for the past few years at CBI Industries and have been consistently impressed with her diligence, efficiency, and ability to get things done.

Most recently, Mary has worked for me directly as a receptionist in our main office. In this role, she performed many administrative tasks in addition to greeting customers and other visitors and organizing team events. For example, she currently manages our executive team’s schedules, organizes their appointments, and coordinates travel and expense reporting. 

I believe Mary would be an excellent addition to your administrative staff. I’ve been consistently impressed with her organizational skills and grace under pressure. In our industry, as you know, every position is a customer service position. Mary constantly seeks to learn more about our products and programs so that she can help serve our clients and mitigate issues as they come up. She’s also a quick learner who picks up new technology with great speed.

I strongly recommend Mary for the position of administrative assistant at your company. She’s organized, detail-oriented, effective, and committed to getting the job done. She’d make an excellent addition to your team.

Please feel free to contact me at 555-555-5555 if you have any questions.

Elaine Chang

Need more samples? Review examples of different types of letters of recommendation, including letters for employment, academia , and character or personal  reference letters.

Key Takeaways

• Ask the person who requested the letter of information to share background information on themselves and any role at hand—this will make it simpler for you to know what to write. 
• Follow the standard format of a letter of recommendation so that it meets the expectations of whoever reads the letter. 
• Make sure the recommendation letter includes details on your connection to the person, why you recommend them, their relevant skills, and the best way to reach you for more insight. 

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Legal Templates

Home Business Verification Forms Employment (Income)

Employment (Income) Verification Letter

Use our employment verification letter to prove an individual’s salary and employment status.

Updated May 28, 2024 Written by Ioana Gagiuc | Reviewed by Susan Chai, Esq.

An employment verification letter confirms an individual’s current or past employment status and details. It validates income or employment history for loan applications, lease agreements, immigration purposes, and other use cases.

Employment Verification vs. Salary Verification

The main objective of an employment verification letter is to verify employment status rather than providing specific salary information, whereas a salary verification letter specifically confirms an individual’s income or salary with a company.

What Is an Employment Verification Letter?

How to verify employment, how to request an employment verification letter, how to write an employment verification letter, employment verification letter sample, frequently asked questions.

An employment verification letter (or proof of income letter) verifies a previous or current employee’s salary, employment history, and job responsibilities.

A verification letter is also a common third-party prerequisite to confirm that an individual has the income to make monthly payments for a significant expenditure — whether for a lease, mortgage, or loan.

Verifying parties typically submit this document in business letter format with their name, job title and contact information, current date, and the employee’s income or job status. It does not only verify employment but also may include additional details such as eligibility for rehire or the reason for termination in cases where applicable.

Who Needs an Employment Verification Letter?

The following people, businesses, and organizations may ask for employment verification letters to learn more about an individual’s work experience and salary details:

• Purpose of the Letter: To confirm an individual will be responsible and make timely rent payments.
• Purpose of the Letter: To assess applicants’ income stability and ability to repay the loan when they apply for loans, mortgages, or other financial products.
• Purpose of the Letter: To confirm the employment details the candidate provides. They may reference the information provided on the employee’s I-9 Form to confirm their employment eligibility and status.
• Purpose of the Letter: To determine their eligibility when they apply for specific positions.

An employment letter may also be necessary for immigration, work permits, or visa processes to assess an individual’s employment status and income.

Information to Avoid

• Employers must exercise honesty and discretion when providing information about former employees. They should stick to factual, employment-related details like dates and job titles, avoiding delving into termination reasons.
• Compliance with federal, state, and local laws regarding disclosure is essential, especially considering sensitive issues like child custody cases, where the letter’s content could be used as evidence.

Step 1 – Receive the Individual’s Employment Verification Letter

If you haven’t yet received an individual’s income verification letter, you can request that they send it to you. Examine the document for potential issues, such as discrepancies in basic information or inconsistencies with the individual’s provided details.

Step 2 – Look Up the Organization

Check the status of the business entity to confirm it’s real. Every state has a searchable business directory tool that you can use to conduct your research. Ensure the author of the individual’s letter matches the information on the Secretary of State’s website.

Step 3 – Contact the Employer

Get in touch with the employer via email or phone to confirm they composed and signed the letter. If you’re contacting them by phone, do so during traditional business hours for the best chance of a response. If the person you want to speak with isn’t available, ask their secretary or assistant to set up a virtual meeting time.

Step 4 – Request Pay Stubs

Ask for two of their most recent pay stubs. If they can’t provide this information, you may instead ask for proof of income like:

• Bank statements
• Tax returns ( Form 1040 )
• Wage and tax statements ( W-2 Form )
• Social Security proof of income/benefits verification
• Proof of workers’ compensation

Step 5 – Obtain the Previous Two Years’ Tax Returns

In many cases, self-employed individuals receive payments in cash. In such situations, it is advisable to obtain at least the tax returns from the past two years. Every individual in the U.S. must fulfill their tax responsibilities to the federal government, so if they earn any form of income, they will have filed a tax return.

• For Individuals: Request IRS Form W-2.
• For Self-Employed Individuals: Request IRS Form 1040. Additionally, ask for IRS Form 4506-T , which allows the federal government to authenticate the self-employed individual’s income from the previous year. Processing is free and typically takes around one business day.

Step 6 – Run a Credit Report

Use a background check authorization form to collect the person’s information. Then, run a credit report through one of the three major credit reporting agencies: Transunion, Experian, and Equifax.

Here’s how to ask for an employment verification letter depending on whether you’re a former employee or an external party:

If You’re the Employee

• Consult your supervisor or manager. This is often the most straightforward method for requesting the letter. However, ensure to offer complete details and context for clarity.
• Contact the human resources department. Certain organizations have established formal procedures requiring engagement with the HR department.
• Complete a request form. Fill out the request form your HR department provides you. Supply specific information you’d like them to include in the letter, such as your employment dates and status (full-time versus part-time).
• Note the recipient. Indicate if you want them to send the letter to the requestor or give it to you so you can supply it to the appropriate party.
• Follow up. If you haven’t received word that they’ve written and delivered your letter within a reasonable timeframe, check on the status of your letter.

Employment Verification Request Example

Hi [Insert name],

I am applying for a lease, and the landlord has requested proof of my employment. They’ve asked that you verify my dates of employment, job title, and salary.

Their address is: [Insert address]

They also accept verification via fax at [insert number]. Please let me know if there’s anything else you need.

[Position and Company]

If You’re an External Party

• Seek authorization from the individual. You must obtain explicit permission from the employee before you pursue the process of getting an income verification letter.
• Contact the employer. Find the designated contact for employment verification requests at the individual’s company.
• Specify the information you want. Be specific about the information you want, such as their income and employment length.
• Indicate the delivery method. Clarify how you’d like to receive the letter, whether via certified mail, fax, or in person.

Here are the steps to follow when writing an employment verification form:

Step 1 – Provide the Employer’s Details

Write down the employer’s details. Include the name (or company) of the current or past employer verifying the employment and the address.

Step 2 – Enter the Requesting Party’s Details

Provide the name and address of the party requesting the employment verification, such as a bank or a landlord. If the requester is unknown, leave this blank.

Write the name of the contact person for the party requesting verification. If the requester is unknown, use “To Whom It May Concern” to address the letter.

Step 3 – Fill in Verification Details

Enter the name of the verified person. Also, provide their employment details, like their employer’s name, job title, employment start date, and company’s address.

Include supporting documents within this letter to verify the employee’s salary and bonus, if any. Remember that there are state and local laws regarding salary disclosure, and some require employee authorization.

Step 4 – Provide the Employer’s Contact Information

Write the employer’s contact details, including their phone number and email address. Before sending, ensure to carefully edit and proofread the letter.

Step 5 – Get Notary Acknowledgement (Optional)

While this letter doesn’t require notarization, it can add to its legitimacy. If you’d like, have a notary witness the employer’s signature for authenticity.

Download an employment verification letter template in PDF or Word format below:

How much proof of income do I need to provide?

It depends. Some lenders may want to see you earn a specific amount to ensure you meet your monthly payments. They may also want to see income verification for a specific period, such as the last two months.

Can I use a bank statement alone as proof of income?

You can use bank statements as supplementary documents, but landlords and lending financial institutions may often request pay stubs as primary proof of income.

What if I don’t have any traditional proof of income?

If you’re applying for a loan, you can have a cosigner sign for you. This person pledges to pay back the loan if you default, so you won’t necessarily need to provide proof of income.

Suppose you’re applying to rent an apartment or home. In this case, you may need to present nontraditional proof of income, such as bank statements, a letter from your current employer, an invoice/contract of the work you’ve completed recently, or a profit/loss statement.

How long should I keep copies of my proof of income documents?

It depends on the exact document. According to the IRS , you should keep tax returns and related documents for two years from when you paid your obligations or three years from when you filed the original return (whichever is later).

Retain your paystubs until you receive your W-2 for that year. Retain bank statements for at least one year unless you need them for important matters (like home purchases or taxes). In this case, keep them for at least three years.

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• Letter of Recommendation

Letter of Recommendation/Verbal Reference Release

Requests by current and former students for letters of recommendation and verbal references are commonplace for faculty, administrators and other staff at Kent State University.  The recommendation can provide support for admission to an educational institution, potential employment opportunity, military entrance, scholarship eligibility, or a multitude of other purposes.

Statements made by a person providing a recommendation or verbal reference based on that individual’s personal observation or knowledge do not require a written release from the student who is making the request.  Examples of personal observations may include remarks such as the student's work ethic, punctuality, dependability, creativity, and cooperation, to name a few.

However, if non-directory, personally identifiable information (PII) obtained from a student’s education record or other forms of evaluative material is included in the letter of recommendation or verbal reference, the writer is required to obtain a signed release from the student.  Non-directory PII may include items such as the student’s courses, grades, grade point average, or examination results.  The writer is required to obtain a signed release from the student.  The release form 1) authorizes the individual who is to provide the recommendation, 2) specifies the records that may be disclosed, 3) states the purpose of the disclosure, and 4) identifies the recipient(s) to whom the disclosure can be made.  Additionally, the student has the right to read the letter of recommendation unless that right has been waived by the student.

Kent State University employees who write letters of recommendation or provide verbal references that may include information from a student’s educational record should instruct the student to complete the Letter of Recommendation/Verbal Reference Release form.  By completing the form, the student has the opportunity to specify the type of information that can be included in the recommendation. The employee providing the recommendation may then opt to include some or all of the authorized information, in addition to providing their personal observations about the student.  If the student does not indicate which information may be disclosed, then only personal observations may be given, and no information from the student's education record may be included without the student’s permission.

The form also provides the student with the opportunity to waive the right to review a copy of the letter of recommendation provided by the employee.  At any point in the future, the student may revoke the waiver to review a recommendation, but for only those requests for recommendation provided on or after the date the revocation was signed and dated by the student. The revocation must be made in writing to the University Registrar, and signed by the student.

Form Processing and Retention

The student should sign and date the completed Letter of Recommendation/Verbal Reference Release form, and give it to the employee authorized to provide the recommendation.  The original Letter of Recommendation/Verbal Reference Release should be sent by the authorized employee to the Office of the University Registrar to be retained for a period of four (4) years as part of the student's education record. The employee is encouraged to maintain a copy of the form as well in their records for future reference.

For convenience, students and alumni who currently have access to FlashLine may also complete and submit the Release under the Requests and Authorizations section on the Student / Resources page. The form will be automatically sent to the employee and the Univeristy Registrar will be notified of the waiver.

DIRECTORY INFORMATION INCLUDES:

• the student's name
• local and permanent address
• telephone listing
• class standing
• enrollment status
• major field of study
• participation in officially recognized activities and sports
• weight and height of members of athletic teams
• dates of attendance
• degrees and awards received
• high school graduated from
• email address
• and most recent previous educational agency or institution attended by the student

LETTER OF RECOMMENDATION RELEASE

If a student has a hold, verifications will not be completed unless the verification is for employment purposes. 

• Chosen Name
• Credit By Exam
• Diploma Replacement
• Enrollment Certification
• Ohio Residency Status
• One Year Option Credit
• Pass-Fail and Audit Request
• Petition for Exception to Registration
• Reenrollment & Reinstatement
• Retroactive Credit
• Transcript Requests
• Update Personal Information

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The significance and distinction between a Certificate of Service and a Reference Letter

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3rd June 2024

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Most employees underestimate the value of a reference letter and its significant advantage for future prospective employment. In the current employment climate, not all employees depart employment by means of resignation or reaching the natural retirement age, but in several cases, employees are dismissed after committing the worst forms of misconduct. Employers are often left with a “sour taste in their mouths”. Thus, the idea of issuing the former employee a reference letter seems like a ridiculous favour that most employers are not willing to consider. Particularly in cases of misconduct dismissals, employers are faced with the dilemma of whether to issue parting employees with reference letters upon their termination.

Section 42 of the Basic Conditions of Employment Act (BCEA) stipulates that:

“On termination of employment, an employee is entitled to a certificate of service stating—

(a) the employee’s full name.

(b) the name and address of the employer.

(c) a description of any council or sectoral employment standard by which the employer’s business is covered.

(d) the date of commencement and the date of termination of employment.

(e) the title of the job or a brief description of the work for which the employee was employed at the date of termination.

(f) the remuneration at the date of termination.

(g) if the employee so requests – the reason for termination of employment.”

It is important to note, as per the above, that despite the reason for termination, an employer is legally obliged by law to issue an exiting employee with a certificate of service upon termination.

Furthermore, as per clause (g) above, employers are prohibited from disclosing the reason for termination of the employee in terms of the certificate of service unless the parting employee expressly requests or states that the reason for termination may be disclosed.

A reference letter, on the other hand, is defined as a written statement by the former employer stating not only the duration of the employee’s work history and positions held but goes further to state the tasks performed by the employee of the company.

A reference letter may also include the positive attributes of the employee that are beneficial for future employment. Although most employers use a certificate of service as a guideline for a reference letter, no piece of legislation obliges employers to elaborate on the employees’ tasks, skills, or any other professional accomplishments in terms of the employee during the course of their employment with the company. Thus, a reference letter is much more beneficial for exiting employees than a certificate of service, and no law obliges such an employer to issue a reference letter. Doing so is strictly for the employee’s benefit.

There is no doubt that a reference letter holds much more weight for exiting employees to find future employment. Employers are encouraged to offer reference letters to exiting employees, despite the reason for termination of employment, in order to promote future employment, especially in light of the significant unemployment rate in South Africa today.

Written by Tammy Barnard, Senior Dispute Resolution Official at Consolidated Employers Organisation (CEO SA)

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