Writing an employee reference letter: a complete guide

Show your support for a stellar employee by recommending them to others

You may be sad to hear that one of your top employees wants to leave, but you can support their next steps by writing a letter of recommendation. But how do you write an employee reference letter and what should it include? We have all the information you need in this post, so read on! There's even a reference letter template and some samples that you can use for inspiration. 

What is an employee reference letter?

An employee reference letter supports an employee's transition into a new role by verifying their skills, experience, and abilities to their new employer. By the time you receive a request for a recommendation letter for an employee, it's likely that they have completed the interview process for their new role and been provisionally offered the job. The final offer confirmation will be dependent on their ability to provide good references, so your input here could make or break the decision to hire them. 

The request for an employee reference letter may come directly from the employee, but is more likely to come from their potential new employer.

Of course, if they were a valued colleague, you'll want to write a glowing letter of recommendation for the employee – even if their departure will be a great loss for your team or to you personally. It's the right thing to do in order to support their career progression – and failing to provide a good letter without due cause will only cause resentment in the long term. 

How to write a reference letter for an employee

There is certain information that will be expected in your letter. Know what to say in your employee reference letter with our 3-step guide below:

1. Introduce yourself

Let the recruiter or hiring manager know who you are and your relationship to the applicant. This helps establish your credibility to write a letter of recommendation for the employee right from the start.

2. Highlight the employee's relevant skills and attributes

Mention the role the employee held at your company and specify their skills and contributions that are relevant to the role they're applying for. Share specific metrics or anecdotes whenever possible.

3. Confirm your recommendation

Before formally signing off your letter, reaffirm your confidence in the employee's ability to succeed in the role. Additionally, make sure to express your willingness to be contacted by reiterating your email address or including your phone number .

In summary,  a good letter of recommendation for your employee should include:

• Who you are, in relation to the applicant

• The role that they held at your company

• Skills that they have demonstrated that are relevant to the role they're applying for

• A few of the applicant's successes, to prove they're qualified for the position

• Confirmation that you recommend them for the role

• Your contact details, in case of further enquiries

• A sign-off including your name and professional title

Tips for writing a good employee reference letter

Remember that your letter reflects as much on you as it does on the employee, so it's important to keep it well-written and concise. Here are a few extra pointers to keep in mind when you've been asked by a former employee for a reference letter:

Format

As a professional document, the letter should be formally presented, typed, and worded – a scrawl on a scrap of paper or a two-line email isn't acceptable. Don't forget to proofread it before sending it out, remembering that you're speaking for your employee. The impression you make will reflect on them. 

Content

Speak with your employee to see if there are any particular attributes that they'd like you to mention in your reference letter. Even better, ask for a copy of the job posting so that you can tailor your letter precisely to the requirements of the role. If the new company is still deciding between two or three applicants, a letter proving that your employee has experience that aligns with their requirements could make all the difference. 

Expert tip: When writing a letter of recommendation, never include any confidential, private, or commercially sensitive information. 

Tone

There's no right or wrong wording, as long as you keep it positive and truthful. Don't dwell on the employee's shortfalls, but instead focus on what they're good at – without exaggerating or going over the top! Keep the tone professional, but feel free to inject some personality too if it would help.

Also, be gracious, positive, and supportive. You never know when you'll come across the employee again in the future! There's no point in burning bridges; in a few years, you may be in a position to hire them back into the company – or they could even become your boss!

Length

You'll be pleased to know that no-one is expecting War and Peace here. Two or three paragraphs is generally enough – you certainly don't need to write more than a page. By the time a letter of recommendation is requested, it's likely that your employee is already nearing the end of the recruitment process and this final stage is simply confirmation that they can do what they claim and aren't leaving under a dark cloud.

What should I do if the employee was less than stellar?

If you'll be glad to see the back of the employee, you really only have one option. As your mum always told you, if you can't say anything nice it's best to say nothing at all. If you really feel that you can't fulfil the requirements of a letter of recommendation for an employee, it's best to politely decline. You can soften the blow by suggesting someone else that they can ask instead.

If in doubt, speak to your HR team. They may be able to provide an employee reference letter on behalf of the company or offer a standard form confirming their dates of employment and job title.

Sample recommendation letters for employees

Need some inspiration? Take a look at this reference letter sample for employees who are leaving. A similar style of letter could also be used to recommend a colleague for a promotion. 

Of course, you may be asked for a letter for someone who isn't an employee at all! This is a sample of a reference letter for a student, from a tutor. 

If you've been asked to write a character reference letter, it's likely that the person in question is at an early stage in their career and isn't in a position to be able to offer a professional reference letter. In that case, a brief note focusing on their transferable skills is all that's needed: 

6th August 2024

Dear Ms Spangles, 

I have known Harry Roberts for eight years as his neighbour. During that time, I have always known him to be polite, friendly, and articulate. I trusted him enough to ask him to babysit my primary-aged children on several occasions. The children loved his company and I was impressed with his willingness to follow instructions, keep them safe, and organise fun activities. He treats everyone with respect and is always punctual. 

I wouldn't hesitate to recommend him for any role he applies for. If you have any further questions, please don't hesitate to call me on 07890 123456.

Esra Pugh

Employee reference letter template

If none of those samples meet your needs, here's a general employment reference letter template that you can adapt to your particular circumstances: 

[company name]

[company address]

[date]

Dear [name],

I have known [employee name] for [number of] years, in the capacity of [e.g. line manager, colleague, tutor, etc]. They were employed at [company name] as a [job title] from [start year] to [end year]. 

I understand that [employee name] is applying for the role of [job title] and wholeheartedly recommend them for the position. Whilst employed by [company name], [employee name] has been a valued employee, consistently demonstrating skills in [list 3 skills relevant to the role in question]. 

We were particularly grateful for their contribution to [note 1-2 successes that the employee had at your company, ideally with context and outcomes]. 

While I am sad to see [employee name] leave, I understand that they have outgrown this position and we don't currently have any suitable vacancies for them. I am certain that they will have a great impact on your business and wish them all the best in this new endeavour. 

If you have further questions regarding [employee name]'s suitability for the role, don't hesitate to contact me on [contact details]. 

Yours sincerely, 

[your name]

[your job title]

Wondering if the grass is greener?

Now you know how to write an employee reference letter, you may be wondering whether the grass is greener elsewhere yourself. Has your colleague's career progression sparked a similar fire in you? If so, it's time to start making preparations. You'll need to write a CV, optimise your LinkedIn profile, polish up your interview skills, and reconnect with your network. 

Start your job search off with confidence by sending your CV for a free CV review. We'll help you to get your most crucial job search document into shape so that you can make progress as soon as you're ready.

Recommended reading: 

• Should you put references on a CV?

• 10 leadership traits that will catapult you straight to the top

• Understanding leadership theories: definitions, types, and behaviours

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