A reference letter confirms who someone is and what they did: their job title and dates for an employer reference, or how you know them for a character reference, plus your honest view if you choose to give one. Fill in the form and the reference is written for you, ready to download as a free PDF.
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What to include in a reference letter
References are read quickly, often by an HR team checking facts against an application. Clear and accurate beats
long and glowing.
Who the reference is for. Their full name and, if you know it, the job or tenancy they have applied for.
The facts. Job title and start and end dates for an employer reference. For a character reference, how long and in what setting you have known them.
Main duties (full references). One sentence, so the reader can compare the old job with the new one.
Your honest view. Only what you know first-hand, ideally with an example. Leave it out entirely for a facts-only reference.
Your name, role and contact details. So the reader can check the reference is genuine.
A confidentiality line. A short note that the reference is given in confidence and is accurate to the best of your knowledge.
Full reference or facts only?
A facts-only (or factual) reference confirms the job title and dates and nothing
else. Many employers use it for everyone, because it is quick, consistent and hard to dispute. If your organisation
has a reference policy, follow it, and check whether references must come from HR rather than line managers.
A full reference adds duties and your view of the person’s work, such as
reliability, skills and how they got on with colleagues and customers. It helps a good candidate stand out, but every
opinion should be something you saw and could explain if asked.
Some requests come as a form with set questions: reasons for leaving, sickness absence, whether you would re-employ.
Answer only what you can answer accurately. It is acceptable to say "I am unable to comment" on a question.
Character references
When someone has little work history, or a landlord or course wants to know about them as a person, a character
reference from someone outside the family can help. Good referees have known the person for at least a couple of
years in a setting where they would notice reliability and honesty: a teacher, coach, faith leader, volunteer
organiser or long-standing neighbour.
Say how you know them and for how long, then give two or three qualities with a real example. The tool adds a line
confirming you are not related, which is often the first thing a reader wants to check.
Accuracy and fairness
A reference can affect someone’s job, so write it with care. Stick to facts and first-hand observations, avoid
comments on health, family, age or other personal matters, and do not hint at things you would not say outright.
Keep a copy of what you sent and who you sent it to.
The rules on references, data protection and what an employer may say differ by country and sector. This is
general information, not legal advice. If you are unsure, talk to HR or an employment adviser before you send it.
Reference letter examples
Four employer references (full, facts-only and for a current employee) and two character references. Click "Use
this example" to load one into the form and change the details.
Employer
Full employer reference for a retail worker
A manager confirms the facts and adds a short, honest view of the person’s work.
Reference: Jade Thompson
Dear Ms Doyle,
I am writing in response to your request for a reference for Jade Thompson, who has applied for the role of Retail Supervisor. I can confirm that Jade was employed by Fernway Garden Centre from 6 March 2023 to 25 September 2026, as a Sales Assistant.
In this role, she was responsible for serving customers, cashing up at the end of the day, managing the houseplant section and training new seasonal staff on the till.
Jade is reliable, honest and calm with difficult customers. She trained eight seasonal staff during our busy spring periods, and colleagues often went to her first with questions.
Her attendance and timekeeping were good. I would be happy to employ Jade again.
If you need any further information, please contact me.
This reference is given in confidence, and is accurate to the best of my knowledge.
Yours sincerely, Mark Ellison
Why it works: Every opinion is backed by something the manager saw, and attendance is mentioned because it was genuinely good.
Employer
Facts-only reference from HR
The standard reply from a company that gives dates and job title only.
Reference: Ben Carter
Dear Sir or Madam,
I am writing in response to your request for a reference for Ben Carter, who has applied for a position as Claims Handler. I can confirm that Ben was employed by Northgate Insurance Group from 11 January 2021 to 29 August 2026, as a Customer Service Agent.
It is our policy to provide factual references only, confirming dates of employment and job title. This should not be taken as a comment on Ben’s ability or suitability for the role.
If you need any further information, please contact me.
This reference is given in confidence for the purpose of the application above.
Yours faithfully, Claire Whitmore
Why it works: It confirms the facts and explains the policy, so the new employer does not read anything into the short reply.
Employer
Reference for someone who still works for you
Written for a current employee who has an offer elsewhere.
Reference: Oliver Grant
Dear Sir or Madam,
I am writing in response to your request for a reference for Oliver Grant, who has applied for the post of Senior Receptionist. I can confirm that Oliver has been employed by Elm Tree Medical Centre since 13 May 2024, as a Receptionist.
In this role, he is responsible for booking appointments, handling prescription requests and greeting patients at the front desk.
Oliver handles a very busy phone line with patience and good judgement. When we moved to a new booking system last year, he wrote the quick guide the whole team still uses.
His attendance and timekeeping are good.
If you need any further information, please contact me.
This reference is given in confidence, and is accurate to the best of my knowledge.
Yours faithfully, Dr Sunita Rao
Why it works: It uses the present tense and offers to talk, which is useful when the new employer may have follow-up questions.
Character
Character reference from a volunteer leader
For someone with little work history, from a person who knows them well.
Character reference: Leah Morgan
Dear Sir or Madam,
I am writing in response to your request for a reference for Leah Morgan, who has applied for the Apprentice Support Worker role. I have known Leah for three years, since she began volunteering with us every Saturday.
In that time I have found Leah to be dependable, kind and well organised. She now runs our Saturday sorting team of twelve volunteers and has never missed a shift without arranging cover.
I am not related to Leah, and I am happy to give this reference based on what I know of her personally.
If you need any further information, please contact me.
This reference is given in confidence, and is accurate to the best of my knowledge.
Yours faithfully, Gareth Hughes
Why it works: It says how long and in what setting the writer has known the person, and that they are not related.
Character
Character reference for a tenancy application
For a landlord or letting agent, from a long-standing acquaintance.
Character reference: Samuel Osei
Dear Sir or Madam,
I am writing in response to your request for a reference for Samuel Osei, who has applied for a tenancy at 14 Mill Lane, Leeds. I have known Samuel for eight years as a neighbour and through our church community.
In that time I have found Samuel to be responsible, respectful and good with money. When I was in hospital last year he looked after my house and paid my bills on time without being asked twice.
I am not related to Samuel, and I am happy to give this reference based on what I know of him personally.
If you need any further information, please contact me.
This reference is given in confidence, and is accurate to the best of my knowledge.
Yours faithfully, Patricia Evans
Why it works: Landlords want to know the person is responsible and honest. It gives one concrete reason to believe it.
Employer
Reference for a part-time student worker
A café owner gives a full reference for a student applying for a graduate job.
Reference: Hannah Lee
Dear Sir or Madam,
I am writing in response to your request for a reference for Hannah Lee, who has applied for the Graduate Trainee Programme. I can confirm that Hannah was employed by Rossi’s Café from 16 September 2023 to 27 June 2026, as a Part-time Barista.
In this role, they were responsible for making drinks, taking payments, opening the café on Saturdays and keeping our stock records up to date.
Hannah fitted their shifts around a full degree course and was never late. They are friendly with customers and spotted an error in our supplier invoices that saved us money.
Their attendance and timekeeping were good. I would be happy to employ Hannah again.
If you need any further information, please contact me.
This reference is given in confidence, and is accurate to the best of my knowledge.
Yours faithfully, Marco Rossi
Why it works: It keeps a short job in proportion and focuses on what transfers: reliability and dealing with customers.
Frequently asked questions
Does an employer have to give a reference? +
In many countries, including the UK, most employers do not have to give a reference at all, but some sectors, such as financial services and care, have rules that require one. If an employer does give a reference, it should be true, accurate and fair. Laws vary by country, so this is general information, not legal advice.
What is a factual reference? +
A short reference that confirms only the job title and the dates someone worked for you. Many larger employers give only factual references as a policy. Saying so in the letter, as the tool does, makes clear the short reply is not a comment on the person.
Can I give a bad reference? +
A reference should be fair and based on facts you can support. Rather than writing opinions you cannot back up, many employers choose to give a factual reference. If you have concerns about saying anything, ask HR or get advice before you write. This is not legal advice.
What is a character reference? +
A reference from someone who knows the person outside work, such as a teacher, volunteer leader, landlord or long-standing neighbour. It is useful for first jobs, tenancies and some applications. It should not come from a relative.
Should I send the reference to the candidate or to the new employer? +
Usually straight to the person who asked for it, often by email, and marked confidential. Some people also ask for a general "To whom it may concern" letter to keep. Follow what the requester asks for.
Is this reference letter template free? +
Yes. Fill it in, download it as a free PDF or copy the text into an email. No watermark; you just need a free account to download. Your draft stays in your own browser.