How to Format a Reference Letter (With Examples)

A reference letter is used to endorse someone and provide an overview of their skills, ability, knowledge, and character. These letters are often required as part of a job or academic application. 

Since a reference letter is one of the few pieces of an application that isn't directly provided by the candidate, it can carry a lot of weight. Letter readers look to references for insight into a candidate. The template below shows the format of a typical reference letter.

How to Format a Reference Letter

This reference letter format shows the structure for a typical reference letter. Your letter should provide information on your connection with the person you are recommending, why they are qualified, and the skills they have.

The following format is appropriate for an employment reference or as a reference for graduate school. Use this as a guide for writing your own personalized reference letters, making sure all relevant information is included.

You should also review samples of reference letters for advice on how to word your reference letter.

Tips for Writing a Reference Letter

First, when asked to write a reference letter, think carefully before agreeing. Only say yes if you feel you can write a strong reference letter for the candidate.

If you do not feel comfortable writing a letter in support of a person's application to a job or school, you can politely decline to be a reference. Once you decide to write the letter, make it as specific as possible. 

What to Include in the Letter

When writing a reference letter referring a candidate for a particular job opening, the 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 the person's resume so you can target your reference letter.

Similarly, when writing a reference letter for a candidate for graduate school, you should be able to explain why the student is a good fit for that particular program. Ask for some details on the program as well as a copy of the person’s resume or CV so you can target the letter accordingly.

Reference Letter Format Example

Contact Information

When you are writing a hard copy letter to be mailed, uploaded, or sent as an attachment, include your contact information and the recipient's name at the top of the letter. If you are sending an email reference, include your contact information in your signature.

Subject

If you're sending an email reference, list the name of the person you're writing a reference for in the subject line:

Salutation

If you are writing a personal letter of reference, include a salutation (Dear Dr. Smith, Dear Mr. Jones, etc.). If you are writing a general reference letter, say “To Whom It May Concern" or simply don't include a salutation.

Paragraph 1

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

Paragraph 2

The second paragraph of the reference letter contains specific information about the person you are recommending, including why they are qualified, what they can contribute, and why you are providing a reference letter. Be sure to use specific examples to speak to their qualifications. If necessary, use more than one paragraph to provide details.

Summary

This section of the reference letter (typically right before the conclusion) contains a brief summary of why you are recommending the person. State that you "recommend without reservation" or "highly recommend" the person or something similar.

Conclusion

The concluding paragraph of the reference letter contains an offer to provide more information. Include a phone number within the paragraph. Also include your phone number and email address in the return address section of a hard copy letter or, if you're sending an email, underneath your name in the signature.

See a sample signature for a hard copy letter below:

Reference Letter Template

Download the reference letter template (compatible with Google Docs and Word Online) or see below for more examples.

Reference Letter Examples

Review reference letter samples for a variety of professional and personal circumstances to use as a starting point for your own correspondence.