Explaining Employee Reference Letter With Example

Explaining Employee Reference Letter With Example

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A reference letter can be defined as a letter of recommendation that provides written evidence of the character and competence of an individual. Use this sample personal recommendation letter template when you are asked by a fellow employee, a former employee, student or any other acquaintance who needs a reference. Be sure to plug in this template with real-life incidents you have had with the person.

Tips For Writing A Reference Letter

Reference Letter Template

When you are asked to write a reference letter for someone, first assess whether you can write a positive reference. If you are not sure as to whether you should recommend them without any doubt, then it is probably more appropriate to say no than to give them half-baked compliments or even worse, comment on something that can be counter-productive to their success.

If you can confidently draft a professional recommendation letter then you can follow these processes.

  1. Remind yourself about the person. For example, talk to HR and find out what their exact title was in your team and how long they were in the current team. Check their files for any useful observations about them.
  2. Elaborate on two to three possible traits that fit this person. It is nice to include certain examples you can think of that demonstrate these qualities in your reference letter.
  3. It may be helpful to consider specific encounters that individuals had with that person. Particularly, the times in which they demonstrated their positive attitude or knowledge. If possible, include one example in one of your letters.
  4. You can use this reference letter sample as a guide to writing, your reference letter.

It can take you anywhere from half an hour to an hour to write a recommendation letter but if you have some good things to say about this individual, it is worth the time you spend on the recommendation letter.

This is a basic reference letter format

Dear [insert name],

This is a reference letter for [employee_name] who was our employee at [Company Name] as a [Position Held] and [reported to me/ worked with me] while I was working as [insert your job title].

[Employee_name] was always [insert quality] as an employee. [His/her/their] performance in my team could be demonstrated by [insert example].

One positive trait that I appreciated about [His/her/their] is [insert quality] and [employee_name] was a great example. For instance, [insert example].

I would recommend and work with [employee_name] again as he/she/they is a pleasure to work with.

If you have any more queries regarding [him/her/them], please do not hesitate to contact me at [phone number].


[Your name and signature]

How To Use This Reference Letter Format

  • Flesh it out. Each time you provide an example you should provide a sentence or two to elaborate on what you are trying to prove.
  • Be flexible. Refer to the template but use your style and include what you think is relevant.
  • Be honest. Sometimes the employer or former colleague may be asked to describe the examples above. Do not pretend to look greater than they are as this may prove to be dishonest in the end.
  • If possible, be specific. If you have any information about the job or program that an employee is applying for, then you should tailor these letters to be specific to the job or program. For instance, if this job calls for leadership skills, provide appropriate examples.

Below is a reference letter sample using our template.

[Your Name] Johny
[Your Title/Position] VP – Engineering
[Your Company/Organization Name] EFG Inc.
[Your Contact Information] +10000000

[Date] [Today’s Date]

[Recipient’s Name] Mr. ABC
[Recipient’s Title/Position] Hiring Manager
[Company/Organization Name] XYZ Corp
[Company/Organization Address] [Company Address]

Dear Mr. ABC,

[Opening Statement: Express your pleasure in recommending the individual and provide context about your relationship with them.]

It is with my pleasure to recommend the qualifications and capability of Jennifer Lopez as an ideal candidate for employment in your company. I came to know her for the first time when she was working with me at Acme Inc. as a Senior Product Manager and was reporting to me as a VP of Engineering.

[Paragraph 1: Introduce the individual and specify their role and tenure in your organization. Highlight any significant responsibilities or projects they undertook.]

Jennifer was always the one to be trusted once she was given a task. While she was working in my team, she was able to conduct high-impact user research components in her process which led to several vital recommendations that enhanced the product and positively impacted its sales volume and revenue.

[Paragraph 2: Describe the individual’s key qualities or attributes that make them a strong candidate. Provide specific examples or anecdotes that demonstrate these qualities in action.]

A significant trait that I emphasized in my team is the drive and desire to learn and Jennifer always guaranteed me that. It was when she proposed that we hold a regular internal event where senior staff share advice for other staff members on specific projects they may be working on. This prompted her to be the first to apply what she would gather from these meetups in her professional work.

[Paragraph 3: Share an instance or experience where the individual made a notable contribution or demonstrated exceptional skills or initiative. Emphasize the positive impact of their actions.]

Jennifer is a wonderful colleague with a positive, constructive mindset and a great asset to any team. I would not hesitate to employ her again if I am given the chance to do so.

[Closing Statement: Conclude by reaffirming your confidence in the individual’s abilities and expressing your willingness to provide further assistance or information if needed.]

You may contact me at +10000000 if you have any further questions.


[Your Name] Johny
[Your Title/Position] VP – Engineering
[Your Company/Organization Name] EFG Inc.
[Your Contact Information] +10000000

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