Reference Letter Format

Sample Format for Writing a Reference Letter for a Job or Academic Application

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A reference letter is used to endorse someone and provide an overview of their skills, ability, knowledge, and character. A reference letter is often required during a job or academic application. The template below shows the format of a typical reference letter.

General Advice for Writing a Reference Letter

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

Once you decide to write the letter, make it as specific as possible. 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 a copy of the person's resume so you can target your reference letter accordingly.

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.

How to Use a Reference Letter Format

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, as well 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.

When using a format or a sample letter, remember to be flexible. You can add or remove paragraphs to fit the needs of the particular reference letter.

Reference Letter Format

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 some for employment or graduate school.

Paragraph 2
The second paragraph of the reference letter contains specific information on the person you are writing about, 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.

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

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 your letter or in your signature (if it is an email, include your contact information underneath your name in the signature). See a sample signature below:


Signature (hard copy letter)

Writer Name

More About References: Sample Reference Letters |  Personal and Character References