I’ve written hundreds of reference letters over the last decade for interns, colleagues, senior executives, and even fellow consultants. No matter where I’ve worked—in Canada, Germany, Singapore, or the U.S.—one truth holds: a well-written reference letter can open doors.
If you're asked to write one, it usually means someone trusts you to represent their abilities and character. And that’s no small responsibility. So let’s walk through what makes a reference letter not only professional but genuinely impactful.
What Is a Reference Letter?
A reference letter, sometimes called a letter of reference, is a written endorsement of a person's skills, character, and work ethic. These letters are often requested for job applications, graduate programs, fellowships, or even housing leases.
Unlike a short-form reference or quick phone call, this is something formal. It should give the reader confidence in the candidate and back that up with specific, relevant examples.
Types of Reference Letters: Know Which One You're Writing
Before you start, clarify the type of reference letter you're being asked to write. Each has a slightly different focus.
- Professional Reference Letter: Written by a manager, colleague, or business partner who knows the candidate’s work in a professional context.
- Academic Reference Letter: Typically from a professor, research supervisor, or academic advisor. Focuses on the student’s performance, dedication, and potential.
- Character or Personal Reference Letter: Written by someone who can speak to the candidate’s personal attributes, often for housing, visa applications, or community roles.
👉 Tip from experience: Always ask what the letter is for. I once wrote a glowing academic-style reference for someone applying for a startup incubator, and it didn’t land well—it was too formal and missed what the reviewers cared about.
How to Write a Reference Letter (That Actually Helps Someone)
Let’s break it down step by step. This isn’t just about being polite or following a format; it’s about making a case.
- Start with a Clear Statement of Support
Begin with a line that leaves no doubt. “I’m pleased to recommend…” or “It’s my pleasure to write this reference for…” signals to the reader that you stand behind this person. - Explain How You Know the Candidate
Mention your relationship: Did you supervise them? Work alongside them? Advise them? For how long? The more context, the more credible your letter.
Example:
“I had the pleasure of managing Maria Lopez for two years at GlobalTech, where she served as a client solutions specialist.” - Share Specific Qualities and Achievements
Don’t just say “hardworking” or “team player.” Give concrete examples. Did they lead a project? Solve a challenging issue? Go beyond expectations?
I always ask myself, “If someone else wrote this, could they swap in a different name?” If the answer is yes, I haven’t been specific enough. Example:
“During the 2022 Q3 rollout, Maria identified a system flaw that had been overlooked for months, saving the team over 60 hours of manual rework.” - Tie Their Strengths to the New Opportunity
Connect the dots. If someone’s applying for a teaching role, highlight their mentorship skills. If it’s a leadership program, speak to initiative and strategic thinking. You want the reader to think, “Yes, they’d be a great fit here.”
Format of a Reference Letter: Keep It Simple and Clean
Here’s the general format I follow. Whether you're writing for a university application or a job in a multinational, this structure works globally.
- Your name and contact info (top or bottom)
- Date
- Salutation (e.g., Dear Admissions Committee, or To Whom It May Concern)
- Introduction – who you are, how you know the candidate, why you’re writing
- Body paragraph(s) – examples of skills, accomplishments, qualities
- Closing – clear endorsement and contact offer
- Signature (typed or handwritten, depending on how you’re submitting)
💡 Helpful Tool: I often use the AI Letter Generator from JustDone to quickly draft clean, well-formatted outlines. It’s especially handy when I’m in a rush or tailoring multiple references in one week. It’s saved me hours, especially when adapting for different tones (corporate vs. nonprofit, academic vs. startup).
Tips for Writing a Reference Letter That Stands Out
Here are a few things I’ve learned from writing and reading hundreds of these:
- Be honest. Don’t exaggerate. If you wouldn’t rehire someone, don’t say you would.
- Don’t write too long. Keep it to one page, max 500–600 words. Anything longer feels like filler.
- Proofread carefully. Typos or poor grammar undercut your credibility as much as the candidate’s.
- Match the tone to the audience. Academic committees want rigor and focus. Startups may appreciate a lighter, more informal tone.
- Personalize it. The best reference letters sound like you. Don’t be afraid to let your voice come through.
What Is an Example of a Good Reference?
Let me share a trimmed-down example. This is from a real letter I wrote (names and details changed for privacy):
To Whom It May Concern,
I’m pleased to write this reference on behalf of Jordan Blake, who reported to me at LinkLabs for over two years. Jordan consistently demonstrated sharp analytical thinking, outstanding communication, and true ownership of their projects...
One project in particular stands out: Jordan led the redesign of our onboarding process, reducing churn by 12% in six months...
I strongly endorse Jordan for any role that demands strategic thinking, collaboration, and commitment to results. Feel free to contact me with any questions.Simple. Specific. Sincere.
One more advice: When I’m short on time or juggling different regional styles, I rely on JustDone's Grammar Checker and paraphraser. They help make my letters sound like me, but even sharper.
Final Thought: A Letter That Reflects Both of You
If you’re taking the time to write a reference, make it count. Be thoughtful, be truthful, and don’t hesitate to ask the candidate what they’re applying for, what qualities matter most, or if they have a CV you can glance at. A great reference letter doesn’t just reflect well on the person you're endorsing. It reflects well on you, too.
