6 Unique & Professional Reference Letter Sample for Employee.

Reference letter sample for employee: You will need to write reference letter for your subordinates at different times as an employer, manager or supervisor. Because your subordinates will change jobs at different times and ask for a reference letter from you when joining a new job.

So, you need to know how to write a professional reference letter for your subordinates, what elements to add to the reference letter. And what points should be highlighted in the letter about your subordinates.

And if it is not possible to write a letter of reference for your subordinates due to company policy or personal reasons, then your former subordinate should inform it politely. Because he expected to get it from your .

What is Reference letter : 

A reference letter is a formal letter that mentions a person's personal qualities, characteristics, interest in work, abilities, social attitude, etc. Also known as a letter of recommendation or recommendation letter.

An important document sent with the cover letter is the reference letter. It is needed when creating new jobs.

Reference letters are often requested during the company's recruitment process to ensure that the qualities that the company is looking for in the relevant position exist in this candidate!

Although a candidate's qualifications and skills and experiences can be known by looking at the cover letter and resume, it is not fully known about his / her role and position in the previous job. 

For which a reference letter is required. And through the reference letter, it is possible to get a fair idea about what the person was like in the previous organization, what were his characteristics, what was his interest and ability towards work, how he used to interact with colleagues, etc.

What to Include in a Reference Letter :

If you have been working as a manager or supervisor for a long time, the term reference letter is very familiar to you. Because in this long career you have had to write lots of reference letters for your subordinates.

And if you are new to the position of manager or supervisor, this term may seem unfamiliar to you. When any of your subordinates try to join a new organization, they must ask for a reference letter from you.

When you write a reference letter for a former subordinate, you must know what other elements you need to add in addition to the professional presentation and friendly format of the letter.

The following elements must be included when writing a standard reference letter.

Employees duties and responsibilities:

When you write a reference letter for your former subordinate, you must first mention what your former subordinate used to do under you and what key roles and responsibilities he or she played.

Job age:

When writing a reference letter, you should mention how many years you have been working in that post. At the same time, it is necessary to mention the position in which your subordinate employee was working and how many years he has worked under you.

Employee Ability, Knowledge, Creativity, Intelligence:

For which you will write a reference letter, in the workplace, his skills, knowledge, creativity, intelligence, etc. should be mentioned in a clear and truthful manner. In this case, you should never write anything exaggerated with the help of lies.

Mention in the reference letter as much as you know about your former employee in the workplace, as much as you see creativity and intelligence in him. There is no need to say exaggerated or hide anything.

Employee Qualifications (Foreign Language, Special Skills):

What are the qualifications of the employee who worked for you, what skills did he / she manage to show while working under you, whether he / she has any achievements in foreign language or is he / she proficient in any particular work, what are the features and skills that make him / her a good candidate, this things must be mentioned in the reference letter.

Employee social attitudes and relationship abilities:

When writing a reference letter, the social attitude of the person for whom you are writing the reference letter must be mentioned in the reference letter. How he treats other subordinates and his co-workers, how easily he has made others his own, how quickly he has developed friendly relationships with co-workers, how socially he speaks, these are very important points in a reference letter.

Recommendations for subordinates:

The main point of the reference letter is the recommendation. So it will never work if you make a mistake in writing it. In the reference letter you need to make a positive recommendation on behalf of your former employee.

If you can write a bright, positive recommendation for a former employee, it will be very easy for him to create new jobs.

Your full contact information:

When a new job seeker in the United States submits a reference letter, most organizations try to contact the referee [A person who makes a recommendation about his subordinates or acquaintances is called a referee] to find out more about the job candidate. 

So in the reference letter you must give your valid contact information. So that any organization can easily contact you to verify the reference letter.

How to write a reference letter:

When writing all types of formal letters, including reference letters, it is important to follow certain criteria of proper format and professional presentation.

Every word in a reference letter is very sensitive to an employer, manager or supervisor. This is because the reference letter written on behalf of his subordinate will be presented to another employer, manager or supervisor as his representative.

So there are some things to keep in mind while writing a reference letter.

Required data collection :

When you go to write a reference letter for someone, you will need their qualifications, experience, skills and achievements.

if he works under you for a long time , even so it is not possible for you to know all the qualifications, experience, skills of your subordinates. So when you write a reference letter for someone, you must ask them for an updated CV / resume.

Also, if you need to know any other information while writing a reference letter, you should ask your former employee. Such as: job advertisement, job description for the position you have applied for, name of the hiring manager etc.

And refrain from writing anything on conjecture. Because it will bring down your personality to another hiring officer.

Select the correct format:

Before writing a reference letter, you have to select its correct format. Always choose the format of the business letter to write the reference letter. 

First write your full name and contact address, then the date below it, then the name and contact address of the hiring manager.

And If you’re sending the letter through email, write the name of your employee on the subject line and state that it is a reference or a recommendation letter.

Then write down "Dear (First Name/ Mr. Mrs./ Ms. Last Name) / To whom it may concern.", and start writing the main subject of the letter. 

After the greeting, mention in detail how long you have known the candidate, his abilities in the workplace, his skills and achievements, the candidate's social attitude, his good behavior towards colleagues, his sense of responsibility.

Highlight the candidate's special abilities and skills in the reference letter. Which makes him an exceptional employee. In this case, his best achievement can be mentioned in detail, including the anecdote.

Make sure that what you say about your former subordinate is related to the relevant position. Refrain from mentioning any abilities, skills and achievements Anomalous to the relevant position.

In the last part of the letter, talk about how confident you are about the former employee and how you would recommend him or her for the position. And if his has any questions about your former subordinate, encourage him to contact you.

Your full contact information:

Be sure to include your full contact information in the reference letter to contact you later. So that other hiring officers can contact you very easily if they have any queries about your former employee.

If the reference letter is to be sent via email. Then you must specify a valid email address in the reference letter. because, if thay have any questions about your subordinate, they will try to contact you via email.

Reference letter format :

Your Contact Information
Name
Title
Company/ organisation Name
Address
City, State Zip Code
Phone/Mobile Number
Email Address

Date --/--/--

Recipient’s Contact Information
Name
Title
Company/ organisation Name
City, State, Zip Code
Phone/Mobile Number
Email Address

Dear (First Name/ Mr. Mrs./ Ms. Last Name) / To whom it may concern.

[Reference statement: Write the context of why you are writing the letter]

[Body paragraph: Write about the career of the candidate. Mention how long he has been working under you. Explain professionally why he is special to you]

[Body paragraph: Include examples of his skills relevant to the relevant post. Mention what skills and abilities he has been able to demonstrate under you. Write down how he has dealt with you and his colleagues throughout his career]

[Body paragraph: Include examples of his greatest accomplishments under you]

[Closing Statement: Reiterate the purpose of writing your letter.ask to be contacted if you need details about your subordinate ]

Sincerely,
[Your name]
[Job title]
[Company name]
[Contact information]


Reference letter sample for employee :

Reference Letter Sample

Sample 01 :

Your Contact Information
Name
Job Title
Company/ organisation Name
Address
City, State Zip Code
Phone/Mobile Number
Email Address

Date --/--/--

Recipient’s Contact Information
Name
Job Title
Company/ organisation Name
City, State, Zip Code
Phone/Mobile Number
Email Address

To Whom It May Concern:

It is my pleasure to strongly recommend [Applicant Name] for [position with Company Name or acceptance to Institution Name].

I am [Your Name], a [your position] at [Institution or Company]. I have [number] years of experience working in [your industry or academic focus] and have seen many young professionals come and go. [Applicant Name] is one individual I have worked with who uniquely stands out.

During our time together, [Applicant Name] displayed great talents in [skill, trait, experience, class, etc.]. When we first met, I was immediately impressed with [Applicant’s Name], but during the time we worked together, her understanding of [key topic] grew far more than that of her peers.

[Insert personal story elaborating on key skills, trait, experience].

It’s not just her technical skills that impress me, however. [Applicant Name] was a joy to work with because of her amazingly positive attitude and [positive trait]. Her [positive trait] and [positive trait] were also necessary and valued not just by myself, but by her peers, who often relied on her to get the job done.

I am absolutely confident that [Applicant Name] would be a great fit for your [Institution/Company]. Not only will she bring the kind of skills and experiences you’re looking for in an applicant, but she will also quickly become an asset and help your [Institution/Company] grow in any way she can.

If you need more information or specific examples, please do not hesitate to contact me at [contact information]. As a recommendation letter likely only provides a snapshot of her talents and achievements, I would be happy to further elaborate on my time working with her.

Sincerely,
[Your Name, Company, and Title]


Sample 02 :

Your Contact Information
Name
Job title
Company/ organisation Name
Address
City, State Zip Code
Phone/Mobile Number
Email Address

Date --/--/--

Recipient’s Contact Information
Name
Job title
Company/ organisation Name
City, State, Zip Code
Phone/Mobile Number
Email Address

To whom it may concern.

I am writing to recommend to [ employee name ] . She has worked with me for [.....] year as [employee job title ] at [company name] under me.

As an employee, [employee name] is always energetic and lively. During [his / her] tenure in my team, [he / she] was the most valuable and trusted employee.

I have always been fascinated by [his/ her] style of work, interest and willpower compared to the rest of my team. Not only me but [he/she] was able to impress all his colleagues with his cooperation and friendly attitude.

Working with [Employee_name] has always been pleasure. So I have no hesitation in recommending [him / her] for the relevant post.

If you have any additional information or questions about [his / her], feel free to contact me.

Sincerely,
Your name & signature
Job title
Company name
Contact information


Sample 03 :

Michael E Perkins
Blu Ray international
349 West Mechanic St. 
New York, NY 10032
example@gmail.com

September 23, 2050

Joshua M Kennedy
ABD international
9528 Old Fulton Rd. 
Westbury, NY 11590

To whom it may concern.

Alfred S Theodore has worked for me here at Blu Ray international for four years. He joined our team with an internship and very quickly he was able to solidify his place. As a result, he has been promoted to the position of [position name] of the organization.

His interest and sense of responsibility towards work helped him greatly in becoming one of our most valuable employees in a very quick time. His ability to work diligently and his desire and patience to work for a long time kept him one step ahead of his colleagues. So he was as dear to his colleagues as he was . Similarly he managed to become a very trusted worker of mine.

I am glad to recommend Alfred for your assistant post. Alfred played an effective role in involving our media. He could have written interesting press releases and articles and convinced editors to publish those press releases and articles. Alfred a very social attitude is a complete person. He was reached out to people very easily and linked them to the project. 

We will miss Alfred S Theodore in our team, but our loss may be your gain. Please don't hesitate to contact me with any questions about [employee name].

Sincerely,

Michael E Perkins
Manager
Blu Ray international
349 West Mechanic St. 
New York, NY 10032
example@gmail.com


Sample 04:

Roy M Harris
DBC Corporation,
9551 E. Campfire St. 
Brooklyn, NY 11233
example@gmail.com

September 03, 2025

Randall L Desousa
Pesific international
1 Laurel Drive 
New York, NY 10002

To whom it may concern.

I am delighted to recommend Peter A Smith for the employment of your organization. I have known Peter for over 5 years. He has worked for me here as a communication assistant in the office for 6 years.

While working under me, I was consistently fascinated by his love of work, interest, and social attitude towards his colleagues.

Peter is a very energetic and confident worker. He knows how to love every work. So he has a lot of interest in knowing or learning any new job. His hard work and patience made him one of the best team members. So I am confident that he can devote himself to the new zeal of your organization. He is a fast learner and a person capable of mastering a lot of information.

[Project Name] During the project, he excelled himself in technical, organizational, and interpersonal skills. Which was beyond everyone's imagination. In particular, his patience and interpersonal skills helped him to reach the pinnacle of success in a very short time. I know you are looking for someone with such an exceptional personality for your team.

So I am recommending Peter for that position without reservation. I am confident that he will become an effective member of your team in a very short time. And will succeed in gaining your full confidence. Please let me know if you need any additional information or need to know more about this outstanding young man.

Sincerely,
Roy M Harris
DBC Corporation,
9551 E. Campfire St. 
Brooklyn, NY 11233
example@gmail.com


Sample 05 :

Jose M Johnson
Soft light Corporation
9960 Edgemont St. 
Long Beach, CA 90813
example@email.com

August 13, 2026

Barbara R Soucy
BBR International
9960 Edgemont St. 
Long Beach, CA 90813
example@email.com

Recommendations for Mary Hobson,

Dear Soucy,

Mary Hobson has worked very closely with me for a long time. In my long career, I have found Mary to be the most energetic, patient, and valuable assistant.

Mary is consistently capable of producing high quality work and maintaining work quality with accuracy. Her positive energy towards work and smile on her face greatly help him to finish all the work on time. Her bright personality and attractive personal style help her to communicate effectively with clients and staff.

She plays a very efficient role in managing very well organized office and coordinating such events well as his productive attitude.

All the invisible qualities that lead to success in the workplace exist among Mary. I hope that your expectations of Mary will not be disturbed and I am confident that she will gain your trust in a very short time and become a valuable assistant to you. I voluntarily wrote this recommendation for Mary because I am very grateful for her contribution to our office and very confident that she will be able to make honest use of her qualifications, experience, skills, intelligence, work ethic and communication skills there as well.

If you need any additional information about this outstanding young lady or need to know more about her, please feel free to contact me.

Sincerely,
Jose M Johnson
Soft light Corporation
9960 Edgemont St. 
Long Beach, CA 90813
example@email.com


Sample 06:

Ben C Lowell
Open Space Corporation,
919 W. Sheffield Lane 
San Jose, CA 95112
555-123-4567
example@email.com

November 14, 2024

Anna J Wright
Light House International
76 East Tarkiln Hill Street 
Bakersfield, CA 93306
example@email.com

Dear Anna,
I am writing to you today to recommend Daniel Wilson for the position of Payroll Manager at your organization Light House International.

Wilson is an experienced accountant. He has spent a long time of his career with me. Where I served for 5 years as his manager. Although he is short-spoken, he has a professional personality. When we worked together, he was able to demonstrate the skills and attitudes needed for the job.

Wilson was very responsible and knowledgeable thirsty. If he got stuck in something, he would ask me without hesitation and try to find out.Thus, over the years, he has perfected himself by developing the necessary skills of the workplace through acquiring knowledge.

I remember, a few years ago, Wilson took upon a project on his own initiative, and he succeeded in that project. As a result, he was awarded the Best Employee Medal of the Year. We will always miss him for his outstanding achievements in my office. But I am happy to recommend him for this indescribable role.

If you need more information or specific examples, please do not hesitate to contact me at 555-123-4567, or by email at example@email.com.

Best regards,
Ben C Lowell
Open Space Corporation,
919 W. Sheffield Lane 
San Jose, CA 95112
555-123-4567
example@email.com


Reference Letter Writing Tips:

  • Keep the reference letter language positive. And tell the truth about subordinates.
  • Use a standard business letter format and tone.
  • Be confident about the employee.
  • Mention your subordinates' abilities, skills, and achievements with examples.
  • The language of the letter should be simple, straightforward and clear. 
  • Write the letter as concisely as possible in keeping with the content.
  • There should be a sense of emotion and excitement in the subject matter.
  • Left justify your letter.
  • Special attention should be paid to the spelling of the letter.
  • Single space your letter and leave a space between each paragraph.
  • Use simple fonts when writing letters. Such as: Arial, Times New Roman, Courier New, etc.
  • Try to keep the font size of the letter between 10 - 12.

Resources :

Indeed
Template Lab
Balance Career
Wikipedia

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