Factual references and personal reference letters
Plenty of UK employers only give a factual reference: dates of employment and job title, sometimes a little more, usually sent by HR. It's often a matter of policy, and a recruiter won't read anything into it.
A reference letter is a different thing. It's a personal account from someone who's seen the person work, saying what they're good at and why you'd recommend them. It might come from a line manager, a senior colleague, a client, a tutor or a placement supervisor, and nobody's obliged to write one.
If you manage people, check your organisation's policy before you start. Some ask that anything written on the company's behalf goes through HR. That doesn't always stop you writing in a personal capacity, but make it clear which you're doing: no company letterhead, and a line saying you're writing personally. Either way, keep it accurate and fair, and don't put anything in writing you couldn't stand behind.
For the questions a new employer usually puts to referees, see what employers ask in a reference check.
Before you start: gather the evidence
Adjectives don't persuade anyone. ‘Hard-working and reliable’ turns up in nearly every reference ever written. ‘She took over the month-end accounts while we were short-staffed and never missed a deadline’ is the line a hiring manager remembers. Before you write a word, jot down:
- the role they held, roughly when, and how you worked together;
- two or three moments when they made a real difference: a project, a crunch, a problem solved;
- what changed because of them, even if you can't put a number on it;
- one or two personal qualities you've actually seen, not just heard about;
- the job or course they're applying for, so you can lead with what matters for it.
How to structure a reference letter
Ask them what they'd like you to mention: they know what the new role needs. Then keep to a single page and the order readers expect, so each part is easy to find:
- Your details: name, job title, organisation, phone and email at the top, then the date.
- The greeting: ‘Dear [Name]’ if you know who'll read it, otherwise ‘Dear Sir or Madam’ or ‘To whom it may concern’.
- Context: your role, how you know them, for how long and in what capacity.
- Skills, each backed by an example: this is the heart of the letter.
- Character: how they work with other people, as you've seen it.
- A clear recommendation: one sentence that says you recommend them, and for what.
- An offer to talk, with the best way to reach you.
- The sign-off: ‘Yours sincerely’ if you've used their name, ‘Yours faithfully’ after ‘Dear Sir or Madam’.
Reference letter template you can copy
This template suits a line manager or employer writing about someone whose work they've overseen. Swap the brackets for your own details, then borrow from the example paragraphs below to fit the person's role.
[Your name], [Your job title], [Organisation], [Phone number], [Email address]
[Date]
Dear [Name],
Reference for [Full name]
I'm delighted to recommend [Full name], who worked with me at [Organisation] as [job title] from [start date] to [end date]. As [your role], I oversaw their work day to day, so I can speak about it in some detail.
[First name] was responsible for [main responsibilities]. One example stands out: [the situation, what they did and what changed as a result]. It was typical of the [skill] they brought to everything they did.
Beyond the work itself, [First name] is [personal quality]. [An example of how that showed, with colleagues or customers.] They're the sort of person a team leans on without quite realising it.
I recommend [First name] without hesitation for [the role or course]. Any team that takes them on will gain [what they bring].
If you'd like to know more, I'd be very happy to talk. You can reach me on [phone number] or at [email address].
Yours sincerely,
[Signature], [Your name], [Your job title]
Opening lines
The first sentence says who's speaking and why they're worth listening to. Get straight to it: there's no need to explain that you've been asked to write.
- I'm pleased to recommend [Full name], whom I managed for [length of time] in the [team] at [Organisation].
- I worked alongside [Full name] for [length of time] as [your role], and I'm glad of the chance to say how good they are.
- [Full name] joined my team as [job title] in [month and year], and I supervised their work throughout.
- I've been a client of [Full name] for [length of time], and I'd like to explain why we keep going back.
- [Full name] has asked me to support their application for [role], and I'm very happy to do so.
- [Full name] and I worked together on [project] at [Organisation], and that's the experience I'm writing from.
Example paragraphs for office and admin roles
In admin roles, the best work is the work nobody notices: things simply don't go wrong. Make it visible by describing a moment when their organisation, accuracy or discretion saved the day.
The examples switch between she, he and they, so change them to suit the person.
- [First name] ran the diaries and travel for our whole senior team. In our busiest months she spotted clashes before anyone else had seen them, and I can't remember a single missed meeting.
- When [First name] took over supplier invoicing, the backlog was a mess. Within a few weeks he'd cleared it, set up a tracker everyone could follow and talked every anxious supplier through it. He has a calm thoroughness that steadies a whole team.
- On reception, [First name] was the first face visitors saw, and they made it a friendly one. They handled the occasional unhappy caller with tact, and kept post, phones and internal requests moving without anything falling through the cracks.
Example paragraphs for sales roles
It's tempting to quote targets. What a new employer can't see on a sales report is how the person sells: how they listen, keep their word and hang on to customers year after year. Write about that. What makes a great salesperson goes into the qualities that matter most.
- [First name] inherited a set of accounts we were close to losing. By listening properly and following up without fail, he won back their trust, and several have since done more business with us.
- What sets [First name] apart is that she never sells a customer something they don't need. That honesty earns a rare kind of loyalty: her customers recommend her to people they know.
- At a trade show, I watched [First name] turn a chat by the coffee stand into a partnership we'd been chasing for ages. They prepare for every meeting and close without ever pushing.
Example paragraphs for technical and trades roles
For engineers, technicians and skilled trades, show the skill on the job: a fault found, an installation signed off, a safety standard kept. Then add what makes the difference on site: explaining things clearly, bringing on apprentices and leaving the job tidy.
- When our production line went down, [First name] found the cause within hours, when we'd been bracing ourselves for days of downtime. He then wrote a clear guide so the team could deal with it without him next time.
- [First name] works in customers' homes with a care that's built our reputation: she explains what she's doing, leaves everything spotless and never goes until she's checked it all works.
- [First name] took every new starter in the workshop under their wing. Their patience, and their insistence on doing things safely, shaped a whole team.
Example paragraphs for managers
A manager's reference is expected to mention results, but it can also say what a CV can't: how they make decisions, how they handle a crisis and how they help people grow. A letter from someone they managed carries real weight here.
- [First name] took over a department in the middle of a restructure. Within months she'd rebuilt trust, made everyone's role clear and delivered the project she'd been given, without losing a single person from the team.
- I reported to [First name] for [length of time]. He makes decisions when they need making, always explains them and leaves room for other people's ideas. Several people on his team have moved up because of him, me included.
- During a difficult period for the business, [First name] made unpopular decisions with honesty and respect. The team got through it because they knew [First name] would always tell them the truth.
Example paragraphs for apprentices
For an apprentice, the letter often supports a first proper job. Focus on how far they've come, how keen they are to learn and how well they fitted in, rather than expertise they haven't had time to build. For students on placement, see references for an intern.
- [First name] joined us as an apprentice and came on remarkably quickly. By the end, he was handling jobs on his own that we'd normally give to someone fully qualified.
- [First name] asks good questions, takes notes and never makes the same mistake twice. Over her apprenticeship she became a proper colleague to the whole team, and we'd hoped to keep her.
- I'd recommend [First name] to any employer looking for someone motivated, punctual and curious. They balanced college and work with a commitment plenty of experienced staff would envy.
Example paragraphs for customer-facing roles
Retail, hospitality, reception, care, customer service: here the skill shows in how people are treated. Describe a difficult customer handled well, a packed shift kept under control, a small kindness someone remembered.
- In the shop, [First name] knew our regulars by name and could advise without ever being pushy. Some customers came in specifically to be served by her.
- On our busiest nights, [First name] stayed calm and kept the whole floor running, which steadied everyone in the kitchen too. He's the person you want on shift when everything happens at once.
- In customer service, [First name] often took the calls nobody else wanted. They listen, play the problem back, sort it, then ring the customer afterwards to check it's resolved. The thank-you emails with their name on say the rest.
Closing lines
End with a recommendation that doesn't hedge. ‘I think’ and ‘I believe’ on the last line make a reader wonder about everything above it. Then offer to talk, and sign off.
- I recommend [First name] without reservation, and I'd be glad to tell you more over the phone.
- I'd have [First name] back on my team tomorrow, and I'd encourage you to take them on.
- I have every confidence in recommending [Full name] for the role of [job title].
- Whoever takes [First name] on will gain someone reliable, capable and generous with their time. I recommend them warmly.
- Please don't hesitate to get in touch if you'd like to discuss [First name]'s application further.
- If a conversation would help, I'm happy to make the time. You can reach me on [phone number].
Mistakes that weaken a reference letter
Read yours back with these in mind:
- Adjectives with nothing behind them. ‘Dynamic, motivated team player’ could describe anyone, so it describes no one.
- Overselling. Calling someone the best you've ever worked with only works if it's true, and readers can tell.
- Damning with faint praise. If you can't recommend them properly, it's kinder to say no, or suggest someone better placed.
- Personal details. Health, family circumstances and the reasons for an absence have no place in a reference.
- Confidential information. Leave out internal figures, client names and anything your organisation wouldn't want shared.
- Typos and the wrong name. Read it twice, then ask someone else to read it once.
A reference that doesn't end up in a drawer
A reference letter is usually written for one application, then filed away.
On Take Your Skills, a recommendation is published on the person's profile and stays there, ready for every application after this one. An assistant helps you write it by asking about specific situations you went through together, then suggests a draft you can read and edit before it goes live. If they aren't on Take Your Skills yet, their email address is enough: they're invited to claim their profile, with your recommendation already on it.
And if you're the one who needs a reference, here's how to ask for one without it feeling awkward.