Asking someone to write a reference letter can be a daunting task, especially when you don’t know where to start. That’s why we’ve created this guide to help you write a basic employment reference template that can be customized to fit your specific needs.
A basic employment reference template is a formal letter that is written by an employer or supervisor to provide information about a former employee’s work history, job performance, and character. This type of letter is commonly used by job seekers to provide potential employers with a positive endorsement of their skills and abilities.
A basic employment reference template should include the following information:
- The date the letter was written
- The name and contact information of the person writing the letter
- The name and contact information of the person the letter is being written for
- A brief introduction that explains the purpose of the letter and the relationship between the writer and the person being referred
- A description of the person’s job duties and responsibilities
- A description of the person’s work performance, including their strengths and weaknesses
- A summary of the person’s character traits and work habits
- A statement that recommends the person for future employment opportunities
- Contact information for the writer in case the recipient has any further questions or concerns
Readers can find examples of basic employment reference templates online and edit them as needed to fit their specific situation. However, it’s important to remember that the letter should be personalized and specific to the person being referred.
Tips for Writing a Basic Employment Reference Template
Title: Keep it Professional
The title of your letter should be clear and professional. Use the person’s full name and the words “employment reference” or “recommendation”. Avoid using creative or humorous titles, as they can be seen as unprofessional.
Greeting: Address the Recipient Directly
Begin your letter with a formal greeting that addresses the recipient directly. Use their full name if possible and include a professional title if appropriate (e.g. “Dear Ms. Smith,” or “To Whom It May Concern:”).
Letter Body: Be Specific and Concise
The body of your letter should be specific and concise. Use concrete examples to illustrate the person’s skills and abilities, and avoid vague or general statements. Be honest in your assessment of the person’s strengths and weaknesses, but always keep the tone positive.
Complimentary Close: Sign Off Professionally
End your letter with a complimentary close that is professional and courteous. Use a phrase like “Sincerely,” “Best regards,” or “Yours truly,” and include your full name and title.
Example 1: Employment Verification
Dear Hiring Manager,
I am writing to verify the employment of John Smith, who worked at XYZ Corporation from January 2018 to December 2020. During his time with our company, John served as a software engineer and was responsible for developing and testing new software applications. He consistently demonstrated strong technical skills, attention to detail, and a willingness to learn new technologies. I highly recommend John for any future employment opportunities.
Sincerely,
Jane Doe
Manager, Software Development
Example 2: Job Application
Dear Hiring Manager,
I am writing to recommend Susan Johnson for the position of Marketing Manager at your company. Susan worked for me at ABC Corporation for three years, where she served as the Senior Marketing Coordinator. During her time with our company, Susan was responsible for developing and executing marketing campaigns, managing a team of marketing professionals, and analyzing marketing data to optimize performance. She consistently demonstrated strong leadership skills, creativity, and a passion for the marketing industry.
I highly recommend Susan for any future employment opportunities and believe she would be an asset to your organization.
Best regards,
John Smith
Director of Marketing
Example 3: Graduate School Application
Dear Admissions Committee,
I am writing to recommend Maria Hernandez for admission to your graduate program in psychology. Maria worked as a research assistant in my lab for two years, where she was responsible for conducting literature reviews, collecting and analyzing data, and presenting research findings to the team. She consistently demonstrated strong research skills, critical thinking abilities, and a passion for the field of psychology.
I believe that Maria has the academic and professional qualifications necessary to succeed in your graduate program and would be an excellent addition to your research team.
Sincerely,
Dr. Robert Johnson
Professor of Psychology
Example 4: Volunteer Work
Dear Volunteer Coordinator,
I am writing to recommend Emily Davis for any volunteer opportunities that may be available at your organization. Emily served as a volunteer at our non-profit organization for two years, where she was responsible for coordinating fundraising events, managing the volunteer team, and working directly with our clients. She consistently demonstrated strong leadership skills, compassion, and a commitment to our organization’s mission.
I highly recommend Emily for any future volunteer opportunities and believe she would be a valuable asset to your team.
Best regards,
Samantha Johnson
Executive Director
Example 5: Rental Application
Dear Property Manager,
I am writing to recommend John Edwards as a tenant for any rental properties that may be available at your complex. John was a tenant in one of my rental properties for two years and consistently demonstrated responsible and respectful behavior. He paid his rent on time, kept the property clean and well-maintained, and was respectful to other tenants.
I believe that John would be an excellent tenant and would take great care of any rental property he occupies.
Sincerely,
Michael Thompson
Landlord
Example 6: Professional Development
Dear Professional Development Coordinator,
I am writing to recommend Sarah Brown for any professional development opportunities that may be available at your organization. Sarah worked for me at XYZ Corporation for three years, where she served as a project manager and was responsible for coordinating cross-functional teams, managing project timelines, and delivering high-quality projects on time and within budget.
Sarah consistently demonstrated strong leadership skills, a commitment to continuous improvement, and a willingness to go above and beyond to ensure project success. I believe that she would be an asset to any professional development program and would benefit greatly from the opportunity.
Best regards,
Tom Davis
Director of Project Management
Frequently Asked Questions
What Is a Basic Employment Reference Template?
A basic employment reference template is a formal letter that is written by an employer or supervisor to provide information about a former employee’s work history, job performance, and character.
What Should I Include in a Basic Employment Reference Template?
A basic employment reference template should include the date the letter was written, the name and contact information of the person writing the letter, the name and contact information of the person the letter is being written for, a brief introduction that explains the purpose of the letter and the relationship between the writer and the person being referred, a description of the person’s job duties and responsibilities, a description of the person’s work performance, including their strengths and weaknesses, a summary of the person’s character traits and work habits, a statement that recommends the person for future employment opportunities, and contact information for the writer in case the recipient has any further questions or concerns.
How Should I Address the Recipient in My Letter?
Begin your letter with a formal greeting that addresses the recipient directly. Use their full name if possible and include a professional title if appropriate (e.g. “Dear Ms. Smith,” or “To Whom It May Concern:”).
How Long Should My Basic Employment Reference Template Be?
Your letter should be long enough to provide a thorough assessment of the person being referred, but short enough to hold the reader’s attention. Aim for 40 to 50 sentences in total, divided into two or three paragraphs.
Can I Use a Template to Write My Letter?
Yes, you can find examples of basic employment reference templates online and use them as a starting point. However, it’s important to personalize the letter and avoid using generic language that doesn’t accurately describe the person being referred.
How Do I End My Letter?
End your letter with a complimentary close that is professional and courteous. Use a phrase like “Sincerely,” “Best regards,” or “Yours truly,” and include your full name and title.
Conclusion
A basic employment reference template is a valuable tool for anyone who needs to write a letter of recommendation. By following the tips and examples in this guide, you can create a professional and effective letter that accurately reflects the person being referred and highlights their skills and abilities.