Reference letter

A fair, factual reference for a current or former employee, written in minutes.

A good reference helps someone take their next step. A fair one protects you too. This letter keeps to dates, duties and strengths you have seen with your own eyes.

Why use it

Help a good former staff member land their next job, which is one of the kindest things an employer can do.
A structure built on facts and examples keeps the reference fair, accurate and easy to stand behind.
Saves you staring at a blank page when the request arrives at the worst possible moment.

How it works

Add your business details and, if you like, your logo.
Enter the person's name, role, dates and main responsibilities.
Describe two or three real strengths and choose recommendation wording that matches your honest view.
Check every fact against your records, then download, sign and send.

Good to know

If you would not be comfortable saying a sentence to the person's face, leave it out. If you cannot say something good and true, a short factual reference is a fair choice.
One real example ("she cut our complaint backlog") is worth more to a hiring manager than five adjectives.
In British letter convention, "To whom it may concern" or "Dear Sir or Madam" pairs with "Yours faithfully".

Questions

Do I have to give a reference?

In many countries employers are not generally required to give one, though some sectors and contracts are different. If you do give one, it should be true, accurate and fair.

Can I mention problems in a reference?

Be very careful. Only include something negative if it is true, fair, backed by your records and relevant, and the employee was made aware of it at the time. Many employers choose a short factual reference instead.

What is the difference between a reference and a confirmation of employment?

A confirmation of employment only states facts like job title and dates. A reference adds your opinion of the person's work and character.

Is my information saved?

Only on your own device, so your details are filled in next time. Nothing you type is sent to us, which matters when a letter holds someone's personal details.

Please note

Provided free, as is, as a starting point for your own letter. It is not legal, HR, tax or financial advice, and it does not make a letter legally valid or binding. Employment rules differ by country, and sometimes by state or sector, so check the letter against your local law and any contract, handbook or collective agreement before you send it. You are responsible for what you send. Do not use this to create false or misleading documents. A reference must be truthful, accurate and fair. In many countries, an employer can be held responsible for a misleading reference, whether it is unfairly negative or falsely positive. Keep to facts you can support and opinions you honestly hold. Take advice if you are unsure what to say.