How to Write a Reference Letter

Chances are, the time will come when you’ll be called upon to write a reference letter. Perhaps a student, employee, or co-worker will ask you to write a “letter of recommendation” or a reference letter and you’ll need to know how to write an appropriate and reasonable reference letter. It’s not complicated, and there are some general guidelines you can follow to make sure you produce an adequate and helpful document.

To begin with, you’ll want to use a general business template for your letter style. If your company permits, use company letterhead. If not, address the letter like you would a business or formal personal letter. The salutation should read “To Whom It May Concern:” unless you’ve been asked to write a letter to a specific person for a specific reason (for instance as part of a scholarship application). If this is the case, then make sure you spell the person’s name correctly. 

You should plan to have a three-paragraph letter. In this first paragraph, state for whom you are writing the letter and how you have been associated with that person. Write the person’s name correctly and fully - first and last name. If it is a job reference letter, include your title and in what capacity you have worked with the person you are providing the reference for and why your opinion should matter. It is also a good idea to state how long you have known, or worked with the person. This provides additional validation for what you are about to write.