MAKE YOUR FREE Reference letter

A reference letter, or letter of recommendation, is a positive endorsement that outlines someone’s work experience, skills, expertise, personal qualities, and/or academic performance.

You do not have to give a work reference letter, but if you do, it must be fair, accurate and appropriate. Use this professional recommendation letter when you seek to write a reference about a current or former employee. This employment reference letter covers situations where a current employee has applied for a new position, or left your employ and been offered a new job.

This document is GDPR compliant.

Use this reference letter template:

• when you are writing a reference about a current employee
• when you are writing a reference about a former employee
• only for employees based in England, Wales or Scotland

Find out more about what to do when an employee leaves.

This reference letter covers:

• the employee's potential/new role
• the employer's policy on giving references
• the requirement that the reference be given in confidence and good faith
• information about the employee's performance, abilities, attendance, disciplinary record, character and suitability (if relevant)

An employer does not have to give a reference by law unless it’s:

• in writing that the employer will provide one (eg in a contract of employment); or

for certain financial services jobs regulated by the Financial Conduct Authority (FCA) or Prudential Regulation Authority (PRA) – usually for jobs known as 'controlled functions' (you can find out more about controlled functions on the FCA website

When you write a recommendation letter you should:

• be accurate and fair
• decide the length of the letter, references can be short or long (basic reference or detailed reference)
• not be misleading or include irrelevant personal information
• justify any opinions given with evidence eg if an employee has a poor performance warning against their record, then the reference should not say that the employee performed well in the job

• focus on how the employee’s skills match the job description 

• provide contact information if further detail information is needed

• Professional reference letter, which is usually needed when starting a new job and is usually written by the employee’s employer eg their line manager.
• Academic reference letter, which is usually needed during the university admissions process and some employees require one eg for a graduate scheme.
• Character/ personal reference letter, which is about an employee as a person and includes information about their work ethic and personality. It should be written by someone that knows the person well eg a mentor.

This document in particular should be used for a professional reference.

Ask a lawyer if:

• your employee has any criminal convictions
• your employee is based outside of England, Wales or Scotland