A work reference letter is a document in which someone who knows your work explains what your responsibilities have been, what your strengths are and why they think you could bring value to another team. It does not replace your CV, but it can strengthen an application when an employer asks for references or you want to demonstrate your skills with specific examples.
In this guide, we explain how to ask for a reference letter, who can write one, what details it should include and how to draft it, with adaptable templates for experienced professionals and interns. We will also look at what to do if you cannot get one and how to respect the privacy of the person providing the reference.
Top tip: the letter should be truthful and specific, and signed or approved by someone who can vouch for its contents. A text full of generic praise is less useful than one that describes two responsibilities and a verifiable result.
What is a work reference letter?
It is a professional statement about someone's career or performance. It is usually written by someone who has worked directly with them, such as a team manager, supervisor, internship tutor or colleague who knows their responsibilities well enough.
It can support an application for a new job, an internship or an academic programme, although not all application processes require one. Many employers prefer to ask for references only at later stages of recruitment.
Before sending it, check whether the vacancy allows you to attach it and in what format. Do not send someone else's documents without their permission.
Difference between a reference letter and a cover letter
The cover letter is written by the person applying for the job to explain their interest and suitability for the role.
A reference letter, on the other hand, comes from a third party who can speak about your performance. Do not write one as if it were the other: if you are asked for an independent reference, your own assessment cannot replace it.
It should also be distinguished from a certificate of employment or a document that confirms only dates and job title. A reference includes professional assessments that the person signing it must be willing to stand by.
Who can write a reference letter?
Ideally, choose someone who knows your actual work, not necessarily the person with the most senior job title. Possible signatories include:
- A line manager or supervisor.
- A project coordinator you have worked with.
- Your internship supervisor.
- A teacher who knows about relevant projects, if you are looking for your first job.
- A volunteer coordinator, when the skills are relevant to the application.
Avoid asking for a work reference from someone who has not been able to assess your work. A letter from a friend or family member may be suitable in other contexts, but it is not equivalent to an independent professional reference.
How to ask for a reference letter, step by step
1. Choose the right person
Think about who could describe your responsibilities, working style and a relevant achievement accurately. Prioritise someone you trust who knows your work first-hand.
2. Explain why you need it
Explain what type of role the letter is for, or its purpose, and give an approximate deadline. For an administrative role, for example, it may be helpful to highlight organisation, documentation or management tools rather than aspects unrelated to the job.
3. Provide useful information
You can share your up-to-date CV, the job description and two or three projects the person knows about. Providing context does not mean dictating praise: the recommender decides what they can say sincerely.
4. Give them room to say no
Not all employers or managers provide personalised letters. It is better to receive a reference voluntarily than to pressure someone who is uncomfortable signing one.
5. Check how the letter may be used
Ask whether you can attach it to job applications and share their contact details. Do not publish another person's personal phone number or work address without their permission.
What to include in a professional reference letter
A suitable structure has five parts:
- Identification: who is providing the reference, their job title and how they know the candidate.
- Context: the company or project, the duties performed and the approximate period of collaboration.
- Relevant skills: skills they know about first-hand that may be useful in the new role.
- Specific example: a responsibility, result or observable contribution.
- Closing and verification details: an honest recommendation, name, job title and authorised contact channel.
There is no need to include a DNI, salary, medical details, family circumstances or other personal information that does not add value to the application.
Professional reference letter template to copy
This template is for guidance. The person signing it should adapt it to their actual experience with the candidate and check all the details before using it.
[Recommender's full name]
[Job title and company, if applicable] [City], [date]Subject: Professional reference for [person's name]
To whom it may concern:
I am writing to recommend [full name], with whom I worked at [company or project] during [dates]. During that time, they carried out duties as [known role or responsibilities].
During our time working together, they stood out for [two observable skills]. In particular, they took part in [specific project or responsibility], where they contributed to [actual result or measurable improvement].
Based on our professional experience together, I believe they could add value in roles related to [field or role]. This assessment is based solely on work I have seen first-hand.
I am available to provide further information through authorised channels.
Yours sincerely,
[Full name]
[Job title] · [Company] [Professional contact details, if authorised] [Signature, if applicable]
Example reference for an administrative professional
To whom it may concern:
I supervised María López for two years in our company's administration department. Her duties included recording invoices, digital filing and liaising with suppliers.
María organised part of the shared document archive and helped prepare regular reports for the accounts team. I particularly value her consistency in keeping records organised, her communication with other departments and her judgement in checking with others before making changes.
Based on what I know of her work, I believe she can competently carry out administrative support duties and continue to develop professionally.
Yours sincerely,
Ana Pérez
Administration Manager
The names, companies and circumstances in this example are fictitious. Do not use it as a genuine reference unless a real person has confirmed and signed what it says.
Example internship reference for a first job
To whom it may concern:
As Daniel Martín's internship supervisor, I have followed his work during the training period in our customer service department.
Daniel helped prepare documents, categorise enquiries and follow up on straightforward issues under supervision. He showed an interest in learning our procedures and carried out assigned tasks carefully and punctually.
I believe the experience he has gained provides a good foundation for taking up a junior role in customer service and administrative support.
Yours sincerely,
Javier Ruiz
Internship Supervisor
Someone who has not yet worked can draw on internships, academic projects or volunteering, provided the recommender has observed these activities first-hand.
How to write a useful and credible reference
A convincing reference explains facts. Instead of saying “they are an outstanding professional”, it could say “they coordinated the weekly stocktake with two colleagues and kept records of incoming and outgoing stock up to date”.
Good examples relate to the skills required for the vacancy: customer focus, coordination, quality, safety, communication, problem-solving or using a specific tool.
There is no need to fill the letter with percentages. Any measurable result mentioned should be based on real information that the person signing the letter knows and can verify.
How long should a reference letter be?
As a guide, one page is usually enough. A letter that is too long may repeat ideas and obscure relevant details. A short text covering the professional relationship, skills and a specific example is usually more useful.
Use a legible format, a formal tone and short paragraphs. The document should be easy to read on both a computer and a mobile phone.
Does the letter need to be signed or stamped?
Requirements vary between recruitment processes. For a standard private-sector application, a signature and professional identification details may make verification easier, but if the process specifies a particular format, stamp or certification, follow those instructions.
A digital signature or sending the letter from a company email address may help identify its source, but neither should be presented as an automatic guarantee of validity for every procedure.
What should you do if your former manager will not recommend you?
It is not always possible to obtain one. You can ask someone else who knows your work for a reference, such as a previous supervisor, project manager or internship tutor.
If no one can write a professional reference, do not fabricate one. Prepare a strong CV, gather examples of projects and consider sharing references only when asked. You can find out how to organise those achievements in our guide to writing a CV.
Can you write a personal reference letter?
Yes, personal references can be used for certain purposes, but they should not be confused with an assessment of work performance. When a company asks for a professional reference, a letter from a family member or friend normally does not provide the same information.
If you are just starting out, a reference from an internship or from someone who supervised your voluntary work can be much more useful than a generic personal reference.
How to submit the letter with a job application
First, check whether the company asks for it and when. Some request references at the start; others leave this check until a later stage.
If you plan to attach it, use a clear PDF file with an identifiable name, for example Recommendation-Laura-Garcia.pdf. Check that the person signing it agrees with its contents and the contact details included.
Do not send references indiscriminately if they contain confidential information from previous employers. Nor should you publish the recommender’s professional or personal details on social media without their consent.
Mistakes that can undermine credibility
- Writing a letter with a signature that does not belong to the person endorsing it.
- Including fabricated achievements or exaggerating responsibilities.
- Using vague phrases without mentioning specific duties or experience.
- Confusing personal references with supervised work experience.
- Sharing former managers’ private details without their authorisation.
- Attaching the document when the company has stated that it only accepts other materials.
- Copying a template without checking dates, job titles and names.
- Including confidential information about clients, patients or projects.
Checklist for requesting or reviewing a reference
- ☐ The person signing it knows my work first-hand.
- ☐ They have agreed to write or approve the letter.
- ☐ The dates, roles and responsibilities are correct.
- ☐ It mentions skills relevant to the new job.
- ☐ The examples or results are genuine.
- ☐ The contact details included have been authorised.
- ☐ The file is legible and meets the requirements in the job advert.
Frequently asked questions about references
Is a reference required to find a job?
Not as a general rule. It depends on the vacancy and recruitment process. Many companies do not ask for one or check references at a later stage.
Can I write a draft for someone else to sign?
You can provide an outline, facts and details of projects to help the person giving the reference, but they must freely review and approve the content before signing it. Never sign on their behalf.
Can my internship supervisor provide a reference?
Yes, if they supervised your work and can describe it honestly. This can be a good option for people without extensive work experience.
Is there a minimum length?
There is no standard length. One clear page covering the professional relationship, skills and an example is usually enough for many applications.
What if I cannot get one?
Do not make one up. You can strengthen your CV with projects, education, internships or genuine references if requested.
Does a reference guarantee a job?
No. It is supplementary information that will be considered alongside the job requirements and the rest of your application.
Other resources to help you prepare your application
To write a document that accurately reflects your experience, see how to write a professional CV and a cover letter. Once they are ready, you can use Kurriku’s company directory or browse job boards to find opportunities.
Editorial note: These templates are for guidance only. If a job advert requires official certificates, references in a specific format or verifiable documentation, follow the advert’s instructions.
