Reference Letter — Free Template for Work, Rentals and School
A reference letter confirms the facts you know about someone, like their role, dates or rent history, and vouches for their reliability and character. Answer the questions below and your reference letter fills itself in as you type.
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Free to preview[Your full name]
[Your email and phone number]
October 15, 2026
Re: Reference for [Name of the person you're giving a reference for]
To Whom It May Concern:
I am writing to provide a reference for [Name of the person you're giving a reference for] in support of an application for [What they're applying for]. [How you know them, and for how long]
I can confirm the following: [Facts you can confirm]
[Their character and work habits]
I recommend [Name of the person you're giving a reference for] [How strongly you recommend them]. If you have any questions or would like to verify this reference, please contact me at [Your email and phone number].
Sincerely,
[Your full name]
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Templates for your situation
Each version starts with the right wording for that situation already filled in.
What to do, step by step
Check what you're allowed to say
If you're writing as an employer, check your company's reference policy first. Some organizations only let managers confirm job title and dates, or route all references through human resources.
Gather the facts
Confirm dates, job title, duties or tenancy details from your records. Ask the person what they're applying for and who should receive the letter.
Fill in your letter
Answer the questions above. Keep the facts accurate and the praise specific — a reference is more convincing when every statement can be checked.
Sign it and include contact details
Sign the letter and list a phone number or email you'll answer. Many employers and landlords call to confirm a reference before making a decision.
Send it or hand it over
Email it as a PDF to the recipient or give a signed copy to the person you're vouching for. Keep a copy for your records.
What if you can't give a positive reference?
You don't have to write a reference for anyone. If your experience with the person was mixed, it's usually best to decline politely rather than write a letter that damns with faint praise or includes statements you can't stand behind.
If you're an employer and the person asks for a reference anyway, you can offer a neutral employment confirmation that states only their job title and dates of employment. Many companies use this approach for every former employee.
Whatever you write, keep it truthful and factual. Exaggerating someone's record can mislead the next employer or landlord, and making negative claims you can't support can create problems for you.
Example reference letter
A filled-in sample with made-up details, so you can see the finished result.
Linda Alvarez
Office Manager, Lakeside Dental Group
linda.alvarez@lakesidedental.com, (555) 380-1146
October 5, 2026
Re: Reference for Jordan Reyes
Dear Hiring Manager,
I am writing to provide a reference for Jordan Reyes in support of an application for a new job. I supervised Jordan as a dental assistant at Lakeside Dental Group from March 2022 to August 2026.
I can confirm the following: Jordan worked full time as a dental assistant, prepared treatment rooms, sterilized instruments, took X-rays and managed the afternoon patient schedule. Jordan's attendance was excellent, and Jordan left on good terms and would be eligible for rehire.
Jordan is punctual, calm under pressure and especially kind with nervous patients. When our front desk was short-staffed for two months, Jordan learned the scheduling system and covered the phones without being asked, and patients regularly mentioned Jordan by name in their reviews.
I recommend Jordan Reyes without hesitation. If you have any questions or would like to verify this reference, please contact me at linda.alvarez@lakesidedental.com, (555) 380-1146.
Sincerely,
Linda Alvarez
Office Manager, Lakeside Dental Group
Frequently asked questions
What should a reference letter include?
Who you are, how you know the person and for how long, the facts you can confirm firsthand such as their role, dates or rent history, a few specific qualities with an example, and your contact details. Keep it to one page and sign it so the recipient knows it really came from you.
Is a reference letter the same as a letter of recommendation?
They overlap and the terms are often used interchangeably. A reference letter tends to be shorter and more factual, confirming someone's history and character, while a letter of recommendation usually argues why the person is right for one specific opportunity, such as a scholarship or graduate program.
Who can write a reference letter?
Anyone who knows the person well in a relevant setting: a former manager or coworker for a job, a past landlord or property manager for a rental, a teacher or counselor for school, or a long-time acquaintance for a personal reference. Relatives are usually not considered objective references.
Should I address a reference letter to a specific person?
If you know who will read it, yes — a named hiring manager or leasing office makes the letter feel more personal. If the person will use the letter for several applications, "To Whom It May Concern" is perfectly acceptable and lets them reuse it.
Can I give a reference for a former employee who was let go?
You can, but stick to facts you can document and avoid speculation. Many employers choose to confirm only job title and dates in that situation. If you have concerns about what to say, check your company's policy or ask human resources before writing anything.
FairLetter is not a law firm and does not provide legal advice. Letters are templates you customize and send yourself.