Employment Reference Letter — Free Template & Generator
An employment reference letter confirms someone's work history for a prospective employer and adds a short, honest account of how they performed. It is more factual than a recommendation letter, so accuracy matters more than enthusiasm. This version keeps the focus on dates, duties and dependability.
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[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 a new job. [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] with confidence. 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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Facts first, then performance
The core of an employment reference is information a new employer can verify: the person's job title or titles, start and end dates, whether they worked full or part time, and their main responsibilities. Note any promotions with dates, since they show growth more convincingly than adjectives.
After the facts, add a short paragraph about performance — attendance, reliability, reviews, recognition. Keep it grounded in records or direct observation so every sentence holds up if someone calls to confirm.
Who should sign it
An employment reference can come from a direct supervisor, a department head or human resources. A supervisor can speak to day-to-day work, while HR can confirm dates and titles from official records. If you write from HR, it helps to say you consulted the person's supervisors, as the example does.
If the request is only to confirm employment for a loan, lease or visa, a shorter employment verification letter is usually what's needed instead.
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 employment reference letter
A filled-in sample with made-up details, so you can see the finished result.
Rebecca Lin
Human Resources Manager, Cedar Point Hospitality
hr@cedarpointhospitality.com, (555) 718-4402
October 5, 2026
Re: Reference for Samuel Ortiz
Dear Hiring Manager,
I am writing to provide a reference for Samuel Ortiz in support of an application for a new job. Samuel was employed by Cedar Point Hospitality from June 2021 to July 2026, and I have reviewed his employment record and spoken with his supervisors in preparing this letter.
I can confirm the following: Samuel worked full time as a front desk agent and was promoted to front office supervisor in April 2024. His duties included guest check-in and check-out, handling billing questions, scheduling a team of six and training new staff. His attendance record was very good, and he is eligible for rehire.
His supervisors describe Samuel as dependable, organized and patient with guests. He consistently received strong performance reviews and was recognized twice by our general manager for resolving difficult guest complaints.
I recommend Samuel Ortiz without hesitation. If you have any questions or would like to verify this reference, please contact me at hr@cedarpointhospitality.com, (555) 718-4402.
Sincerely,
Rebecca Lin
Human Resources Manager, Cedar Point Hospitality
Frequently asked questions
What is the difference between an employment reference and an employment verification letter?
An employment verification letter states facts only — title, dates and sometimes salary — usually for a lender, landlord or agency. An employment reference letter includes those facts plus a description of the person's performance and character, and it's written to help them get a new job.
Should I include salary in an employment reference letter?
Usually not. Salary is personal information, and a number of states and cities limit how employers ask about or use salary history. Leave it out unless the employee specifically asks you to include it and your company's policy allows it.
Can an employer refuse to give an employment reference?
In most cases, yes. Private employers generally aren't required to provide references, and many choose to confirm only title and dates. Some states have rules about what employers must provide when asked, such as a service letter, so check your state's labor department if it matters.
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.
FairLetter is not a law firm and does not provide legal advice. Letters are templates you customize and send yourself.