Reference Letter for Employee — Free Template for Managers
When a good employee moves on, a short reference letter from their manager can make the difference in a competitive hiring process. This version is written from a supervisor's point of view, confirming the employee's role and dates and describing how they actually performed.
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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]
Dear Hiring Manager,
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] [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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What a manager's reference should cover
Start with the facts a new employer will want to verify: the employee's job title, dates of employment and main duties. Then add two or three qualities you saw firsthand, ideally with one short example that shows the quality in action — a project they finished, a problem they handled or a result they improved.
End with a clear statement such as whether you would rehire them. Hiring managers notice when that sentence is missing, so include it if it's true.
Check your company's reference policy first
Many companies limit what managers can say about current or former employees, and some send every reference request to human resources. Before you write on company letterhead, ask HR whether personal references are allowed and whether they want to review the letter.
If your company only allows neutral confirmations of title and dates, you may still be able to give a personal reference in your own name. Ask HR how they prefer you handle it.
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 for employee
A filled-in sample with made-up details, so you can see the finished result.
Marcus Bell
Warehouse Operations Supervisor, Northgate Distribution
marcus.bell@northgatedist.com, (555) 604-2291
October 5, 2026
Re: Reference for Tanya Morris
Dear Hiring Manager,
I am writing to provide a reference for Tanya Morris in support of an application for a new job. I was Tanya's direct supervisor at Northgate Distribution from January 2023 until she relocated in September 2026.
I can confirm the following: Tanya worked full time as a shift lead, supervised a team of eight pickers, trained every new hire on our scanning system and was certified to operate forklifts and order pickers. Tanya left on excellent terms and would be eligible for rehire.
Tanya is reliable, safety-minded and calm when things get busy. During our holiday peak last year, her shift had the lowest error rate in the building, and two of the people she trained have since been promoted to leads themselves.
I recommend Tanya Morris without hesitation. If you have any questions or would like to verify this reference, please contact me at marcus.bell@northgatedist.com, (555) 604-2291.
Sincerely,
Marcus Bell
Warehouse Operations Supervisor, Northgate Distribution
Frequently asked questions
Can I write a reference for an employee who still works for me?
Yes, and it's common when someone is applying for a program, a rental or a second job. Be careful about timing if they're job hunting, since a letter on company letterhead tells people they're leaving. Agree with the employee on how it will be used before you write it.
Should I mention why the employee left?
Only if it helps and the employee is comfortable with it, for example a relocation, a return to school or a move to a bigger role elsewhere. If the reason is sensitive, it's fine to leave it out. Stick to facts and avoid guessing at reasons you don't know for sure.
Should I use company letterhead?
Letterhead makes the reference look more official and easier to verify, but it also means you're speaking for the company. If your organization's policy restricts references, write in your own name instead and describe your role so the reader understands how you know the employee.
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.