Write a reference for someone who works or worked for you: their dates and job, what they did and real examples of their work. Or choose facts only, if that is your organisation's policy. Free to copy, download as Word or print.
What the law expects
An employer usually doesn't have to give a reference, unless they agreed to in writing or work in a regulated industry such as financial services. If you do give one, it must be fair and accurate, and any opinion should be backed by evidence.
Follow discrimination law: don't mention things like health or disability, and stick to the job.
What to put in it
Their job title and the dates they worked for you.
What the job involved.
Real examples of their work, if your policy allows more than facts.
Whether you would recommend them, if you would.
Your name, job title and how to contact you.
Facts-only references
Many organisations only confirm dates and job title. If that is your policy, choose facts only and the letter says no more.
Reference letter for an employee examples
Reference letter for an employee
Dates, duties and two real examples, with a recommendation.
21 October 2026
Dear Sarah,
Reference for Aisha Khan
I am writing to provide a reference for Aisha Khan, who worked at Northbank Services as Customer Service Adviser from March 2021 to September 2026.
In this role, Aisha was responsible for handling customer complaints and training new advisers.
She was our highest-rated adviser for customer satisfaction in 2024. When our booking system changed, she wrote the guide the whole team used.
I recommend Aisha for the role of Operations Manager without hesitation.
I am happy to be contacted if you need any more information.
Yours sincerely,
Alex Morgan Operations Manager Northbank Services
Facts-only reference
Dates and job title only.
21 October 2026
Dear Sarah,
Reference for Aisha Khan
I am writing to provide a reference for Aisha Khan, who worked at Northbank Services as Customer Service Adviser from March 2021 to September 2026.
In this role, Aisha was responsible for handling customer complaints and training new advisers.
It is Northbank Services's policy to confirm only job titles and dates of employment in references.
I am happy to be contacted if you need any more information.
Yours sincerely,
Alex Morgan Operations Manager Northbank Services
Questions people ask
Does an employer have to give a reference?
Usually not, unless they agreed to in writing or work in a regulated industry such as financial services. If they do give one, it must be fair and accurate.
Can I give a bad reference?
A reference must be fair and accurate. You can include honest, evidenced information, but not misleading or unfair comments.
What is a facts-only reference?
One that only confirms the person's job title and the dates they worked for you. Many organisations give no more than this.
Who should sign it?
Someone who managed the person or can confirm the facts, with their job title and contact details.
More letters for work
Resignation letter: Notice to leave, with your last working day worked out.
Retirement letter: Formal notice that you're retiring, with your last day worked out.
Character reference: For a job, a tenancy or court, written from real examples.
Job offer letters: Accept, decline or ask for more, with your resign-by date.
Reference letters: Ask someone to be your referee, or write a reference.