What do you write in a job reference?

If someone’s asked you to write them a job reference and you’re now staring at a blank screen wondering what on earth to say (and what not to), you’re not alone. A strong reference can help someone land the job, while a vague or unstructured one might just go unread.

So what do you actually write in a good job reference? Let’s break it down.

Start with your relationship to the candidate

The opening should clarify:

• Who you are

• How you know the candidate

• How long you've worked with or known them

  
  

For example: "I am writing to recommend Sarah Johnson, who I have had the pleasure of working with for over three years in my role as Operations Manager at GreenTech Solutions."

According to ACAS (acas.org.uk), a job reference should include only factual, work-related details and avoid personal comments.

Highlight key skills and strengths

This is the core of your reference. Focus on:

• Relevant skills the job requires

• Strengths that made the candidate stand out

• Examples of their contribution or achievements

  
  

You might write: "Sarah consistently demonstrated excellent project management skills and was instrumental in streamlining our client onboarding process, resulting in a 30% efficiency improvement."

Tip: Tailor your examples to the role they’re applying for if you know what it is.

The Chartered Institute of Personnel and Development (HR-Inform.co.uk) recommends keeping references truthful, accurate and based on first-hand experience.

Comment on character and professionalism

Employers also want to know what the candidate is like to work with. Consider including:

• Work ethic

• Reliability and punctuality

• Teamwork or leadership skills

  
  

Example: "She is dependable, well-organised, and brings a positive energy to any team she works with."

Just avoid personal or discriminatory language. The UK Equality Act 2010 protects applicants from bias in references, so steer clear of anything subjective or irrelevant.

End with a clear recommendation

Wrap up your reference letter with a simple, confident statement. For example: "I highly recommend Sarah for any position requiring diligence, initiative and a collaborative mindset. I would be happy to work with her again."

And don’t forget to include your own name, job title, and contact details at the end.

Real-world example from LetterLab

A recent client asked us to write a professional reference for their former colleague applying to a role in customer success. Using this format, we highlighted the individual’s ability to resolve client issues with empathy and speed, and backed it up with results from customer feedback surveys. The reference helped land them a second-stage interview within days.

Final thoughts

A job reference doesn’t need to be long, but it does need to be specific, relevant and fair. Always focus on what you know about the person professionally, not what you feel. If you're unsure how to phrase it or want help making it sound polished and professional, LetterLab can step in.

Need a job reference that actually helps someone get hired? Contact LetterLab and let us write it right the first time.