This document provides a template and guidelines for writing effective reference letters. The template outlines the typical structure of a reference letter, including an introduction paragraph describing the writer's relationship to the candidate, a second paragraph with specific details about the candidate's qualifications, and a concluding paragraph recommending the candidate. The document also provides tips on identifying the candidate's strongest attributes that are relevant to the position and constructing the letter around 1-3 of those attributes. Sample reference letters are included for a teacher, personal acquaintance, and babysitter to demonstrate these guidelines.

1. Reference Letter Template
1) LAYOUT
Salutation
If you are writing a personal letter of reference, include a salutation (Dear Dr.
Smith, Dear Mr. Jones, etc.). If you are writing a general letter, say "To Whom it
May Concern" or simply don't include a salutation.
Paragraph 1
The first paragraph of the reference letter template explains your connection to
the person you are recommending, including how you know them, and why
you are qualified to write a reference letter to recommend employment or
graduate school.
Paragraph 2
The second paragraph of the reference letter template contains specific
information on the person you are writing about, including why they are
qualified, what they can contribute, and why you are providing a
reference letter. If necessary, use more than one paragraph to provide details.
Paragraph 3
When writing a specific letter referring a candidate for a particular job opening, the
reference letter template will include information on how the person's skills
match the position they are applying for.
Summary
This section of the reference letter template contains a brief summary of why are
you are recommending the person. State that you "highly recommend" the
person or you "recommend without reservation" or something similar.
Conclusion
The concluding paragraph of the reference letter template contains an offer to
provide more information. Include a phone number within the
paragraph,include the phone number and email address in the return address
section of your letter, or in your signature.
Sincerely,
Writer Name
Title
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2. 2) Build your letter around specific traits
Identify your subject's positive attributes. Then think of the traits that are important to the
position, award, etc. he or she is seeking. Construct your letter around 1 to 3 of the attributes that
overlap.
For example, suppose the person you're writing about is friendly, witty, honest, intelligent,
hardworking, and reliable. Suppose also he or she is seeking a security guard's job. A security
guard should be, among other things, reliable and honest. So it's best to build your letter around
these qualities.
Here are some positive attributes often found in character reference letters:
 Ambitious, wants to learn and grow
 Charming, has sense of humor, lighthearted
 Committed, loyal, devoted
 Considerate, caring, empathetic
 Courteous, polite
 Creative, is a problem-solver
 Detail-oriented, punctual, quality-minded
 Determined, persevering, goal-oriented
 Efficient, economy-minded
 Fair-minded, honest, trustworthy
 Follows instructions, aims to please
 Generous, giving, helpful
 Good leader, responsible, mature for age
 Good listener, good communicator
 Hardworking, diligent, industrious
 Intelligent, is a quick study, naturally curious
 Organized, methodic, orderly
 Patient, level-headed
 People oriented, easygoing, team player
 Works independently, is a self-starter

3. 3) SAMPLES
Sample Reference Letter for Teacher
To Whom it May Concern:
I highly recommend Michelle Johnson as a candidate for a teaching position. I have worked with
Michelle in my position as Principal of St. Paul's School.
While a student, Michelle was employed in various teaching related-positions including teaching a
museum program to fourth grade classes in the Huntington School District. Since then she has
substituted at a variety of schools in the Long Island area, including St. Paul's.
Michelle has a wonderful rapport with people of all ages, especially children. Her ability to connect
with her students and her talent at teaching simple concepts, as well as more advanced topics, are
both truly superior
Sample Character / Personal Reference Letter
I am writing to recommend Ariel Jones for a position with the Town of Smithtown. I have known
Ariel since she was a child and she is a highly qualified candidate for a position in town
government. She has lived in Smithtown for most of her life, she is involved in her local
community, her church, and her children's schools.
Ariel has shown her commitment to the town as a Member of the Board of Appeals, and as an
active participant in many community endeavors.
Ariel would be a tremendous asset to the town and I recommend her to you without reservation. If
you have any questions, please do not hesitate to contact me.
Mary Smith
Sample character reference letter written by an acquaintance, rather than an employer:
I have known Jane Doe in a variety of capacities for many years. She has been my daughter's
riding instructor for the past several years. In addition, she is my partner in a small business where
she is responsible for writing and editing articles and website content.
Jane is organized, efficient, extremely competent, and has an excellent rapport with people of all
ages. Her communication skills, both written and verbal, are excellent.
In summary, I highly recommend Jane for any position or endeavor that she may seek to pursue.
She will be a valuable asset for any organization.
If you have any questions, please do not hesitate to contact me.
Sincerely,
John Smith

4. For friend/neighbor- Enthusiastic, hardworking
To Whom It May Concern,
I am very pleased to write a character reference for James Norris.
James and my son are good friends and go to the same high school. I have known James for seven
years. During that time I have always been amazed at his level of enthusiasm. Two years ago he
participated with my son in planning and financing a school club trip to New York City. He not only
raised enough money for his expenses but also helped finance my son’s, along with four other club
members.
Another example of James’ enthusiasm occurred last summer. James cuts the grass and trims the
hedges each week for the Johnson family. When they went on a two week vacation they asked
James to cut the grass twice while they were gone. Even though they wouldn’t have known if he’d
only cut it once, he cut it twice. But not only that, when he found out they’d be gone an extra three
days he cut it a third time-- right before they came back so it would look nice for them.
James also washes and waxes cars for people. While eating out recently I overheard two neighbors
comparing their cars and how good they looked. Neither knew at first that James did both of their
cars, and each bragged about a “super kid” that stopped at nothing short of the perfect shine.
I would certainly recommend James for any task where enthusiasm, hard work and trustworthiness
are valued.
Sincerely,
Ray Ludwig
For babysitter- Diligent, caring
To Whom It May Concern,
Our babysitter, Sarah Anderson, is a delightful young woman who has cared for our two children
over the last several years.
Sarah is not your usual sitter. Our children do not endlessly sit for hours in front of the television
while in her care. She goes to extra effort to bring books from the public library that both of our
children would enjoy. Sometimes instead of reading to them herself, she will help our son Tom
read a story to his young sister. Other times she will bring board or card games to play with our
son after his sister goes to bed.
Sarah has even managed to convince Tom that carrot and celery sticks along with an assortment of
fresh fruits are really “fun foods”.
In addition, Miss Anderson shares her love of music with our children. Her musical interests run
from classical to contemporary. Sometimes they all sit quietly and listen to music. On other
occasions you can find them dancing or exercising to their favorite songs. Even though Tom is only
six years old he enjoys singing. As a result of this, Sarah teaches him little tunes that he proudly
performs for us.
Often my husband and I return to find drawings, paintings or small craft projects that the kids have
made with Sarah’s patient assistance.
We have found her unselfish and diligent care of our children a true blessing and confidently
recommend her to you as a sitter.
Sincerely,
Gary and Darla Benson