Employee reference letter template

In HR, paperwork rarely tells the full story. That’s where a reference letter can help — a brief but powerful document that confirms an employee’s role, work ethic, and overall character.

Whether you’re responding to a background check, helping a team member secure housing, or supporting a visa application, this flexible reference letter template will help you respond quickly and professionally.

What is an employee reference letter?

An employee reference letter — sometimes called an employment reference or professional reference — is a short written statement from an employer that confirms the details of someone’s job history and conduct.

An employee reference letter is more factual than persuasive, and is often used for administrative or legal purposes. These letters are typically:

• Brief and neutral in tone
• Focused on job title, dates of employment, and overall performance
• Reused for multiple scenarios
  
  

Reference letters are commonly requested as part of:

• Pre-employment checks
• Housing or mortgage applications
• Visa and immigration processes
• Internal audits or HR documentation
  
  

They’re also a helpful way to close out the offboarding process on a positive note, especially for high-performing employees who may one day return or refer others.

Reference letter template (copy and customize)

Below is a flexible, ready-to-use employee reference letter template. You can adapt it to suit any former or current team member, depending on the request.

Simply fill in the brackets with the relevant details, make small adjustments to reflect your working relationship, and you’re good to go.

Pro tip: If you don’t know the name of the recipient, or if the letter is intended for multiple uses, address it to “To whom it may concern.” If the letter is going to a specific person or organization, customize the salutation.

Template: Reference letter for former employees

[Your full name]
[Your job title]
[Company name]
[Company address] (optional)
[Email address]
[Phone number] (optional)
[Date]

To whom it may concern,

This is to confirm that [employee full name] was employed at [company name] from [start date] to [end date], most recently in the role of [job title].

During their time with us, [employee first name] was a dependable and professional member of the team. They were responsible for [brief overview of responsibilities or department], and consistently demonstrated strengths such as [insert general traits — e.g., adaptability, clear communication, or initiative].

Their contributions were valued across the organization, and they approached their work with integrity, care, and a collaborative mindset. [He/She/They] concluded their employment in good standing, and we were grateful for the positive impact they had during their time with us.

If you require any further details or verification, please feel free to contact me at [email address/your contact details].

Sincerely,

[Your full name]

Reference letter for current employees

[Your full name]
[Your job title]
[Company name]
[Company address] (optional)
[Email address]
[Phone number] (optional)
[Date]

To whom it may concern,

This is to confirm that [employee full name] is currently employed at [company name], and has been with us since [start date]. [He/She/They] currently hold the position of [job title], reporting to the [department/team name] team.

Throughout their time with us, [employee first name] has consistently demonstrated qualities such as [insert traits — e.g., reliability, professionalism, and strong communication skills]. They are responsible for [brief overview of responsibilities or key contributions], and continue to be a valued member of our team.

I am confident that [employee first name] brings the same high standards to any responsibility they undertake.

If you need further information or verification, please feel free to contact me at [email address/your contact details].

Sincerely,

[Your full name]

Best practices for writing a reference letter

Even a short reference can make a strong impression — especially if it’s clear, consistent, and written with care. Here are a few tips:

• Keep it neutral and factual
  Reference letters are about verification, not endorsement. Focus on job titles, dates, responsibilities, and overall conduct. Avoid exaggerated praise or subjective opinions.
  
  
• Confirm employee consent
  Check that the employee has requested the letter and is comfortable with the details you’re sharing. This helps protect privacy and ensures the letter serves its intended purpose.
  
  
• Use your letterhead
  For formal use cases, such as immigration, housing, or legal requests, using company letterhead or an official PDF adds professionalism and credibility.
  
  
• Include contact details
  Adding your email (and optionally, your phone number) gives the recipient a way to follow up for verification or clarification if needed.
  
  
• Make it professional, but warm
  Even if the reference letter is brief, a considerate tone can make a difference, especially when you're acknowledging someone’s contributions to your team.
  
  

Write clear reference letters with less admin

If your team spans multiple countries or time zones, managing reference letters — along with other documents — can quickly become a manual and error-prone process. That’s why global teams choose Remote HRIS to streamline people operations, from documentation to compliance, all in one platform.

With Remote HRIS, you can:

• Access up-to-date employee data instantly
  Quickly pull role history, start and end dates, and other key details. No digging through spreadsheets or outdated files.
  
  
• Use document templates with smart fields
  Standardize contracts, letters, and internal documents with locally-compliant templates that reduce manual edits and errors.
  
  
• Centralize employee records in one secure platform
  Keep employment history, exit documentation, and compliance files organized, audit-ready, all in one place.
  
  

Remote HRIS helps you stay organized and compliant across the entire employee lifecycle — from onboarding to offboarding and everything in between. To make your HR effortless, see Remote HRIS in action or get started with Remote HRIS today.