What is a character reference letter?

A character reference letter, also called a personal reference letter, is a recommendation from someone who knows a job applicant well and can attest to their work ethic, skills and moral character. The character reference letter is similar to the formal reference letter that many employers write for their staff members upon departure from the company if they have done good work. However, a character reference letter doesn’t necessarily have to come from a direct manager or supervisor. Anyone who knows the applicant well and has seen proof of their skills and good judgment can provide this type of personal letter.

Besides a former employee, other people in your life might ask you to write a character reference letter. Anyone you have mentored or had a close relationship with for a prolonged period may approach you for a personal reference letter. Coaches, friends, family members, neighbors, colleagues, peers and teachers are frequently asked to draft this kind of endorsement letter.

When do you need to write a character reference letter?

It’s common knowledge that you write a professional reference letter as the employer when a former employee reaches out and asks for your support as they seek a new job opportunity. But you might be asked to write a character reference letter for many other reasons besides someone applying for a new position.

You may write these personal reference letters to potential landlords when someone is applying for an apartment to demonstrate the applicant’s trustworthiness and ability to pay rent on time. Someone in your life might also approach you for a character reference letter as part of an application process to an academic program, such as a University or College with competitive entry requirements.

What are the components of a personal reference letter?

If you are in a leadership role as an employer or manager, there’s a good chance that someone you have mentored over the years will ask you to write them a character reference at some point in your career. To provide them with what they’re looking for, it’s important to understand what components make up a good personal reference letter. In many ways, the formatting of this letter resembles that of a professional business letter.

The letter should include:

• Your name
• Your contact information
• The current date
• The name of the person you’re addressing the letter to
• The addressee’s job title and work address
• What your relationship is to the applicant
• How long you have known the applicant
• A few of the applicant’s relevant qualities or skills
• An invitation to contact you for further information if they require it

It’s also necessary to understand the specific purpose you’re writing the character reference letter for. The contents of the letter and the applicant’s qualities you choose to highlight will likely be different if the letter is for a rental application versus a job application. Don’t hesitate to ask the candidate what the letter is for and who you should address it to when they contact you to write it. It’s in their best interest for you to clarify what the letter is helping them achieve.

Use this template to write a character reference letter

If an employee or someone else contacts you for a character reference letter, use this template as a starting point for drafting the document. This character letter example details an endorsement for a former colleague who the writer mentored and worked alongside, but you can alter it to suit an employer, coach or teacher.

[Your Name]

[Address]

[Phone Number]

[Salutation],

I had the great pleasure of training and working alongside [Jane Doe] at [company name] for three years. She was a valuable asset to our team from the beginning. A quick learner and conscientious colleague, Jane brought a positive energy to every task she was assigned.

Jane is a team player with an unending dedication to her craft. She is detail-oriented and astute, asking questions when she requires clarification and always striving to go above and beyond what is expected. Not only does she ensure her own work is completed on time and with a high degree of accuracy, but Jane is eager to help others where possible.

Throughout the training process, Jane was quick to understand the company’s methods for completing tasks and she brought her own problem-solving skills to each training session, finding ways to improve upon existing protocols to increase efficiency. On one occasion, I was called away from a training session due to a personal matter and Jane took that opportunity to sit in with another colleague and continue learning about company operations. Once she began working alongside her other coworkers and me, Jane brought an undeniable positive energy to the group that inspired us all to work harder and do better. She is thorough in everything she does and is a champion for the underdog on any team.

Jane was the driving force behind implementing our company’s employee recognition program, which is now going on five years running. This is her legacy at our business, and it continues to encourage the next generation to work hard and reach higher.

I highly recommend Jane for the position of [job title] at [X company]. There is no doubt in my mind that she will bring her creative thinking and unending enthusiasm to the role and will leave your company better than she found it.

Please let me know if you have any further questions or if I can assist in any other capacity. I am happy to speak to Jane’s excellence and suitability for any role at your convenience.

Kind Regards,

[Signature]

[Your Name]

Character Reference Letter Templates for PDF & Word

Download these character reference letter templates to help you effectively endorse your employees.

*Indeed provides these examples as a courtesy to users of this site. Please note that we are not your HR or legal adviser, and none of these documents reflect current labor or employment regulations.