Someone just asked you for a favor. They need a recommendation. Now you’re staring at a blank Google Doc, wondering how to draft a reference letter that doesn't sound like a generic template from 1998. It’s a weirdly high-stakes task. If you’re too vague, you hurt their chances. If you’re too hyperbolic, nobody believes you. Most people think they need to use "corporate speak" to sound professional, but honestly, hiring managers see through that instantly. They want the truth. They want to know if this person actually shows up and solves problems when things go sideways.
The Secret to a Reference Letter That Actually Works
First off, let's be real. A boring letter is a discarded letter. If you want to know how to draft a reference letter that sticks, you have to realize that you are telling a story, not just filling out a form. Think about the last time you hired someone. Did you care about "synergistic communication skills"? Probably not. You cared if they could meet a deadline without a meltdown.
Specifics are your best friend here. Instead of saying "Jane is a hard worker," you say "Jane stayed until 9:00 PM three nights in a row to ensure the Q3 audit was flawless." That's a huge difference. One is a claim; the other is proof. Harvard Business Review experts often suggest that the most effective recommendations focus on "potential and growth" rather than just a checklist of past duties. It makes the candidate feel human.
Why Context Matters More Than You Think
You've got to establish why your opinion even matters. Are you their former boss? A colleague? A mentor? If you were just their "work friend" who grabbed coffee, say so, but frame it through the lens of observing their professional habits. The relationship defines the weight of the praise. If a CEO says an intern is a genius, it carries weight. If a peer says it, it's a nice sentiment, but different.
Setting Up the Structure (Without Being Stiff)
Start with the basics. You need a header. You need a date. You need the recipient’s info if you have it, though "To Whom It May Concern" is still the standard for general letters. But don't linger there. Get to the point.
The opening paragraph should be a punchy endorsement. "I am writing to enthusiastically recommend [Name] for [Position]." It's simple. It's direct. No need for flowery language. Mention how long you've known them. Three years? Six months? It matters. If you worked together at a specific company, like Google or a local nonprofit, name it.
✨ Don't miss: Memorial Day Stock Market: What Most People Get Wrong
The middle of the letter is where the heavy lifting happens. This is where you talk about the "What" and the "How." Most people focus on the "What"—as in, what the person did. "He managed the sales team." Okay, cool. But how did he do it? "He managed a team of ten during a 20% budget cut and still managed to increase retention." That is the "How." That's what gets people hired.
The Power of the "One Big Thing"
Don't try to list every single trait. If you say they are organized, creative, punctual, a leader, a follower, and great at Excel, you sound like you’re lying. Nobody is everything. Pick one or two dominant traits. Maybe they are the person who stays calm when the server crashes. Maybe they are a wizard at client relations. Lean into that.
I remember a letter I once read where the writer said the candidate was "the person you want in the room when a project is failing." That stuck with me way more than a list of adjectives. It's evocative. It shows a specific value proposition.
Avoiding the "Kiss of Death" Phrases
There are certain phrases that basically mean "I don't really know this person" or "They were fine, I guess." Avoid "satisfactory." Avoid "did what was asked." These are polite ways of saying someone is mediocre. If you can't genuinely rave about them, you might want to reconsider writing the letter at all. In the professional world, a lukewarm reference is often worse than no reference.
Also, watch out for gender bias. Studies, including research published by the American Psychological Association, show that people often use "communal" adjectives for women (kind, helpful) and "agentic" adjectives for men (ambitious, decisive). Try to balance this. If you’re writing for a woman, make sure you mention her results and leadership, not just how "pleasant" she is to work with.
How to Draft a Reference Letter for Different Situations
An academic reference is a different beast than a professional one. For a student, you're talking about curiosity and intellectual stamina. For a job, you're talking about ROI and reliability.
If you're writing a character reference—maybe for a legal matter or a housing application—the focus shifts entirely to integrity. You aren't talking about their coding skills; you're talking about their honesty. Use real-life anecdotes. Did they return a lost wallet? Do they volunteer every Saturday? These small details build a picture of a person's soul, which is what a character reference is actually for.
Formatting That Doesn't Suck
Keep it to one page. Seriously. Nobody has time to read a three-page manifesto on why your former assistant is great.
- Use a professional font like Arial or Calibri. 10 to 12 point.
- Single space the paragraphs.
- Double space between the paragraphs.
- Leave room at the bottom for a real signature if you’re printing it.
- If it's an email, a digital signature is fine, but include your LinkedIn profile link. It adds a layer of "this is a real person" to the whole thing.
Dealing With the "Weaknesses" Question
Sometimes, a form will ask you for an area of improvement. This is a trap, but not a malicious one. Don't say "they work too hard." Everyone hates that answer. Instead, offer a genuine, coachable area. "He sometimes dives so deep into the data that he needs a nudge to look at the big-picture deadline." This shows the person is real. It shows you actually know them. It makes your praise more believable because you've shown you can be objective.
The Final Polish
Before you hit send or print, read it out loud. If you stumble over a sentence, it's too long. Shorten it. If a paragraph feels like a wall of text, break it up. You want the reader's eye to glide down the page.
Check the spelling of the candidate's name. I've seen people get this wrong. It’s embarrassing and it makes the whole letter look fake. Check the company name too. If you're using a template (which you shouldn't, but let's be honest, people do), make sure you didn't leave in the name of the previous person you recommended. That's a classic mistake that happens more than you'd think.
A Quick Word on Legalities
In some countries and industries, there are strict rules about what you can and can't say. Generally, in the US, as long as you are truthful and not acting with "malice," you are on safe ground. But this is why sticking to facts and specific examples is so important. You aren't guessing about their character; you are reporting on their behavior. There’s a difference.
Closing With a Call to Action
The final paragraph should invite follow-up. "Please feel free to contact me at [phone/email] if you'd like to discuss [Name]'s qualifications further." This shows you stand by your words. You aren't just checking a box; you're putting your own reputation on the line for this person. That carries immense weight with recruiters.
Actionable Steps for Your Draft
If you're ready to start, don't just type. Do these three things first:
- Ask for the Job Description: You need to know what the target company wants so you can highlight the right skills.
- Request a Recent Resume: People change. Their roles change. Make sure you have their current titles and achievements right.
- Identify the "Win": Ask the person, "What's one specific accomplishment you want me to mention?" This ensures the letter aligns with how they are presenting themselves.
Once you have those, sit down and write the first draft quickly. Don't overthink the grammar yet. Just get the stories out. Then, go back and trim the fat. Remove the "very's" and the "really's." Strengthen the verbs. Instead of "She was responsible for," use "She led" or "She executed."
Drafting a reference letter is ultimately an act of professional generosity. It takes time and mental energy to do it right. But when you see that person land the job or get into the school of their dreams, you'll know that your words played a part in that. It's worth the extra twenty minutes to make it sound like it came from a human being rather than a corporate generator.
Final Checklist Before Sending
Before finalizing the document, verify these points:
- The relationship and duration are clearly stated in the first two sentences.
- At least two concrete examples of "above and beyond" behavior are included.
- All contact information is current and active.
- The tone matches the industry (more formal for law/finance, slightly more relaxed for creative tech).
- The file is saved as a PDF to preserve formatting across different devices.
That's basically it. Focus on the person, tell a few good stories, and keep it brief. You'll end up with a letter that actually helps someone move forward in their career.