You’re staring at a blinking cursor. Your work friend—the one who actually helped you survive that nightmare Q4 rollout—just Slack’ed you a favor. They need a recommendation. Now you’re stuck trying to figure out how to write an example letter of reference for a coworker that doesn't sound like a generic HR template or a soulless LinkedIn "endorsement." It’s a weird spot to be in because you want them to get the job, but you also don’t want to sound like you’re overcompensating for something.
Honestly, most of these letters are garbage. They’re filled with words like "synergy" and "hardworking," which tell a hiring manager absolutely nothing. If you want to help your colleague, you’ve got to get specific. Real specific.
Why a Generic Example Letter of Reference for a Coworker Fails
Think about the last time you read a Yelp review that just said "the food was good." Did it help? Probably not. You want to know if the spicy tuna roll was actually spicy or if the service was slow. Hiring managers are the same way. They’ve seen every "highly motivated self-starter" in the book. If your letter reads like a Mad Libs version of a corporate handbook, it’s going straight into the digital trash can.
The biggest mistake people make is trying to sound too formal. You end up losing the human element. You worked with this person. You saw them handle the stress of a looming deadline. You saw how they reacted when the server crashed at 3:00 PM on a Friday. That’s the stuff that matters. A good example letter of reference for a coworker focuses on the "how," not just the "what."
The Anatomy of a Letter That Actually Gets Someone Hired
You don't need a five-page manifesto. Keep it tight.
Start with the basics: how long you worked together and what your relationship was. Were you on the same team? Did they report to you? Were you peer-level collaborators on a specific project? This sets the stage. If you just say "I know Dave," it carries less weight than "I worked side-by-side with Dave for three years in the DevOps department at TechCorp."
Then, move into the "Evidence" phase. This is where most people trip up. Instead of saying they have "great communication skills," talk about the time they mediated a dispute between the design team and the developers. Use the STAR method (Situation, Task, Action, Result), but keep it conversational.
Illustrative Example: "When our main client shifted the project scope three weeks before delivery, Sarah didn't just panic. She restructured our entire sprint schedule in 24 hours and kept the client calm during the transition. We delivered on time, and the client actually increased their contract by 20% the following month."
See the difference? One is a vague compliment; the other is a story about a winner.
A Realistic Example Letter of Reference for a Coworker
Let’s look at how this actually looks on the page. This is a draft you can adapt. It isn't perfect—it's human.
Subject: Recommendation for [Coworker Name] – [Your Name]
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To Whom It May Concern,
I’m writing this because [Coworker Name] asked me for a reference, and honestly, it was an easy 'yes.' We worked together at [Company] for about [Number] years. During that time, I was the [Your Title] and worked directly with [Coworker Name] on the [Project Name] team.
In my experience, most people in our field are good at the technical side but struggle with the 'people' side. [Coworker Name] is the rare exception who nails both. I remember back in 2023 when we were dealing with a massive data migration. It was a mess. While everyone else was pointing fingers, [Coworker Name] stayed late three nights in a row to manually audit the logs. They didn't just fix the error; they created a new documentation process so it wouldn't happen again.
I’ve seen [Coworker Name] handle high-pressure situations with a level of calm that I frankly envied. They have a way of simplifying complex problems that makes everyone else’s job easier.
If you’re looking for someone who is going to just check boxes and leave at 5:00 PM, [Coworker Name] probably isn’t your person. But if you want someone who actually cares about the quality of the output and makes the team better by being there, you should hire them immediately.
I’m happy to chat more if you have specific questions. You can reach me at [Your Phone/Email].
Best,
[Your Name]
Don't Forget the Legal Stuff (Kinda)
We live in a litigious world. Some companies have very strict policies about what you can and can't say in a reference. Usually, this applies more to managers than coworkers, but it’s worth a quick check of your employee handbook. If your company has a "neutral reference" policy, you might need to send this from a personal email address and make it clear you’re speaking as an individual, not as a representative of the firm.
It's a bit of a hassle, yeah. But it protects you.
Also, be honest. If your coworker was great at coding but terrible at showing up to meetings on time, don't say they are "exceptionally punctual." If the new boss finds out you lied, it reflects poorly on you. Stick to the strengths you actually witnessed. If you can't think of three genuine strengths, you probably shouldn't be writing the letter in the first place. Just tell them you’re too busy. It’s better than writing a lukewarm or dishonest recommendation.
How to Tailor the Letter for Different Roles
A letter for a Project Manager shouldn't look like a letter for a Graphic Designer.
For a PM, focus on organization, conflict resolution, and budget management. Use words like "oversight," "strategic planning," and "stakeholder management." If you're writing for a creative, focus on their "vision," "receptiveness to feedback," and "originality."
- The Technical Coworker: Highlight their ability to solve "unsolvable" bugs or their mastery of a specific stack. Mention their willingness to mentor junior devs if that’s true.
- The Sales/Marketing Coworker: Focus on the numbers. Did they beat their quota? Did they find a new lead gen source? Numbers don't lie.
- The Administrative Coworker: These are the unsung heroes. Talk about their "proactive nature" and how they keep the gears turning when everything else is falling apart.
The Subtle Art of the "Soft Skills" Shoutout
Everyone talks about hard skills. "She knows Python." "He’s a CPA." Cool. But what’s it like to sit next to them for eight hours a day?
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In your example letter of reference for a coworker, don't ignore the vibe. Are they the person who brings coffee when the team is burnt out? Are they the one who remembers everyone's birthday? This stuff sounds fluffy, but in 2026, culture fit is everything. Companies are tired of hiring brilliant jerks. They want brilliant people who are also decent humans.
Mentioning that they are "a stabilizing force in the office" or "always willing to jump in and help a teammate" can be the tie-breaker that gets them the offer.
Dealing With the "Ask"
When a coworker asks you for a reference, ask them for three things first:
- The job description of the role they’re applying for.
- Their updated resume.
- Two or three specific achievements they want you to highlight.
This makes your life so much easier. You don't have to guess what the new employer is looking for. You can literally mirror the language in the job description. If the job posting mentions "collaborative environment" five times, make sure your letter mentions how well they collaborate. It’s not cheating; it’s being effective.
Common Pitfalls to Avoid
- Too much "I": This letter is about them, not you. Don't spend three paragraphs talking about your own career.
- Vague adjectives: Avoid "good," "nice," "smart," and "helpful." Use "meticulous," "resourceful," "analytical," and "supportive."
- The "Wall of Text": Use short paragraphs. If a hiring manager sees a giant block of text, they’re going to skim it. Use white space.
- Over-the-top praise: If you make them sound like a literal saint who can walk on water, the recruiter will get suspicious. Nobody is perfect. A little bit of grounded reality makes the praise more believable.
Actionable Next Steps
If you're ready to write that example letter of reference for a coworker, follow this sequence to get it done in under 20 minutes:
- Step 1: Get the Context. Ask your coworker for the job description. Identify the top 3 skills the new company wants.
- Step 2: Pick Your Stories. Think of two specific times this person impressed you. If you can't think of any, ask them to remind you of a project you worked on together.
- Step 3: Draft the "Hook." State clearly who you are and why you're qualified to talk about this person.
- Step 4: Write the Meat. Use the "Illustrative Example" format. Story -> Result.
- Step 5: The "Bottom Line" Close. End with a strong statement of recommendation. Something like, "I would hire them again in a heartbeat."
- Step 6: Proofread. Use a spellchecker, but don't let it strip out your voice. A typo in a reference letter isn't the end of the world, but it looks a bit sloppy.
Writing a reference doesn't have to be a chore. It’s a chance to pay it forward. Someday, you’ll be the one asking for a favor, and you’ll want someone to write something better than a template for you. Take the ten minutes to make it real. It makes a difference.
Before you hit send, read the letter out loud. If you sound like a robot, start over. If you sound like a colleague who actually cares, you've done your job. Your coworker gets a boost, and the hiring manager gets the clarity they need to make a decision. Everyone wins.