Employment Reference Letter
Docs + Word3 pages
Free
- Type
- Document
- Price
- Free
- Pages
- 2 · US Letter
- Style
- Editorial
- Difficulty
- Beginner
- Updated
- November 6, 2026
Every page (2)
Overview
A reference letter is only useful when it is specific and accurate. This template sets out the letter in the order a reader needs it: who the writer is and how they know the candidate, the role and dates, the strengths with examples, conduct and reliability, and then a clear recommendation with a contact. Each part has its own page, so the writer can check every claim against HR records before signing.
The sample is a letter from a warehouse operations manager at Brindlewick Logistics about a dispatch coordinator who worked on the team for two years. Every name, date and figure is fictional. Replace the dates and role with figures from HR records, choose two examples you can evidence, and remove any detail that your reference policy does not allow.
Useful for
- A line manager writing a reference for a dispatch coordinator applying to a new employer
- A former supervisor supporting a graduate's application to a training scheme or program
- An HR team checking that a reference stays within policy before it is released
What's included
- Relationship: the people who give and check the reference, with contacts and roles
- Strengths: a responsibility matrix showing who drafts, checks and approves each part
- Examples: three tips for choosing evidence that backs each claim in the letter
- Recommendation: a plain close, with the approved contact for follow-up questions
- Make it yours: numbered steps for replacing the sample details and checking policy
How to use it
- 1
Click Make a copy in Google Docs, then confirm on the Google page. The copy is saved to your own Google Drive.
- 2
Insert the letterhead, date and recipient, then replace the dates and role with figures from HR records.
- 3
Choose two examples you can evidence that show strengths relevant to the role being applied for.
- 4
Delete any salary, health or conduct line that your reference policy does not allow, then check with HR.
- 5
Delete the Make it yours guide page, then sign the letter, add your direct contact and share it.
What you need
Requirements
- A Google account with access to Google Drive
Works with
- Google Docs
- Microsoft Word (download the .docx)
Questions
Are the company, people and figures fictional?
Yes. Brindlewick Logistics, its staff, the email addresses and every figure in the sample are fictional. They show what a clear, fair reference looks like, so replace them with your own facts before you send anything.
Should I include salary in a reference?
Only where company policy allows it and the employee has consented. Many employers give dates and job title only, so check with HR before adding any pay figure to the letter.
Can I send this from a personal email?
Check first. Where policy limits who may give references, send the letter from an approved address and with the authority HR has given you, so the reference is accurate and accountable.
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