The world of work might be changing, but reference letters are still as critical to the hiring process as they’ve ever been (perhaps even more so!). Our recruitment experts share advice on the elements every reference letter should include, the format to follow, and a sample reference letter for employee referrals.
Why a reference letter still matters
Eliminate information gaps
In the age of AI, a reference letter can prevent information gaps by bringing in a credible third-party perspective. Now that it’s easier than ever for candidates to put their best foot forward, reference letters are even more critical for verifying key information.
Verify soft skills, character, and cultural fit
The changing world of work has made soft skills like communication more important than ever, and cultural fit is critical for maintaining company culture and team morale. Although the interview process provides a forum for several meetings, a referral letter can seal the deal and add additional colour.
Read: How to boost employee morale during times of uncertainty
Candidate differentiation
Choosing between candidates can be difficult, especially if several look strong on paper and interview well. A reference letter is a great way to find a competitive edge or identify information that makes informed decision-making much easier.
Read: Employee onboarding: What to do and what not to do
6 key elements every reference letter should include
Your reference letter should contain 6 core components to serve its purpose effectively:
- Your name, job title, company of employment, and your relationship to the applicant
- Your recommendation (either yes or no)
- A list of core hard skills and competencies tied to outcomes
- A list of core soft skills, including teamwork and temperament
- A statement of future confidence (if you could, would you hire them again and, if so, for which roles?)
- Contact information in case the interviewer wants to follow up
Your letter should be laid out like any formal letter—with your name, job title, contact details, and company address in the top corner, the date you’re writing the letter, and a signature. Try to keep it to one A4 page in an easy-to-read format with short paragraphs and bullet points. When employees work in hybrid or remote setups, references should focus on outcomes, autonomy, and collaboration rather than on physical attendance.
Read: 18 Questions to ask in your next employee engagement survey
Reference letter sample for employee referrals
To whom it may concern,
I’m writing to recommend Jane Smith, whom I managed at Company Ltd from September 2021 to January 2026 in her role as content manager.
Jane operated in a hybrid work environment, leading content strategy across multiple channels, managing stakeholders across teams, and dependably delivering to the tight deadlines set for her. She was excellent at managing her own time and impeccably organised.
Jane can effectively translate complex briefs into clear, effective content — she led the delivery of a multi-channel campaign that increased organic traffic by 30% over six months, coordinating input from remote team members and external partners.
In my opinion, Jane has excellent communication and collaboration skills. She worked well with colleagues across our four global locations, was a positive influence on company culture, and was part of our company mentorship programme.
I would work with Jane again and can recommend her for roles requiring strong self-management, clear communication, and reliable delivery in hybrid or remote settings. Please feel free to contact me if you’d like any additional information.
Sincerely,
[Name]
Common employee reference letter writing mistakes to avoid
Getting personal
It goes without saying that an employee reference letter isn’t the place to air personal grievances. Whether you enjoyed your time working with the applicant or not, try to keep your referral factual, impartial, and fair.
Forgetting to proofread
The purpose of a reference letter is credibility, which is easily undermined by not taking time to thoroughly check your writing. Use the spelling and grammar checkers in your word processing software or ask a colleague to double-check it before sending.
Missing the details
It’s critical to include evidential examples of the applicant’s skills as they pertain to the role in question (not just repeating the CV), providing useful information on character, and—most importantly—confirming whether you would refer them for the work.
To learn more about being equipped for the 2026 hiring landscape, explore the 2026 Salary Guide or visit the Robert Half advice blog. For support with your hiring needs, get in touch with our expert team today.
