Assumptions
- A reference letter has no official format and no legal obligation behind it. The structure here is the one in common use: date, addressee, how you know the person and for how long, their responsibilities, strengths, one example, and a close with contact details.
- Many US employers restrict references to dates and job title as a matter of policy. A verification letter is the easier document to obtain.
- The text is assembled from what you type. Read it through before printing and change anything that does not sound like you.
- Universities and some employers require references to be submitted directly by the referee rather than handed over.
- Nothing you type leaves your browser.
How it is calculated
- The specific example gets its own field, because it is the only thing separating a useful letter from a template.
- How long you knew them is calculated from the dates and set in brackets.
- Strengths are joined into one sentence rather than bulleted — a list reads like a form.
- There is a closing without praise, for when you can confirm what you saw but not endorse.
Common mistakes
- Do not sign anything you could not defend on a phone call. Your name and number are on it.
- If a reference is refused, ask for a verification letter instead. Companies that will not praise will usually still confirm facts.
- Check how the recipient wants it sent before printing — many require it direct from the referee.
- Read the whole thing before signing. The sentences are assembled from your inputs, but the words should still sound like you.
FAQ
Is my employer obliged to give me a reference?
No. In the US there is no general legal duty to provide a reference, and many companies have a policy of confirming only dates of employment and job title — usually on the advice of their lawyers, since a bad reference can lead to a defamation claim. If your former employer will not write one, ask instead for a verification letter confirming the facts; that is a much easier ask.
What makes a reference letter actually work?
One fact. Whoever reads it has seen hundreds of letters saying "reliable, hard-working, a great team player", and those words no longer carry information. A short paragraph describing what the person did — what the problem was, what they did, how it ended — is worth more than the full list of adjectives. That is why the specific example has its own field here.
Should I include my phone number?
It helps. A reference nobody can verify counts for little, and many recruiters do call. If you would rather not give a personal number, use a work line or a company email address.
What if I cannot fully recommend them?
That is what the second closing is for. Confirming what you saw without adding praise is honest and still useful to the person who asked. Writing "I recommend them without reservation" about someone you have doubts about puts your own name and number on that claim.
Does it need to be on letterhead?
For a work reference it makes a real difference — the letterhead is what separates it from a letter anyone could have typed. Print the text onto company paper where you can.
Can I use this for a university application?
Check first. Most graduate programmes require the referee to submit through their own portal, and a letter handed to the applicant is often not accepted at all. A perfect letter in the wrong channel does nothing.
Is anything sent to a server?
No. Everything happens inside your browser.