How to Write a Reference Letter in the US
A strong reference letter can make a decisive difference in a job application, rental application, or professional licensing process. This guide explains what to include and how to structure it.
What is a reference letter?
A reference letter is a formal written endorsement from someone who knows the subject well, attesting to their character, abilities, or suitability for a specific purpose — employment, academic admission, tenancy, or professional licensing.
Types of reference letter
- —Employment reference — from a manager, supervisor, or colleague
- —Academic or graduate school reference — from a professor, advisor, or mentor
- —Character reference — from a community member, clergy, or professional who knows the person personally
- —Tenancy reference — from a previous landlord or property manager
- —Professional license reference — for state licensing boards (nursing, teaching, law, etc.)
What makes a strong reference letter?
- —Specificity — give concrete examples of the person’s work, achievements, or character, not just general praise
- —Relevance — focus on qualities relevant to the specific purpose of the letter
- —Credibility — clearly state your relationship, how long you have known the person, and in what capacity
- —Enthusiasm — a lukewarm letter can do more harm than no letter at all. Only agree to write if you can write positively.
Never write a reference letter for someone you cannot recommend genuinely. A vague or unenthusiastic letter signals reservations to the reader. It is better to politely decline than to write a damaging reference.
Structure of a US reference letter
- —Opening: State your name, title, organisation, and relationship to the subject
- —How long you have known them and in what capacity
- —Specific examples of their abilities, achievements, or character — at least two or three
- —A direct statement of recommendation — ‘I strongly recommend…’ or ‘I recommend without reservation…’
- —Your contact information and an offer to provide further information
- —Professional signature
Employment references and legal considerations
In the US, many employers limit official references to confirming dates of employment and job title only, to avoid defamation claims. As an individual writing a reference, you are protected if what you write is truthful and based on your direct experience. Avoid making claims you cannot support with specifics.
Academic references
Graduate school and scholarship reference letters typically ask recommenders to rate the applicant on specific dimensions (research ability, writing, leadership) and to provide a supporting narrative. Follow the institution’s specific instructions. Letters should be sent directly from the recommender’s professional email account to carry more weight.