Business & contracts 1 signer 1 page 15 blanks to fill in

Business Reference Letter Template

Give a supplier, contractor or customer a signed, factual reference they can attach to a tender, a credit application or a pitch.

Use this template — free See the agreement Signers don’t need an account
Business reference letter
The blanks in brackets are what you fill in. FileIt adds each signer’s signature and date boxes.
Business reference letter — page 1 of 1
Page 1 of 1
Use this template Fill in the blanks, name who signs, and send — from FileIt eSignature.

What is a business reference letter?

Tenders, credit applications and new client onboarding often ask for references from other businesses. A good business reference is short, specific and factual: how long you have worked together, what they actually did, whether they turned up and delivered, and, for a customer, whether they paid. A signed letter on your company's behalf carries more weight than an email and is easy for the recipient to file.

This template lets you address the letter to a named organisation or to whom it may concern, describe the relationship and whether it is ongoing, summarise the work and optionally its annual value, comment on reliability and quality, add a payment record line where it applies, choose how strongly you recommend them, and name a contact for follow-up questions. A closing paragraph keeps the reference to the facts and makes clear it is not a guarantee.

Best for
Tenders, supplier onboarding, trade credit and new client pitches
Signed by
One person, signing for the company giving the reference
Covers
Relationship, work done, reliability, payment record, contact
Length
1 to 2 pages

When to use a business reference letter

  • A contractor you have used for years asks for a reference for a council tender
  • A long-standing customer needs a trade reference to open an account with a new supplier
  • A small agency asks a happy client to vouch for it in a pitch to a larger brand
  • A supplier is applying to join a retailer's approved vendor list
  • A former partner business asks for a reference after you stopped working together

What you fill in

15 blanks, then the name and email of each person who signs: referee.

1 The letter

  • Date of the letter*
  • Company giving the reference*
  • Your company's address
  • Addressed to*

2 The business

  • Business you are recommending*
  • They have been our* supplier · contractor · customer · service provider · business partner
  • Working together since*
  • Do you still work with them?* Yes · No

3 The reference

  • What they have done for or with you*
  • Typical annual value of business
  • Reliability and quality*
  • Payment record* Not applicable · They have always paid our invoices on time. · They have generally paid our invoices on time. · We have no concerns about their payment of our invoices.
  • Overall* We recommend them without reservation. · We recommend them. · We are happy to confirm the facts set out above.

4 Contact

  • Contact for questions
  • Contact email or phone

5 Who signs

  • Referee signature and date, job title · The person signing the reference for the company giving it.

What the business reference letter covers

  1. Our work together
  2. Reliability and quality
  3. Recommendation

Using the business reference letter, step by step

1 Address the letter

Name the organisation that asked for the reference, or keep the default greeting if it will be shown to several people.

2 Describe the relationship

Choose whether they are your supplier, contractor, customer or partner, when you started, and whether you still work together.

3 Say what you know

Summarise the work, add a typical annual value if you are comfortable sharing it, and describe their reliability. Pick a payment record line for a customer; leave it as not applicable otherwise.

4 Recommend and sign

Choose the strength of your recommendation, add a contact for questions, and sign. Send the signed PDF straight to the business or the organisation that asked.

Tips before you send it

  • Stick to what you have seen yourself. If you only know part of their work, say so rather than generalising.
  • If you would rather not recommend them, the option to confirm the facts only is a neutral alternative.
  • Check with your finance team before describing someone's payment record.
  • Keep a copy. If the recipient calls with questions, you will want to know exactly what you wrote.

Sign it online in minutes

  1. Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
  2. Name who signs. Tick “This is me” for your own part. FileIt builds the PDF with every signature, date box on the right line, and you can check or move anything before sending.
  3. Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in your vault and emailed to everyone.
Use the business reference letter template — it’s free

Business reference letter: frequently asked questions

What is the difference between a business reference and a trade reference?

A trade reference usually focuses on how a customer pays its bills, for a supplier deciding whether to give credit. A business reference is broader and covers the quality of the work too. This template can do either: use the payment record line for trade credit.

Can I give a reference for a business we no longer work with?

Yes. Choose that you no longer work with them and the letter says the relationship has ended without suggesting a reason.

Am I liable if they let the next client down?

The letter says it is based on your own dealings, is not a guarantee of future performance and is for the recipient's decision only. That helps, but a reference should still be honest and fair.

Does anyone else need to sign?

No. Only the referee signs for the company giving the reference. The business being recommended does not sign.

Use this template — free