HR & employment 2 signers 1 page 12 blanks to fill in

Employee Reference Letter Template

Write a fair, accurate reference for a current or former employee — and have them sign their consent before it goes to the new employer.

Use this template — free See the agreement Signers don’t need an account
Employee reference letter
The blanks in brackets are what you fill in. FileIt adds each signer’s signature and date boxes.
Employee 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 employee reference letter?

When a good employee moves on, a written reference helps them land the next role. It also needs care: a reference should be true, fair and based on what you actually know. Having the employee sign their consent before you send it avoids any question about sharing their information.

This letter confirms the employee's dates and job title, explains how you know their work, describes their main duties and their strengths and achievements, and ends with the level of recommendation you choose — from "without reservation" to simply confirming the facts. It includes a good-faith statement and limits the reference to the hiring decision it's given for. The employee signs to consent to it being shared with the person it's addressed to.

Best for
Current or former employees applying for new jobs
Signed by
The referee, and the employee to consent to sharing
Recommendation
Three levels, from without reservation to facts only
Length
1 to 2 pages

When to use a employee reference letter

  • A former employee applying for a role at another company
  • A current employee applying for a course, scholarship or volunteer post that asks for an employer reference
  • An employee leaving after a restructuring who wants a reference in hand
  • Responding to a hiring manager's written reference request
  • A factual reference where your policy limits what managers may say

What you fill in

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

1 The letter

  • Company name*
  • Letter date*
  • Addressed to

2 The employee

  • Employee's full name*
  • Job title(s) held*
  • Employed from*
  • Employed until
  • How you know their work*

3 The reference

  • Main duties*
  • Strengths and achievements*
  • Recommendation* I recommend them without reservation · I recommend them · I am happy to confirm the facts above
  • Your contact details for follow-up

4 Who signs

  • Referee signature and date, job title · The manager or HR person giving the reference.
  • Employee signature and date · Signs to consent to the reference being shared with the recipient.

What the employee reference letter covers

  1. Role and duties
  2. Strengths and achievements
  3. Recommendation

Using the employee reference letter, step by step

1 Address the letter

Enter the recipient's name and company if you know them, or leave "To whom it may concern".

2 Confirm the facts

Enter the employee's job title, start date and end date (leave the end date empty if they still work for you), and how you know their work.

3 Describe their work

Summarise their duties, then their strengths and achievements with specific examples. Choose the level of recommendation.

4 Send for signatures

Sign as the referee and send to the employee to consent. Then share the signed PDF with the recipient.

Tips before you send it

  • Stick to what you know first-hand or from records. Avoid speculation or comments on health or personal life.
  • If your company has a policy of factual references only, choose "I am happy to confirm the facts above" and keep the strengths section short.
  • Use the employment verification letter instead when someone only needs proof of employment or income.
  • Keep a copy of every reference you give.

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 employee reference letter template — it’s free

Employee reference letter: frequently asked questions

Is this the same as an employment verification letter?

No. A verification letter only confirms facts such as job title, dates and pay, usually for a landlord or lender. A reference letter also describes the person's work and recommends them.

Why does the employee sign?

To confirm they consent to the reference being shared with the person it's addressed to. It also lets them see what's been written.

Can I give a reference that isn't positive?

A reference must be true, accurate and fair. Choosing the facts-only option lets you confirm dates and role without a personal recommendation.

How do I send the signed reference to the new employer?

Once both have signed, download the signed PDF from FileIt and send it to the recipient.

Use this template — free