Reference Letter Template (Word)
Use when writing a reference for a current or former employee applying for a new job or study opportunity.
How to edit this template
- 1Replace everything in square brackets with your own details, then delete the brackets.
- 2Write this on company letterhead if possible, and include your contact details so the recipient can verify the reference.
- 3Be specific about the employee's role, strengths, and achievements rather than using generic praise.
- 4A filled-in example is included below — use it as a guide for tone and length, not for copying word-for-word.
Before you submit it
- Confirm the recipient's latest format, document and submission requirements on its official website.
- Replace every example name, date, address and reference number with your own accurate information.
- Remove personal information that the recipient has not asked for, especially when sending the document by email.
- Check whether the final document must be signed, witnessed, commissioned or certified before submission.
Filled-in example
[Company Name] [Company Address] [Company Phone Number] | [Company Email Address] [Date] TO WHOM IT MAY CONCERN RE: REFERENCE LETTER FOR [Employee's Full Name] This letter serves to confirm that [Employee's Full Name] was employed at [Company Name] as [Job Title] from [Start Date] to [End Date, or 'to present']. During this time, [Employee's First Name] was responsible for [summary of key duties and responsibilities]. I found [Employee's First Name] to be [key strengths, e.g. reliable, hardworking, a strong communicator]. Notable achievements include [specific achievement or contribution]. I would [recommend / highly recommend] [Employee's First Name] for any role that requires [relevant skills or qualities]. Please feel free to contact me at [Company Phone Number] or [Company Email Address] should you require any further information. Yours faithfully, [Referee's Full Name] [Referee's Job Title] [Company Name] Filled-In Example Sunrise Café & Deli 22 Main Road, Sea Point, Cape Town, 8005 021 555 6677 | info@sunrisecafe.co.za 14 August 2026 TO WHOM IT MAY CONCERN RE: REFERENCE LETTER FOR ZANELE MBEKI This letter serves to confirm that Zanele Mbeki was employed at Sunrise Café & Deli as Front-of-House Supervisor from June 2022 to July 2026. During this time, Zanele was responsible for managing daily front-of-house operations, training new waitstaff, and handling customer queries and complaints. I found Zanele to be reliable, hardworking, and an excellent communicator under pressure. Notable achievements include reorganising our booking system, which reduced table wait times by 25%. I would highly recommend Zanele for any role that requires strong customer service and team leadership skills. Please feel free to contact me at 021 555 6677 or info@sunrisecafe.co.za should you require any further information. Yours faithfully, Marco Pienaar Owner Sunrise Café & Deli
Guides that explain this process
Free government job-seeker support in South Africa: how to use SAYouth.mobi (zero data), register on ESSA with the Department of Employment and Labour, and get NYDA support — plus job scam warnings.
Plain-English guide to employee rights in South Africa: working hours, leave, dismissal, unfair labour practice, and how to refer a dispute to the CCMA.
Plain-English explainer on how jobs are created in South Africa: private sector growth, the EPWP, the Presidential Employment Stimulus, and why unemployment stays above 33%.