How to write a character reference letter for employment

Resumes, cover letters, and interviews are all valuable tools for assessing job candidates. However, sometimes a hiring manager needs a bit more information to make a decision, for example, in situations requiring someone with high ethical standards or when the candidate is new to the workforce or a particular industry. 

Usually, the best way to get that information is to ask a third party for a character reference letter. 

While character reference letters are sometimes used in other situations, such as resolving legal matters or assessing rental applicants, they are primarily used for employment purposes. In this context, a well-written letter can make one candidate stand out from another; it can also inspire confidence that a particular person is right for the job.  

In this article, we’ll cover all the essentials related to employment reference letters, including how to write one, tips for writing them well, examples, plus a few things to avoid. And if you find yourself wanting a jump start, take advantage of Jotform’s free character reference letter template, which makes easy work of what can often be a complicated task. 

What is a character reference letter for employment?

A character reference letter for employment (also referred to as a personal reference letter) is written by someone who knows the candidate well on a personal level. It informs a potential employer about a candidate’s moral and ethical qualities, so the reader can determine if the candidate is suitable for the job.

The recruitment process doesn’t always require character reference letters. They are more common for certain job types, particularly those requiring a high level of integrity, such as teacher, counselor, or childcare worker. Hiring managers may also request these letters from candidates who have employment gaps on their resume or little to no relevant professional experience, which would be the case for someone applying to an entry-level role, internship, or graduate program.   

Character vs professional reference letters

Sometimes a prospective employer might ask for a professional reference letter in addition to a character reference letter. A professional reference letter focuses on the candidate’s job performance and skills, and is usually written by a coworker or former boss. 

Both types of letters could be requested when the role demands someone with certain personal qualities as well as specific professional skills. Here’s a quick summary of the differences between the two types of letters:

Who should write an employment character reference?

Character reference letters can come from several types of people, assuming they have a good relationship with the person they are writing about. These categories include current and/or former

• Teachers: Teachers can speak to a candidate’s work ethic, personality, strengths, and weaknesses. For example, they might be able to tell how hard someone worked to overcome a difficult learning challenge.  
• Coaches: Coaches interact with the candidate outside the classroom and can speak about qualities like leadership, sportsmanship, and resilience, as well as collaborative skills. A candidate who supports others and fosters teamwork on the field could be the perfect fit for a leadership role. 
• Volunteer coordinators: Someone who has volunteered alongside the candidate could speak to their level of commitment, positive attitude, and trustworthiness. Follow-through on responsibilities and a sense of optimism are valuable character traits for nearly any job.  
• Community leaders: If a candidate has been involved in community initiatives, a community leader can highlight their dedication to public service, integrity, and ability to influence others. 
• Long-term acquaintances: Neighbors, customers, business colleagues, and anyone else outside of family and friends could also provide valuable insights. For example, a longtime neighbor may have had opportunities to witness the person’s helpfulness to nearby families over the years, or a business colleague might be able to shed light on the person’s reputation as a businessperson or their mentorship of young professionals. 

Keep in mind that family members and friends are not usually considered credible sources because they tend to be biased and may have more difficulty viewing the candidate through a professional or community lens. Even if you believe a family member’s input could be useful, the hiring manager may not agree, so it’s best to avoid these sources altogether. 

Complete employment character reference example

Dear Hiring Manager,

I am honored to write this character reference letter for Stacy DeMarcs, who is applying for a counseling position at your organization. As the volunteer coordinator at Friendship Family, I have had the pleasure of working alongside Stacy, who has volunteered with us for the past 18 months. I can confidently say she possesses the qualities and skills essential for success in a counseling role.

Over the course of her 180 volunteer hours, Stacy showed great initiative by developing outreach materials that helped increase community participation in our mental health workshops by 20 percent over six months. Previously, we had been struggling with a downturn in attendance, but her excellent communication skills and attention to detail enhanced our program’s visibility and accessibility. She reworked our brochures and created a social media campaign to get the word out. The result was a substantial increase in attendance and public inquiries.

Stacy collaborated effectively with our team and consistently met deadlines, adapting to the evolving needs of our programs. Her dedication often extended beyond her usual volunteer hours; she frequently volunteered additional time to support clients and assist with fundraising events that raised over $18,000 to benefit our counseling services.

Stacy also contributed significantly to our community support programs, consistently demonstrating outstanding reliability and professionalism. She helped organize and facilitate support group sessions, where her empathy and listening skills contributed to creating a safe and welcoming environment for participants. Her compassionate nature truly shone through, helping individuals feel heard and valued.

In all interactions, Stacy maintained a high level of professionalism, integrity, and respect for confidentiality, all essential traits for a counseling internship. Her combination of compassion, reliability, initiative, and professionalism makes her exceptionally well suited for this opportunity.

I wholeheartedly recommend Stacy as an addition to your counseling team. Please feel free to contact me at 203-5555 or mtryonx@ggmail.com for any further information or questions.

Sincerely,
Megan Tryon
Volunteer Coordinator
Friendship Family

How to write your employment character reference

Follow these steps to craft an effective character reference letter.

Step 1: Understand the job requirements.

To make an impact on the hiring manager, your letter must convey information that is relevant to the role the candidate is applying for. 

Before you begin writing, review job postings that are similar to the role, to identify important soft skills. Think of the person you’re writing about, and recall when you’ve seen them demonstrate those qualities. Include the strongest examples in your letter.

Step 2: Write one or two examples.

Plan how you’ll present the examples in your letter. The best way to do this is using the STAR method: 

• Situation: Set the stage by describing the challenge or scenario. 
• Task: State what needed to be done to address the challenge.
• Action: Describe the steps the person took to achieve the goal or set things right. 
• Result: State the outcome of the person’s actions. 

Try to be as specific as possible, so the reader clearly understands and feels confident about this person’s impact. For example 

Make sure your examples focus on the role’s most valuable traits, whether that’s a good work ethic, leadership ability, problem-solving, communication, integrity, or something else.

Step 3: Write a compelling opening.

Your opening should quickly establish your credibility by stating your relationship to the person, the length of time you’ve known them, and your high opinion of their character. Depending on your relationship with the person, use one of the following formulas:

If you’re a volunteer coordinator:

I am honored to write this character reference letter for [applicant], who is applying for a [role] position at your organization. As the [your role] at [your organization], I have had the pleasure of serving alongside [applicant] for [x] years. I can confidently say [pronoun] possess/es the qualities and skills essential for success as a [role].

If you’re their coach: 

I am delighted to recommend [applicant] for the [role] position at your organization. As [pronoun] coach for the past two years on the [sport/team name] team at [school name], I have witnessed [applicant] demonstrate unwavering dedication, exemplary teamwork, and mature leadership both on and off the field. 

If you’re their teacher: 

It is my pleasure to recommend [applicant] to your organization. As [pronoun] teacher at [school name] for the past [x] years, I have watched [applicant] excel in both academic and extracurricular settings. [Pronoun] is/are an engaged learner who consistently demonstrates initiative, intellectual curiosity, and a high level of integrity, qualities that make [pronoun] exceptionally well suited for this opportunity.

Step 4: Build strong body paragraphs.

After the opening, organize your content into three main paragraphs:

1. One paragraph on professional traits tied to specific examples and metrics: For example, if someone is organized, has a knack for social media marketing, or excels with technology, point out these traits, and be specific about how they helped you or your organization. 
2. One paragraph on soft skills, teamwork, or cultural fit: The person may have quickly assimilated to your team, interacted well with customers, or demonstrated a high level of creativity. Again, provide details on how those skills impacted you. 
3. One paragraph on growth potential or adaptability: Describe a positive change in the person over time, to show they are capable of changing or adapting to situations.  

Remember to avoid unrelated personal stories, and keep your timelines clear.

Step 5: Close with confidence.

Write a strong closing that restates your endorsement, references two key traits, and names the target role. You can also offer to speak with the hiring manager personally to provide more information if necessary. Use this template:

In summary, I enthusiastically endorse [applicant] for the [role] position, based on [pronoun] [trait #1] and [trait #2], which I have observed consistently since I’ve known [pronoun]. I am confident that [pronoun] will excel in this position and contribute positively to your team. Please feel free to contact me at [your phone number] or [your email address] if you need any additional information or wish to discuss [applicant]’s qualifications further.

Step 6: Format the letter professionally.

Organize and present the letter professionally to make a good impression. Check to make sure it meets the following criteria: 

✅Arranged in a business letter format (your full name and contact information at the top, followed by the date, the recipient’s address, and a salutation)

✅Updated with your current position, company name, and contact information

✅Kept to one page

✅Saved as a PDF 

✅Signed with digital signatures, if necessary

Note that PDF is the preferred format because it maintains the document layout no matter what device or operating system the reader uses, and it prevents edits. PDFs are also accepted by all digital platforms and applicant tracking systems. 

Industry-specific tips for employment references

Different industries value different traits. Here’s a handy list you can use to focus on the traits that are most important in a variety of roles:  

• Tech/startup: Initiative, eagerness to learn, problem-solving ability, communication skills, adaptability
• Healthcare: Empathy, reliability, professionalism, patience, attention to detail
• Finance: Attention to detail, integrity, analytical, organized, leadership skills
• Education: Self-aware, communication skills, patience, collaboration, passion for lifelong learning, creativity 
• Retail/service: Patience, friendliness, multitasking ability, confidence, collaboration skills, drive

Start your employment character reference

Getting a job is no easy feat, especially for someone with limited traditional work experience, but a great character reference letter can help. 

Applicants who can show they have personal qualities that would help them succeed in a particular job are attractive to employers. As a result, they may have a leg up in securing an interview.   

Using the guidance and examples in this article, you can craft a strong endorsement that’s both relevant and impactful. But if you need a framework to make it all hang together quickly, try Jotform’s character reference letter template. Personalize it with your own examples, and add your organization’s branding to boost credibility and professionalism. You can even send it off to the necessary parties for digital signatures. Using this template (or any of our other recommendation letter templates) will save you time and ensure your letter makes a meaningful impact.