Offboarding
Reference Letter Email Template
Write a professional reference letter for a departing employee highlighting their contributions and skills.
When to use this template
A departing employee has requested a reference letter and you want to provide a strong, professional recommendation that highlights their skills, achievements, and character.
Example subject line
Professional Reference Letter for Sarah Mitchell — Senior Marketing Manager
Tips for writing this email
- Open with your name, title, and how long you worked with the employee to establish your credibility as a reference.
- Include two or three specific accomplishments with measurable results — such as "increased quarterly sales by 22 percent" — rather than generic praise.
- Highlight both hard skills relevant to their field and soft skills like leadership, collaboration, or problem-solving that make them a well-rounded candidate.
- Close with a clear, unequivocal recommendation and offer your contact information for follow-up questions from prospective employers.
What to avoid
- Do not write a generic letter that could apply to anyone — tailor it to the specific employee's role, strengths, and achievements.
- Avoid including any negative feedback, performance issues, or reasons for departure — a reference letter should be wholly positive or not written at all.
- Do not exaggerate accomplishments or inflate titles — future employers may verify the claims and dishonesty damages everyone's credibility.
- Avoid making the letter too long — one page is the standard expectation and anything longer is unlikely to be read in full.
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Generate This EmailFrequently Asked Questions
How long should a professional reference letter be?
One page is the standard expectation. Keep it concise with specific examples and measurable achievements. Anything longer is unlikely to be read in full by prospective employers.
What makes a reference letter credible?
Include your title, how long you worked with the person, specific accomplishments with quantifiable results, and a clear, unequivocal recommendation. Vague praise without examples carries little weight.
Can I decline to write a reference letter for a departing employee?
Yes. If you cannot write a genuinely positive letter, it is better to decline than to write a lukewarm one. Let the employee know so they can ask someone else who can speak more strongly to their strengths.
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Exit Interview Invitation
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Last Day Announcement Email
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