Letter of Reference for Past Employee

What is a letter of reference for a past employee?

A letter of reference is a written statement about a former employee's time at your organisation. Employers are often asked to provide these, sometimes years after the person has moved on. There is no legal obligation to write one, but if you do, it must be fair and accurate. Many employers choose to help former staff when they can.

The letter typically confirms basic employment details and may include your assessment of the person's abilities and character. How much you include depends on how well you knew the employee and how comfortable you feel making statements about their work.

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Before you write the letter

If the request comes from someone who left your organisation a long time ago, you may not remember much about their work. Where possible and appropriate, a short conversation or exchange of emails with the former employee can remind you of the details and give you a clearer picture of what they have done since leaving. In some cases, direct contact may not be practical or advisable, particularly if there were difficulties during their employment.

You should also check what records you still hold. Employment dates, job titles and basic responsibilities are straightforward to confirm from personnel files. If you kept any performance reviews or notes from their time with you, these may help you recall specifics about their contributions.

Be honest with yourself about what you can fairly say. If you barely remember the person or have concerns about their work, it is better to offer a brief factual reference than to write something that overstates your knowledge or their abilities.

If you decide not to provide a reference at all, be aware that this can create difficulties for the former employee. Some employers view a missing reference with suspicion, even when the reasons are entirely practical.

Your situation may be slightly different. ask a question below ↓ and our editorial team will reply with our advice.

What to include in the letter

A reference for a past employee will usually cover several key points:

• The dates they worked for you, including start and end dates
• Their job title or titles if they held more than one role
• A summary of their main responsibilities
• Your assessment of their performance, if you feel able to provide this
• Any reason for leaving, if you know it and the employee is happy for you to share it

If you have stayed in touch with the person, you may be able to add useful context. You might mention that they completed further training, took on more senior roles elsewhere, or developed particular skills relevant to the position they are now seeking. Including this information can help a prospective employer understand how the candidate has progressed, but only do so if you have genuine knowledge of their career since leaving.

Where you cannot speak to anything beyond the basic facts, a simple confirmation of employment is still useful. Many organisations accept this type of factual reference without expecting detailed commentary.

Format and tone

This is a formal business letter, so it should follow a professional format. Include your organisation's name and address at the top, along with the date. Address the letter to a named person if you have their details, or use a general salutation such as "To whom it may concern" if you do not.

Keep the language straightforward and neutral. State the facts clearly and avoid vague or exaggerated praise. If you are recommending the person, say so plainly and briefly explain why.

Close the letter with your name, job title and contact details. The recipient may wish to follow up with questions, so providing a phone number or email address is helpful.

Be aware that anything you write in a reference can potentially be seen by the employee, and you could face legal consequences if you include false or misleading statements. Stick to what you know to be true and can support if challenged.

The ACAS website has guidance on writing references and what employers should consider, though for complex situations you may wish to seek legal advice. For questions about data protection when handling former employees' records, the Information Commissioner's Office provides useful information on how long you can keep personal data and how it should be used.

A well prepared reference, even if brief, can assist a former employee in their job search. A short factual letter may still be appreciated, though not every reference will directly influence hiring decisions.

The Next Step

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