How to Write a Character Reference Letter + Example
This guide explains how to write a character reference letter that highlights personal qualities rather than work history. You’ll learn when a character reference is needed, who should write one, and how to structure it, with examples and a ready-to-use template.
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What is a character reference letter?
A character reference letter is a written statement that supports your application by focusing on personal qualities rather than your work history. It is usually written by someone who knows you outside of a formal employment relationship, such as a teacher, mentor, coach, community leader, or family friend.
Unlike an employment reference, which describes job performance and responsibilities, a character reference highlights traits that show how well you work with others, including:
- Reliability and trustworthiness
- Communication and interpersonal skills
- Attitude, values, and work ethic
- How the person interacts with others
Because it focuses on character rather than job duties, this type of reference offers a different perspective to an employment CV. It can help recruiters understand how well you’ll perform with others in a new workplace.
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When do you need a character reference letter?
A character reference is typically requested when an employer needs more context about a candidate beyond their work history. It helps fill gaps, provide reassurance, or highlight strengths that may not be obvious from a CV alone.
You may be asked to provide a character reference if:
- You have little or no formal work experience
This is common for students, school leavers, and first-time job seekers who may not yet have an employment referee. - You are changing careers
A character reference can help demonstrate transferable qualities such as reliability, communication, and adaptability when your previous roles are not directly related. - You cannot provide a recent employer reference
For example, if a previous employer is no longer available or unable to respond, a character reference can act as a supporting alternative. - The role places a strong emphasis on trust or personal responsibility
Jobs in care, education, volunteering, or community-facing roles often value character and attitude as much as experience.
In these situations, a character reference works best when it supports the information already included in your CV.
Who can be a character reference?
Use the steps below to write a character reference letter that adds real value to an application:
1. Start by explaining who you are and your relationship to the candidate
Begin the letter by introducing yourself and explaining how you know the person. This helps establish your credibility as a referee.
Include:
- Your name and role (if relevant)
- How do you know the candidate
- Nature of your relationship
This context allows employers to understand why your opinion can be trusted.
2. State how long you’ve known them
Next, explain how long you’ve known the candidate and in what capacity. A longer relationship can add weight, but clarity matters more than duration.
For example:
- “I have known Alex for three years as their volunteer supervisor…”
- “I have been Jamie’s neighbour for over five years…”
3. Highlight key personal qualities relevant to the role
Focus on two or three traits that align closely with the job description. These might include reliability, communication skills, teamwork, or a strong work ethic.
Where possible, link these qualities back to situations that demonstrate responsibility or professionalism, rather than listing traits in isolation.
4. Support your points with short examples
Employers value evidence. Brief examples help bring personal qualities to life and make the reference more convincing.
Good examples are:
- Specific but concise
- Relevant to the role
- Focused on positive behaviour or outcomes
5. Clearly recommend the candidate
End the main body of the letter by stating that you recommend the candidate and believe they would be a positive addition to an organisation or team.
This section should be confident but genuine, avoiding exaggerated or overly emotional language.
6. Include your contact details
Finish the letter by inviting the employer to get in touch if they need further information. Include:
- Your full name
- Your relationship to the candidate
- An email address or phone number
This reinforces transparency and credibility.
Character reference letter template
Use the template below as a starting point when writing a character reference letter. It follows a professional structure and can be adapted to suit different roles or situations.
Dear [Hiring Manager’s Name] / To Whom It May Concern,
I am writing to provide a character reference for [Candidate’s Full Name], whom I have known for [length of time] in my capacity as [your relationship to the candidate].
During this time, I have come to know [Candidate’s First Name] as a [describe 1–2 key personal qualities relevant to the role, such as reliable, trustworthy, or hardworking] individual. They consistently demonstrate [another relevant quality], particularly in situations that require [responsibility, teamwork, communication, or initiative].
One example that stands out is [brief, specific example that shows the quality mentioned above]. This demonstrated [positive outcome or behaviour] and reflects the standards they bring to everything they do.
Based on my experience, I have no hesitation in recommending [Candidate’s First Name]. I am confident they would be a positive addition to any team or organisation.
If you require any further information, please feel free to contact me using the details below.
Yours sincerely,
[Your Full Name]
[Your relationship to the candidate]
[Phone number or email address]
How to tailor this template
- Match the qualities and examples to the job description
- Keep the letter to one page
- Use professional language, even if the relationship is informal
- Avoid repeating information already covered in the CV
Character reference examples
The examples below show how a character reference letter can be structured in different situations. Each follows the same format as the template above and focuses on personal qualities rather than job performance.
Character reference example from a volunteer supervisor
Dear Hiring Manager,
I am writing to provide a character reference for Daniel Morris, whom I have known for three years in my role as volunteer coordinator at a local community centre.
During this time, Daniel has consistently demonstrated reliability, respect, and commitment. He regularly supported weekend activities and was always willing to help when additional assistance was needed.
One example that stands out is when Daniel stepped in at short notice to support a community event after another volunteer became unavailable. His calm approach and willingness to take responsibility ensured the event ran smoothly.
Based on my experience, I have no hesitation in recommending Daniel. I am confident he would bring the same positive attitude and dependability to any working environment.
Please feel free to contact me if you require any further information.
Yours sincerely,
Karen Hughes
Volunteer Coordinator
[Contact details]
Character reference example for a student or graduate
To Whom It May Concern,
I am pleased to provide a character reference for Aisha Khan, whom I have known for two years as her university tutor.
Aisha is a highly motivated and dependable individual with a strong sense of responsibility. She consistently approached her studies with focus and demonstrated excellent communication skills when working on group projects.
On several occasions, Aisha supported fellow students by organising study sessions and offering guidance ahead of deadlines. This reflected both her leadership qualities and her willingness to support others.
I am confident that Aisha would be a valuable addition to any organisation and I fully recommend her for future opportunities.
Yours sincerely,
Dr Michael Reed
University Tutor
[Contact details]
Personal character reference example for a career changer
Dear Hiring Manager,
I am writing to provide a character reference for Laura Bennett, whom I have known for over five years as a neighbour and family friend.
Laura is a trustworthy and organised individual who approaches everything she does with care and professionalism. She is dependable and consistently follows through on commitments.
One example of this is when Laura took responsibility for managing a neighbourhood initiative, coordinating schedules and communication to ensure everyone was informed and involved. Her attention to detail and calm manner made a real difference.
I have no hesitation in recommending Laura and believe she would bring strong personal values and a positive attitude to any role she undertakes.
Yours sincerely,
Emma Collins
Neighbour
[Contact details]
Character reference example in a CV
A character reference letter is not usually included in full within a CV. Instead, it is referenced briefly to indicate that a personal referee is available upon request.
If you choose to mention a character reference on your CV, it should appear in a short references section at the end of the document.
Example:
References available on request
Character reference: Karen Hughes, Volunteer Coordinator
This approach keeps your CV concise while signalling to employers that a character reference can be provided if needed. If an employer asks for the reference at a later stage, you can then submit the full character reference letter separately, alongside other supporting documents.
Common mistakes to avoid in a character reference letter
Even well-intentioned character references can lose impact if they include unnecessary details or avoidable errors. Being aware of these common mistakes will help ensure the letter supports the application rather than weakening it.
Being too vague
Statements like “they are a nice person” or “very helpful” don’t give employers anything meaningful to assess. Personal qualities should be specific and relevant to the role.
Repeating the CV word for word
A character reference should add context, not duplicate what’s already listed on the CV. It works best when it reinforces key strengths from a different perspective.
Using an overly casual tone
Even if the referee knows the candidate personally, the letter should remain professional and job-focused.
Including irrelevant or personal information
Details that don’t relate to employability, such as family circumstances or unrelated anecdotes, should be avoided.
Mentioning weaknesses or negative traits
A character reference should be entirely positive. If the referee cannot confidently recommend the candidate, they should decline to write the letter.
Forgetting contact details
Employers may wish to verify a reference. Missing contact information can reduce credibility.
How to ask someone for a character reference
Asking someone for a character reference can feel awkward, but it’s a common request, and most people are happy to help when asked politely. The key is choosing the right person and giving them enough information to write a strong, relevant letter.
Who to ask
Choose someone who:
- Knows you well enough to comment on your character
- Has seen you in situations that show responsibility or reliability
- Is willing to provide contact details if requested
How to ask
- Ask in advance so the person has time to respond
- Explain what the role or opportunity is
- Share the job description or key requirements
- Let them know the reference should be no more than one page
Example request message
You can adapt the message below when asking for a character reference by email or in writing.
Dear [Name],
I’m currently applying for a role as [job title] and wanted to ask if you would be willing to provide a character reference for me.
The reference would focus on my personal qualities that are relevant to the role, and it would only need to be around one page. I’m happy to share the job description or any additional details if that would be helpful.
Please don’t feel any pressure to say yes. I completely understand either way.
Thank you for considering it.Kind regards,
[Your name]
Key takeaways
- Character reference letter supports a job application by highlighting personal qualities rather than work history.
- It’s most useful when you have limited experience, are changing careers, or cannot provide a recent employer reference.
- Strong character reference should come from someone credible and objective who knows you well enough to give relevant examples.
- The letter should stay professional, concise, and tailored to the role, focusing on qualities that matter to employers.
- Character references work best when they support a well-written CV, rather than replacing it.
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Meet Andrew Smith – an accomplished English copywriter with a strong background in SEO optimisation. Passionate about producing engaging content, Andrew has written across various fields, including health and fitness, security, travel, and tourism.
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