Reference letter for a former employee, written in minutes
A past employee or coworker asks you for a reference letter for a new job. You want to help, but you also need to stay factual: dates, role, duties and how they did. This prompt has your todo.is agent write a clear, honest reference that confirms the facts and adds two real strengths, ready to sign as a PDF.
The prompt
- Write a reference letter for [EMPLOYEE NAME], who worked at [COMPANY NAME] as [THEIR JOB TITLE] from [START DATE] to [END DATE]. I was their [YOUR RELATIONSHIP, E.G. LINE MANAGER]. Main duties: [3-4 KEY DUTIES]. Strengths I can vouch for: [2-3 STRENGTHS WITH EXAMPLES]. Keep it factual and positive, under 300 words, addressed "To whom it may concern" unless I give a name. Include the employment dates, the role, why they left only if I say so, and my contact details for follow-up. Give me a Word file and a PDF ready to sign.
What to change
- [EMPLOYEE NAME]: Their full name.
- [COMPANY NAME]: Where they worked with you, e.g. "Harbor Lane Bakery".
- [THEIR JOB TITLE]: Their role, e.g. "Shift Supervisor".
- [START DATE]: Month and year is enough, e.g. "March 2023".
- [END DATE]: Month and year they left, e.g. "August 2026".
- [YOUR RELATIONSHIP, E.G. LINE MANAGER]: How you know them, e.g. "direct manager" or "team lead".
- [3-4 KEY DUTIES]: E.g. "opening the store, cash handling, training new staff, stock orders".
- [2-3 STRENGTHS WITH EXAMPLES]: E.g. "always on time, trained 6 new hires, handled complaints calmly".
Example result
- Reference letter
- Harbor Lane Bakery
- 14 Quay Street, Portsmouth
- To whom it may concern,
- I am writing to confirm that Marco Bianchi worked at Harbor Lane Bakery as a Shift Supervisor from March 2023 to August 2026. I was his direct manager for the whole of that period.
- Marco's main duties were:
- • Opening the shop at 6 a.m. and running the morning shift of four staff
- • Cash handling and end-of-day reconciliation
- • Placing weekly stock orders with our flour and dairy suppliers
- • Training new team members
- Marco was reliable from his first week. In more than three years I cannot remember him being late for an opening shift, which matters in a bakery where the first customers arrive before 7. He trained six new staff members, and two of them later became supervisors themselves.
- He also handled difficult moments calmly. When a delivery failed before a large wedding order, Marco found a second supplier, rearranged the bake schedule and the order went out on time.
- Marco left to move closer to his family, and we would gladly have him back. I recommend him for any role that needs responsibility, punctuality and good people skills.
- Please contact me if you would like more information.
- Yours faithfully,
- Helen Price
- Owner, Harbor Lane Bakery
- helen@harborlanebakery.example | 023 9400 0000
- Reference letter checklist
- • Confirm dates and job title exactly as in your records
- • Describe duties, then give one or two examples
- • Stay factual: avoid claims you cannot back up
How to do it with todo.is
- Copy the prompt and replace every [bracket] with the person's dates, role and strengths.
- Paste it into todo.is on the Today screen, or message your agent on Telegram.
- Your agent writes a one-page letter and makes a Word file and a PDF to sign.
- Ask for edits like "address it to Ms Lopez at Fernway" before you sign and send.
Tips for a better result
- Check the dates in your payroll or HR records first. A wrong date is the fastest way to make a reference look unreliable.
- Some companies only allow HR to confirm dates and job title. Check your company policy before giving a personal reference.
- If you can't say much good, keep it short and factual instead of exaggerating.
- Ask your agent to add your company logo: attach it and say "put this at the top".
reference letter: FAQ
- What is the difference between a reference letter and a recommendation letter? A reference letter is often general and confirms someone's work and character for any employer. A recommendation letter usually supports one specific job, program or award.
- What should a reference letter include? Your relationship to the person, their job title and dates, main duties, one or two strengths with examples, and your contact details.
- Can I give a negative reference? In many places you can, if it is true and fair, but rules differ by country. If you have doubts, confirm only dates and job title and check with HR.
- How long should a reference letter be? Usually under one page, around 200 to 350 words.
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