Reference Letter Style Guide

{{company_name}}

{{company_address}}

Phone: {{phone}} | Email: {{email}} | Web: {{website}}

Reference Letter Style Guide

This guide provides a structured framework for reference letter style guide at {{company_name}}. It is designed for use by managers, interviewers, and HR business partners and should be applied consistently across all relevant engagements.

When to Use This Guide

• When preparing for a structured interaction with an employee or candidate
• When training new managers or interviewers on Company practice
• When auditing or reviewing the quality of existing processes

Preparation Checklist

1. Review the role description, key competencies, and success criteria.
2. Confirm logistics — date, time, location or video link, attendees.
3. Distribute supporting documents to all participants at least 24 hours in advance.
4. Prepare your questions and a scoring rubric.
5. Ensure compliance with all applicable data protection and DE&I requirements.

Suggested Structure

Sample Questions

1. Tell me about a recent situation that best illustrates your approach to this area.
2. What outcome did you achieve, and how did you measure success?
3. What would you do differently with the benefit of hindsight?
4. How do you ensure inclusivity in your day-to-day work?
5. Where would you like to develop further?

Scoring Rubric

Post-Interaction

• Complete the scorecard within 24 hours.
• Submit notes via the Hiring Manager Debrief Form.
• Provide feedback to the candidate or employee as agreed.

Acknowledgement & Signatures

By signing below, both parties confirm they have read, understood, and agreed to the terms of this document.

Purpose & Context

This reference is issued by {{company_name}} regarding {{employee_name}}, who was employed as {{job_title}} in {{department}}. It is intended for legitimate employment, academic, or professional purposes only.

Employment Summary

Performance & Contribution

• Consistency in meeting and exceeding role expectations during the tenure described.
• Specific outcomes and projects delivered by the individual.
• Demonstrated technical and behavioural strengths observed by the manager.
• Areas for continued development, where appropriate.

Conduct & Compliance

During their tenure, the individual was employed in good standing and there are no disciplinary matters disclosed in this reference. Any non-disclosure obligations between the parties remain in force.

Recommendation Statement

Based on direct working experience, we recommend {{employee_name}} for opportunities aligned with the strengths described above. We are available to discuss this reference further upon written request and with the individual's consent.

Disclaimer

This reference reflects the personal and professional opinion of the named referee based on direct working experience and the records available at the time of issue. It is provided in good faith and without legal liability to {{company_name}} or the referee.

Document Control