6 steps to writing a character reference that gets someone hired
So your colleague’s just landed a final interview, or your friend is up for their dream job. Now, they’ve asked you to write a character reference to help them seal the deal. No pressure, right?
Character references are commonly requested during the final stages of the hiring process. They’re documents that give employers insight into a candidate’s soft skills, values, and personality – things that matter just as much as technical know-how.
If you’ve been asked to write a character reference for a friend or colleague, this guide will walk you through it step by step. Discover tips to write a powerful reference letter, and use our helpful templates and examples to guide your writing.
What’s a character reference?
A character reference – sometimes called a “personal reference” – is a letter that highlights a person’s traits, values, and personal strengths. Unlike a professional reference, which speaks to someone’s skills or performance in the workplace, a personal reference focuses on who they are as a person.
Typically, a character reference will endorse positive qualities like honesty, empathy, resilience, adaptability, and the ability to work well with others. Your goal is to give the hiring manager confidence that the applicant will be a positive addition to their team.
Character reference vs professional reference
Here’s a closer look at the key differences between both types of references:
Character reference | Professional reference |
Focuses on personal traits, ethics, and soft skills | Focuses on work performance, achievements, and technical skills |
Often written by a friend, mentor, coach, teacher, or someone outside the workplace | Usually written by a current or former manager, team leader, or work colleague |
Useful for entry-level candidates, those switching careers, or roles requiring strong values | Useful for demonstrating job-specific experience and capabilities |
Both types of references are valuable, but in different ways. If you’ve been asked to write a character reference, it means the employer is looking to understand the applicant’s personality and how they might fit into the company’s culture.
Selecting a character reference
If you’re the one asking someone to write a reference for you, choosing the right person is key. Consider these key factors to help you pick the best person for the job:
Your relationship with them: While it might be easy to ask a friend or family member to be your reference, a hiring manager might see their endorsement as biased. Think about people who know you well but can offer a more objective opinion, such as a coach or former teacher.
Their status and position: A reference from someone with a leadership role – especially in your industry – can carry more weight. Look for character references that can give you that edge, such as an industry mentor or a former business contact.
How well they know you: Your referee should be able to speak confidently about your values, attitude and behaviours. Don’t ask someone who doesn’t know you personally or hasn’t worked closely with you.
Their opinion of you: This might seem obvious, but it matters. Your reference should genuinely like you and speak of you in a positive light. A strong endorsement reads clearly – and so does a lukewarm one.
How to write a character reference for a job
Some employers may give you clear guidelines or a template to use, while others will be more flexible. But if you're starting from scratch, here’s a simple step-by-step guide:
Step 1: Look through the job description
Before writing, ask the applicant for a copy or link to the job ad. Take note of any traits, values, or soft skills the employer is looking for – these are the qualities you’ll want to highlight.
For example, if the job description mentions adaptability and communication skills, you can describe a time when the applicant kept their team motivated during a challenging group project.
Tip: ask the person if there’s anything specific they’d like you to include. They may know which traits or skills are particularly valuable in their industry or role.
Step 2: Introduce yourself
In the introduction paragraph of your character reference, start by saying who you are, your relationship with the applicant, and how long you’ve known them.
You can also include details that boost your own credibility, such as your qualifications and the position you hold in your company.
Example: “My name is Sarah Bennett, and I’ve known Jake for over five years. We met through a community volunteer program where I served as a team leader, and Jake quickly became one of our most dependable volunteers.”
Step 3: Describe the person’s skills and qualities
In the body of your letter, focus on the key traits or qualities that make the person stand out – 3 is a good rule of thumb. Pick positive qualities that align with the job description or that you’ve personally seen them display.
Example: "Jake is incredibly dependable, with a strong sense of responsibility. He brings a positive energy to group situations and has a knack for communicating with people from all backgrounds."
Step 4: Back up your claims with key examples
Show, don’t just tell. For each trait you mention, include a brief anecdote or example that brings it to life.
If you’re stuck for ideas, think back on moments when this person took the initiative to support you or someone else. Did they help you solve a problem or manage a project? Did they show kindness to someone in need?
Example: "During our annual fundraiser, Jake took the initiative to organise a small team of volunteers, solving issues on the fly when a vendor didn’t show up. Thanks to his quick thinking, the event ran smoothly and we raised more than our target amount."
Step 5: Conclude with a strong endorsement
Wrap up on a strong note by reinforcing your support. Highlight why you believe this person is a great fit for the role and would add value to the company.
Finally, leave your contact details and invite the hiring manager to get in touch with you.
Example: "I have every confidence that Jake would be a valuable asset to your team. His integrity, reliability and positive attitude make him an excellent choice for this role. Please don’t hesitate to contact me at [email] or [phone number] if you have further questions."
Step 6: Proofread and edit
Before you hit send, take a moment to check for:
Spelling and grammar errors
Missing information (like your contact details)
Tone of voice – does it sound warm, professional, and sincere?
As a final check, read your letter out loud to spot any awkward phrasing.
What to know before agreeing to write a character reference
Being asked to write a character reference is a compliment. But before you agree, make sure you can say ‘yes’ to all three of these questions:
Do you know the person well enough to speak confidently about their strengths?
Can you sincerely vouch for them in a positive light?
Do you have time to write a thoughtful and tailored letter?
If you’re unsure or don’t feel you’re the right person for the job, it’s okay to politely turn them down. Simply say: "Thanks so much for asking – I’m flattered, but I don’t think I know you well enough to write a strong reference. Would [insert name] be a better option?"
Get started with this character reference template
Ready to start writing? Here’s a basic template with all the key components to include in your character reference:
Dear [Hiring Manager’s name], My name is [Your Name], and I’ve known [Applicant’s Name] for [X years] through [explain your relationship – e.g., volunteer work, coaching, community group]. [Applicant’s Name] has consistently impressed me with their [insert 2–3 positive qualities] – qualities I believe would make them an excellent fit for your team. For example, [describe a specific situation that highlights one or more of the applicant’s strengths]. I have no doubt that [Applicant’s Name] would bring [insert positive trait or outcome] to your organisation. Please don’t hesitate to contact me at [insert contact info] if you’d like to discuss further. Sincerely, |
Character reference examples for inspiration
To give you some ideas on how to customise your character reference, check out some of our sample letters:
Example 1: Character reference for a friend
Dear Ms Peterson, My name is Charlie Grant, and I’ve known Olivia Parker for over seven years through our local community theatre group. I’ve worked closely with her in both creative and leadership roles. Olivia is thoughtful, reliable, and incredibly hardworking. During one production, she volunteered to take on costume coordination in addition to her own performance role, juggling all her tasks with grace and attention to detail. She brings a calm presence and shows up for others – qualities that make her not just a valued collaborator but a great friend. I believe she’d be a fantastic addition to your team. Please feel free to reach me at [email protected] if you have any further questions. Sincerely, |
Example 2: Character reference for a volunteer you’ve worked with
Dear Sir/Madam, I'm Jane Hart, the Volunteer Coordinator at Sydney Community Kitchen. I’m writing to provide a character reference for Daniel Nguyen, who has been an outstanding volunteer with us over the past 2 years. During his time with us, Daniel has consistently demonstrated a strong work ethic, a warm and approachable nature, and a genuine commitment to helping others. He volunteered weekly in our food distribution program, assisting with meal preparation, packaging, and delivery to local families. What sets Daniel apart is his empathy and ability to connect with people from all walks of life. He takes the initiative to chat with our beneficiaries and guide new volunteers, showing maturity and kindness beyond his years. His contribution has made a real difference to our community. I have no hesitation in recommending Daniel for this role. He would be an asset to any organisation that values customer service and community engagement. If you'd like to discuss his time with us further, please feel free to contact me on 0412 345 678 or at [email protected]. Warm regards, |
Example 3: Character reference for a colleague
Dear Mr Lawson, I’m pleased to provide this character reference for Mia Reddy, who I worked with for three years at ProQuest Consulting. Mia is professional, trustworthy, and brings a thoughtful, solutions-focused attitude to everything she does. I often saw her go the extra mile for clients – whether that meant taking time to troubleshoot their pain points or develop support strategies for their team. Mia is also a great team player. When fellow colleagues were facing issues or needed guidance, she was always willing to step up. I am certain that she would thrive in your customer-facing role. Please feel free to contact me at 0400 000 000 for further information. Best regards, |
Tips for a powerful reference letter
Writing a strong character reference isn’t about using big words or sounding overly formal. It’s about being thoughtful, honest, and specific.
These three tips will help you write a letter that stands out for all the right reasons:
Show, not tell
It isn’t enough to simply say someone is “hardworking” or “kind” – you need to paint a picture of what that looks like in real life. Hiring managers want to see how the applicant’s qualities play out in practical situations, because that helps them imagine the person in their workplace.
Don’t: | Do: |
“Priya is a hardworking and reliable person.” | “Priya consistently arrived early to set up for our Saturday community market stalls, often staying late to help pack down without being asked. On one occasion, when a volunteer called in sick, she stepped in to run the front table all day with a smile.” |
Stay concise
A great character reference doesn’t need to be long. In fact, shorter is often better. Aim to keep your letter to one page or less.
Avoid listing every positive thing about the person you can think of – instead, choose the qualities that align with the role they’re applying for. Focus on up to 3 personal traits that are relevant to the job, and give 1-2 specific examples to back them up.
Don’t: | Do: |
"Liam is dependable, kind, proactive, enthusiastic, and always willing to lend a hand. He has great time management, excellent communication skills, and works well in a team or independently.” | “Liam is dependable and proactive. During our local sports club’s annual event, he organised volunteers, handled last-minute changes calmly, and made sure everything ran smoothly.” |
Be honest
It’s important that your character reference feels genuine. Don’t use over-the-top language or make unrealistic claims — hiring managers can usually sense when a letter is trying too hard.
Don’t: | Do: |
“Tina is the most amazing person I’ve ever met and would be an asset in any role, anywhere.” | “Tina is dependable, thoughtful and brings a quiet confidence to team settings. She’s not the loudest voice in the room, but her insights are always thoughtful and well received.” |
A thoughtful reference goes a long way
A well-written character reference can mean more than you think. With our step-by-step guide, you’ll be well-equipped to write a letter that’s authentic and memorable.
Whether you’re writing for a friend, colleague, or mentee, your words can provide that final advantage to help them land the job. Take your time to really craft your character reference – it might just be a game-changer for their career.
FAQs
What’s a character reference?
A character reference is a letter that highlights a person’s personality traits, values, and soft skills. It’s typically requested by a potential employer and written by a friend, mentor, teacher, or colleague outside the applicant’s workplace.
How is a character reference different from a professional reference?
While a professional reference focuses on a person’s work performance, job responsibilities, and achievements in the workplace, a character reference is more about their qualities and traits as a person.
When might someone ask you for a character reference?
Potential employers or hiring managers often request character references in the later stages of the recruitment process.
Employers may use them to get a better sense of a person’s values and personality beyond their resumé. This is particularly true when a candidate is starting out in their career, returning to work after a break, or changing industries.
What should a good character reference include?
A strong character reference should include a brief introduction of who you are, how you know the applicant, and how long you’ve known them.
It should then highlight two to three key personal traits of the applicant, supported by specific examples, and end with a clear and confident endorsement of the applicant.
How long should a character reference be?
A character reference should ideally be no longer than one page. Around 300 to 400 words is usually enough to include an introduction, a few relevant traits with examples, and a closing statement. Avoid overwhelming your reader with too many details.
What tone of voice should a character reference have?
You’re writing to support someone, so it’s important to sound warm and sincere. Be supportive but keep your tone professional and clear.
