What is a character reference letter?
A character reference (or personal reference) is a letter from someone who knows the applicant personally rather than as their employer — a neighbour, teacher, coach, faith leader, volunteer coordinator or long-standing friend. Landlords, employers, schools, clubs and volunteering organisations ask for one to hear from someone who can speak to the person's honesty, reliability and how they treat others.
This template gives you the structure of a good reference so you can spend your time on what matters: your own words. It opens with your details and the date, addresses the reader (or "To whom it may concern"), says what the person is applying for, who you are, how long and in what capacity you have known them, and whether you are related. Then come your description of their character, a specific example that shows it, why they would be a good fit, and your recommendation. It closes by saying the reference is given in good faith as a personal opinion, not a guarantee, and gives your phone or email so the reader can check. Only you sign, with an optional title box.
- Best for
- Job, rental, school, volunteering and club applications
- Signed by
- The referee only
- Key content
- How you know them, their qualities, a real example, your recommendation
- Length
- 1 page
When to Use a character reference letter
- A first-time renter with no previous landlord who needs a personal reference
- A job applicant, especially for a first job, asked for a character reference
- A student applying to a school, college course or scholarship
- Someone joining a sports club, community group or volunteering role
- A neighbour or friend asked to vouch for someone's good character
What You Fill In
15 blanks, then the name and email of each person who signs: referee.
1 About you (the referee)
- Date of the letter*
- Your full name*
- Your address
- Your occupation or position
- Your phone or email*
2 Who it is for
- Addressed to
- Full name of the person you are recommending*
- What they are applying for
3 How you know them
- How you know them*
- For how long*
- Are you related to them?* No · Yes
- If related, how
4 The reference
- Their character, in your words*
- An example that shows it
- Why they would be a good fit
5 Who signs
- Referee signature and date, job title · The person giving the reference. Only give a reference for someone you know well enough to vouch for. The job-title box is optional.
Using the character reference letter, step by step
1 Say who you are
Your name and date are filled in. Add your address, and your occupation or position if it helps the reader see why your view counts — "a secondary school teacher" or "the volunteer coordinator at Northside Food Bank".
2 Say who it is for and how you know them
Enter the person's name and what they are applying for — or leave it empty for a general reference. Say how you know them, for how long, and whether you are related; the letter says so openly either way.
3 Write the reference
Describe their character in two or three sentences, focusing on what matters for the application. Then add one concrete example — a specific time they showed it. That example is what makes a reference convincing.
4 Sign and send
Check the preview, sign it yourself, and send the signed PDF to the applicant or straight to the reader.
Tips Before You Send It
- Only give a reference you can stand behind. Keep to what you know first-hand, and don't overstate.
- Tailor it. A landlord cares about reliability and respect for property; a school about commitment; a childcare employer about patience and trustworthiness.
- One specific story beats a list of adjectives.
- Be ready for a call or email — include contact details you actually check.
Sign It Online In Minutes
- Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
- Name who signs. Tick “This is me” for your own part. VergeHR builds the PDF with every signature, date box on the right line, and you can check or move anything before sending.
- Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in Files and emailed to everyone.
Character reference letter: frequently asked questions
What is the difference between a character reference and an employment reference?
An employment reference comes from an employer and covers job title, dates and performance. A character reference comes from someone who knows the person personally and speaks to their character — honesty, reliability, kindness.
Can a family member write a character reference?
Sometimes, but many employers, landlords and schools prefer someone who is not related, and some won't accept family. The letter asks whether you are related and says so openly if you are.
Can I use this for a court or immigration case?
Courts and immigration authorities often have particular requirements for character letters or statements — who can write them, what they must include and whether they must be sworn. Check those requirements first; this template is for everyday applications.
Is an e-signed reference letter accepted?
Most recipients accept an electronically signed letter, and electronic signatures are generally valid in the US (ESIGN Act and UETA), the UK, the EU (eIDAS) and Canada. VergeHR includes a Certificate of Completion showing who signed and when.
Is this template free?
Yes. The template is free to use with the eSignature app in VergeHR.