A character reference is often the difference between a job offer and a rejection for candidates with limited work history. It speaks to who you are when the standard qualifications on your CV do not tell the full story.
This guide covers what a character reference is, when you need one, who to ask, and how to write one. It includes a ready-to-use template and 3 full examples you can adapt.
What Is a Character Reference?
A character reference (also called a personal reference) is a written or verbal recommendation from someone who knows you personally and can speak to your character, reliability, and behaviour. Unlike a professional reference from a former manager, a character reference focuses on your traits as a person rather than your job performance.
Character references typically come from:
- Mentors or coaches
- Community leaders (religious figures, volunteer coordinators)
- Long-standing family friends
- Academic tutors or professors
- Neighbours or landlords
- Colleagues outside of direct reporting lines
They are particularly useful when your professional references are limited, when a role requires a strong character assessment, or when legal or regulatory requirements demand one.
Character Reference vs Professional Reference
These two serve different purposes. Employers typically prefer professional references, but character references fill specific gaps.
For most professional roles, use a professional reference. A character reference supplements but rarely replaces it.
When Do You Need a Character Reference?
Job applications
- First jobs: If you have never worked, a tutor, coach, or community leader can vouch for your reliability and work ethic.
- Roles with high character requirements: Teaching, childcare, social care, healthcare, and law enforcement often request character references alongside professional ones.
- After a long career break: If your most recent professional references are 5+ years old, a character reference can bridge the gap.
Non-employment situations
Character references are also commonly requested for:
- Tenancy applications: Landlords often ask for character references from previous landlords, employers, or community figures.
- University applications: Some courses require character references from teachers or mentors.
- Legal matters: Character references are sometimes submitted to courts during sentencing or immigration applications.
- Professional licences: Certain regulated professions (law, finance, security) may require them.
Who to Ask for a Character Reference
Strong choices
- A former teacher or university tutor who knew you for at least a year
- A sports coach or club leader who can speak to your commitment and teamwork
- A volunteer coordinator if you have done significant unpaid work
- A community leader from a religious or civic organisation you have been involved with
- A long-term mentor who has guided you outside of work
- A former professor or academic advisor
Avoid asking
- Immediate family members (unless absolutely nothing else is available)
- Anyone you have known less than a year (their reference will lack depth)
- Someone who cannot speak to specific examples of your character
- Friends your own age (older figures of authority carry more weight)
- Anyone with questionable standing (someone currently in legal trouble weakens your application)
How to Ask for a Character Reference
Asking for a character reference is similar to asking for a professional one, with a slightly different emphasis.
Step 1: Ask in person or over the phone when possible
Character references are personal by nature. A direct conversation sets the right tone.
Step 2: Explain what the reference is for
Be specific. "I am applying for a teaching assistant role and they have asked for a character reference from someone who has known me for at least 3 years." This lets your referee tailor their letter appropriately.
Step 3: Provide context and materials
Share:
- Your CV
- The job or application description
- Specific qualities you would like them to highlight
- Any formatting requirements from the employer
- The deadline
Step 4: Give them an easy out
Never apply pressure. A reluctant referee will write a weak letter or provide a lukewarm verbal reference.
Step 5: Follow up politely
Send a reminder 3 to 4 days before the deadline if you have not heard back. Thank them promptly once they provide the reference.
How to Write a Character Reference Letter
If you have been asked to write a character reference for someone, follow this structure.
Step 1: Start with a formal opening
Address it to the recipient if you know their name, or use "To Whom It May Concern" if you do not. For more on this, see our guide on how to address a cover letter without a name.
Step 2: State your relationship to the candidate
Open with how you know the person and for how long. Credibility comes from longevity and depth of the relationship.
"I have known Sarah Thompson for 8 years, first as her Year 11 English teacher and then as the coordinator of her volunteer work at the local library."
Step 3: Describe their character
Highlight 2 to 3 specific character traits relevant to the role. Back each one up with a concrete example.
"Sarah is exceptionally reliable. When she committed to organising our annual community fundraiser in 2024, she took full ownership of the project, coordinated 15 volunteers, and raised 40% more than the previous year."
Step 4: Give examples, not just adjectives
Generic statements like "hardworking" and "kind" carry no weight. Examples do.
Weak: "James is very responsible."
Strong: "James has coached our under-12 football team for 3 seasons without missing a single training session, even during university exam periods."
Step 5: Recommend them clearly
End with an unambiguous recommendation and your contact details.
"I recommend Sarah without reservation and would be happy to speak further. Please do not hesitate to contact me on 07700 900123 or at m.gonzalez@email.com."
Character Reference Letter Template
[Your Full Name]
[Your Job Title (if relevant)]
[Your Address]
[Phone] | [Email]
[Date]
To Whom It May Concern,
I am writing to provide a character reference for [Candidate's Full Name], who is applying for [role or purpose]. I have known [Candidate] for [length of time] in my capacity as [your relationship, e.g., their teacher, coach, mentor].
During this time, I have observed [Candidate] to be [quality 1], [quality 2], and [quality 3]. For example, [specific example demonstrating these qualities].
[Second paragraph with additional context and another specific example.]
I recommend [Candidate] without reservation and am confident they will [achieve goal / fulfil role requirements]. Please feel free to contact me at [phone number] or [email] if you would like to discuss further.
Yours sincerely,
[Your Signature (if printed)]
[Your Full Name]Character Reference Examples
Example 1: For a first job application
Dear Ms Johnson,
I am writing to provide a character reference for Liam Carter, who is applying for the Trainee Customer Service Representative role at Barton Retail. I have known Liam for 4 years in my role as his sixth form tutor at Kingston College.
Throughout his time at the college, Liam consistently demonstrated reliability, strong communication skills, and a genuine willingness to help others. He served as a peer mentor for Year 12 students for 2 years, and his mentees frequently reported that he was approachable, patient, and always prepared for their sessions.
Beyond his mentoring role, Liam organised a charity fundraiser in 2025 that raised over £2,300 for a local food bank. He coordinated a team of 12 volunteers, handled all the logistics, and ensured every detail was accounted for.
I have no hesitation in recommending Liam. He is mature, professional, and has the character traits that lead to success in customer-facing roles. Please contact me on 01482 555 0103 if you would like further information.
Yours sincerely,
David Martin
Tutor, Kingston College
Example 2: For a tenancy application
To Whom It May Concern,
I am writing to support Aisha Khan's tenancy application. I have known Aisha for 6 years as a neighbour in the same apartment building in Manchester. During this time, she has been a consistently considerate, respectful, and reliable resident.
Aisha has always taken her responsibilities seriously. She maintains her flat impeccably, is respectful of shared spaces, and has been an active member of our building's residents' association. On two occasions, she volunteered to coordinate repairs to communal areas when our management company was slow to respond.
She is quiet, trustworthy, and has always paid her share of shared bills on time. I can recommend her without hesitation as a tenant.
Please feel free to contact me at 0161 496 0078 or susan.mitchell@email.com if you have any further questions.
Kind regards,
Susan Mitchell
Example 3: For a character reference for a volunteer role
Dear Volunteer Coordinator,
I am pleased to provide a character reference for Raj Patel, who is applying for a volunteer position with your organisation. I have known Raj for 5 years in my capacity as chair of our local community centre, where he has volunteered on several projects.
Raj is one of the most dedicated and emotionally intelligent people I have had the privilege of working with. He led our youth mentoring programme for 3 years, during which he supported 22 young people from challenging backgrounds. Several of them have stayed in touch with him years later, which speaks to the trust and rapport he builds.
He is patient, non-judgemental, and excellent at listening. These qualities make him a natural fit for the kind of community-focused volunteering you offer.
I give Raj my strongest recommendation. Please contact me on 07700 900456 if you would like to discuss his suitability further.
Yours faithfully,
Dr Anita Brown
Chair, Northfield Community Centre
Character Reference Tips: What Makes One Strong
Be specific, not generic
Adjectives without examples are forgettable. Replace "reliable" with "has coached the under-14s team for 4 years without missing a session."
Keep it to one page
Hiring managers and landlords are busy. A 3-page letter will be skimmed.
Focus on qualities relevant to the role or purpose
For a childcare application, emphasise patience and responsibility. For a tenancy, emphasise reliability and consideration. For a job, emphasise work ethic and integrity.
Avoid weak language
Phrases like "I think," "I believe," "in my opinion," and "seems to be" undermine your credibility as a referee. State things with confidence.
Close with a clear recommendation
Leaving it ambiguous creates doubt. "I recommend Sarah without reservation" is stronger than "I think Sarah would probably be fine for this role."
Frequently Asked Questions
Can a family member write a character reference?
Generally no. Family members are seen as biased and their references carry little weight. The only exception is a distant relative who has worked closely with you in a professional or community context (e.g., an uncle who was your manager at a family business), and even then, you must disclose the relationship.
How long should a character reference letter be?
One page maximum. Between 250 and 500 words is ideal. Long enough to cover 2 to 3 specific examples, short enough to hold the reader's attention.
Do character references need to be signed?
For formal contexts (court, immigration, tenancy), yes. For job applications, a typed digital letter with the referee's name and contact details is usually enough. Always check the specific requirements of whoever is requesting the reference.
Can I use a character reference for a standard job application?
You can, but it should supplement rather than replace professional references. For most professional roles, employers prefer professional references from former managers. Character references are most useful when you lack professional options (first job, career change, long work gap).
How old can a character reference be?
Ideally from the past 2 to 5 years. If the referee has known you for a long time, that adds weight, but the letter itself should be recent (within 6 months) so that the content reflects your current self.
Should I provide the character reference at the same time as my professional references?
Only if the employer asks for both. Otherwise, have your character reference ready to provide on request. Do not overload the employer with references they did not ask for.
Key Takeaways
- A character reference speaks to your personality, integrity, and reliability from someone who knows you outside of work
- Use a character reference when you have limited professional experience, are applying for roles requiring character assessment, or are submitting non-employment applications (tenancy, legal, academic)
- Avoid family members unless nothing else is available; choose mentors, coaches, or community leaders
- Strong character references include specific examples, not just adjectives
- Keep the letter to one page, with 2 to 3 concrete examples supporting each trait highlighted
- Always ask permission before listing someone, and give them context about the role
- Close with a clear, unambiguous recommendation and your contact details