A reference letter in Australia is a signed statement from someone who can describe your character, work, study or other relevant experience. Use the blank template below as a starting point, then tailor it to the purpose and include only details the referee can honestly support.
What a reference letter is used for
A reference letter gives a reader an independent account of what a person is like or how they have performed in a particular setting. It may support an employment application, course or scholarship application, volunteer role, rental application, or another request where a referee is asked to comment on the applicant. The exact purpose matters: a letter for a job should focus on relevant skills and conduct, while a character reference may describe reliability, honesty or community involvement.
In Australia, people may also use the terms “referee” and “reference” for a person who can be contacted by phone or email. A written letter is different from simply listing a referee’s contact details. Check what the organisation has requested before preparing one: it might want a signed letter, a form, a phone reference, or contact details for referees rather than a letter.
A useful reference is specific and credible, not simply complimentary. It explains how the writer knows the applicant, for how long, and what they have personally observed. It should not claim expertise the writer does not have or make promises about future performance.
Australian format and expectations
There is no single national reference-letter format that suits every purpose. Organisations may provide their own questions, word limits, forms or submission instructions, and those should take priority over a general template. If no format is specified, a professional one-page letter is often practical, although a more detailed role-specific reference may need extra space.
Use Australian English spelling and a clear, respectful tone. Put the date near the top, identify the recipient if known, and use a straightforward subject line such as “Reference for Jordan Lee”. A referee writing in a professional capacity can include their position and organisation, provided they are authorised to do so. A personal referee can state their relationship to the applicant without implying that the letter is an official workplace endorsement.
Use the recipient’s name where it is known. If it is not, “To whom it may concern” is acceptable, but a named recipient can make the letter feel more relevant. Include a genuine signature for a printed letter or an appropriate digital signature if the recipient accepts electronic documents. Follow any specific directions about format, delivery and referee contact details.
Choosing the right referee
The best referee is not necessarily the person with the most senior title. Choose someone who knows the applicant well enough to give relevant, first-hand examples and who is willing and able to respond if the recipient follows up. A supervisor, teacher, coach, colleague, community leader or personal acquaintance may be suitable depending on the request. Some organisations specify who can act as a referee, so confirm the rules first.
Before naming someone or asking them to write, discuss the purpose and deadline. Share the role description, application instructions and a brief summary of relevant achievements. This helps the referee focus on useful details, but the applicant should not pressure them to make claims they cannot verify. A referee who cannot provide a positive, informed account can politely decline.
- For a job, consider a current or former manager or supervisor who has observed your work.
- For study, a teacher, lecturer or supervisor may be better placed to discuss academic ability and effort.
- For a character reference, choose someone who knows you in a relevant personal or community setting and is not being asked to pretend to be an employer.
- For a specific application, follow the recipient’s eligibility rules rather than assuming any personal contact will qualify.
What to include in the letter
A strong letter usually answers a few practical questions: who is writing, how they know the applicant, what they can reliably say, and why those observations matter to the request. Keep each point relevant. For example, a referee for a customer-service role might describe calm communication and reliability, while a referee for a course might discuss the applicant’s preparation, curiosity and ability to complete work.
- Opening: State the applicant’s name and the purpose of the reference, if known.
- Relationship: Explain the referee’s role, how they know the person and the length or context of that relationship.
- Evidence: Give one or two specific examples that support the qualities being described.
- Recommendation: Offer a measured conclusion that reflects the referee’s actual confidence.
- Contact details: Provide a suitable email or phone number and invite the recipient to ask follow-up questions, if appropriate.
Concrete examples are more persuasive than a string of adjectives. Instead of saying “Taylor is responsible”, a referee could explain that Taylor consistently arrived prepared for weekly shifts and took care to hand over unfinished tasks. Examples should be accurate, relevant and proportionate; confidential information about other people should not be included.
Australian Reference Letter Template
Copy and adapt this general letter. Replace each blank with accurate details, remove prompts that do not apply, and check whether the recipient has supplied a required form.
Date: ______________________________
To: ______________________________
Subject: Reference for ______________________________
Dear ______________________________,
I am writing to provide a reference for ______________________________, who is applying for ______________________________.
My name is ______________________________. I am ______________________________, and I have known ______________________________ for ______________________________ in my capacity as ______________________________.
During that time, I have observed ______________________________. For example, ______________________________.
Another relevant strength or example is ______________________________. This is relevant to the application because ______________________________.
Based on my experience, I believe ______________________________. I am happy to provide further information about matters I have personally observed.
Yours sincerely,
Signature: ______________________________
Full name: ______________________________
Position or relationship to applicant: ______________________________
Phone or email: ______________________________
Short fictional sample
Sample — all names and details below are fictional.
18 August 2026
Dear Hiring Manager,
I am pleased to provide a reference for Morgan Ellis, who is applying for a part-time library assistant position. I have known Morgan for two years as a volunteer coordinator at the fictional Northbank Community Reading Group.
Morgan has been dependable in preparing activity materials and welcoming new participants. On several occasions, Morgan noticed that a session needed extra help and volunteered to organise the reading tables before the group began. Morgan communicates calmly and treats participants with patience and respect.
These observations are based on Morgan’s volunteer work with our group. I believe Morgan would bring care and reliability to a role involving public contact. Please contact me if you would like further information about this experience.
Yours sincerely,
Casey Nguyen
Volunteer Coordinator
casey.nguyen@example.test
This example uses a clear relationship, practical evidence and a limited recommendation. It does not suggest that the referee can predict every aspect of Morgan’s future work or speak for an employer.
How to tailor the letter to its purpose
Adapt the emphasis rather than changing the facts. For employment, connect observed abilities to the duties in the role description: punctuality, teamwork, communication, technical skills or handling responsibility. The referee should describe what they have seen, not copy selection criteria as unsupported claims. If the referee worked with the applicant only briefly, say so rather than implying a long working relationship.
For education or training, relevant details might include attendance, contribution to group work, persistence with a project or readiness for further study. A personal character reference should clarify the context in which the writer knows the applicant and focus on traits they have observed. A rental or volunteer reference should address qualities relevant to that request only when the referee has a sound basis for doing so. The recipient may have separate questions or verification requirements, so a general letter may not replace its process.
Where the letter is for an application with formal eligibility rules, do not assume a generic character reference will meet them. Read the instructions carefully and ask the recipient whether a personal referee is acceptable. If a request raises a legal, immigration or other regulated issue, ask a qualified professional.
Common mistakes and how to avoid them
- Using vague praise: Add a brief, genuine example instead of relying only on words such as “excellent” or “hard-working”.
- Making unsupported claims: The referee should distinguish direct observation from information they have heard from someone else.
- Reusing an unsuitable letter: Update the recipient, purpose and relevant examples, and remove details that do not apply.
- Overstating the relationship: State accurately whether the writer was a manager, colleague, teacher, neighbour or friend.
- Including unnecessary personal details: Leave out sensitive or unrelated information, including private health or family circumstances, unless there is a clear reason and the applicant agrees.
- Forgetting contact details or a date: These make it easier for the recipient to identify and follow up on the reference.
- Ignoring the requested process: A letter may not be accepted if the organisation requires its own form or wants to contact referees directly.
Check names, dates, role titles and contact details before sending. The applicant can proofread for obvious errors, but the referee should approve the final wording and sign or send it themselves. A reference should remain the referee’s honest assessment, not a statement written in someone else’s name.
Sharing, consent and keeping a copy
It is courteous to ask the referee before giving their contact details to an organisation and to tell them when a reference may be requested. Agree on whether they will send the letter directly or give it to the applicant. Some recipients prefer direct delivery so they can verify its source; others may ask the applicant to upload it. Follow the stated process rather than assuming one method is acceptable.
Keep a copy of the final letter and note which application it was prepared for. Before reusing it, confirm that the referee still agrees, the contact details are current and the content remains accurate. A letter written for one position may not fit a different opportunity, even if the referee is unchanged. Treat the document as personal information: share it only with the intended recipient and avoid circulating it more widely than necessary.
Frequently Asked Questions
Does Australia have an official reference letter format?
There is no single format for every Australian reference letter. Use the recipient’s instructions if provided; otherwise, a dated, signed letter with the referee’s relationship, relevant examples and contact details is a practical general format.
Can a friend write a character reference in Australia?
That depends on the organisation’s rules and the purpose of the request. A friend can describe personal qualities they have observed, but should identify the relationship clearly and must not present themselves as a professional referee if they are not one.
How long should a reference letter be?
Follow any stated word or page limit. If none is given, keep the letter concise and focused; a page is often enough for a general reference, while a detailed professional reference may reasonably be longer.
Should a reference letter be signed?
A signature helps identify the writer and makes a printed letter look complete. For electronic submissions, check whether the recipient accepts a typed name or requires a digital or handwritten signature.
Can I write my own reference letter for someone else to sign?
You can offer a draft or factual notes if the referee requests them, but the referee should independently check, edit and approve every statement before signing or sending it. They remain responsible for the views expressed in their name.