Reference letter vs. recommendation letter: what's the difference?

Job applications, scholarships, and graduate programs often ask for someone who knows your work to vouch for you — but the request might say "reference letter," "recommendation letter," or both. Using the wrong format can slow your application or weaken your candidacy.

A reference letter is a general endorsement of your character and abilities. A recommendation letter is tailored to a specific role or program and argues why you fit that exact opportunity. Employers and admissions committees treat them differently.

This guide explains the purpose of each letter type, when to use which one, who to ask, and what to provide so your writer can submit a strong, complete letter on time.

What is the purpose of reference and recommendation letters?

Before comparing a letter of reference and a letter of recommendation, it’s important to understand why these messages are valuable. Employers, recruiters, prize committees, and other groups who will be judging your resume, cover letter, and application statements see only what you choose to reveal. While that is valuable, they may also want to know how others assess you.

The purpose of either type of letter is to create a more rounded view of your skills, talents, and how you relate to others. These letters also offer evidence that the way you have presented yourself is accurate in the eyes of your friends, colleagues, or bosses.

So what’s the difference between a letter of reference and a letter of recommendation? Let’s get right to it.

Reference letter vs. recommendation letter: what’s the difference?

These two types of correspondence have much in common. Both aim to bolster your application by explaining the great qualities you have that make you an excellent fit for the position. Both may be written by a person who knows you well as a worker or student.

That’s where the similarities end. The major contrast between a reference letter and a recommendation letter is that a reference letter is a general document that can be used for a variety of opportunities. It extolls your virtues as a person and points out your strong work ethic, communication skills, or other abilities that apply to a wide range of positions.

A recommendation letter, on the other hand, is written as evidence of your qualifications for a specific job or opportunity and goes into detail about what the letter writer believes makes you the right choice.

When to use a letter of reference vs. a letter of recommendation

There are times when it is appropriate to include a reference letter and others for which a recommendation letter is a better choice. How do you know when to use a reference letter or a recommendation letter?

Letter of reference

A letter of reference is a great idea if you are looking for an informational interview, know you will be entering the job market, but have not identified a specific position, or are applying to many positions, awards, or fellowships with different requirements.

This letter is more of a character reference since it does not target one position. The writer may introduce you and address the qualities you possess that make you an upstanding person, student, or employee. Since it is more general, you may use this letter multiple times. This is valuable if you are applying for scholarships, career recognitions, or requesting a meeting with a representative of a company where you would like to work, but which does not have an appropriate opening at the time.

Letter of recommendation

A letter of recommendation is the preferred choice if you are applying for a job opening or a defined internship or fellowship in a field in which you already have experience. Why? Because a recommendation is just that—a message from a person who believes you are right for the job to a person who is evaluating your qualifications.

A recommendation letter’s purpose is to address the skills, attributes, and experience that the letter writer has observed in you and your work that apply to the position you seek. It speaks directly to your job or academic performance and may end with a clear statement of confidence in you. The writer may directly state, “For these reasons, I believe [your name] will be an excellent [the position you seek]” or something to that effect.

How to ask for a recommendation or reference letter

Before you ask for a letter, you need to ask yourself two important questions:

1. Which do I need: a recommendation letter or a reference letter?
2. Who should I ask to write it?

The purpose of the letter will dictate which of the two you need. Who you should get to write the letter is, however, a bit trickier.

Who to ask

If you are a student or recent graduate, the best people to ask are academic advisors or professors who know your achievements well. Also, consider any mentors you have had at an internship or other work environment. The best letters will come from people who can address the skills required for the situation to which you are applying.

If you are already in the workforce, your top choices should be former bosses and colleagues. If you have a great relationship with your current boss and they already know that you are looking for an opportunity that doesn’t exist at your company, you may ask them for a recommendation. However, we don’t suggest springing your job dissatisfaction on your boss if they don’t know you are looking for a career change.

Of course, only ask people who you know can honestly give you a great review.

What to include

When you approach a potential letter writer, make sure to give them both plenty of time to write the letter—meaning, well in advance of your application deadline—and a clear list of what the letter must include.

To ensure that the letter meets the requirements of your application process, you should include pertinent information that will help them write the letter. For students, this may be your date of graduation, GPA, fields of study, and any information about the program or job to which you are applying.

For professionals, you may attach your resume, if you have an up-to-date version, the listing for the job you want, and any other information you feel will help your contact write a more complete letter.

In both cases, make sure you include any forms that must be filled out and all information on how the letter needs to be submitted.

Frequently asked questions

Can the same person write both a reference and a recommendation letter?

Yes — but they should know which format you need. A recommendation letter must address a specific role or program; a reference letter stays general enough to reuse across applications.

Do employers prefer one type over the other?

Most job postings that ask for a letter want a recommendation tied to that opening. A general reference letter is more common for scholarships, networking introductions, or exploratory outreach.

How far in advance should I ask?

Give writers at least two to four weeks before your deadline — longer for busy professors or executives during peak seasons.