A Staff Reference Letter is commonly used when an employee transitions to a new job and requires formal documentation of their previous employment history. This document is particularly important in the United States employment landscape, where it must balance providing meaningful information with legal compliance. The letter serves multiple purposes: it confirms the individual's employment history, describes their role and responsibilities, and provides insight into their performance and professional conduct. When writing a Staff Reference Letter, employers must consider various legal frameworks, including state-specific reference immunity laws, federal anti-discrimination statutes, and defamation laws. The content typically focuses on objective, factual information while avoiding potentially discriminatory or defamatory statements. Many organizations have established policies regarding reference letters to ensure consistency and legal compliance.

1. Letter Header: Company letterhead, date, and recipient's contact details if known

2. Opening Statement: Confirmation of the purpose of the letter and the capacity in which the writer knows the employee

3. Employment Verification: Basic facts including job title, dates of employment, and nature of role

4. Job Responsibilities: Brief overview of main duties and responsibilities held during employment

5. Performance Assessment: Factual, objective evaluation of the employee's performance and achievements

6. Professional Conduct: Commentary on the employee's reliability, punctuality, and professional behavior

7. Closing Statement: Standard closing offering to provide further information if needed

8. Signature Block: Writer's name, title, and contact information