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Reference Letter Template
A reference letter provides a written endorsement of a person’s skills, character, or performance. Use our free New Zealand template to produce a professional employment, character, or academic reference letter that meets NZ expectations and respects employer legal obligations.
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Claire T. Robertson
General Manager · Pacific Solutions Group Ltd.
100 Queen Street, Auckland CBD, Auckland 1010
100 Queen Street, Auckland CBD, Auckland 1010
+64 9 555 0100
claire.robertson@pacificsolutions.co.nz
15 April 2026
Hiring Manager
[Organisation / Company]
RE: Professional Reference — Hamish J. McDonald
Role: Senior Business Analyst
Dear Hiring Manager,
I am writing to provide a professional reference for Hamish J. McDonald, who has asked me to speak to their qualifications and suitability for a role with your organisation. I had the pleasure of working with Hamish J. McDonald as their direct line manager at Pacific Solutions Group Ltd. for three years (March 2023 to March 2026), during which time they held the role of Senior Business Analyst.
Throughout their tenure, Hamish J. McDonald consistently demonstrated exceptional professionalism, dedication, and capability. Hamish consistently delivered high-quality analysis on complex projects, demonstrating an exceptional ability to translate business requirements into actionable insights. His attention to detail and proactive communication style set him apart from his peers.
Among Hamish J. McDonald's most notable strengths are: stakeholder engagement, business process analysis, data modelling, project management, and cross-functional collaboration. These skills were consistently demonstrated across the full breadth of their responsibilities, and were instrumental in contributing to our team's objectives.
A particular achievement I would highlight during their time with us: Hamish led the successful redesign of our core client reporting platform, reducing report generation time by 60% and significantly improving client satisfaction scores across our portfolio.. This exemplifies the quality of work and the positive impact that Hamish J. McDonald consistently brought to our organisation.
I hold Hamish J. McDonald in high professional regard and believe they would be an asset to any organisation fortunate enough to work with them. I recommend them without reservation and with the highest confidence for the role they are seeking.
Please note that, in providing this reference, I have endeavoured to ensure the information is accurate, fair, and relevant, consistent with the obligations under the Privacy Act 2020 (PA 2020) regarding the handling of personal information. Should you have any further questions or wish to discuss my experience working with Hamish J. McDonald, please do not hesitate to contact me using the details above.
YOURS SINCERELY,
Claire T. Robertson
General Manager, Pacific Solutions Group Ltd.
Date: ____________________
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What Is a Reference Letter?
A reference letter (sometimes called a letter of reference, testimonial, or recommendation letter) is a formal written statement in which someone who knows an individual in a professional, educational, or personal capacity endorses their skills, character, or performance. In New Zealand, reference letters are used for job applications, tenancy applications, visa applications, professional registrations, and academic admissions.
Reference letters fall into several categories. An employment reference confirms the period of employment, the role, and usually an assessment of performance. A character reference vouches for the person’s integrity, reliability, and conduct. An academic reference speaks to scholarly ability and potential. A landlord reference confirms a tenant’s history and suitability. Each has a slightly different tone and emphasis.
In New Zealand, employers are not legally required to provide a reference but commonly do. When they do, the content must be honest and reasonable: misleading favourable references can expose the giver to claims by future employers, and unfairly negative references can expose them to defamation claims and breaches of the duty of good faith. This template provides balanced wording suitable for most situations.
What's Covered in This Template
Our reference letter template provides a professional structure suitable for employment, character, tenancy, or academic references in New Zealand.
Referee Details
Referee’s name, title, organisation, and contact details at the top of the letter.
Date and Addressee
Correctly formatted date and addressee (specific recipient or "To whom it may concern").
Relationship to the Subject
Statement of how the referee knows the subject, in what capacity, and for how long.
Role and Responsibilities
For employment references, the subject’s role, dates, and key responsibilities.
Key Strengths and Achievements
Specific skills, attributes, and accomplishments supported by examples.
Character and Conduct
Honest, measured commentary on the subject’s integrity, reliability, and interpersonal skills.
Recommendation Statement
A clear recommendation statement calibrated to the strength of the referee’s view.
Contact for Verification
Referee contact details so the recipient can verify the reference.
Professional Sign-Off
Appropriate closing, signature, printed name, and title.
Reference Type Option
Adaptable for employment, character, tenancy, academic, or general references.
How to Write a Reference Letter
Complete the steps below to produce a polished reference letter in minutes.
- 1
Choose the Reference Type
Select employment, character, tenancy, or academic to tailor the language and structure.
- 2
Enter Referee and Subject Details
Provide the referee’s details, the subject’s name, and the addressee or "To whom it may concern".
- 3
Describe the Relationship
State how you know the subject, in what capacity, and for how long (in months or years).
- 4
List Strengths and Examples
Highlight two to four specific strengths, each backed by a concrete example where possible.
- 5
Review Tone and Download
Check that the recommendation reflects your genuine view, then download the letter as a professional PDF.
Why Doxuno documents are different
Four things that make our templates more thorough than AI-generated drafts and more current than static template libraries.
Always current
Always current with the law
Templates carrying statute references are continuously updated as the law changes. Your document always reflects the current legal framework.
Free PDF
Print-ready PDF
Free to download. Vector text, embedded fonts, statute citations baked in. Print, sign, file. Ready for any signing flow including electronic signature.
Word · .docx
Editable Word (.docx)
Continue editing in Word after download. Add custom clauses, reuse the template for similar agreements, or share with a colleague for collaborative review.
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Legal Considerations for NZ References
Reference letters carry legal duties both to the recipient and to the subject, particularly in an employment context.
This template is provided for informational purposes only and does not constitute legal advice. If you have concerns about providing a reference, seek advice from a New Zealand employment lawyer.
Balanced for New Zealand legal obligations
Duty of Honesty and Reasonable Care
New Zealand courts have held that a referee owes a duty of reasonable care to both the subject and the recipient. A reference that is inaccurate or misleading may give rise to a claim in negligence (following Spring v Guardian Assurance plc [1995] 2 AC 296 in England and consistent NZ authority) or defamation. Employers should stick to facts they can verify and balanced opinions honestly held.
Defamation Act 1992
Statements made in a reference that lower the subject’s reputation can be defamatory. The defences of truth (section 8), honest opinion (sections 9–12), and qualified privilege (sections 16–19) typically apply to references given in good faith on matters of legitimate interest. Malice or recklessness can defeat these defences, so a reference should always be honest and fair.
Good Faith under the Employment Relations Act 2000
Section 4 of the Employment Relations Act 2000 imposes a broad duty of good faith on employers and employees. Providing a misleading reference about a former employee — whether artificially positive or unfairly negative — may breach this duty and support a personal grievance or broader claim.
Privacy Act 2020
A reference typically contains personal information about the subject. Referees should comply with the Information Privacy Principles, including using personal information only for the purpose it was collected (IPP 10) and taking reasonable security steps (IPP 5). Where the subject is also entitled to request a copy of the reference under IPP 6, subject to the limited exceptions for confidential reference information.
Frequently Asked Questions
Write a Professional Reference in Minutes
Create a balanced, New Zealand-appropriate reference letter that supports the subject while protecting you as the referee.
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