About this template
Reference letter and letter of recommendation template 2026/2027 – Word, PDF, and Excel
Do you need to write a reference letter, letter of recommendation, or a personal professional reference? With this ready-to-use package, managers, supervisors, former clients, and job seekers can produce professional, factual documents in Word. It includes letters for former employees, internships/work placements (LIA/APL), and consulting assignments, as well as a separate template for reference requests and a structured checklist for reference calls.
You will receive 15 digital files: seven editable DOCX, seven corresponding searchable PDFs, and one Excel register with nine tabs. The main letters are in Swedish; Swedish and English user guides are included. All examples are placeholders that must be filled in with your own verifiable information.
Important: A voluntary letter of recommendation is not the same as a certificate of employment, a service certificate, or an employer's certificate for unemployment insurance (a-kassa). Any right to a service certificate may be governed by a collective agreement. See the guide for more information.
01. Package content
- 7 Word files (DOCX): five main Swedish templates, a Swedish user guide, and an English User Guide.
- 7 searchable PDF files: corresponding documents for printing, archiving, and reference.
- 1 Excel workbook (XLSX): nine tabs for candidates, references, requests, calls, recommendations, document control, and personal data follow-up.
- 15 delivery files, eight unique documents and tools in a ZIP package; no physical shipping.
Each Word document has two clearly framed information boxes regarding the document's purpose and verification before use. These are supporting texts and can be removed before a letter is sent externally. Version 1.0 (2026/2027).
02. What the files contain – document by document
| File | Content and function | Format |
|---|---|---|
| 01. Letter of recommendation – former employee | Personal recommendation based on actual observed work performance, professional competence, responsibility, and objectively assessed results. | DOCX + PDF |
| 02. Reference letter – internship, LIA, and APL | Supervisor letter with actual internship period, work tasks, learning, projects, and a verifiable personal assessment. | DOCX + PDF |
| 03. Letter of recommendation – consultant and assignment | Assignment reference with identifiable deliverables, collaboration, results, and confidentiality checks. | DOCX + PDF |
| 04. Request to a reference | Ready-to-use letter for job seekers who want to ask a former manager or supervisor before sharing contact information. | DOCX + PDF |
| 05. Reference call – protocol and fact checking | Structured interview template for factual questions, notes, information sharing, assessment, and GDPR compliance. | DOCX + PDF |
| 06. Swedish user guide | 10-step guide on the right letter, fact checking, checking references, different certificates, personal data, and how to use Excel. | DOCX + PDF |
| 07. English User Guide | English guidance for the Swedish content. No separate translated English main letters are included. | DOCX + PDF |
| 08. Reference and recommendation register | Excel workbook with nine tabs, status lists, check questions, and eight formula-based key performance indicators. | XLSX |
Format clarification: The English User Guide explains how the main templates are used in Swedish. No separate English versions of the five main templates are included.
Excel register for references – nine tabs
The workbook contains Overview, Candidates, References, Requests, Reference calls, Recommendations, Document control, Privacy & deletion, and Read me. Register unique case/candidate IDs and link the same ID to relevant documents without collecting more personal data than necessary.
The overview has eight automatically calculated key performance indicators: number of candidates, references, open requests, completed calls, completed letters, quality measures, privacy cases, and issued letters. Status fields have selectable categories. When Excel is opened as a blank template, all eight KPIs show zero. The calculation logic has also been tested with temporary data not included in the delivery.
Privacy: The register is not a recruitment system with automatic legal approval. Determine access, legal basis, and individual deletion routines before personal data is registered. Do not provide personal identity numbers, health information, or other sensitive information unnecessarily.
How to write a reference letter or letter of recommendation
- Choose the right type: former employee, internship/LIA/APL, consulting assignment, reference request, or reference call.
- Verify identity and period: who is issuing the letter, who is being recommended, and when did the work relationship occur?
- Describe actual work tasks: specify work tasks, project participation, responsibilities, and your own basis for observation.
- Provide concrete examples: choose one or two verifiable results that are relevant to the work the person is seeking.
- Use professional judgments: write in a balanced way based on your own observations; do not use fabricated assessments or sweeping guarantees.
- Check confidentiality and data protection: do not disclose unnecessary personal data, trade secrets, or sensitive information.
- Ask the intended reference: use the request template before phone numbers or email addresses are shared with recruiters.
- Document the reference call factually: use the interview guide and distinguish between first-hand observations and second-hand information.
- Quality assure the letter: remove all placeholders, ensure the content is correct, and have the correct issuer sign it.
- Follow up and delete: register document status in Excel and apply the organization's documented storage routines.
References, service certificates, and GDPR – important differences
Reference letters versus service certificates
A letter of recommendation is a personal, factual assessment and is not in itself a standardized government form. Service certificates (tjänstgöringsbetyg) normally refer to duration of employment, duties, and an assessment of how the work was performed. According to Unionen's guidance, there is no general legal right to a service certificate, but such a right may follow from a collective agreement. Employer certificates (arbetsgivarintyg) for unemployment insurance have a different purpose and should not be replaced by this template.
Ask before sharing contact details
The Swedish Public Employment Service (Arbetsförmedlingen) recommends that job seekers ask the people they want to use as references. Choose people who can actually comment on work-related situations. It also helps the reference understand what position the reference request concerns.
GDPR in recruitment and reference checking
Personal data in recruitment must be processed with purpose, legal basis, relevance, and data minimization. The Swedish Authority for Privacy Protection (IMY) particularly points out that employers cannot routinely assume GDPR consent as a legal basis, as the relationship between employer and employee is often unequal. Asking a person if they want to participate as a reference is, therefore, not automatically the same as valid consent under GDPR.
Information from references and notes should be limited to what is needed for a specific recruitment. Information about, for example, health, pregnancy, religious beliefs, ethnicity, or union membership should not be routinely collected in reference calls. Determine who is granted access and for how long the data may be stored, taking into account rules, purpose, and potential exceptions.
These are general, editable templates. They do not constitute legal advice in a specific case, an approved employer's certificate, a guarantee of employment, or a pre-assessment of GDPR compliance. Assess applicable collective agreements, confidentiality, legal basis, and document storage separately. Source review conducted on October 18, 2026. The designation 2027 is a version number, not a verification of future legal status.
Related document templates at Mallbutiken.se
- Certificate of employment & service certificate – when you instead need factual documentation or a formal employment certificate.
- Internship agreement & LIA/APL – to document the internship itself, the supervision plan, and attendance.
- Employment offer & offer letter – for the employer who wants to formulate a job offer.
Frequently asked questions about reference letters and letters of recommendation
How do you write a good letter of recommendation?
Identify your relationship to the person, describe the period and the work tasks you are familiar with, give a concrete example of competence, and conclude with a nuanced assessment. Avoid exaggerations.
Can a manager write a reference letter to a former employee?
Yes, if the person writing truly has a basis for the information and assessments provided. The letter should not be represented as another type of formal certificate.
Are letters of recommendation and service certificates the same thing?
No. Letters of recommendation are a personal recommendation. Service certificates can be an employment document regulated by collective agreements. Separate templates exist for service certificates.
Is a reference letter for internships and LIA included?
Yes. There is a specific Word and PDF template for internships, LIA, and APL, covering the supervisor, period, tasks, and observed development.
Can I use the letter as a consultant reference?
Yes. A separate template for consultants and clients is included. Check confidentiality before project details or customer names are stated.
Do I have to ask the reference first?
The Swedish Public Employment Service recommends that you always ask the person before listing them as a reference. The package contains a request template for this.
Is the English guide an English recommendation template?
No. Five main templates are in Swedish. A Swedish and an English user guide are included, but no separate English main letters.
Can Excel determine if a reference is legally approved?
No. Excel helps to register status, document control, and deletion measures. Legal and HR assessments must be made separately.
Sources and version information
- Swedish Public Employment Service – How to choose the right references
- Unionen – Service certificates and collective agreements
- IMY – Personal data in recruitment systems
- IMY – Legal basis for processing in working life
Svenska Dokumentmallar · Version 1.0 / 2026–2027 · Source review 2026-10-18 · DOCX / searchable PDF / XLSX · Digital ZIP delivery.
