Short answer Paste the prompt below into ChatGPT, Claude, Gemini or Copilot with your own details and you get a short, honest reference letter for a current or past staff member, based only on what you know and they've agreed you can share. Works on free plans. Time saved: about 20 to 30 minutes per letter (estimate).
Why it helps
When a good staff member moves on, they'll often ask for a written reference. You want to help, but writing one takes longer than it should, and it's easy to end up with something vague like "a hard worker who'll be an asset to any team".
AI can turn your notes into a short, specific letter that says what they did and what they're good at. You stay in control of what's said, which matters because a reference has to be true.
The prompt
Copy it, swap the bits in [square brackets], and paste it into ChatGPT, Claude, Gemini or Copilot.
Help me write a reference letter for a staff member at my business in New Zealand. NZ English, warm and professional, under 250 words. Their name (first name is fine): [name] Their role and dates: [job title, start and finish dates] What they did: [main duties] What they're good at, with examples: [your notes] Who it's for: [general, or a specific kind of job] Rules: - Only say things I've told you. Don't add skills, results or praise I haven't given you. - Keep it specific and honest. Leave out anything personal, like health or family. - End with a line saying they can contact me to confirm, using [your email].
Then keep chatting
Make a shorter version that just confirms their role and dates.
Rewrite it for a job in customer service.
Make it sound less formal, more like me.
Step by step
- Ask the staff member what the reference is for and what they'd like you to mention. Agree what you'll include.
- Write your notes: role, dates, main duties and two or three real examples.
- Fill in the prompt and read the draft. Take out anything you can't stand behind.
- Print it on your letterhead or send it as a PDF, signed, and keep a copy.
Worked example
Example details are made up. Your results will vary, so always read and check before you use them.
Watch out for
- It must be true. Employment New Zealand says an employer doesn't have to give a reference, but if you do, it must be true. See employment.govt.nz.
- Privacy: only include information the staff member is happy for you to share. Leave out health, family, pay and disciplinary details unless they've agreed. See privacy.org.nz.
- Don't paste their surname, address, IRD number or any personal details into the AI. You can add the full name when you print it.
Go further
On the other side of the table, the reference check questions use case helps you ask good questions when you're hiring. If you're writing a reference because someone's moving on, the CV and cover letter use case is a handy link to pass on.
