There isn't a set format for a character reference or testimonial in an NMC case, but a useful one follows a clear pattern: who the referee is, how they know you, a statement that they have read the concerns, specific recent examples of your practice relevant to those concerns, any change they have seen, and their own conclusion, signed and dated with contact details. The referee must write it in their own words and must know what the concerns are.
Key takeaways
- There isn't a set format, but a clear structure helps referees and decision-makers.
- The referee must know about the concerns and say so in the letter.
- Specific, recent examples beat general praise.
- The words must be the referee's, not yours.
Asking someone for a testimonial is hard enough. Then they ask you, what should I write? This article is a template-focused companion to our main guide. It gives your referee a sample letter, with notes explaining what each part does, so they can write something useful in their own words.
For who to ask, how many to get and when to ask, read character references and testimonials for an NMC hearing first. This page focuses on the letter itself.
Is there an official NMC template for character references?
There isn't a set format. What matters is that the testimonial is genuine, specific and from someone who understands the concerns. The NMC's guidance on responding to a case encourages you to send information that helps decision-makers, including the context of the incident and evidence of steps you have taken to address the concerns. A well-written testimonial can speak to both.
This is general information, not legal advice. Your representative may have preferences about how testimonials are presented in your bundle, so check with them.
What should I send my referee before they write?
- A short, factual summary of the concerns, or the charges if you have them, so they can confirm they have read them.
- The stage your case is at and who will read the testimonial (case examiners or a panel).
- The deadline, with plenty of time to spare.
- A reminder to write in their own words, and to be honest.
- Your representative's details, if they would like to check anything.
Do not send them a draft to sign. Testimonials that read as though the registrant wrote them lose credibility, and a referee who signs words that are not theirs is put in a difficult position.
An annotated sample testimonial
The letter below is an illustrative example we have written. The names and details are invented. It shows the shape of a useful testimonial; your referee should write their own, about you.
Illustrative example only. [Headed paper or organisation name and address]
[Date]
To the Nursing and Midwifery Council
Testimonial for [registrant's full name], NMC PIN [if known]
Why this matters: headed paper, a date and the registrant's full name make the testimonial easy to identify and verify.
My name is [name]. I am a [role, for example Ward Manager] at [organisation], and I am a registered nurse [PIN, if a registrant]. I have been [the registrant's] line manager since [month, year] and I see their practice on most shifts we work together.
Why this matters: decision-makers need to know who the referee is, their authority and how well they really know the person's current practice.
I have read the concerns that have been raised with the NMC, which relate to [brief neutral description, for example the administration of medicines in March]. I understand that this testimonial will be read by the NMC as part of their consideration of the case.
Why this matters: this is the single most important sentence. A testimonial from someone who does not know about the concerns is of limited value, because the reader cannot tell whether their view would change if they knew. The referee should not argue about the facts; that is not their role.
Since [date], I have observed [the registrant] administering medicines on many occasions. They now check the administration record at the point of preparation every time, and restart their checks if they are interrupted. On [month], they noticed a dose given early by a colleague had not been signed and raised it before it could be repeated. They have completed a reassessment of their medicines competency with our practice educator.
Why this matters: specific, recent examples, related to the area of concern, are what make a testimonial persuasive. Praise such as a lovely nurse adds little on its own.
[The registrant] has spoken openly with me about what happened and the impact it had. In my view they have taken it seriously and their practice has changed. They are a valued member of the team, and I would have no hesitation in continuing to work with them.
I am happy to be contacted to confirm this testimonial.
[Signature] [Printed name, role] [Email and phone number]
Why this matters: the referee's own conclusion, in their own words, is useful. The offer to be contacted and full contact details let the NMC or your representative verify it.
What should a referee avoid?
- Writing without knowing about the concerns.
- Arguing that the allegations are untrue, or criticising the NMC, the employer or a complainant.
- Generic praise with no examples, or wording that is identical to other testimonials.
- Mentioning patient details or anything that could identify a patient.
- Guessing about things they have not seen, or overstating how often they see your practice.
- Leaving it unsigned or undated.
What about referees outside nursing?
If you are working outside healthcare, for example during an interim suspension, a manager there can still write a useful testimonial. The same structure applies: who they are, how they know you, confirmation that they know about the concerns, and specific examples of your honesty, reliability or how you handle responsibility. Ask your representative before approaching anyone who might be a witness in your case.
A short, specific testimonial from someone who knows the concerns is worth more than a long one from someone who does not.
Looking after yourself
Telling people about your case so they can write for you can feel exposing. Most people are kinder than our fears suggest. If it is weighing on you, the NMC's Careline offers free, confidential, independent support 24 hours a day on 0800 587 7396.
Who can check your testimonials?
Your union (RCN, RCM, Unison or Unite), indemnity provider or a regulatory solicitor can advise how testimonials fit with the rest of your evidence and whether any referee might be a witness. Our testimonial and reference request templates include ready-to-adapt request letters to send referees, and the Attending a Fitness to Practise Hearing course explains how testimonials are used on the day.
Frequently asked questions
No. You can give your referee the background and a structure, but the words must be theirs. Testimonials that look as though the registrant wrote them carry much less weight.
Where possible, yes. Headed paper, a signature, a date and contact details make it easier to identify and verify. A signed email or letter from a personal referee can still be used.
Usually it can be provided electronically, but check with your representative how they want testimonials collected and presented. It should still include the referee's name, role, signature or clear confirmation, date and contact details.
They should confirm they have read the concerns or charges and briefly say what they relate to. They do not need to repeat them in detail or comment on whether they are true.
