How to Write Reference Letter – A reference letter is a written recommendation from a professional. Writing a reference letter can be a tricky thing to do and if you don’t pay attention and follow the basic rules and steps, you can make a hash of it and damage your reputation rather than enhance it. This article will show you how to write an effective and memorable reference letter.
Knowing what to include in a reference letter and how to write it properly can be tricky. It is intended to be a subjective review of someone’s abilities, so there is no wrong way to write it. However, there are many right and wrong ways and this article will help you steer clear of them.
At some point in your career, you’ll probably be asked to provide a letter of reference for an employee, a friend, or someone you’ve worked with. When the time comes, it will be important to know how to write an effective letter of recommendation (also known as a reference letter).
Your support may make all the difference. A good recommendation letter can help your contact achieve their dreams; a bad one is worse than no recommendation at all.
Table of Contents
What is a Reference Letter?
A reference letter is a positive endorsement of a person’s skills and attributes, written by someone familiar with their work, character, and accomplishments. Reference letters are needed when applying for jobs, internships, volunteer positions, colleges, and graduate school programs.
The reference letter explains why the reader should select a candidate, and what qualifies them for the opportunity for which they’re applying. Letters may be requested by the organization that is considering the individual for employment or acceptance at an institution, or they may be offered by the job seeker or applicant. https://bf4c00ec339c5b750c8c35b888033a47.safeframe.googlesyndication.com/safeframe/1-0-38/html/container.html
Types of Reference Letters
Professional References
A professional reference letter is usually written by a supervisor, colleague, client, teacher, or professor that is well-acquainted with their accomplishments in a work-type setting.1 It typically includes a description of their position and responsibilities, the duration of their time at the company, and their abilities, qualifications, and contributions to the organization.
Character/Personal References
A character or personal reference letter can be written by a family friend, mentor, or neighbor who can attest to the traits that would make them a good candidate for the position they are seeking.1 This type of letter explains how the writer knows them and discusses their personal attributes as they would apply in a job setting.
Academic References
An academic reference is written by a teacher, professor, or advisor. This type of reference discusses the candidate’s educational background and academic achievements.1
Before Writing a Reference Letter
Before agreeing to write the letter, make sure you feel that you can write a positive letter of reference for this person. If you do not know the person well or do not think you can speak highly of the person’s skills or abilities, it is fine to turn down the request for a recommendation. You can be vague when you turn down the request, simply saying, “I do not feel I would be the best person to write you a recommendation.” If possible, suggest someone else they might ask.
It is better to say no to writing a recommendation rather than to write a negative reference for the person.
Request Information for the Letter
It is a good idea to ask the person for a copy of their resume or CV, even if you have known them for a long time. They may have new accreditation or achievements that merit highlighting, and you should provide as much current information as possible. This will also help give you guidelines to use when composing the letter.
If the reference letter is for a specific employment opportunity, also ask for a copy of the job posting. Similarly, if the reference letter is for a specific school or program, ask for some information about the school. The more information you have, the easier it will be to write the letter.
Along with asking for information about the candidate, get all the information you need about how to submit the letter. Ask to whom you should send the letter, when the deadline is, and what format the letter should be in. Also, ask if there are any particulars that the school or employer wants you to include in your letter.
What to Include in a Reference Letter
Unless the candidate gives you a form on which to write your recommendation, following a proper business letter format is appropriate. This includes listing your contact information, the date, and the contact information for the person receiving your letter (typically, the hiring manager) at the top of the letter.
However, if you are emailing this letter, you do not need to include any contact information or the date at the top of the letter. Instead, list your contact information after your email signature. A reference email letter should also have a clear, concise subject line that lists the candidate’s name, the job they are applying for (if applicable), and the purpose of the letter. For example, a subject line might read: “Recommendation for Firstname Lastname – Human Resources Assistant Job.”
How to ask for a recommendation letter
At some point, you may need to ask someone to write a recommendation letter for you. Consider asking former managers, colleagues, teachers, mentors, clients or vendors for a letter of recommendation. They should also be someone you’ve had a positive working relationship with who can thoughtfully discuss your skills and abilities.
Whoever you decide to ask, speak with them first about your request, then send a formal email with more details. Include your resume, the job description, submission details and a requested deadline. You might also send them the template that’s included below. This can help lessen their workload and could even make them more likely to agree to your request. Try to ask at least two weeks before the letter is due to give ample time to complete your recommendation letter, as they may be working on multiple letters concurrently. This is especially the case for professors.
How to Write a Reference Letter
To get an idea of what to write and how your letter should read, here are some general guidelines to consider before writing your letter.
Salutation
Begin your letter with “Dear Mr./Ms. Last Name.” If you do not know the employer’s last name, simply write, “Dear Hiring Manager.” If the candidate is applying to an academic program, you can write “Dear Admissions Committee.” If you are writing a general letter, you could write to “Whom It May Concern” or simply start your letter with the first paragraph.
First Paragraph
The first paragraph of the reference letter explains your connection to the person you are recommending, including how you know them, how long you’ve known them, and why you are qualified to write a reference letter on their behalf. Be sure to include the name of the company, job, school, or opportunity for which the person is applying. For example, “I have been James Smith’s supervisor at XYZ Company for the past five years. I am pleased to recommend him for the position of head accountant at ABC Company.”
Second Paragraph (and Third, and Fourth)
The middle paragraphs of the reference letter contain information on the person you are writing about, including why they are qualified, and what they can contribute. If necessary, use more than one paragraph to provide details. Be specific and share examples of why this person is a qualified candidate. If you can, relate specific instances where you observed the person successfully using the skills required for the position. Try to describe qualities and skills that relate to the specific job, school, or opportunity. For example, if the person is applying for a job as a manager, focus on the person’s leadership and communication skills.
Letter Closing
In the closing paragraph, offer to provide more information and include your contact information (phone and email), so you are available to give a verbal recommendation or answer further questions if necessary. You might also reiterate that you recommend this person “wholeheartedly” or “without reservation.”
Signature
End the letter with your signature, handwritten, followed by your typed name. If this is an email, simply include your typed name, followed by your contact information.
Tips for writing a recommendation letter
- Keep it positive. Your letter should confirm that you believe the person is a strong candidate for the job with no reservations. Avoid any comments that might suggest otherwise.
- Use a standard business letter format and tone. You can use the template below or a standard business letter format to write your letter. Your tone should also remain formal and polite.
- Focus on the most important qualifications. For the highest impact, discuss two or three of the candidate’s achievements that are most relevant to the job description and provide specific examples to illustrate their fitness for the role.
- Follow the request instructions. Ask the candidate how you should submit your letter. Strictly follow the instructions and deadline request to avoid negatively affecting their application status.
Letter Length, Format, and Font
The style of your reference letter is almost as important as the content of the letter. Here are some tips on how long your letter should be and how to format it.
- Length: A letter of recommendation should be more than one or two paragraphs; a letter this short suggests you either do not know the person well or do not fully endorse them. However, you want to keep the letter concise and focus on a few key points, so avoid writing more than one page. Three or four paragraphs that explain how you know the person and why you are recommending them is an appropriate length.
- Format: A letter of recommendation should be single-spaced with a space between each paragraph. Use about 1″ margins for the top, bottom, left, and right of the page, and align your text to the left (the alignment for most documents).
- Font: Use a traditional font such as Times New Roman, Arial, or Calibri. The font size should be between 10 and 12 points, so it’s easy to read. Adjusting the font size is a good way to keep your letter to a single page.
Proofread your letter before sending it. You can have someone else edit the letter, but conceal the candidate’s name to preserve their privacy.
Letter of recommendation template
Whether you are writing a letter of recommendation for students or working professionals, your letter should have a similar structure. You should include a brief introduction, the applicant’s background and experience, a personal story and a closing statement.
Download our free template of a recommendation letter you can send, or use the following recommendation letter template as inspiration when drafting your own:
To Whom It May Concern:
It is my pleasure to strongly recommend [Applicant Name] for [position with Company Name or acceptance to Institution Name].
I am [Your Name], a [your position] at [Institution or Company]. I have [number] years of experience working in [your industry or academic focus] and have seen many young professionals come and go. [Applicant Name] is one individual I have worked with who uniquely stands out.
During our time together, [Applicant Name] displayed great talents in [skill, trait, experience, class, etc.]. When we first met, I was immediately impressed with [Applicant’s Name], but during the time we worked together, her understanding of [key topic] grew far more than that of her peers.
[Insert personal story elaborating on key skills, trait, experience].
It’s not just her technical skills that impress me, however. [Applicant Name] was a joy to work with because of her amazingly positive attitude and [positive trait]. Her [positive trait] and [positive trait] were also necessary and valued not just by myself, but by her peers, who often relied on her to get the job done.
I am absolutely confident that [Applicant Name] would be a great fit for your [Institution/Company]. Not only will she bring the kind of skills and experiences you’re looking for in an applicant, but she will also quickly become an asset and help your [Institution/Company] grow in any way she can.
If you need more information or specific examples, please do not hesitate to contact me at [contact information]. As a recommendation letter likely only provides a snapshot of her talents and achievements, I would be happy to further elaborate on my time working with her.
Sincerely,
[Your Name, Company, and Title]
Conclusion
A letter of reference is a written document which provides information about a person released from their employer. In general, the person must have been employed for a certain period, and performed well in their job. After being asked to write this reference letter, the former employer will give an assessment of the employee’s work performance. The assessment should be honest and positive. A good rating and good reputation is very important for people who want to apply for new jobs or need to take care of certain achievements.