Don’t offer to write a letter if you cannot write anything truthfully positive. You don’t want to hurt the person’s chances of getting a job. [1] X Research source Only accept providing a reference if you’ve worked with the person for a longer period of time. It’s hard to get a sense of someone’s capabilities and working style in a few months. [2] X Research source Make sure that you are the appropriate person to provide the reference. This may require checking your company’s policies on references.
Ask the person for whom you will write a reference letter to tell you about the job for which you will be recommending her, an updated resume, and other information such as how she thinks she contributed to your company or projects and how she could benefit her new workplace. [5] X Research source Consider reading through your correspondence with the person to get an assessment of their professionalism and how they work. You can also use performance reviews for this purpose. [6] X Research source
A reference letter should be between one and two pages in length. If you write anything longer, the potential employer may not read the entire text and could miss vital information about the candidate. [7] X Research source A brief introduction should state the person’s name, the job for which they’re applying, and if you recommend them for the position. [8] X Research source For example, you could write “It is with pleasure that I recommend Christopher Smith for the position of brand manager. Christopher has made a significant contribution to my work/ this company, and I think he could be a great asset to your team. ” The body of the letter can be 1-3 paragraphs and should discuss how long you’ve known the person, in what capacity you’ve worked together, discuss and highlight their skills, and address how the person could benefit the potential employer. [9] X Research source You want to provide actionable evidence of why the person is the best candidate for the job. You can also discuss the person’s character in the main body of the letter, though you should be careful to not include personal information, which may not only prejudice a potential employer, but could also be illegal. You should close with a brief summary paragraph noting that you highly recommend the person, and offering to make yourself available should the potential employer have questions. For example, “Based on my experiences with Christopher Smith, I would recommend him for the position of brand manager with Brand Management, Inc. If you have any questions or concerns, please feel free to contact me via email or by telephone. ”
Use verbs such as collaborate, cooperate, and promote. Use nouns such as team-player, asset, and responsibility. Use adjectives such as reliable, intelligent, good-natured, diligent. You can put these words together in phrases such as “Christopher and I collaborated on a marketing project and he was a significant asset in our gaining several new clients. He is a responsible and friendly team-player who will make a positive impact on your company. ”
You don’t necessarily need to say the person is the best or the greatest unless they actually are. Instead, consider writing something like “Christopher is one of the most responsible and collegial co-workers with whom I’ve had the pleasure to work. ” When assessing someone’s technical skills and abilities, you can write something along the lines of “Christopher is among the top 5% of brand managers with whom I have worked. ”
Make sure you’re revised draft has the appropriate components of an introduction, body, and closing that are honest, incorporate positive vocabulary and present the best picture of the candidate possible. [12] X Research source Consider reading the letter aloud to hear possible mistakes and help ensure that it sounds professional. [13] X Research source Make sure that the information you provide in the letter is tailored to the new job. [14] X Research source
Make sure the letter is on company letterhead. [16] X Research source On the first line of text, write in the date of the reference letter. Immediately underneath the date, put the address of the potential employer. Address it either to the candidate’s possible supervisor or the human resources department. Include your contact address underneath the potential employer’s information. After your greeting, make sure to sign your name in black ink and have your name printed underneath it. You can include your title, email, and phone number if you like.
Don’t offer to serve as a reference if you cannot say something positive about the person. You don’t want to subvert her chances of getting the job. [17] X Research source Only agree to speak to a potential employer if you’ve worked with the person for a while. It may be difficult to answer questions about a person or her skills in a few months. [18] X Research source Make sure that you are the appropriate person to provide the reference, which may require checking with your boss or the company’s policies on references.
Request information about the candidate’s potential job and an updated resume. You may even want an assessment of how she thinks she contributed to your company or projects and how she could benefit her new workplace. [20] X Research source You should also collect any information pertinent to the person’s job for you such as performance reviews. [21] X Research source Consider reading through your correspondence with the person to get an assessment of their professionalism and how they work. You can also use performance reviews for this purpose. [22] X Research source
Either have the candidate give your contact information to the potential employer or ask the candidate for the appropriate data at the new company. Make sure you schedule the appointment for a time when you are relaxed and not pressed to make a meeting.
Since you will not know what questions the potential employer may ask, make sure to write notes on various aspects of the candidate including how you know them and for how long, in what capacity you worked together, and an assessment of their skills.
Make sure that you don’t exaggerate the person’s qualifications. You don’t necessarily have to say “he’s the greatest ever”, but can objectively say “He’s one of the best colleagues/ employees I’ve ever had. ” Remember that hesitating on an answer may make it seem like you’re being dishonest.
You can use a variety of verbs, nouns and adjectives to describe the person. The more descriptive you can be, the more helpful it is to the potential employer. For example, you can says things such as “Christopher is a very creative problem-solver,” or “she communicates her ideas clearly. ” Make sure to use language that also incorporates skills the person will need in their new position.
Don’t discuss anything personal including religion, marital status, age or health. Providing personal information could jeopardize the candidate’s chances of getting hired. It may also be illegal depending on the type of information you divulge.
