An employment reference letter otherwise known as a recommendation letter is a document containing the complete assessment, professional capabilities, features and unique qualities of an individual for whom the letter is being written thereby accentuating on his/her abilities to execute particular tasks. In most cases, reference letters are demanded for employment which is why those who hunt for jobs will always require the letters from their previous employer; this stands as an endorsement seal .
Reference letters play vital role in the section of an individual by an employer because it evokes and sheds light on individual ability to perform with maximum satisfaction and less supervision. A professional tone that aligns with the necessary steps required in the reference letter is very important for its success. However in situations where an employer is not certain on how to go about writing one, it is important to make use of professional existing templates which can be found online.
How to Customize and Format the Letter
- Use a Template or sample as your guide: Below are samples provided to help you when writing an employee reference letter; make use of them to ensure that your letter appears and sounds more professional.
- Make the letter easy to read and understand: when you format the letter, use a single-spaced type with a space between each paragraph. Align the text to the left, and use a one-inch margin all around. Use a more official font like the Times New Roman or Arial.
- Make the letter one page in length: The letter shouldn’t be so long that it would be hard for the recipient to read neither should it be too short of portraying the candidate’s character. Instead, it should be at least a one-paged letter to show that you know enough about the candidate to provide a recommendation for them.
- Customize the letter: In as much as examples, templates and guidelines are the best starting point to the letter, you should always tailor the letter to fit the candidate’s work history and the job for which they are applying.
Elements of Employment Reference Letter
A professional introduction with a salutation of the previous employer writing the letter.
The roles and responsibilities of the employee: It is imperative that this element of the reference letter is well laid down as it depicts the duties and performance of the employee.
Duration: The employer should state clearly and briefly for how long this employee has been working in the particular organization
Skills: This is the most intrinsic aspect of the reference letter as it is responsible for highlighting the intellectual capacities of the employee. It talks about how creative and tactical an employer is. Whatever is mentioned in this aspect of the letter should be veritable since it is related to how the employee fits into the new position.
Position: This should be coherent and speak for itself.
Qualifications: A full picture of the employees qualification should be portrayed in details as it is pivotal to the success of the letter.
Interpersonal and social skills: Social rapport plays a great role between the staff of an organization. However, this aspect of the employee shouldn’t be downplayed.
Having provided the above important elements that should be covered in a reference letter, we would move on to give a sample of what a reference letter should look like below.
(staffing officer name)
(staffing officer position)
(new organization name in full)
(new organization address)
Sample of Employment Reference Letter
Dear (staffing officer name),
I am recommending Mr. X as suitable for your company(organization name). Mr. X has worked with me as a (former position held) for over (number of years or months) years, his regular performance was ineffable and outstanding. He boasts a professional and standard knowledge of timely executing complex projects, supervising, leading his team, and gearing them towards a successful outcome.
His strategic traits coupled with his exemplar personality have been taken after by most staff in the organization therefore making him an essential and intellectual paragon. He is also adept at comprehensive and logical supervision as well as communication.
I vow that he wouldn’t just bring but add more value to your organization and I also entrust him for whatever career trajectory of choice he takes on. Should you have further questions or need some clarity, do not hesitate to contact me.
The above format is a standard way of writing a successful reference letter since it entails all required elements.
Tips for Writing a Reference Letter
- Think carefully before saying yes: When you have been asked to write a reference letter for your former employee, a student or colleague only says “yes” to writing the letter if you can write a positive letter for them. If you don’t know them well or do not think you can confidently recommend them for anything, you should say “No.” Remember that you are never under any compulsion to write the letter, and you have to do so tactfully.
- Use Business letter format: Follow the business letter format when writing the letter. You can use the samples provided to help you when writing the letter. Make sure that the letter has the date, your contact information, and the employer’s contact information.
- Focus on the job description: before writing the letter, make sure to ask for a copy of the job description from them. This way, you will be able to focus more on the specific requirements of the job description easily. To make the letter sound more authentic, try to incorporate keywords from the job description.
- Include specific examples: tailor the letter to showcase the employee’s strengths and achievements using various examples of times in which they demonstrated various skills or traits for the job.
- Remain positive: when you are writing a recommendation letter for someone, it is important that you focus on the person’s positive traits. State that you believe that they are the best candidate for the position. Keep in mind that writing the recommendation letter is to help the candidate stand out.
- Share your contact information: at the very end of the letter, make sure to provide your contact information for the employer to contact you if they have any questions. You can include your telephone number, or email address, or both.
Free Samples & Examples
Frequently Asked Questions
At times, reference letters have submission requirements. This simply means that the instructions could be part of the application packet and must be submitted with other specific materials.
First, you have to be confident in recommending the employee for the position. If you would like to proceed, collect all the basic requirements before drafting the letter. Ask the candidate about the purpose, deadline, and the submission requirements. Once you’ve finished writing the letter, make sure to proofread it before sending it.