A Reference Letter is a detailed document written by an individual to advocate for an applicantโs positive skills, character, and attributes.
The writer must be well known to the applicant to enable him/her to provide information about an individualโs abilities and achievements from his/her point of view.
It can be used to recommend an applicant/candidate for a position /job. This can help boost an applicantโs resume, therefore, increase his/her chances of landing the position. It can also help set the candidate apart from other applicants.
Candidates selected for the job position may sometimes be required to provide the letter before they sign the job contract with the employer. In this situation, the reference should be written by a former employer who can attest to a candidateโs ability to carry out duties and responsibilities related to the position they have been selected for.
It can also be used to advocate for students interested in admission to a learning institution/program. It can help communicate information about the studentโs impressive academic, personal and social skills that may be sought for by the institution/program.
The letter can also be used to refer to an individual applying for funds. In this case, the letter will be used to advocate a personโs integrity and ability to fulfill his/her commitments, especially in relation to paying back funds on time.
Finally, it can be a tenancy requirement used to confirm that a prospective tenant is financially stable, responsible, and reliable. It can help a tenant secure property while acting as a background check, especially since, in most cases, an individualโs former/current landlord, property manager, or roommate will be the one writing the letter.
Letter Examples
Types of Letter
There are different types of reference letters, each used in different settings or circumstances, but ultimately, they all have one goal, which is to communicate about a personโs skills and character. They help build the confidence of the recipient in a person/candidate by verifying their qualities and qualifications.
The following are the letters an individual can write:
Business Reference Letter Sample
Download: Microsoft Word (.docx)
Character Reference Letter Sample
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Professional Reference Letter Sample
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Professional Reference Email Sample
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Employee Reference Letter Sample
Download: Microsoft Word (.docx)
Academic Reference Letter Sample
Download: Microsoft Word (.docx)
How to Format a Letter
A well-formatted letter conveys the writerโs professionalism and seriousness. This can have a positive impact on the recipient. It also allows the writer to comfortably provide his/her information.
Therefore, when writing it, a writer should consider the following factors during letter formatting:
Length
During writing, it is important that the writer considers its length. This letter should be one page long. This helps ensure that the writer of the letter sticks to relevant information concerning the candidate or applicant. If it is too short, then the recipient might assume that the writer is not very familiar with the candidate or applicant, while a letter that is too long can discourage a busy recipient from reading it.
Format
The writer should also consider the arrangement of information in the letter, which can be referred to as format. The writer should arrange the letter by first providing his/her contact details, the date, and finally the hiring managerโs address. The writer should then start the letter with a salutation followed by the introduction, body, and conclusion paragraphs.
At the end, the writer will be required to provide his/her signature and indicate his/her typed name. Using the proper format ensures that the information conveyed in it is delivered in a coherent manner.
Font
A well-composed letter should be written in an appropriate font. A writer should consider using the Times New Roman, Arial, or Calibri font type. A font size of between10 and 12 can be used to help ease readability. The use of a proper font type and size can also help ensure the letter is clear.
How to Write the Reference Letter
A well-written letter should effectively communicate the writerโs belief in the applicantโs abilities. The writer should ensure that the information written in the letter provides adequate information that demonstrates why the candidate is a good fit for the position that he/she has applied for.
Therefore, the writer should ensure that he/she adheres to the following procedure:
Step 1: Pre-writing considerations
Before writing the letter, there are pre-consideration the writer should take into account. A writer should consider making dong the following in the prewriting stage to help ease the processes:
Gather knowledge of the candidate
First, the writer should collect information about the applicant. The writer can sift through prior records of the candidate to get a better grasp on the information he/she may provide. This also helps ensure that the writer can prove the information provided in the letter.
tip
The candidate/applicant recommended should be well known to the writer. This ensures that he/she can strongly attest to the applicantโs abilities and qualifications. However, friends and family are likely to provide biased information; therefore, they may not be in the best position to write a professional letter.
Investigate the position the candidate is applying for
Secondly, the writer should investigate the position the applicant is applying for. This will help him/her identify the qualities he/she should highlight in the letter. It will also help the writer tailor the information to the position/job.
Ask for a copy of CV or resume
Thirdly a request for a copy of the applicantโs CV or resume should be made. The information provided by the writer should complement what is contained in the CV /resume. It will also help the writer avoid the repetition of information that is already contained in this application document.
Ask for a copy of the job posting
Next, the writer should ask the applicant for a copy of the job posting to help him identify specific skills and qualifications that the employer is looking for. The writer can then include the identified skills and qualifications.
Get information regarding submission of a letter
Finally, the writer should request the applicant to provide him /her with the earliest submission date of the letter or application information. This helps ensure that the letter is delivered or received at the time designated by the employer.
Step 2: Write the letter
Once the writer is satisfied with the information obtained, he/she can start writing it. The writer should ensure that the letter is written in a well-structured business format.
The following details should be written in the letter:
Your personal information
The letter should contain the writerโs personal information. This should include his/her name, address, and contact information. This will help identify who the writer is and indicates how the employer/hiring manager can get in touch with him/her.
Date
The writer should also provide the date of writing. The writer should ensure that the date is placed on the top left of the page. This will help inform that the recipient knows when the letter was written.
Hiring managerโs details
The writer should ensure that the letter contains the hiring managerโs name, title, and address. This helps ensure that the letter is delivered to the intended target, therefore completing the candidateโs application information.
note
If a writer is sending it via email, then he/she is not required to provide any contact information or date on the letterhead. The contact information in such a case will be written after the email signature. The subject line should only indicate the candidateโs name, the position he/she is applying for, and the writerโs intention for writing the letter, for example, the Reference letter for the Sarah King-Teaching position.
Salutation
The writer should start by addressing the recipient by name in the salutation, for example, โDear Mr./Mrs. last name.โ This will demonstrate professionalism and strength in using the business format to write the letter. It also helps to set an appropriate tone for the rest of the letter. The writer can also address the letter โTo Whom It May Concern.โ Especially if the recipientโs name is unknown to him/her.
Introduction
The introduction helps to capture the recipientโs attention. It also enables the writer to provide a solid foundation from which to base the rest of the information contained in the letter.
Therefore, the following information should be contained in the introduction:
- Opening: The introductory line can be the statement expressing how the writer feels about the applicantโs abilities, a factual statement about the candidate, an award won by the applicant, or anything that can get the employerโs attention. A statement like this can help hook the employer into reading it.
- Your relationship with the candidate: The writer should explain the relationship he/she shares with the applicant and the duration of time he/she has known the candidate. This helps provide credibility to the recommendation made because the writer can show why he/she is in the best position to write the reference letter.
Body
The body of the letter goes into detail about the applicant. It helps elaborate the skills and qualifications of the applicant. It also enables the writer to connect the information he/she intends on providing.
The body of a letter should contain the following information:
Facts about the candidate
The writer should ensure that the body of the letter provides adequate facts about the applicant/candidate. The information can include the applicantโs education, qualifications, former or current occupation/employment, etc. The writer should ensure that the facts he/she has stated can be proven with ease.
Candidateโs skills and qualities
The writer should state a list of at least three exceptional skills and qualities. The writer can highlight qualities such as dedication, motivation, honesty, responsibility, diligence, loyalty, helpfulness, and discipline. The writer should be sure to relate the qualities and skills stated to the position the applicant is applying for.
Include examples
The writer should ensure that he/she uses concrete examples to support the information. The use of concrete examples can be an effective way to strengthen the points made by the writer. However, the examples used should not be too long as the writer only has limited space.
Closing
A strong conclusion should remind the recipient of the information stated in the recommendation letter. The writer should also reiterate his/her belief in the candidate.
The conclusion of the letter should also include the following:
Include your contact details for follow-up
The writer should be sure to conclude it by providing his/her contact information, that is, if he/she had not provided it on the letterhead. The writer should also offer to answer any questions or clarify any points made about the candidate. This indicates the writerโs confidence in the information provided.
The writer should thank the recipient for their time and consideration
The writer should end by thanking the recipient for his/her time and consideration. This is respectful, polite and it shows that the writer is aware that the recipient is also considering other candidates. It is also an indication of proper business etiquette.
Sign off
The letter should be concluded with an appropriate professional word or phrase like sincerely, regards yours truly, etc. This demonstrates attention to detail and adherence to appropriate business format.
Letter Template
[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]
[Recipient’s Name]
[Recipient’s Title]
[Company/Organization Name]
[Company/Organization Address]
[City, State, Zip Code]
Dear [Recipient’s Name],
I am writing to wholeheartedly recommend [Candidate’s Name] for [specific position, opportunity, or purpose of the reference]. My name is [Your Name], and I am [your position or relation to the candidate] at [Your Organization or Relationship Context]. I have known [Candidate’s Name] for [duration of your acquaintance] and have had the pleasure of [context of your relationship, e.g., working together, mentoring, etc.].
In the time I have known [Candidate’s Name], they have consistently demonstrated exceptional qualities that I believe make them an excellent fit for [specific position or opportunity]. Some of the key attributes that stand out include:
1. Professionalism and Work Ethic:[Provide specific examples or stories that demonstrate the candidate’s professionalism and strong work ethic. Mention any projects or tasks where these qualities were particularly evident.]
2. Leadership and Teamwork:[Discuss the candidate’s ability to lead and work within a team. Highlight any leadership roles they have held and how they positively influenced the team.]
3. Technical Skills and Knowledge:[If applicable, describe the candidate’s technical skills and expertise in their field. Provide examples of how they have applied this knowledge effectively.]
4. Interpersonal Skills:[Talk about the candidate’s ability to communicate and interact with others. Include examples of how these skills have benefitted your team or organization.]
5. Adaptability and Problem-Solving:[Mention any instances where the candidate demonstrated their ability to adapt to changes and solve problems creatively.]
[If you have additional qualities or stories to share, include them here.]
I have no doubt that [Candidate’s Name] will bring these same qualities and skills to [specific position or opportunity] and make a valuable contribution to your [team, organization, program, etc.]. [Candidate’s Name] is not only talented and dedicated but also a genuinely kind and positive individual who enhances the atmosphere of any setting.
Please do not hesitate to contact me if you require further information or specific examples of [Candidate’s Name]’s work and contributions. I am happy to provide more detailed insights into their abilities and accomplishments.
Thank you for considering my recommendation. I am confident that [Candidate’s Name] will excel and exceed your expectations in [specific position or opportunity].
Sincerely,
[Your Signature (if sending a hard copy)]
[Your Typed Name]
Analysis
The provided template for a reference letter is particularly useful for several reasons:
- Clear Structure and Format: The template follows a conventional and professional format, making it easy to read and understand. It starts with the sender’s contact information, date, recipient’s contact information, and a formal salutation, which are key elements in any formal letter.
- Personalized Introduction: The opening paragraph allows the writer to introduce themselves and describe their relationship with the candidate. This personalization adds credibility and context to the reference, making it more meaningful to the recipient.
- Specific Attributes and Examples: The template emphasizes the importance of mentioning specific qualities and providing concrete examples. This approach is far more effective than general statements, as it gives the recipient a clear and tangible understanding of the candidate’s abilities and achievements.
- Versatility and Adaptability: The template is designed to be versatile. It includes various categories like professionalism, leadership, technical skills, interpersonal skills, and adaptability, covering a broad range of attributes. This makes the template suitable for a variety of candidates, regardless of their field or the nature of the opportunity they are pursuing.
- Positive Tone and Supportive Language: The language used is positive and supportive, which is crucial in a reference letter. The tone is professional yet warm, which helps in creating a positive impression of the candidate.
- Closing with an Open Offer: The template concludes with an offer to provide further information, showing the writer’s willingness to engage in additional dialogue. This is a strong indicator of genuine support for the candidate.
- Professional Closing: The formal closing with a signature and typed name adds to the professionalism of the letter.
Overall, this template guides the writer to create a comprehensive and effective reference letter by structuring their thoughts and focusing on the most impactful information. It ensures that the letter is not only a testament to the candidate’s abilities but also reflects well on the writerโs own credibility.
Tips for Writing a Great Letter
The writer should ensure that the letter is effective in compelling the hiring manager/employer to consider the applicant. The following tips can help the writer achieve:
Give positive qualities
The writer should ensure that he/she can provide a positive outlook of the candidate. If the writer feels that his/her knowledge of the applicant is insufficient, he/she should decline the request by an applicant to craft it. Writing a negative reference can affect an applicantโs chances of landing the job. A writer that is sure of his/her ability to write the letter should be able to recall who the applicant is, the role the candidate played while working with him/her, and the period he/she worked together with the applicant.
The writer should also point out two-three qualities about the applicant that he/she can support with specific examples. Finally, the writer should ensure that the letter conveys his/her specific experiences with the applicant. The experienced writer should show the candidateโs positive attributes or knowledge using one relevant example.
Proofread your letter before sending it
Once the letter is complete, the writer should proofread it to ensure that it is completely free of errors. This can also be done by another individual so long as the writer ensures that the candidateโs name is concealed to protect his/her privacy. Proofreading enables the writer to polish up the letter by editing it to a higher standard.
Give context to each example
Each example used should be supported by one or two sentences that provide more information about the skills, qualities and experiences shared. This ensures that the points made by the writer have adequate, relevant detail for the recipientโs comprehension.
Be flexible
A writer should also be flexible with the information he/she provides. The skills, qualities, and experiences should be modified to what the hiring manager /employer is seeking in an employee making the points stated relevant to the position the candidate is applying for.
Be honest
This letter should be written from the point of honesty to enhance credibility. The writer should not compose a letter for a candidate he/she does not believe is qualified. This can prompt him/her to write exaggerated and dishonest information, leading the hiring manager/employer to question his/her credibility.
Be targeted
The writer should ensure that it is tailored to the position the candidate is applying for. This helps ensure that the information provided is aimed at showing that the candidate is the best choice for the job. Ensuring that the information has been thoughtfully selected will help the employer or hiring manager consider the candidate.
Add relevant details
The information should be related to the position the applicant is applying for. Writing a generic one can lead the hiring manager to believe that the writer knows nothing about the position the applicant is applying for.
EXAMPLE
A generic reference letter:
John is hard-working, motivated, and honest. This, I believe, makes him the best candidate for the position of graphic designer.
A relevant reference letter:
John is skilled in the use of graphic design software like Adobe Photoshop, Illustrator, and In-Design. His ability to creatively use this software for his work makes him the best candidate for the graphic design position.
Write a clear and concise letter
It should be written with words that are precise and deliberate. Writing clearly and concisely enables the writer of the letter to get straight to the point. It also helps the writer avoid being too wordy. This makes the letter more understandable.
What to Avoid
A poorly written letter can be attributed to various factors. However, a writer can avoid some mistakes to ensure that he /she writes an appropriate letter. The following should be avoided during the writing of the letter:
Do not include irrelevant personal information
The writer should avoid using irrelevant personal information. This is considered unprofessional and can have a negative impact on the hiring manager/employer. This can lead the employer to disregard the applicant.
Do not use jokes
It is a serious formal document. The writer should avoid using jokes in the letter as this can irritate the hiring manager, who may feel that the letter is an absolute waste of his/her time. The use of inappropriate jokes can make the hiring manager/employer feel uncomfortable.
Avoid making spelling mistakes and typos
Making spelling mistakes and typos can lead the employer/hiring manager to believe that the writer is a poor communicator. It gives the employer the impression that the writer did not take his/her time to write a good letter. Smelling mistakes and typos will also lower its quality.
Avoid private details
The writer should avoid providing private information about the applicant. The employer/hiring manager is not interested in private details about the applicant; therefore, providing information such as the candidateโs relationship status or religion is unnecessary.
Final Thoughts
A reference letter is a document that advocates an applicantโs good qualities. A great letter should communicate effectively to ensure that it can lead the employer to consider the applicant. It is the responsibility of the writer to ensure that it is well-formatted and structured for it to be of high quality.