Businesses depend on their employees to work hard, be honest, reliable, and punctual. One method by which companies can measure the potential value of a prospective employee is by the references that person provides. If a person has requested that you write a letter of reference for him or her, follow these easy steps to provide a recommendation any employer would be glad to read.
Required Materials
- High-quality paper (watermarked 20-lb. paper works well).
Required Tools:
- Computer with a reliable software program and good-quality printer
Instructions
- First, begin by collecting information from the person who has asked you to write a letter. Determine the name (if possible) of the person to whom the letter should be directed. Ask for the job description or qualifications needed for the desired position. Request a copy of the individual’s resume so that you can be clear about dates, degrees, and training.
- Place your return address and telephone number at the top of the letter, aligned with the left margin of the document.
- If the name of the person is unknown, you may address the letter with the salutation: To Whom It May Concern. The entire letter should be written with margins that are left aligned. The first line of the letter should be the salutation, followed by a colon. Skip a line.
- Begin the first paragraph by identifying your connection to the person for whom you are providing the reference. Indicate the length of time and in what capacity you have known the individual. Explain why you believe you are qualified to recommend this person for the position he or she is seeking. Skip a line between the first and second paragraphs.
- Continue in the second paragraph by identifying specific skills or training you have observed the person use in a professional capacity. Describe the personal qualities and professional training or qualifications that would make this person a good candidate for the position sought. Use strong, descriptive words. Write more than one paragraph if needed. Skip a line between each paragraph.
- Describe how the person’s specific qualifications meet the skills needed for the position sought. If necessary, use more than one paragraph. Again, skip a line between each paragraph.
- Conclude by offering to provide additional information to the reader. Repeat your telephone number or email contact information. Skip a line between the paragraph and your closing
- End your letter with a valediction, or complimentary closing remark, such as Sincerely. Leave three spaces and type your name.
- Print the document.
- Sign your name between the valediction and your printed name.
Useful advice and information
- If you cannot recommend the person without strong personal reservations, don’t agree to write the letter.
- Don’t be too wordy – keep the letter short and concise.
- Use a business letter format.
- Never say anything false or exaggerate a person’s qualifications. You may find yourself engaged in business with the person to whom you are writing a letter, and they may not be pleased to find that the employee was not everything you claimed he or she was.
Additional Reading on How to Write a Reference Letter
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