A reference letter can be a great way to help someone you know, and respect take the next step in their career. Learn how to write an effective reference letter here or by downloading our free template.
What is a Reference Letter?
A reference letter is a formal letter endorsing a candidate’s skills and positive traits. Especially someone you worked with in the past or have known for a significant amount of time in a professional or academic setting.
Individuals may use these in job applications or trying to get approval into certain universities or organizations. Typically, the writer gives the reference letter to the candidate to include in their application rather than mailing it to the organization directly.
Types of Reference Letters
There are three different types of reference letters, each based on the position for which the candidate is applying. These include:
Employment Reference Letter
One of the most common reference letters is the employment reference letter. This reference letter is written to recommend a candidate for a new job. Job candidates may ask their former supervisor or manager to write a reference letter for their past employment experience. They will then submit this reference letter alongside their cover letter and resume.
Some job candidates, especially freelancers looking for contract work, may post their employment reference letters on their websites. This way, it can be viewed by anyone considering working with the freelancer rather than sending it individually to each prospective client.
Academic Reference Letter
High school students applying to college and undergraduate students applying for graduate school may need a letter of recommendation to be accepted. These letters of recommendation speak to their work ethic and other qualities that could set them up for success in an academic program.
They may request these letters from teachers, employers, or supervisors of volunteer programs in which they take part.
Character Reference Letter
A character reference letter is similar to an employment reference letter but is used to apply for higher-level positions. This letter should come from someone with significant experience working with the applicant, someone who can speak to their positive qualities in leadership, problem-solving, and so on.
The goal of a character reference letter is to show the ways that the applicant fits the culture of the company.
What to Include in a Reference Letter
It can be an honor to be asked to write a reference letter for an acquaintance. You will want to write a robust, convincing reference letter that represents them. Every reference letter is different, but here are some standard qualities to include:
- The name of the hiring manager. If you have the name of the hiring manager, address them personally. If not, “To Whom It May Concern” will do.
- The name of the referenced person. This will be included with their job application, but you still want to be specific.
- The position being applied for. What is the reason that the referenced person needed a reference letter?
- Your relationship to the referenced person. How do you know them and your respective positions when you worked together.
- The length of time you have known the referenced person. When did they start working with you, and when did they leave?
- The relevant positive skills and traits of the referenced person. This is the meat of the letter and can take up to two paragraphs, speaking to their positive character traits and technical skills.
- Invitation to contact you. If the hiring manager wants further information, let them know how to contact you by email or phone.
- Your signature. Sign the letter over your printed name to give it more authority.
How to Write a Reference Letter
If you have ever had to write a professional letter, such as a cover letter, you know how to master the formal but jovial tone. You must bring this to the letter you write on behalf of your acquaintance. Here are a few things to remember when you need to know how to write a reference letter.
Step 1 – Begin With a Greeting and Your Reason For Writing
Like a cover letter, begin your reference letter by stating your intention. Address the reader, and give the name of the person you want to recommend and the position for which they are applying. In the same paragraph, you can explain how you know them and the length of time that you have known them.
This is your introductory paragraph: lay out clearly and concisely what this letter is before diving into the meat of it.
Step 2 – Speak From Your Experience
Your experience with the job or academic candidate qualifies you to write this reference letter. What kind of work ethic did they exhibit while working with you? And what are the general qualities that make them a good job candidate?
Spend a paragraph about their general skills as an employee, including their ability to work with a team, self-start, or whatever is most relevant to the hiring company.
Step 3 – Dive Into More Specific Skills
The following paragraph details the specific skills that would serve them well in this position. This could be technical skills they have gained over their experience in the industry or character traits that make them perfect for the type of job in question. Mention any expertise or significant accomplishments they may have achieved while working with you.
Step 4 – Describe How You Think The Referenced Person Will Fare in the Job
In the next paragraph, you will answer the ultimate question: Do you think the job candidate would be a good fit? Talk about what makes the job candidate an ideal fit and why you believe the hiring company should hire them over anyone else.
Sum up your description of their skills here, treating this almost as a conclusion paragraph, even though you’ll have one more to follow.
Step 5 – Invite the Hiring Manager to Contact You
There is only so much you can express in a letter. Leave the recipient with your preferred contact methods so they can contact you for any other experience working with the job candidate.
Finally, sign your name and add your phone number and email address in your signature block before you send the letter.
Tips for When Writing a Reference Letter
Want to make sure your reference letter shines? Try following these tips:
- Stay positive. The goal of the letter is to help the job candidate get hired. Keep a positive tone when referencing their good qualities and skills.
- Be specific but concise. Giving specific examples will lend more credibility to your letter. On the other hand, you don’t want the letter to drag on for too long. Your letter should stay less than one page, with five short paragraphs as the ideal.
- Don’t divulge private details. While specific examples are great, you do not need to disclose personal information or stories about the job candidate.
- Remain relevant to the job in question. Describe the person’s skills and qualities that fit the specific job in question rather than being too general with your reference letter.
- Research the hiring company. You don’t have to go as in-depth as the job candidates themselves. But do your homework on the company to enhance the specifics of your reference letter.
You can also use the free Legal Templates reference letter template to craft a professional and precise reference letter.
Reference Letter Sample
Below you can download a reference letter template in PDF or Word format:
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FAQS
Always begin a reference letter by greeting the reader (the hiring manager, usually) and expressing your intention with the letter. In this case, you intend to give the candidate a professional, academic, or character reference.How should I start a professional reference letter?
If you have had a good experience with an employee, offer to write a reference letter for them. This will help them with the next step in their career. And it will leave the connection open between you two in case they ever return to your company.What should I do if an employee asks for a reference letter?
Go into specific detail in describing the sort of employee the referenced candidate is and the skills that they bring to the table. But keep your letter concise and clear so it reads easily.How do you write a strong reference letter?
Begin any reference letter by greeting the reader and expressing your intention to reference the candidate. Your first paragraph should state your intention and your relationship to the referenced person. How do you start a reference letter?
An ideal reference letter should be one page. This gives you enough space to get your point across without becoming too taxing to read.How long should a reference letter be?