If you are asked to write a reference letter for an employee who has a gap in their work history, it can be challenging to know what to say. Should you mention the gap? How should you address it? This is where a gap reference letter template can be useful. In this article, we will provide tips on how to write a gap reference letter and provide seven examples that you can edit as needed.
Tips for Writing a Gap Reference Letter
When writing a gap reference letter, it is essential to focus on the employee’s strengths and accomplishments rather than the gap in their work history. Here are some tips to help you create an effective letter:
1. Keep it Positive
Focus on highlighting the employee’s achievements and positive qualities. Even if there was a gap in their work history, make sure to emphasize their strengths and contributions to your company.
2. Address the Gap
Even though the focus of the letter should be on the employee’s strengths, it is essential to address the gap and explain it in a positive light. For example, if the employee took time off to care for a family member or pursue further education, mention that in the letter.
3. Be Specific
Provide specific examples of the employee’s accomplishments, such as projects they worked on, awards they received, or any other achievements that demonstrate their skills and abilities.
4. Customize the Letter
Customize the letter to the specific role or position the employee is applying for. Highlight skills and experiences that are relevant to the job they are seeking and emphasize how the employee’s strengths will benefit the company.
5. Edit and Proofread
Make sure to edit and proofread the letter carefully. Check for any spelling or grammar errors and make sure the letter is well-organized and easy to read.
Examples of Gap Reference Letter Templates
Example 1: Returning to Work After a Career Break
Dear [Hiring Manager],
I am writing to recommend [Employee Name] for the [Position] role at [Company Name]. I had the pleasure of working with [Employee Name] for [Number of Years] at [Previous Company] before [he/she] took an extended career break to care for [his/her] children.
During [his/her] time at [Previous Company], [Employee Name] was an invaluable member of the team. [He/She] consistently demonstrated excellent organizational and communication skills and was responsible for managing several high-profile projects. [He/She] was also known for [his/her] positive attitude and strong work ethic.
I have no doubt that [Employee Name] would be an asset to your team. [He/She] has maintained [his/her] skills and knowledge during [his/her] career break and is eager to re-enter the workforce. Please do not hesitate to contact me if you require any further information.
Best regards,
[Your Name]
Example 2: Explaining a Gap Due to Health Issues
Dear [Hiring Manager],
I am writing to recommend [Employee Name] for the [Position] role at [Company Name]. I had the pleasure of working with [Employee Name] for [Number of Years] at [Previous Company] before [he/she] took a leave of absence to focus on [his/her] health.
During [his/her] time at [Previous Company], [Employee Name] was a valued member of the team. [He/She] consistently demonstrated strong analytical and problem-solving skills and was responsible for implementing several process improvements that resulted in significant cost savings for the company. [He/She] was also known for [his/her] ability to work collaboratively with colleagues and clients.
Although [Employee Name] was away from the workforce for a period, [he/she] has maintained [his/her] skills and knowledge during [his/her] absence and is eager to return to work. I have no doubt that [he/she] would be an asset to your team. Please do not hesitate to contact me if you require any further information.
Best regards,
[Your Name]
Example 3: Addressing a Gap due to Travel
Dear [Hiring Manager],
I am writing to recommend [Employee Name] for the [Position] role at [Company Name]. I had the pleasure of working with [Employee Name] for [Number of Years] at [Previous Company] before [he/she] took a sabbatical to travel abroad.
During [his/her] time at [Previous Company], [Employee Name] was an outstanding team member. [He/She] consistently demonstrated excellent leadership and project management skills and was responsible for several successful product launches. [He/She] was also known for [his/her] ability to work well under pressure and meet tight deadlines.
While [Employee Name] was traveling, [he/she] gained valuable experience and a unique perspective that will undoubtedly benefit your company. [He/She] is eager to apply [his/her] skills and knowledge to the [Position] role and I have no doubt that [he/she] would be an asset to your team. Please do not hesitate to contact me if you require any further information.
Best regards,
[Your Name]
Example 4: Explaining a Gap Due to Maternity Leave
Dear [Hiring Manager],
I am writing to recommend [Employee Name] for the [Position] role at [Company Name]. I had the pleasure of working with [Employee Name] for [Number of Years] at [Previous Company] before [he/she] took maternity leave to care for [his/her] child.
During [his/her] time at [Previous Company], [Employee Name] was a highly valued team member. [He/She] consistently demonstrated excellent problem-solving and communication skills and was responsible for managing several high-profile projects. [He/She] was also known for [his/her] positive attitude and strong work ethic.
Although [Employee Name] was away from the workforce for a period, [he/she] has maintained [his/her] skills and knowledge during [his/her] absence and is eager to return to work. I have no doubt that [he/she] would make a positive contribution to your team and please do not hesitate to contact me if you require any further information.
Best regards,
[Your Name]
Example 5: Addressing a Gap Due to Redundancy
Dear [Hiring Manager],
I am writing to recommend [Employee Name] for the [Position] role at [Company Name]. I had the pleasure of working with [Employee Name] for [Number of Years] at [Previous Company] before [he/she] was made redundant due to [Company Name]’s restructuring.
During [his/her] time at [Previous Company], [Employee Name] was an exceptional team member. [He/She] consistently demonstrated excellent leadership and communication skills and was responsible for managing several high-profile projects. [He/She] was also known for [his/her] ability to work collaboratively with colleagues and clients.
Although [Employee Name] was made redundant, [he/she] has maintained [his/her] skills and knowledge during [his/her] absence and is eager to return to work. I have no doubt that [he/she] would make a positive contribution to your team and please do not hesitate to contact me if you require any further information.
Best regards,
[Your Name]
Example 6: Explaining a Gap Due to Personal Reasons
Dear [Hiring Manager],
I am writing to recommend [Employee Name] for the [Position] role at [Company Name]. I had the pleasure of working with [Employee Name] for [Number of Years] at [Previous Company] before [he/she] took a leave of absence due to personal reasons.
During [his/her] time at [Previous Company], [Employee Name] was a valuable team member. [He/She] consistently demonstrated excellent problem-solving and communication skills and was responsible for several successful product launches. [He/She] was also known for [his/her] positive attitude and strong work ethic.
Although [Employee Name] was away from the workforce for a period, [he/she] has maintained [his/her] skills and knowledge during [his/her] absence and is eager to return to work. I have no doubt that [he/she] would make a positive contribution to your team and please do not hesitate to contact me if you require any further information.
Best regards,
[Your Name]
Example 7: Addressing a Gap due to Career Change
Dear [Hiring Manager],
I am writing to recommend [Employee Name] for the [Position] role at [Company Name]. I had the pleasure of working with [Employee Name] for [Number of Years] at [Previous Company] before [he/she] embarked on a career change.
During [his/her] time at [Previous Company], [Employee Name] was an outstanding team member. [He/She] consistently demonstrated excellent problem-solving and communication skills and was responsible for managing several high-profile projects. [He/She] was also known for [his/her] ability to work collaboratively with colleagues and clients.
Although [Employee Name] changed careers, [he/she] has maintained [his/her] skills and knowledge during [his/her] time away and is eager to apply those skills to the [Position] role. I have no doubt that [he/she] would be an asset to your team and please do not hesitate to contact me if you require any further information.
Best regards,
[Your Name]
Frequently Asked Questions
How do I address a gap in a reference letter?
When writing a reference letter for an employee who has a gap in their work history, address the gap positively. Explain why the employee took time off and emphasize their skills and accomplishments during their time at your company. Focus on the employee’s strengths rather than the gap itself.
What should I include in a gap reference letter?
A gap reference letter should include the employee’s strengths, achievements, and contributions to your company. It should also explain any gap in their work history positively and emphasize how the employee’s skills and experience will benefit the company they are applying to.
Should I mention a gap in a reference letter?
If an employee has a gap in their work history, it is essential to address it in a reference letter. However, you should do so positively and explain why the employee took time off. Focus on the employee’s strengths and accomplishments rather than the gap in their work history.
How long should a gap reference letter be?
A gap reference letter should be one or two pages long, depending on the amount of information you need to include. Make sure to provide specific examples of the employee’s accomplishments and emphasize their strengths.
What is the format of a gap reference letter?
A gap reference letter should follow a standard business letter format, with the date, recipient’s name and address, greeting, body of the letter, and complimentary close. Make sure to address the letter to the appropriate person and customize it to the specific job the employee is applying for.
Can I use a gap reference letter template?
Yes, using a gap reference letter template can be helpful in creating an effective letter. However, make sure to customize the letter to the specific employee and job they are applying for. Provide specific examples of the employee’s strengths and accomplishments, and explain any gap in their work history positively.
Can I ask the employee to provide me with a template for the reference letter?
Yes, you can ask the employee to provide you with a template for the reference letter. However, make sure to customize the letter to the specific job they are applying for and emphasize their accomplishments and strengths. Do not simply copy and paste the employee’s template without making changes.
Conclusion
Writing a reference letter for an employee who has a gap in their work history can be challenging. However, by following the tips and using the examples provided in this article, you can create an effective reference letter that emphasizes the employee’s strengths and accomplishments. Remember to address any gap in their work history positively and explain why the employee took time off. With a well-written letter, you can help the employee stand out in their job search and secure the position they are applying for.