A reference letter in employment is a document written by a previous employer or colleague that praises a particular worker’s work performance and character. The goal of the letter is to help the job candidate obtain their desired position. Below are some tips on how to write a reference letter and some examples to help you get started.
Tips for Writing a Reference Letter
If you’ve been asked to write a reference letter, here are some pointers to keep in mind:
1. Understand the Purpose
It’s critical to grasp the purpose of the letter, which is to assist the job candidate in securing the position. As a result, your letter should include your thoughts on the candidate’s work experience and character.
2. Be Specific
Be as specific as possible when describing the candidate’s abilities, accomplishments, and character. Use numbers, statistics, and examples to back up your statements.
3. Use Professional Language
Use formal and professional language while writing your letter. Avoid using slang or abbreviations. Make sure your letter is grammatically correct and free of any spelling errors.
4. Share Your Contact Information
Include your contact information in the letter so that the potential employer can contact you if they have any questions or concerns.
5. Check Company Policy
Before writing a reference letter, double-check your company’s policy regarding such requests. Some firms have a policy that forbids current or former employees from providing recommendations.
6. Edit Examples as Needed
Use the examples below as a starting point and edit them as required to fit your specific situation.
Examples of Reference Letter in Employment
Reference Letter for an Employee
Dear Hiring Manager,
I’m writing to recommend John Smith as a candidate for the position of Sales Manager. John worked for me for three years as a sales representative at ABC Company, and during that time, he consistently demonstrated his ability to exceed sales quotas, increase customer satisfaction, and build close relationships with clients.
I am confident that he would be an excellent candidate for your organization. He is an outstanding team player, has excellent communication skills, and is always eager to learn and grow. I believe he would make a valuable addition to your team.
Sincerely,
Jane Doe
Reference Letter for a Colleague
Dear Hiring Manager,
I’m writing to recommend Sarah Johnson as a candidate for the position of Marketing Manager. I’ve had the pleasure of working with Sarah for the past two years, and during that time, she has consistently demonstrated her ability to develop and execute successful marketing campaigns.
She is a gifted communicator, collaborator, and an efficient project manager. Her ability to balance competing priorities and work effectively under pressure is unmatched. Sarah is a hard worker, a great listener, and a reliable team member.
Please do not hesitate to contact me if you have any further questions.
Sincerely,
John Smith
Reference Letter for a Graduate
Dear Admissions Committee,
I’m writing to recommend Hannah Lee for admission to your graduate program. Hannah was an intern at our company for six months, and during that time, she worked tirelessly to learn and grow as a professional.
She demonstrated exceptional analytical and problem-solving abilities, and her attention to detail and ability to manage multiple tasks simultaneously was impressive. Hannah is a reliable and responsible individual, who is always willing to lend a hand and go above and beyond.
I have no doubt that Hannah would excel in your program and become an invaluable member of the academic community. If you have any further questions, please do not hesitate to contact me.
Best regards,
Samantha Smith
Reference Letter for a Contractor
Dear Hiring Manager,
I’m writing to recommend Andrew Johnson for the position of Project Manager. Andrew worked as a contractor for our company for the past year, and during that time, he demonstrated his exceptional project management skills.
Andrew is an excellent communicator who can quickly develop rapport with clients and team members. He is an organized and creative problem solver who can come up with innovative solutions to complex challenges. Andrew is an efficient worker who always delivers projects on time, on budget, and with the desired quality.
I wholeheartedly recommend Andrew for the position of Project Manager, and I believe he would be a great addition to your team. Please do not hesitate to contact me if you require further information.
Best regards,
James Doe
Reference Letter for a Volunteer
Dear Hiring Manager,
I’m writing to recommend Kaitlyn Kim for the position of Grant Writer. Kaitlyn volunteered at our organization for six months, and during that time, she demonstrated her exceptional writing skills, attention to detail, and creativity.
Kaitlyn was responsible for writing grant proposals, and she did an excellent job. Her proposals were well researched, well written, and targeted the key priorities of the funders. She also developed a comprehensive database of funding sources and kept the team informed of upcoming deadlines and opportunities.
Kaitlyn is a talented and dedicated individual who is passionate about social justice, and I believe she would be an asset to your team. Please do not hesitate to contact me if you require further information.
Best regards,
Michael Johnson
Reference Letter for a Retiring Employee
Dear Hiring Manager,
I’m writing to recommend Peter Brown for the position of Senior Advisor. Peter is retiring from our company after 25 years of dedicated service, and I can’t recommend him highly enough.
Peter is an exceptional leader who has led teams through some tough times. He has a wealth of knowledge and experience that few others possess, and he is always willing to share it with his colleagues. Peter has contributed to the development of our company in many ways, and he will be missed.
I’m confident that Peter would be an excellent Senior Advisor, and I encourage you to consider his application. Should you need any further information or clarification, please do not hesitate to contact me.
Best regards,
David Johnson
Reference Letter for an Early Career Applicant
Dear Admissions Committee,
I’m writing to recommend Alex Lee for admission to your undergraduate program in Computer Science. Alex was a summer intern at our company, and during that time, he demonstrated his exceptional programming skills, teamwork abilities, and commitment to excellence.
Alex is a fast learner, who quickly grasped the technical and business aspects of the projects he worked on. He is an excellent communicator, who can explain complex concepts to non-technical stakeholders. Alex is a friendly and reliable person, who is always willing to help his colleagues with their work.
I have no doubt that Alex would be an excellent candidate for your program, and I encourage you to consider his application. Please do not hesitate to contact me if you need additional information.
Best regards,
Emily Kim
Frequently Asked Questions
What should be included in a reference letter?
A reference letter should include information about the candidate’s work experience, skills, accomplishments, and character. It should demonstrate how the candidate’s abilities match the requirements of the position they are applying for. Additionally, it should be written in a professional and positive tone.
Who can write a reference letter?
A reference letter can be written by a previous employer, colleague, teacher, or mentor who has worked with the candidate and can speak to their skills and character.
How long should a reference letter be?
A reference letter should be one or two pages long, depending on the amount of detail required to fully describe the candidate’s skills and character.
Can you refuse to write a reference letter?
Yes, you can refuse to write a reference letter if you do not feel comfortable endorsing the candidate or are unable to provide a positive recommendation.
Can a reference letter be negative?
A reference letter should always be positive and highlight the candidate’s skills and character traits. If you cannot provide a positive recommendation, you should decline to write the letter.
Should a reference letter be handwritten or typed?
A reference letter should be typed and printed on company letterhead, if available. It should be signed by the person providing the recommendation.
Conclusion
Writing a reference letter in employment can be a daunting task, but it’s an essential part of helping job candidates succeed. By following the tips outlined above and using the examples provided, you can create a letter that highlights the candidate’s strengths and helps them stand out in a competitive job market.