How to Do These Things

An effective reference letter attached to a curriculum vitae or résumé can make the difference between an applicant’s acceptance and rejection in a job application.

A reference letter is used to introduce a person and as an assurance of his character, integrity, and abilities. It essentially functions the same way as a recommendation letter. However, a reference letter is sent to an unknown employer, whilst a recommendation letter is sent to a known employer.

Parts of a Reference Letter

1. Date

It is used to indicate when the letter was written. If the letter took a number of days to be completed, use the date it was finished.

2. Sender’s address

Write your company’s address one line after the date. Include the street address, city, and zip code. You don’t need to include your name or your title as this will be included in the letter’s closing.

3. Salutation

Start your letter with a salutation or a formal greeting. Salutations for reference letters usually take the form of “To whom it may concern:” Leave only one line after the salutation.

4. Paragraph 1

State in the first paragraph how you know the applicant, how long you have known him/her, and your qualifications for writing his/her reference letter. Mention the following information about the applicant in the same paragraph:

• Name of the employee
• Name of the company
• Dates of the beginning and ending of employment
• Title of the position

5. Paragraph 2

Mention in the second paragraph the applicant’s principal tasks that he/she had made for the company while he/she was in employment. List his/her achievements, competencies, exceptional qualities, and skills. Give specific examples to support the details that you’ve written.

Omit weaknesses and do not write any disagreeable traits about the applicant. Diplomatically decline the request to write the reference letter if you cannot write a positive one for the applicant.

6. Paragraph 3

Write your formula of recommendation. If a reference letter is used to secure a job placement, you may commend the applicant for employment. Make your closing statement strong without overdoing it. State in the letter your regret of letting the employee go if you truly feel it. On the other hand, undue praise should be avoided as it can be interpreted as biased or insincere. You may include your contact information if you are willing to entertain follow-up correspondence or questions.

7. Closing

The closing starts at the same horizontal point as your date. Leave one line after the last line of the third paragraph and capitalize only the first word. For instance, you may write “Sincerely yours,” or “Respectfully yours.” Leave four spaces between the closing line and your name for your signature.

Things to Remember

1. Reference letters should be type written and printed on good quality ink-jet paper. A reference letter’s appearance cast a reflection on you and the applicant.
2. An effective reference letter should be short and concise, but specific. Always be specific when you refer to his/her skills, contributions, achievements, personal attributes, character, and attitude.
3. Use words that describe the employee’s positive attributes, such as efficient, cooperative, imaginative, reliable, innovative, and mature. Avoid words that carry a mediocre connotation, such as good, nice, fair, satisfactory, adequate, and reasonable.

Additional Reading on How to Write a Reference Letter

• How to Write a Reference Letter