How to Write a Reference Letter

If you've been asked to write a letter of reference for a former employee or co-worker, you may be feeling somewhat lost on where to begin. First and foremost, you must determine whether or not you are going to agree to write the letter. Before saying "yes" consider the following:

• Do you have approval from your employer to write the letter?
• Do you feel confident that you can be a valuable reference for this person?
• Do you want to provide a reference for this person? Do you know him or her well enough to provide a strong, positive reference based on your personal experiences with him or her?
• Do you know what the person is expecting you to write about? Do you have all of the relevant information?
• Are you willing to vouch for this person professionally?

Once you've reviewed all of the facts, and you've decided to write the letter, you'll need to get down to business. Though this is a fairly straight-forward task, there are some particular elements you'll want to include.

Be Specific

Be sure to explain how long you've known the person. Explain who you are, your qualifications, and how you know the individual. Provide specific ways in which you feel this person is an asset. Share the individual's strengths and offer examples if possible. Focus on his or her achievements.

Be Honest

Don't attempt to lie or provide inaccurate information. This letter should be written based on your personal experiences, using your own words. Allow the individual to provide you with some guidance on what they would like you to focus on, but remember that ultimately, it's your reputation on the line. Whatever you say about this person should be the truth.

Be Complimentary (but don't overdo it)

Try to stay away from mediocre words like nice, satisfactory, adequate, or fine. Instead, use powerful words to describe the individual's talents. However, be cautious of going overboard. Too many flowery words can sound insincere.

Omit Weaknesses

This letter is not the place to address areas of weakness. Of course, any individual is going to have a few specific areas where improvement is needed. It is not your job to discuss these things. If you don't feel that you can provide a positive reference, you should decline the request.

Be Professional

This letter will reflect on both you and the individual for whom it is being written. Be careful to avoid errors in grammar, punctuation and spelling. Be concise and well organized, and use the correct business letter format.

Include Contact Info

It's always nice to offer to answer questions or speak in person with the individual reading the reference letter. If you choose to do so, be sure to include your full name, title, direct phone number, email address, and/or mailing address. Indicate the preferred method of contact as well.

A letter of reference is a helpful tool when searching for a new job. Consider it an honor to provide one for a high quality employee, co-worker or friend. Though it takes a little work, you can be sure your effort will be appreciated.