Things You'll Need:
- White Bond paper
- typewriter or computer and printer
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Step 1
First, decide if you can serve as a reference for this person. You should never write a negative Reference Letter. If you have a negative impression of the employee or person, you should politely tell them that you cannot be their reference. A reference letter should always be positive.
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Step 2
Use a pencil and paper to make your first draft. You will be using a standard formal business letter format. At the top, put your name and return address (unless you are using company letterhead that already has that information). Next comes the address of the person to whom you are writing, followed by the date. If you do not know, or if the same letter will be used for several applications, then just put the date, followed by "To whom it may concern:"
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Step 3
Next comes the content of your letter. Use the first paragraph to describe your relationship with the person you are recommending. Use details and dates if possible. Explain how and when you met this person and worked with them.
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Step 4
Use the second paragraph to talk about the good qualities of the person. Tell the truth, but avoid any negative critiques. Use examples if possible, to show the future employer the positive qualities of the person. Everyone usually has an area where they excel, such as perfect attendance, good attitude, honesty, responsibility, talent and skills, or leadership qualities.
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Step 5
Finally, your last paragraph should include a statement about when and how the prospective employer can communicate with you. If you offer a reference letter, you should be willing to take a phone call or other communication, so that the prospective employer will be able to confirm the authenticity of your letter. "If you have any questions, please call me at 555-5555 during business hours."
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Step 6
Sign the letter with a formal closing. "Sincerely" is the easiest.
