How to Write a Reference Letter

How to write a reference letter is a question often asked, however, I wonder if the question should be: Should I write it in the first place? Let's face it; many employees, friends, family members, and even friends of friends want us to write a letter recommending someone for a job, school application, scholarship, etc.
Remember that if you decide to write a reference letter, you are putting your name and reputation behind an individual, not a task to be taken lightly.

The worst thing you can do is to write a letter on behalf of someone you do not know or someone that you really do not want to recommend. Some people will write them because they feel guilty. If you know the person you are about to endorse is worth your reputation and will not embarrass you, then learning how to write a reference letter should not be a difficult task if you follow the steps below.

Things You'll Need

• A computer
• Business letterhead
• Time

Instructions

1. Do not address your letter "To Whom It May Concern." Addressing a letter to whoever might happen to read it shows your lack of research and desire to help the individual. You do not have to the research yourself. Ask the candidate to do it for you (the least they can do). Ask for the full name and the title of the person the letter is intended to reach.

   The person reading the letter will appreciate the fact that you went the extra step to figure this out. In many occasions, this is simple because it is right out of the application materials. In others, there might be a board or several people that will review the applicant's resume. If this is the case, look at the employers/school website and determine who is the director of human resources, director of admissions, manager etc.

   If this fails, then address your letter to the president, CEO, Dean, or the person with ultimate decision making authority. They might never read your letter, but the person reading will see your desire to help this individual. It will also show that at least you took time of your day to research where this person is applying to and that is how you came up with the name and title (make sure you spell them correctly). This tip will put your letter closer to the top of the pile. Remember that the candidate should help you as much as they can to learn how to write a reference letter as they are the number one intended beneficiary.

2. Ask for an outline of what the letter seeks to accomplish (more than simply: I want to get the job). You should ask the candidate where the letter should be sent. Also, ask for what characteristics and traits should be emphasized in the letter. If your candidate is seeking a sales position, then emphasizing good communications skills is a good idea. If your candidate is seeking admission to a law school, then emphasizing dedication and self motivation maybe essential to their success. Where and for what position should influence the characteristics and traits that you write about.

3. Give specific examples of performance. If you follow step 2, then you want to specifically show how this person is a good communicator and/or self motivated (if those are the qualities that your candidate wants to display). Simply telling the reader that the candidate communicates well will not suffice. Showing them how the communication skills lead to an increased 10% in sales (for example) will be much more effective.

4. Suggest how those same qualities will impact the "new" organization. After giving an example of how this person increased 10% of the net sales by being an excellent communicator, you can point out that the same skills (good communication) are necessary to the incoming organization. This example applies to any industry. If the candidate takes the lead to increase revenue in your industry, she will likely do the same at the new place of employment. Showing or telling a new manager why this person can improve their organization will impact the way they look at a candidate. This is perhaps the most important tip in learning how to write a reference letter.

5. Make sure your letter is on business letterhead and your signature and title are at the bottom. If you cannot use your business title and/or business letterhead (because your boss or industry do not allow you to), then maybe you should not be writing the letter in the first place. Getting a letter on blank paper with no letterhead does not reflect very well your abilities to qualify this candidate. It will make the person reading the letter wonder if you are even employed. This does not apply if you are writing a personal letter to a person that you know well and you know they will be reviewing the candidate's application.

6. Ensure there is a way to contact you or email you. Leaving the door open for communication is key. Very rarely will employers actually call you or email to discuss someone's application, but if they do, you can substantially impact someone's chances of getting the position. Learning how to write a reference letter is much more than the words on your business letter head, it is more about "standing" behind the person your are endorsing. This is why it is critical that you do not endorse someone that you do not know or are not 100% sure about.

Tips & Warnings

• You need a computer! A handwritten letter will only hurt your candidate

• Take your time

• Do not write a letter for someone you do not know!