How to write a reference letter?

Writing a referral, sometimes called a recommendation or reference, for a personal or professional acquaintance is easy if you follow these guidelines.

If you work with people over a period of time, you may be asked to write a letter of referral, also called a reference or a recommendation. A referral is written to provide information about someone with whom you have a longstanding personal or professional relationship.

You may be asked to commend on a single aspect of your knowledge of the other person, or you may be asked to provide an overview of that person’s character. Common traits that interest may potential employers include the candidate’s punctuality, attendance record, attitude, trustworthiness, work ethic, job experience, and communication skills.

Sometimes a referral is requested by asking the reviewer to fill out an online form. At other times you may be sent a form to complete, or the candidate may send or bring it to you. A “blind” recommendation means that you will send your review to the requesting person without the candidate’s seeing it, and the referral may be indicated as such. If not, the candidate may simply ask for a letter of recommendation (“referral”) to be sent to a particular person with an organization, often by a set date. Referrals also can be conducted by telephone or email, but a letter provides a tangible record for the interviewer’s file.

While you must be honest in sharing information with a third party, be careful with sensitive details. For example, if you have been asked to write a letter about John Doe, who is frequently late due to nights out with the guys, you may want to simply state that Joe arrives on time to work approximately 90% of the time, or whatever the accurate figure would be. During a follow-up phone call, if any, when asked to supply details, refer the interviewer to the Human Resources department. In some states a person who provides confidential opinions about a coworker can be sued for slander or defamation of character if the employee does not get favorable results from the application for which you submitted a referral.

Certain organizations and officials sometimes decide to confirm only the applicant’s name and dates of employment service. Check with company guidelines and state laws before providing information that may have a detrimental effect.

In writing a referral letter, use the same format as you would for any other professional letter: return address, date, inside address, salutation, reference line, and then the body of the letter, which contains your comments about the person in question. Organize these in a way that will be easy for the reader to follow, such as chronological order, from first acquaintance to the present, or by listing a series of key ways in which you have worked with the applicant.

Do not feel as though you need to include everything you know. Rather, focus on a theme, such as attitude or work ethic, unless indicated otherwise in referral guidelines.

Use objective language. Rather than saying “John is a nice guy to work with,” say something like “John offers to help others after completing his own work. I have never heard him speak ill of another employee.”

Be specific. Instead of stating you have known John Doe “a long time,” write that you have worked together in the Accounts Payable department at Duncan Industries since 1992.”

Say the kinds of things that you would like others to speak of you. Comment on job duties, willingness to learn, helping others, and other areas of this type to give a prospective employer information that can lead to a meaningful decision.

Keep a copy of the referral on file in case clarification is needed later. Also, if John Doe asks you for another letter, you can update your file copy or make simple changes.

Writing a referral is both a privilege and a responsibility that should not be taken lightly. Take a thoughtful approach to do a good job for the person who asks you for a referral. You never know, someday you might need one, too.