Reference letter – The best professional results in the shortest time

You never know when you might get a request to write a reference letter. In many instances, you will need a letter of reference when applying for a job. Either way, it’s vital to understand the ins and outs of how to write a reference for a resume or ask for a reference. Technically, a reference letter is a more general commendation of a person’s character, abilities, or work ethic, whereas a letter of recommendation is more specific to a particular position and would generally require more specific details.

However, details can help a lot in the former case, too, so an optimal letter of reference would include as many salient details as you can provide within an accepted length, so we won’t be emphasizing differences in this article.

When is a reference letter needed?

You may need a reference letter for any of the following reasons:

  • You are moving on to a new job.
  • You are seeking a new position at the same company but at a different location.
  • You are trying to get into graduate school or some other special academic program.

You don’t want to put references on a resume but be prepared to offer them if requested.

People may ask you for a letter of reference for any of the reasons listed above. Knowing how to create a well-written reference letter will be an asset to the person.

What is a letter of reference?

A letter of reference is a formal endorsement of someone’s abilities, personal characteristics, and overall work performance capabilities. It is written by someone with direct knowledge of the person’s abilities, either in a work or academic setting.

Letters of reference are generally used when someone goes on an interview. The hiring manager wants to get someone else’s perspective about the person’s qualifications. It can provide insight into whether the person would be a good fit for the job they are looking to fill.

Components of a reference letter

When writing a letter of reference or recommendation you want to ensure you include the basic components necessary. These include the following:

Introduction/recommendation: This part will provide the reader with information about who you are, how you know the person requesting the recommendation, and how long you’ve known them.

Qualifications of the person: After letting the person know what your connections are to the candidate, write what the abilities, qualifications, and positive characteristics of the person are.

Closing paragraph: The final paragraph will conclude the letter by offering to provide more information if necessary.

How to write a reference letter

If you have not worked with or seen the person you are writing the reference letter for in a long time, you may need to do a little research to remember the details about them. You can visit the HR department if you have one or look at any past files you have on the person for information.

Once you’ve reviewed the person’s job duties and work performance, make a list of their qualities, characteristics, and abilities. Write down any other important details about the person’s time on the job.

Give examples, when possible, of how the person demonstrated the skills or abilities you say they must provide more clarity for the reference letter. You can highlight three to five reasons you would recommend them.

Finally, make sure you obtain the correct name and title for the person you’re supposed to address the letter to. Also, find out exactly who you’re supposed to send the letter to. Sometimes the person who requested it may want to have it on hand. Other times, they may want you to send it to the business in question.

Formatting a reference letter

You should keep your letter brief and concise. You don’t want to make it more than a page long. Even a half page is adequate. The main goal is to highlight the positive aspects of the person.

Use a plain font that is easy to read and professional looking. Some examples include the Arial, Times New Roman, or Calibri. A size 11 or 12 font is an appropriate size. Place a single space between your text and add a double space between paragraphs. Use left-justified margins for your paragraphs.

You can use a reference letter template to ensure the formatting is up to par. Follow this guide:

Start with a letter heading that includes your identifying information:

First name, last name
Address
Phone number
Email address

Date

Recipient’s first name, last name
Recipient’s address

Dear [name] or To Whom It May Concern,

Body of letter

Reference letter sample

It always helps when you can review reference letter examples when writing your letter. The following example will help guide you in developing the content for your letter.

Randy Jones
Westend Corp
22 Real Street, Suite 10
Los Angeles, CA 50000
(555)456-7890
[email protected]

October 29, 2022

Sandra Lee
Southfield Operations, Inc.
20 East 10th Street, Second Floor
New York, New York, 10001

Dear Sandra,

Jake Williams has worked for me at Westend Corp. for five years, and I recommend Jake for the administrative assistant II position at Southfield Operations, Inc.

When he began his work with us, he was fresh out of high school and taking community college classes. He showed admirable dedication and perseverance as he balanced both work and school successfully. He rose from an entry-level position to an administrative assistant during his time here and was one of our most highly valued employees. Everyone in the office could rely on him when they had problems or needed help.

During his time at Westend Corp., he demonstrated technical skills combined with organizational abilities. His strong interpersonal and customer service skills make him a real asset as an administrative assistant II. Because Jake is a quick learner and highly flexible, I believe he will be able to get up to speed quickly.

Jake put in long hours to ensure the staff was supported and projects were completed. His work ethic is outstanding.

I recommend Jake without any reservations. If you need any further information about him, feel free to reach out to me with your questions.

Best regards,

(signature hard copy letter)

Randy Jones