Use a word processing application rather than the basic text application on your computer. Basic text apps lack the formatting options you’ll need for your letter. If the candidate tells you the letter should be submitted through email, you still should type out a separate letter and attach it to your email as a PDF after hand-signing it, rather than simply typing your letter in the body of the email.
Most word processing applications have several letter templates. Choose the formal business letter template, not one for a casual or personal letter. Use a standard, readable font such as Times New Roman or Helvetica. Typically the body of the letter will be set up so there is a double-space between paragraphs with no indentation. If you choose to indent your paragraphs, there’s no need to double space between them.
You also should include any additional contact information, such as your direct phone number or email address. If you have letterhead that includes your contact information, there typically is no need to include your name and address a second time. However, you should include it if your letterhead refers to your employer as a whole and not you personally. Following the addresses, there will be a line for the date. Depending on the template you use, there also may be a subject line. For the subject, you can simply state “Reference Letter for” with the name of the candidate. In most cases you want to address the letter to a specific person. If the letter will be reviewed by several people, address it simply to “hiring committee” or “admissions committee. " Speak to the candidate to find out what address is appropriate.
The presentation of the letter reflects on you as well as the candidate. For this reason, you want it to look as formal and professional as possible. Plain white paper is fine. Stay away from cheap copy paper. You can find good letter-writing stock at any office supply store and at most large discount stores.
Keep in mind that your letter typically should be no more than one page long. Academic reference letters may extend to two pages. This gives you room for about three short paragraphs in the body of your letter. Because space is at a premium, you need to be able to write efficiently so that every word counts.
Explain your relationship to the candidate and how long you’ve known them. If you have any special qualifications that make your reference more valuable, you should include those as well. Confirm details that are relevant to the candidate’s application. [11] X Expert Source Alyson Garrido, PCCCareer Coach Expert Interview. 24 January 2019. If you’ve been their supervisor at work, you’ll want to state the company where you’ve worked and your position, as well as their position (if relevant), how long they’ve worked at the company, and how long you’ve supervised them. For example, you might write “My name is Bob Brass, and I am a managing supervisor at Button Factory. I am writing as a reference for Joe Johnson, who has been under my supervision at Button Factory for the past five years. "
The type of skills or traits you include here depends both on your relationship to the candidate and the purpose for your letter. Character reference letters should focus exclusively on character traits, while employment reference letters should focus on particular skills the candidate has that make them a good fit for that particular job. Academic reference letters are to some degree a hybrid of these two types of letters. In addition to skills that make the candidate well-suited to that particular course of study, you also might include character traits, such as their intelligence or their inquisitive nature. This should be the last sentence of your first paragraph. Simply list the skills or traits – you’ll discuss them in the next paragraph. For example, you might write “In my experience, Joe Johnson has the stamina, organization, and communication skills to be a tremendous asset to your firm. "
Keep in mind that space is at a premium, and you don’t want your letter to be too long. For this reason, it’s best to find a concrete example that shows at least two, if not all three, of the traits or skills you mentioned in the introduction. A concrete observation of the candidate that displays the skills or traits you mentioned is the most efficient way to get your point across. For example, you might write “Joe Johnson showed me he was capable of multi-tasking and performing several different button-pushing or button-turning operations simultaneously. For example, one day he volunteered to take on additional work when he anticipated there would be a slow-down in production because several other employees were sick. He frequently accepted additional responsibility and worked overtime while also maintaining an active role in his community and family. "
This paragraph doesn’t need to be more than two or three sentences long. Write one sentence summarizing the body of the letter and recommending the candidate. You also may want to include a sentence relating the example in your second paragraph to your future work. For example, you might write “To this day, I evaluate the work of my other employees in comparison to Joe Johnson. With his stamina, organization, and communication skills, Joe would be a tremendous asset to your firm. "
Provide a specific way to contact you directly, including any limitations on the days and times you are available. For example, you might write “If you have any questions or would like to discuss my experiences with Joe further, please don’t hesitate to call me at 555-555-5555. I am generally available at that number Monday through Friday from 8:00 a. m. through 6:00 p. m. "
Your word-processing application probably has spelling and grammar checking functions, but you shouldn’t rely solely on these. Print a draft of your letter and read over it carefully. Going through it backwards can help mistakes come to light that you might’ve missed simply reading the letter. You also can read your letter out loud. This can help you find grammatical errors, as well as awkward phrasing or sentence structures that are confusing or difficult to read. If you find yourself stumbling over something as you read aloud, consider revising it so it’s easier to read.
After you’ve proofread your letter and are certain it’s error-free, print a copy on your letterhead or quality paper stock. Sign your letter using blue or black ink. Make a copy of the signed letter for your own records, as well as another for the candidate’s personal records. If you’re writing the letter in your official capacity as a supervisor of the candidate, you may also need a copy for the business’s records.
Particularly if you’re writing an academic reference letter, or a reference letter for a professional license, there may be additional requirements for the submission of the letter. In some cases you can simply give the letter to the candidate and they will pass it on to the recipient, but in others you must send it directly to the recipient and it cannot pass through the candidate’s hands. Regardless, it typically looks better if you send your letter to the recipient directly, rather than through the candidate. This way the recipient knows the candidate has not altered the contents of the letter. Pay attention to the due date. You don’t want your letter to arrive late or be disqualified. This could reflect badly on the candidate or cause them not to get the position for which they’ve applied.
