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It's common for companies to request a reference letter from candidates as a crucial step in their hiring process. These letters hold substantial weight in influencing hiring decisions, underscoring the vital role of an authentic and well-crafted reference letter. Read on to discover how to write an effective reference letter that sets candidates on the path to success during their job search.
Reference letters, also known as character reference letters or personal reference letters, offer a reflection of an individual's skills, attributes, and experiences. They are written by someone able to provide valuable insights into why this individual is suitable for a particular opportunity, job title, or industry. These letters are important because they give employers a balanced perspective of the candidate's qualities and abilities to make better informed hiring decisions.
If an employee or colleague approaches you to write a reference letter, you should only agree to write it if you know the individual well enough to make an honest, well-rounded assessment free from bias. You should also be able to highlight specific traits or experiences that could make them appear more attractive from the employer's point of view.
Start the letter by introducing yourself and how you know the candidate. Clearly state what your professional relationship with them is, whether it is their manager, supervisor, colleague, or otherwise. This helps establish your credibility and gives the hiring manager some context.
Include how many years you've known the candidate to increase the validity of your statements. If you have only known the candidate for a short time, then you may not be the best person for the job of writing their reference letter.
Highlight some personal qualities that would give the employer a better idea of what type of person the candidate is and how these qualities would benefit the company. For each quality, it would be good to provide a specific example of how they demonstrated it to you during their time at work.
Give a brief overview and samples of the candidate's relevant qualifications, skills, and work experience within the reference letter. You can also bring up any particularly impressive achievements, such as company awards or recognitions from other employees.
Make sure your reference letter explains why the candidate is outstanding to you and what they would bring to the company, in your honest words. You can reiterate any particular skills or qualities, and further link them to the job description or industry.
End the reference letter by providing your contact information, most likely your email address and phone number. This shows the employer that you are a credible source willing to provide additional information if they have any further questions. You can refer to the template further down in the article for more guidance on formatting.
Now that you know what to include in your reference letter, here are some additional tips to keep in mind while writing:
Provide an honest assessment of the candidate's qualifications and experience that is void of exaggeration. You should give a fair assessment of the candidate, highlighting their strengths in a way that does not seem excessive.
Use a professional and consistent tone and language throughout the letter. Avoid using slang, colloquialisms, or any informal wording which might detract from the letter's professionalism.
Keep the letter concise, and try to limit it to one page if possible. You want to make sure the employer properly reads the entire letter so they have the best understanding of the candidate's abilities.
Respect the candidate's privacy by not disclosing confidential information or private matters within your reference letter. Focus on being as objective, professional, and positive as possible without getting too personal.
If you need some more help crafting your letter or want to get a better idea of what a good reference letter looks like, you can refer to the below reference letter example:
[Date]
Dear [title and name of recipient] OR To Whom It May Concern,
I am writing this reference on behalf of [candidate’s name]. [candidate’s name] was employed at [company] as a [job role] for [number of years in role]. During their time at the company, [candidate’s name] consistently produced work of a very high standard and was an invaluable asset to our team.
In their position as [job role], [candidate’s name] took on a wide range of responsibilities, which included [short list of job duties]. Thanks to their excellent [list of competencies and skills], they were always able to get the job done in an efficient and high-quality manner.
In addition to performing their daily tasks, [candidate’s name] also demonstrated their willingness to go the extra mile by [short example of internal achievements for the company, such as managing trainees or winning any awards].
I would be happy to provide more information about [candidate’s name]'s work at [company] if necessary. Please feel free to contact me at [phone number/email].
Sincerely,[Your name and title]
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