To whom it may concern: I would like to recommend Sharon Doe as a candidate for a position with your organization. In her position as Staff Assistant, Sharon was employed in our office from 2000 - 2004. Sharon did an excellent job in this position and was an asset to our organization during her tenure with the office. She has excellent written and verbal communication skills, is extremely organized, can work independently and is able to follow through to ensure that the job gets done. During her tenure with XXXX, Sharon was responsible for supervising the department office assistants. These assistants, under Sharon's management, were responsible for many of the office's basic administrative and clerical functions. Sharon effectively scheduled and managed several assistants to maintain efficient office operations. Sharon was always willing to offer her assistance and had an excellent rapport with the many constituents served by our office including clients, employers, and other professional organizations. She would be an asset to any employer and I recommend her for any endeavor she chooses to pursue. Yours truly, Jane Smith
Reference Letter Template for Employment
This reference letter template shows the format of a typical reference letter. A reference letter should provide information on who you are, your connection with the person you are recommending, why they are qualified and the specific skills they have. In addition, contact information for follow-up should be provided. The following reference letter format is appropriate for an employment reference, as well as a reference for graduate school. Use this reference letter template as a guide for writing your own reference letter, making sure all relevant information is included. Reference Letter Template Salutation If you are writing a personal letter of reference, include a saluation (Dear Dr. Smith, Dear Mr. Jones, etc.). If you are writing a general letter, say "To Whom it May Concern" or simply don't include a saluation. Paragraph 1 The first paragraph of the reference letter template explains your connection to the person you are recommending, including how you know them, and why you are qualified to write a reference letter to recommend employment or graduate school. Paragraph 2 The second paragraph of the reference letter template contains specific information on the person you are writing about, including why they are qualified, what they can contribute, and why you are providing a reference letter.
If neccesary, use more than one paragraph to provide details. Paragraph 3 When writing a specific letter referring a candidate for a particular job opening, the reference letter template will include information on how the person's skills match the position they are applying for. Ask for a copy of the job posting and a copy of the person's resume so you can target your reference letter accordingly. Summary This section of the reference letter template contains a brief summary of why are you are recommending the person. State that you "highly recommend" the person or you "recommend without reservation" or something similar.
Conclusion The concluding paragraph of the reference letter template contains an offer to provide more information. Include a phone number within the paragraph,include the phone number and email address in the return address section of your letter, or in your signature. Sincerely, Writer Name Title ===========
Letter Sample for Character Reference or Personal Reference Sample character reference letter written by an acquaintance, rather than an employer: I have known Jane Doe in a variety of capacities for many years. She has been my daughter's riding instructor for the past several years. In addition, she is my partner in a small business where she is responsible for writing and editing articles and website content. Jane is organized, efficient, extremely competent, and has an excellent rapport with people of all ages. Her communication skills, both written and verbal, are excellent. In summary, I highly recommend Jane for any position or endeavor that she may seek to pursue. She will be a valuable asset for any organization. If you have any questions, please do not hesitate to contact me.
Sample Reference Letter from a Previous Employer To Whom it May Concern: I highly recommend Jane Doe as a candidate for employment. Jane was employed by Company Name as an Administrative Assistant from 2002 - 2005. Jane was responsible for office support including word processing, scheduling appointments and creating brochures, newsletters, and other office literature. Jane has excellent communication skills. In addition, she is extremely organized, reliable and computer literate. Jane can work independently and is able to follow through to ensure that the job gets done. She is flexible and willing to work on any project that is assigned to her. Jane was quick to volunteer to assist in other areas of company operations, as well. Jane would be a tremendous asset for your company and has my highest recommendation. If you have any further questions with regard to her background or qualifications, please do not hesitate to call me. Sincerely, John Smith Title Company Address Phone Email ===========
Oral Communications: Written Communications:
4 4
Financial Skills: 5 Technical Skills: 5 Productivity: 5 Decision Making: 4 4
Interpersonal Relations: 4 Employee Relations: 4
Leadership: 4 Crisis Management: Sample Letter of Reference Short Term Planning: 4 4 4 Long Term Planning:
Personal Integrity: 5
Overall Performance: 4
Prospective Employer: Managerial Skills:
I have known Tracy Graduate through her work experience with our firm during the past summer, when she served as an Auditor Intern in our New York office. Tracy became immediately involved in the annual audit of Zephyr Megalithic, conducting much of the historical accounting research required for the audit. In addition to gathering the financial information, Tracy was instrumental in the development of the final certification report. Tracy also participated in several other smaller audits, including her instrumental role in the quarterly audit of Alpha Bank, where she developed several Excel macros to audit the inputs at the PC level. She later further developed these macros for use in future audits, which we have integrated into our Auditors Toolkit. Tracy has shown the kind of initiative which is necessary to be successful over the longterm in the public accounting field. She has excellent forensic skills, yet remains focused on the overall needs of the client. I believe she will be a strong Auditor and has an excellent future in the public accounting field. She is a conscientious worker and has an excellent work ethic. We would gladly have hired Tracy upon graduation if she were open to the New York City area. I recommend Tracy to you without reservation. If you have any further questions with regard to her background or qualifications, please do not hesitate to call me. Sincerely, Terry Thompson Partner-in-Charge
Tips for Writing a Letter of Reference
by Ralph Brigham, Montana State University In today's competitive job market, job applicants are forced to use every available tool to be successful. A letter of recommendation must be taken seriously. It could mean the difference between being hired or being rejected. Print a copy of these tips for anyone you ask to serve as a reference.
1. The appearance of a letter is a reflection on both you and the candidate and it can also determine whether it will be read or not. Please type your recommendation. 2. Include your affiliation/relationship with the person. Were you a supervisor? President of the company? Adviser? Professor? It is important to indicate this because a professor may see the academic skills while a supervisor may be able to identify work habits.
3. Give honest and factual information. When approached to write a recommendation, ask yourself if you honestly know the person's qualities. If you have not had much contact with the person you cannot give an accurate description. It would be better to decline to write a recommendation than to write a vague or irrelevant one. 4. Have the person give you a list of accomplishments, organizations that he/she belongs to, or any other relevant information. It might surprise you to see how much that person has done outside of your contact with them. This can also help you get a more accurate picture of the individual. Having the person give you a copy of his/her resume is an easy way to have this information at hand. 5. Concentrate on several different aspects of the person. Specifically identify his/her skills, attitudes, personal attributes, and growth, as well as his/her contributions to and performance within your organization. Also, if you do make negative comments, back them up with facts. 6. Don't reference characteristics that can be the basis of discrimination, such as race, color, nationality, gender, religion, age, appearance, any handicapping condition, marital or parental status, or political point of view. 7. Beware of the power of words! Some words seem harmless in every day conversation, but carry positive or negative connotations to a prospective employer. Avoid bland words such as: nice, good, fairly, reasonable, decent, satisfactory Use powerful words such as: articulate, effective, sophisticated, intelligent, observant, significant, expressive, creative, efficient, cooperative, imaginative, assertive, dependable, mature, innovative 8. The following list of attributes (compiled by the National Association of Colleges and Employers) is often listed by employers as tools on which to base eventual selection. So, these are excellent points to address: o ability to communicate o intelligence o self-confidence o willingness to accept responsibility o initiative o leadership o energy level o imagination o flexibility o interpersonal skills o self-knowledge o ability to handle conflict o goal achievement o competitiveness o appropriate vocational skills o direction. 9. A recent national publication (1991 ASCUS Annual) listed the following eight intangibles as important when evaluating teaching candidates: o empathy, o native intelligence, o a divergent, abstract thinking style, o a high level of commitment, o the ability to be a "self-starter," o a high energy level, o the recognition that excellence is a journey, not a destination, and o the potential ability to lead. 10. Please return the recommendation promptly, because a job may depend on the punctuality of the recommendation.
So what are the keys to using job references? Here's one list of the eight keys to choosing and using the best job references in your job search. 1. Don't even bother with those generic "letters of recommendations." Employers don't want to read letters written in the past to “whom it may concern.” Employers want to be able to contact and communicate (via phone or email) with a select group of people who can speak about your strengths and weakness and fit for the job you are seeking. (See sidebar.) Plus, these letters don't have much credibility because anyone who would write a letter for you would likely say only good things about you. 2. Never, ever list names of references on your resume. References belong on a separate sheet of paper that matches the look and feel of your resume, but is simply titled "References" or "Reference List." And never give references to employers until they request them, but do be sure and keep a list of references with you when interviewing so that you can be prepared to present them when the employer asks. If you have a job-search portfolio, keep the list in your portfolio. See these two sample reference lists. 3. Think strategically about reference choices. What kind of reference do you want? You want the people who will make the strongest recommendations for you. Former supervisors do not have to be references, especially if they did not know all your accomplishments or you fear they will not have glowing things to say about you. Sometimes former coworkers, or supervisors in other departments who know your work, make the best choices. Again, the key is people who know your strengths and abilities -- and who will say positive things about you. 4. Consider different categories of references. Overall, you ideally want about three to five references - people who can speak highly of your accomplishments, work ethic, skills, education, performance, etc. For experienced job-seekers, most references should come from previous supervisors and co-workers whom you worked closely with in the past, though you may also choose to list an educational (mentor) or personal (character) reference. College students and recent grads have a little more flexibility, but ideally you should have several references from internships or volunteer work in addition to professors and personal references. Avoid listing family members; clergy or friends are okay for personal references. Former coaches, vendors, customers, and business acquaintances are also acceptable. 5. Get permission to use someone as a reference. Before you even think of listing someone as a reference, be sure and ask whether the person would be comfortable serving as a reference for you. Most people will be flattered -- or at least willing to serve as a reference -- but you still need to ask to be sure. Be prepared for a few people to decline your request -for whatever reason. 6. Collect all the details for each reference. Make sure to get complete information from each reference: full name, current title, company name, business address, and contact information (daytime phone, email, cell phone, etc.). 7. Keep your references informed (and perhaps coached). Make sure each reference always has a copy of your most current resume, knows your key accomplishments and skills, and is aware of the jobs/positions you are seeking. Again, the best references are the ones who know who you are, what you can accomplish, and what you want to do. 8. Be sure to thank your references for their help. Don't forget to thank your references once your current job search is complete. Some companies never contact any references, some only check the first one or two, and some check all. Regardless, these people were willing to help you, and thanking them is simply a common courtesy.
Reference Letter Sample
SALUTATION:
Dear (Name of Employer or University Official): or (TO WHOM IT MAY CONCERN:)
PARAGRAPH 1:
If written to a specific employer or educator: I am writing this reference at the request of (Student) who is applying for (job title, graduate program, etc) with (company, school, etc) If written to whom it may concern: I am writing this reference at the request of (Student). S/he has asked me to provide this general letter that s/he may show to any prospective (employer, school, etc.) who asks her/him for references. If reference is confidential: This is a confidential letter and should be shared only with individuals in your organization who are directly involved in the selection decision. This letter should not be shown to (Student) who waived the right to see the letter.
PARAGRAPH 2:
I have known (Student) for (length of time) in my capacity as (your job title) at (your organization). (Student) took (names of courses) from me and earned (grades) in those classes. Based on (Student’s) grades, (excellent, good, etc) attendance and class participation, I’d rate (Student’s) academic performance in my class as (rating). OR (Student) worked for me as (job title). OR (Student) belonged to the (organization) for which I advised.
PARAGRAPH 3:
(Student) has a number of strengths to offer (an employer, a graduate program). List qualities here supporting each one with examples. Focus on qualities relevant to the opportunity the student is seeking.
PARAGRAPH 4:
In conclusion, I would (highly) recommend (Student). If her/his performance in (my class, name of position, organization) is any indication of how she/he’d perform in (your position, your graduate program, etc), (Student) will be a positive addition to your (organization, university, etc).
Sample Employer Reference Letter
This form may be printed and personalized to suit NACE member needs. Dear [Name of Employer]: This reference letter is provided at the request of (or with the written authorization of) [name of former employee]. It is my understanding that [individual's name] has applied for the position of [job title] with your organization. The information contained in this letter is confidential and should be treated as such. It should not be disclosed to anyone within your organization who would not be involved in the hiring decision regarding this individual. Moreover, it should not be disclosed to anyone outside of your organization without the written consent of [individual's name]. [Individual's name] has been employed [or has participated in an internship, cooperative education, or work-study program] by our company since [date] and has held the following position(s): [list positions and salary in each position]. In [his/her] most recent position, [he/she] had responsibility for [explain the person's main responsibilities in this position]. [State your estimation of his/her performance, based upon performance appraisals or other work records that would support your evaluation]. [Individual's name] interacted well with co-employees, was reliable, and showed good judgement. [Give examples.] If you would like to discuss this further, please feel free to contact me.
November 25, 2004 Mr. Roberto Villas Manager, Marketing Services Allied Industries Inc. 110 Riverbend Drive, Suite 1550 Stamford, CT 06907
Dear Mr. Villas: This is in response to your recent request for a letter of recommendation for Maria Fuentas who worked for me up until two years ago. Maria Fuentas worked under my direct supervision at Johnson Technologies for a period of six years ending in October 2003. During that period, I had the great pleasure of seeing her blossom from a junior marketing trainee at the beginning, into a fully functioning Marketing, Program Co-Ordinator, in her final two years with the company. That was the last position she held before moving on to a better career opportunity elsewhere. Maria is a hard-working self-starter who invariably understands exactly what a project is all about from the outset, and how to get it done quickly and effectively. During her two years in the Marketing Co-Ordinator position, I cannot remember an instance in which she missed a major deadline. She often brought projects in below budget, and a few were even completed ahead of schedule.
Ms. Fuentas is a resourceful, creative, and solution-oriented person who was frequently able to come up with new and innovative approaches to her assigned projects. She functioned well as a team leader when required, and she also worked effectively as a team member under the direction of other team leaders. On the interpersonal side, Maria has superior written and verbal communication skills. She gets along extremely well with staff under her supervision, as well as colleagues at her own level. She is highly respected, as both a person and a professional, by colleagues, employees, suppliers, and customers alike. Two years ago, when Ms. Fuentas announced her resignation to take up a new position with a larger company, we were saddened to see her leave, although we wished her the greatest success in her new undertaking. Even now, two years after her departure, I can state that her presence, both as a person and as an exemplary employee, is still missed here. In closing, as detailed above, based on my experience working with her, I can unreservedly recommend Maria Fuentas to you for any intermediate or senior marketing position. If you would like further elaboration, feel free to call me at (416) 765-4497. Sincerely, Robert Christenson Director, Marketing and Sales