Reference Letter Writing

References Letters Here are samples and templates for writing letters of references for employment, character or personal reference. When writing a reference letter never include any negative criticism or defamatory comments as this could constitute libel. If you have nothing good to say about a person it is better to say nothing at all, and simply decline to write a reference letter. The same applies to giving references over the phone - negative verbal references could be deemed slanderous. It’s better to approach requests for writing references letters positively - everyone has at least one or two good qualities which can be mentioned. If your organisation has policies for managers writing reference letters for employees or ex-employees, follow the rules (for instance requiring reference letters to be approved by HR department). If you require a reference from your employer it sometimes helps to draft one yourself for your manager or HR department - many managers do not have the time or are unsure about what to write, so ask if a draft reference letter would be helpful. Here are some examples and templates for reference letters which cover most situations. If the addressee is not known or the reference letter is required for general purposes, use ‘To whom it may concern’, instead of ‘Dear Sir or Madam’. Obviously if the addressee is known then use the full name and address as this will increase the professionalism, and thereby the credibility, of the letter. Character reference letters should be recently dated, short and to the point, and very professionally presented. Poorly presented, twoyear-old, 5th generation photo-copied reference letters full of spelling mistakes and coffee stains will almost certainly do more harm than good. The overall quality of the reference letter reflects directly on the person that the letter refers to. Ensure you are acting within your authority if you are writing on behalf of an organisation using the official letterhead. If, as a manager you wish to give a reference but are not permitted to do so by your organisation - which would be very unusual - you might consider providing one in a personal capacity on your own private letterhead. For all requests for writing reference letters, remember the maxim ‘If you can’t say anything good, don’t say anything’. The extent to which you praise the person in a reference letter depends on your own personal feelings - if you want to help the person a lot then do so: well-written, positive, reference letters can be very helpful indeed. Reference Letters Structure/template • Addressee name and address if known • Date • Salutation (‘To whom it may concern’, or ‘Dear Sir or Madam’, or ‘Dear