You may be asked to write a reference letter for someone if you are in asupervisory position, such as at work, school, or within a nonprofit organization as a volunteer.When applying for a job or seeking admission to a school, reference letters are often needed.The candidate's skills and positive characteristics should be described in your reference letter.
Step 1: Use a word-processing application to type your letter.
It is more professional to type a letter than to write it by hand.It will be easier for the recipient to read a type-written letter.Instead of using the basic text application on your computer, use a word processing application.Text apps don't have the options you'll need for your letter.If the candidate tells you to submit the letter through email, you should type out a separate letter and attach it to your email as a PDF, rather than typing it in the body of the email.
Step 2: There is a business letter template.
You can format your letter with the templates available in the word-processing application.You don't have to do this manually with a traditional business letter template that has pre-set margins and settings.There are many letter templates in most word processing applications.Don't choose a casual or personal letter, choose the formal business letter template.It's a good idea to use a standard, readable fonts.The body of the letter is usually set up so there is a double-space between paragraphs.You don't need to double the space between your paragraphs if you choose to indent them.
Step 3: You can enter names and addresses.
The first page of the letter has your name and address in the top right-hand corner.The recipient's name and address can be found on the left side of the page.You should also include your direct phone number or email address.You don't need to include your name and address a second time if you have letterhead that includes your contact information.If it refers to your employer as a whole, you should include it.There is a line for the date after the addresses.Depending on the template you use, there may be a subject line.You can simply state "Reference Letter for" with the candidate's name.Most of the time you want to address the letter to a specific person.The letter should be addressed to the hiring committee or admissions committee.To find out what address is appropriate, speak to the candidate.
Step 4: If you have it, use it.
If you have personal letterhead, it will make the letter look more professional.Make sure you have high-quality paper for the letter.As well as the candidate, the presentation of the letter reflects on you.You want it to look professional for this reason.There is nothing wrong with plain white paper.Don't buy cheap copy paper.At most large discount stores, you can find good letter-writing stock.
Step 5: An outline is created.
It's a good idea to organize your thoughts before you write a letter.Pick the strongest of the brainstorm qualities you want to include.Your letter should be no longer than one page.Academic reference letters can be as long as two pages.There is room for three short paragraphs in your letter.Because space is at a premium, you need to be able to write quickly.
Step 6: Introduce yourself and the candidate.
The name of the person who will receive the letter will be followed by a line that begins "DEAR"Your opening sentences will give you your name, the name of the candidate, and the reason for the letter.How long have you known the candidate?If you have special qualifications that make your reference more valuable, you should include them as well.The details that are relevant to the candidate's application should be confirmed.If you have been their supervisor at work, you'll want to state the company where you worked and your position, as well as their position and how long they've been there.You could write "My name is Bob Brass and I am a managing supervisor at Button Factory."Joe Johnson has been under my supervision at Button Factory for the past five years.
Step 7: The candidate should have at least three exceptional skills.
Immediately after your introduction, include a sentence that lists the skills or traits you will discuss in more detail in the body of the letter.These skills should be relevant to the position the candidate is applying for, so you might want to ask the person what you should highlight about them.Depending on your relationship to the candidate and the purpose for your letter, there are different types of skills or traits you include here.Employment reference letters should focus on skills the candidate has that make them a good fit for the job, while character references should only look at character traits.Academic reference letters are a hybrid of the two types of letters.In addition to skills that make the candidate well-suited to that particular course of study, you might also include character traits, such as their intelligence or their inquisitive nature.The last sentence of your first paragraph should be this one.You can list the skills or traits and then discuss them in the next paragraph.In my experience, Joe Johnson has the stamina, organization, and communication skills to be a tremendous asset to your firm.
Step 8: Supporting examples should be provided.
In the second paragraph of your reference letter, you will go into more detail about each of the skills or traits you listed in the introductory paragraph.You don't want your letter to be too long because space is at a premium.It's best to find a concrete example that shows at least two of the three skills you mentioned in the introduction.The most efficient way to get your point across is a concrete observation of the candidate's skills.You could say "Joe Johnson showed me he was capable of multi-tasking and performing several different button-pushing or button turning operations simultaneously."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 accepted additional responsibility and worked overtime while still maintaining an active role in his community and family.
Step 9: Write your concluding paragraph.
In your third and final paragraph, end on a positive note by summing up the skills or traits you highlighted in the body of the letter, and indicating that you believe the candidate is well-suited for the job or academic course of study to which they've applied.The paragraph doesn't need to be long.The body of the letter should be summarized in one sentence.In your second paragraph, you may want to include a sentence about the example.You could write "To this day, I evaluate the work of my other employees in comparison to Joe Johnson."Joe would be a great asset to your firm.
Step 10: Ask follow-up questions.
The easiest way to contact the recipient is in the final sentence of your letter.Provide a way to contact you directly, with any limitations on the days and times you are available."If you have any questions or would like to discuss my experiences with Joe further, please don't hesitate to call me."I can be reached at that number Monday through Friday from 8:00 a.m.
Step 11: Carefully read your letter, proofread it.
The candidate as well as you will be hurt by a sloppy letter.Depending on the type of job or course of study the candidate has applied for, a poorly proofread letter could backfire.You shouldn't rely solely on the spelling and grammar checking functions in your word-processing application.Look over the draft of your letter carefully.It is possible to make mistakes if you go through it backwards.It is possible to read your letter out loud.This can help you find things that are hard to read.Re revising something so it's easier to read will help you read better.
Step 12: You should sign your letter.
The closing line of your letter should be "sincerely," followed by space for your signature.As you plan to sign it, you should type your full name.This isn't necessary if you want to include contact information below your name.If you're certain that your letter is error-free, you can print a copy on your quality paper stock.Use blue or black ink to sign your letter.Make a copy of the signed letter for your records and another for the candidate's personal records.You may need a copy of the business's records if you are writing the letter in your official capacity as a supervisor.
Step 13: Send your letter.
Find out how the letter is supposed to be sent from the candidate and follow the instructions.If you send the letter using email, you may want to send a paper copy as well.There may be additional requirements for the submission of the letter if you are writing an academic reference letter or a professional license letter.You can either give the letter to the candidate and they will pass it onto the recipient, or you can send it directly to them.If you send your letter directly to the recipient, it looks better.The recipient knows the candidate has not altered the letter.Pay attention to the due date.You don't want your letter to be late.This could hurt the candidate's chances of getting the position they applied for.