With the high number of people, looking for work, having a well-written reference letter will set the individual apart from others. The reference letter will enable the hiring company to get to know more about the person applying for the job from outside credible sources. Therefore, proper attention and detail should go in the preparation and writing of the reference letter. The following are guidelines that need to be observed when writing a reference letter.
- Decide whether the reference letter will be either negative or positive. If the person requesting for the letter did something bad to the writer, then avoid writing the reference letter since it will only include negative comments.
- Ask the reason why the reference letter is to be written to avoid possible generalization. For instance, the writer may have talked about the persons personal attributes, while the requester intended it for academic purposes. This is very crucial since it provides the contents for the letter.
- Collect information from the requester concerning, the name and contacts of the person receiving the letter. Enquire about any qualifications that are needed for the expected position. Be sure to collect copies of the person’s resume. This is to know the degree dates, courses and qualifications attained.
- Ask the person requesting the letter about the due date or deadline for the letter. This will prevent the writer from submitting the letter after the due date.
- Write the return address, email address and the telephone number and make sure it is left aligned.
- Write the recipients name and address, both of which must be left aligned. Before beginning the first paragraph, skip one line.
The initial paragraph should briefly include the relationship between the writer and the person requesting the letter. In addition to the relationship, the period of time when the writer has known the requester must also be included. The writer should also give reason(s) why they are best qualified to write the reference letter.
- In the second paragraph, include any special skills, achievements and attributes that the person has displayed. Only include the positive qualities that the individual has displayed. However, be sure to write only truthful attributes.
- End the letter by offering the recipient, the opportunity to receive more information. Repeat the telephone number or email address.
- Finish writing the letter with a closing remark such as Yours Sincerely. After the closing remark, the writer’s name should be typed. Make sure the letter is signed.
Before making any final arrangements make sure the reference letter is re-read and after all errors have been corrected one may then send the reference letter.