An employee reference is an endorsement of their experience, skills, and character for a prospective employer. It offers a third-party evaluation that goes beyond a resume or application. A strong reference can improve an employee’s chances of securing a new role, while the hiring organization gains insight into past performance and work ethic.
Prepare to Write the Reference
First, get the employee’s explicit permission to act as a reference. Once you agree, ask for their updated resume and the job description for the position they are seeking. This context allows you to tailor your comments to the specific requirements of the new role.
Next, review internal records to ground your statements in fact. Consult the employee’s past performance reviews, their company job description, and their exact dates of employment to ensure accuracy. This review helps you recall specific achievements and responsibilities. You should also check your company’s policy on references, as some organizations require that HR handle all requests to mitigate legal risks.
Key Components of a Reference Letter
Use a standard business format, preferably on official company letterhead. At the top of the page, include your full contact information: name, title, company, email, and phone number. Follow this with the date the letter is written.
Begin with a formal salutation like “Dear Mr. Smith,” or “To Whom It May Concern” if the recipient is unknown. The opening paragraph should state the letter’s purpose and the name of the employee you are recommending. It should also explain your relationship to them, including your job title and how long you have known or supervised the individual.
The body paragraphs should detail the employee’s qualifications, skills, and contributions. Dedicate separate paragraphs to different aspects of their performance, such as their responsibilities and specific accomplishments. This section should connect the employee’s past performance to the requirements of the role they are pursuing.
Summarize your endorsement and reaffirm your recommendation with a sentence expressing confidence in their ability to succeed. Extend an offer to provide additional information. End with a professional closing like “Sincerely,” or “Best regards,” followed by your typed name and title.
What to Include and Exclude
The content must be factual, specific, and relevant to the job. Provide concrete examples of accomplishments rather than vague praise. For instance, instead of saying an employee was “good at sales,” state that they “increased their sales territory by 15% in one year,” as quantifiable achievements provide tangible proof of their capabilities.
You can also mention relevant soft skills like teamwork, communication, or leadership, supporting these observations with brief, anecdotal evidence. For example, you might mention a specific project where their collaborative skills contributed to the team’s success. This gives the hiring manager a more complete picture of the candidate.
To protect your company and yourself from legal issues, avoid certain topics. Do not include personal opinions, speculation, or information about an employee’s personal life, health, or protected characteristics like age, religion, or nationality, as this could be seen as discriminatory. Also, avoid negative or defamatory comments; all information must be truthful and fair to avoid claims of misrepresentation.
Reference Letter Template and Example
A template can help structure your thoughts and ensure you include all necessary information. The following provides a basic framework that can be adapted as needed.
[Your Name]
[Your Job Title]
[Your Company]
[Your Email]
[Your Phone Number]
[Date]
[Hiring Manager Name or “To Whom It May Concern”]
[Company Name]
Dear [Hiring Manager Name],
I am writing to recommend [Employee’s Name] for the position of [Job Title] at your company. I am the [Your Job Title] at [Your Company] and had the pleasure of supervising [Employee’s Name] for [Number] years.
During their time here, [Employee’s Name] was a valuable member of our team. They were responsible for [Briefly describe 1-2 key responsibilities]. One of their most significant contributions was [Provide a specific, quantifiable accomplishment]. Their expertise in [Skill 1] and [Skill 2] was a great asset.
I have always been impressed with [Employee’s Name]’s [Mention a positive quality, e.g., dedication or problem-solving skills]. I am confident they will be a valuable addition to your team.
Please feel free to contact me if you require further information.
Sincerely,
[Your Typed Name]
Example:
Dear Mr. Yu,
I am writing to recommend Luz Heredia for the Senior Project Manager position. As Creative Director at Get Samples Content Services, I have supervised Luz directly since she joined us in 2018.
During her time at Get Samples, Luz streamlined our workflow by introducing our team to a variety of project management programs. Thanks to her efforts, we were able to double our bandwidth for new client projects from August 2018 to May 2019.
Luz’s ability to manage complex projects and lead teams is exceptional. I am confident she will excel in this new role.
Please do not hesitate to contact me.
Sincerely,
John Smith
Handling Difficult Reference Requests
If you are asked for a reference for an employee you cannot honestly recommend, it is acceptable to politely decline. Inform the employee that you do not feel you are the best person to provide a reference. This allows them to seek a more suitable alternative without creating conflict.
Another option is to provide a neutral reference, which is a common corporate practice. This involves confirming only factual information, such as the employee’s job title and their start and end dates of employment. This method avoids offering any subjective assessment of their performance or character, allowing you to respond without being misleading or potentially defamatory.