A referral letter, also known as a letter of recommendation, is a formal document that assesses an individual’s character, skills, and accomplishments. It is provided by a current or former employer or colleague to a prospective employer to endorse a candidate. A persuasive and well-supported letter can validate a candidate’s qualifications and provide a third-party perspective on their work ethic, potentially influencing a hiring manager’s decision.
What to Do Before You Write
Before you begin writing, gather information to ensure your letter is both personal and relevant. Request a copy of the employee’s most recent resume and the specific job description for the role they are pursuing. This allows you to tailor your letter to the requirements of the new position and highlight the most pertinent skills and experiences.
Reflecting on your professional relationship with the individual is another preparatory step. Consider the time you have worked with them, the projects you collaborated on, and any specific instances where they demonstrated notable abilities. Recalling particular anecdotes or achievements will enable you to write a more compelling and authentic letter.
Key Elements of an Effective Referral Letter
Professional Salutation and Opening
Begin your letter with a formal salutation, such as “Dear [Hiring Manager Name]” if you know it, or “To Whom It May Concern” if you do not. The opening paragraph should state the purpose of the letter, clearly identifying the employee you are recommending and the position they are seeking. It is also important to introduce yourself and clarify your relationship to the candidate, for instance, whether you were their direct manager, a colleague, or a supervisor, and for how long you have known them.
Your Relationship to the Candidate
Establishing the context of your professional relationship provides credibility to your recommendation. This section should briefly explain the capacity in which you worked with the employee. Describing your role in relation to theirs, such as being their direct line manager or a senior team member on a specific project, helps the reader understand the basis of your evaluation.
Specific Skills and Accomplishments with Examples
The core of your letter should focus on the candidate’s skills and achievements, supported by specific, quantifiable examples. Instead of using broad praise, provide concrete evidence of their contributions. For instance, rather than stating they are good at sales, you could write, “They increased departmental sales by 15% in their first quarter.” Highlighting tangible outcomes, such as successful projects or innovative solutions, demonstrates the value they brought to your organization.
Personal Qualities and Soft Skills
In addition to technical skills, discussing the employee’s personal attributes can provide a more complete picture. Comment on their work ethic, interpersonal skills, and ability to collaborate with a team. You might mention their dedication, problem-solving abilities, or positive attitude in the workplace. Sharing an example of how they demonstrated these qualities, such as their willingness to assist colleagues during a challenging project, can be particularly effective.
Strong Closing Statement and Contact Information
Conclude your letter with a strong, positive summary of your recommendation. Reiterate your confidence in the candidate’s ability to succeed in the new role. It is standard practice to offer to provide further information and to include your professional contact details, such as your email address and phone number. This allows the hiring manager to follow up with any additional questions.
Referral Letter Structure and Format
A referral letter should follow a standard business letter format to maintain a professional appearance. At the top of the page, include your contact information: your name, title, company, and address, followed by the date. If you have it, the recipient’s contact information should follow, including their name, title, company, and address. End the letter with a professional closing, such as “Sincerely,” followed by your signature and typed name.
Tips for Writing a Powerful Letter
To make your referral letter more impactful, maintain a positive and professional tone throughout the document. The language should be formal and focused on the employee’s professional strengths. Using strong action verbs can help to create a more dynamic and compelling narrative of their accomplishments. For example, instead of “was responsible for,” you could use “managed,” “developed,” or “implemented.”
What to Avoid When Writing
When writing a referral letter, it is important to avoid certain common mistakes that can weaken its impact. Refrain from exaggeration or making claims that are not supported by evidence. Honesty is important, so stick to factual information and avoid embellishing the candidate’s abilities. Using clichés or generic phrases can make your letter sound insincere, so try to be specific and original in your descriptions.
It is generally best to avoid mentioning any of the candidate’s weaknesses unless you are specifically asked. The purpose of the letter is to highlight their strengths and suitability for the role. Finally, always proofread your letter carefully for any typos or grammatical errors.