How to Give a Positive Recommendation for an Ex-Employee

There are two ways in which you might be asked to give a recommendation for an ex-employee: Over the phone and in writing. Both of these have different benefits, but it’s best to work with what you have. If you’re asked to write a letter, that’s what you should do. Many companies have policies about what you can and can’t say over the phone about an ex-employee, which can limit how positive of a recommendation you’ll be able to give. Letters are usually less restricted regarding what you can say because proof can always be supplied.

Even if you want to give the most glowing positive recommendation for an ex-employee, you’re always better off if you stick to the facts. When you allow yourself to editorialize, you open yourself up to scrutiny, and if you lay it on too thick, the recipient might get the wrong idea.

Giving Phone Recommendations

When you’re going to give a positive recommendation over the phone for an ex-employee, you might be caught off guard. The employee’s prospective employer calls you in the middle of the day, and you’ll have to think on your feet. The best way to handle this situation is to take the other person’s lead. Answer questions as honestly and briefly as possible regarding the employee.

Since you haven’t had time to prepare, this will keep you from saying anything that might be construed as out-of-line. For example, if you’re asked whether or not the employee came to work on time every day, simply reply, “Yes, I don’t think I can remember I single time when he was late to work.” This is much better than a response like: “Oh my gosh, I’ve never had a more prompt employee! He was always on time and he even brought me donuts on Fridays!”

If you do have time to prepare for the phone interview, you can check out your company’s rules on giving positive recommendations. The employee handbook or manager’s handbook is a great place to start. You can always talk with your boss about the proper etiquette if you don’t find what you need, and you’ll be much better off if you stay within the scope of the rules. For example, some employers will only allow you to confirm the dates of employment, the salary range and the ex-employee’s job title.

Giving Written Recommendations

As mentioned above, you might have a little more creative license when writing positive recommendations. Usually, a recommendation letter is less than a page long (about three-quarters of a page) and will be typed on your company’s letterhead. Make sure that you sign the letter with your full name, your contact information and your job title so that the recipient can verify the information at a later date if he or she wishes.

A written positive recommendation should include information related to the ex-employee’s job description, flexibility, dedication and commitment. As with a phone recommendation, don’t allow yourself to editorialize much and keep everything relevant to the facts.