How to Write a Reference Letter

Chances are, the time will come when you’ll be called upon to write a reference letter. Perhaps a student, employee, or co-worker will ask you to write a “letter of recommendation” or a reference letter and you’ll need to know how to write an appropriate and reasonable reference letter. It’s not complicated, and there are some general guidelines you can follow to make sure you produce an adequate and helpful document.

To begin with, you’ll want to use a general business template for your letter style. If your company permits, use company letterhead. If not, address the letter like you would a business or formal personal letter. The salutation should read “To Whom It May Concern:” unless you’ve been asked to write a letter to a specific person for a specific reason (for instance as part of a scholarship application). If this is the case, then make sure you spell the person’s name correctly.

You should plan to have a three-paragraph letter. In this first paragraph, state for whom you are writing the letter and how you have been associated with that person. Write the person’s name correctly and fully – first and last name. If it is a job reference letter, include your title and in what capacity you have worked with the person you are providing the reference for and why your opinion should matter. It is also a good idea to state how long you have known, or worked with the person. This provides additional validation for what you are about to write.

In the second paragraph, share your personal interpretations of the person in the appropriate capacity. This means that if it is a business reference letter, you should write about job skills and worth ethic, not comments on your opinion of the person’s family life or character. Think about what is appropriate to share and what is not. It is completely appropriate and helpful to write about a person’s attendance, problem-solving, thoroughness, teamwork, and ability to work independently. If you have worked on a specific project that went well, or you are a supervisor and the person in question developed a new project or procedure – this would be a great piece to include in your letter.

The final paragraph should be your conclusion. You can conclude with an additional opinion about the person as a co-worker, employee, student, citizen, etc. and if you feel you would work with the person again, include that in this closing paragraph. Closing with a warmer, personal line makes for a good letter: “I would be happy if I had a dozen employees just like Jack Smith.”

As you sign the letter, be sure to include your contact information, title, or other way to reference yourself again and establish yourself as a creditable reference. Lastly, you should find out if you will be mailing off the letter or providing it to the person who requested it. Regardless, it should be signed and folded into an envelope (letterhead, again, if appropriate.) The letter should just be one page and be folded in a typical three-fold business letter manner.

Writing a reference letter is not complicated, but it can seem daunting. It helps to write out a draft before putting together the final copy. Be sure to run spell-check or have the letter looked over and edited if you’d like. Just remember that a letter of reference is not only a recommendation for the person in question, but it also represents the author as well.