If you are a professor, a business owner, or a person with high status within a company, there may be times when you are asked to write a employee reference letter. A reference letter is generally written to help a job seeker obtain employment. You may be asked by a former employee or student or anyone with whom you have professional or academic experience. Before you start writing the letter (or a respectful refusal), however, it is important to consider certain points when determining how to best approach this task.
Should You Agree to Write a Reference Letter?
If you agree to write a employee reference letter for someone, it is best to take the job seriously. Although it may not be the most important task on your to-do list, it can mean a great deal to the requester. You must follow through with your agreement. If you are not willing to actually write the letter or you are not sure that you will have the time to do so, then you should not agree.
What Should You Put in a Reference Letter?
If you decide to write a reference letter for someone, you must decide how you want to portray that person. It is best to describe him or her in neutral ways that are not "filler-y" or irrelevant. Furthermore, you can only base the level of description on your personal involvement with the subject of the letter. If he or she was a former employee of yours, you will likely know first-hand his or her positive attributes when it comes to work. If the person is a network contact, however, be wary of providing too much personal information.
How Do You Write a Reference Letter?
The exact structure of a reference letter varies slightly depending on what it is being used for. However, there are typically three paragraphs in a employee reference letter. The first paragraph is generally used to introduce yourself and state the nature of your relationship with the candidate. The second paragraph should detail areas that may be relevant to the position that the person is applying for. For example, if the candidate was a former employee of yours, you could list his or her responsibilities at your company. Additionally, the candidate's former salary and time spent at the company should be noted here. The third paragraph should be comprised of your own personal judgment on the candidate.
What Are Some Things to Avoid in a Reference Letter?
One major thing you should avoid is writing in an informal manner. Making jokes or using slang is unprofessional and should have no part in the letter. Additionally, not paying any heed to grammatical errors is a bad idea. Another thing to avoid mentioning is any weaknesses that a candidate has as this can severely harm his or her chances of gaining employment.
After going through the information above you should have a better idea of the importance of reference letters and how to write them. If you are asked to write a reference letter to help a former employee or business contact's chances of gaining employment at another company, it is your choice whether or not to agree. However, if you agree to do this, make sure that you are willing to do a professional job. No reference is far better than a poorly written reference.
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