How to Write a Letter of Reference

These reference letter guidelines are important to both note and apply, since writing letters of reference is always a somewhat tricky and delicate matter. That’s because they almost always affect the reputation and future of the writer or that of another person.

How to Write a Letter of Reference

Reference Letter Format

Generally speaking reference letters are typed or printed on business size paper in business block form. You should sign the letter with a pen at the bottom. A reference letter should be generally no longer than one page, however, feel free to make the letter longer if you feel the need to express yourself about the person you are writing the letter about. A reference letter should be balanced. You don’t want to seem too harsh or overly sugar-coat the letter. Be honest and to the point, giving credit where credit is due.

First, only write an honest character reference letter. Don’t exaggerate someone’s abilities or make someone sound worse than the person is. If you cannot truthfully write a winning letter of recommendation, suggest that the person ask someone else.

Before you write a reference letter, learn details about this recommendation letter’s purpose. What can you write that other letters of recommendation won’t include? Ask for the name of a person you can address in the letter. If the personal reference letter is for college, ask about activities, volunteering, and honors or awards. If the reference letter is for a job or graduate school, ask for a resume and a copy of the cover letter or personal statement.

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.

Begin the first paragraph by identifying your connection to the person for whom you are providing the reference. Indicate the length of time and in what capacity you have known the individual. Explain why you believe you are qualified to recommend this person for the position he or she is seeking. Skip a line between the first and second paragraphs.

Continue in the second paragraph by identifying specific skills or training you have observed the person use in a professional capacity. Describe the personal qualities and professional training or qualifications that would make this person a good candidate for the position sought. Use strong, descriptive words. Write more than one paragraph if needed. Skip a line between each paragraph.

Do not make vague statements like such as he was respected among his coworkers. But rather say that James led the way in increasing production by 20% over the last year.

Describe certain instances where James really shined. You could mention that he stayed late to complete a critical project. Also that he worked diligently to help a customer make a product decision.