Writing an Impressive Employee Reference Letter: The Dos and Don’ts

 A professional reference letter or a recommendation letter provides an endorsement of the employee’s skills, attributes and accolades during their tenure. The letter also offers insight into the character and credentials of the individual and helps companies make informed hiring decisions. 

 

A good reference letter can increase the individual’s chances of standing out from other applicants and getting hired. 

 

Tips on How to Write a Reference Letter

 

Knowing how to write a reference letter is an art; one that can be learned. A professional reference letter is often written by a team leader, manager, colleague or someone who has closely worked with the individual. If you are asked to write a reference letter, try to highlight the individual’s professional qualities, work ethic, positive character traits and your experience working with them. 

 

Here are some things to do and common pitfalls to avoid when writing one: -

 

The Dos

 

● Refresh your memory of working with the individual and establish a professional connection. Did you work together on a project? Did they report to you or work in a different department and occasionally collaborate on projects? 

● If possible, briefly describe their contribution to key projects and any success stories highlighting their skills and achievements.

● Consult your HR and colleagues to verify information about work history, job titles and specific responsibilities. 

● If you are recommending the individual for a specific role, tailor your letter to reflect their skills accordingly. 

● Include your contact information.

 

The Don’ts

 

● Avoid mentioning personal information about the individual and any vague statements that don't provide any meaningful insights into their professional background, work ethic and skills.

● Don’t exaggerate or overstate achievements. Stick to factual information and provide examples to support your claims.

● Ensure the reference letter is free from personal bias and opinions. Rather than playing a critique and furnishing negative statements, focus on areas of improvement.

 

It’s common to ask for a reference letter before they hire someone. In the U.S., most companies perform reference checks.  When writing a professional reference letter, you can take cues from samples and templates available online. Simply modify the content to fit your reference feedback for the specific individual.