At one time or another, someone you know may ask you to write a reference letter for them. This individual may be a student, co-worker, employee or friend who is seeking perhaps a job, internship or volunteer position. Here is some information to help you create an effective letter to help them obtain that position.
Begin by introducing yourself in the first few lines of the letter. Don’t provide your entire life’s biography, simply provide a little bit about what your relationship with the individual is and what your position is (this can be one or two sentences). Tell about how you got to know the person and about how long you have known them.
State those specific skills and qualities that make this person extraordinary, particularly if they relate to the job or position that the person desires. For instance if the individual is hoping to obtain an internship at a drug rehabilitation facility, list all the qualities you have witnessed in them such as possessing great communication skills, empathy, trustworthy, patient, dependable or has great leadership skills. If you were their employer in the past, be sure to state that you would re-hire them or that they contributed a great deal to making your department function smoothly.
Highlight any particular items that you wish to make known about the individual such as what them makes them unique or stand out from other individuals who seek the same position. Maybe that person was great during times when business was slow and instead of standing around doing nothing they found things to do, like perhaps cleaning off clothing racks or countertops. If they simply had a good attitude, that is worth noting.
Make sure your letter is not too brief such as writing up about only two paragraphs. When composing a letter of reference it is good to keep in mind to write it as one page and two pages for a letter of reference needed for a school or scholarship. Keep the ending sentence using a strong statement about the individual yet do not overdo it so it sounds unreal. Be sure to advise the reader that you are willing to follow up with additional questions or information if they need. You might write some such as “Please be sure to contact me for any additional feedback that I can provide.” Do not forget to include your contact information.
Make sure to avoid stating any inappropriate information about the individual such as their race and age, political or religious preferences, marital status, disability or physical status. Also avoid any weakness the individual may possess or any worlds that can be viewed as “slander” which can be damaging to the person. Keep this letter nothing but professional and avoid jokes and slang wording. For some reason if you honestly cannot say anything positive about the individual, politely decline it. Last but not least, type the letter and proofread it before submission and be mindful of its due date!