How To's

How to Write a Professional Reference Letter

So you were asked to write a reference letter for someone but you’re not sure how to write the letter. Writing a professional reference letter for someone is an honor, but it can also be a little challenging. However, there are a few things that you can do to help you write an effective reference letter.

Instructions

1. Step 1
   Decide what type of information you want to include in the reference letter. A reference letter should highlight a person’s relevant qualifications, strengths and skills. You should also provide the reader with specific examples of the applicant’s accomplishments and experiences.
   
2. Step 2
   Write the opening paragraph of the reference letter. The opening paragraph should explain to the reader how you know the applicant and the length of time you've known him. For example, if the applicant is a former employee, mention the name of the company, the dates of employment and the applicant’s previous job title.
   
3. Step 3
   Create the body of the reference letter. This section should include 2 to 3 well-developed and informative paragraphs about the applicant‘s background, abilities and personality. For example, try to list some of the applicant’s positive attributes by using words such as "creative," "detail-oriented," "hardworking," "determined," "intelligent," "patient" and "people-oriented." You may also choose to discuss things like the applicant’s academic achievements, awards she has earned and her previous job performance.
   
4. Step 4
   End the letter with an appropriate conclusion. The last paragraph is where you should make your formal recommendation for the applicant. Be sure to let the reader know that he can contact you for further questions about the applicant. Don’t forget to include your current contact information (telephone number, mailing address and email address). And make sure that you thank the reader for his time and consideration.
   
5. Step 5
   Proofread the reference letter and make the necessary revisions. Be sure to check for spelling and punctuation errors in the letter. Correct any mistakes you might see and save the document to your computer. Don't forget to print several copies of the reference letter to send to the applicant.
   

Tips & Warnings

• Don't include any negative information about the applicant in the reference letter.
• Don’t forget to sign and date the letter.
• Try to keep the reference letter to 1 page in length (no longer than 1½ pages).