How to Write a Reference Letter
Whether you are in the business world, academia or just know a few people, many individuals once in their life are usually called upon to write a reference letter. The goal of a reference letter is to vouch for a person as a third party explaining to the reader that you know the individual in question rather well and that they have many good attributes that the letter reader may find interesting. If you are called upon to write a reference letter, here a few tips that can help.
How Do You Know the Person?
Usually most individuals will want to know what your affiliate with the person in question is. Are you a current or old boss, professor that instructed the individual or a friend? Another important thing to add is the length of your relationship. The difference between a professor that knows a student for one semester compared to 3 years is immeasurable.
While it is important to write that you have or had a meaningful relationship, your goal is to explain to the reader in what respect the person in question is exceptional and what skills and traits you find to be above average and worthy of note. Another important tip is to include your credentials. You should note your expertise in any fields pertaining to the letter. For instance, if you are writing a letter for a potential employer, note that you are an executive or specific type of manager that has skills in evaluating employees.
Understand and Write Your Reference Letter to Your Audience
There are many types of reference letters, for instance, business, educational, a reference letter to rent an apartment, etc. Make sure you know who you are writing for. For instance, while strong skills in math or technology might appeal to an educational audience, it probably won't matter to a person looking to rent an apartment to the individual. Know your audience and tailor the letter to it.
Focus on the Good, Omit Weaknesses
If you are writing a reference letter, it is generally not acceptable to focus only on the bad attributes of a person. If you have many negative feelings about a person requesting a reference letter from you, decline their invitation to write it.
Emphasize Your Points
Make sure that the points that you want to communicate to the reader are heard loud and clear. Proofread your letter a few times to make sure that the grammar is satisfactory and that your major points stand out. You don't have rehash points over and over again, but make sure you take the time to construct the letter correctly and effectively.
Don't Sugar Coat
Make sure you don't overly sugar coat the letter. We all know this is a reference letter, but it is more effective if you are straight forward than overly sweet, as if the person is a saint.
Proofread and Send the Letter
Finally, you should proofread the letter, correcting any mistakes, print out the letter on quality paper and send it in a proper envelope. You don't have to over do it, just make sure your letter doesn't have any smudges of chocolate that you were eating while writing the letter or that the printer didn't smudge any ink before sending.
Writing a reference letter can help a friend or associate attain their dreams and as the writer you can play a part in it. While writing a reference letter does take time and thought it still is a great compliment.