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Crafting a Powerful Reference Letter: A Guide for Employers

  • By Kamlesh Ranjan
  • May 29, 2024
  • 4 mins read
employee reference letter template
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    You know, selecting employees is a tough job, that’s why when selecting employees, it is important for employers to base their decisions on all possible sources of information and verified data to check the credibility of the applicant and whether they are a good fit for the job opening.

    One of her ways of obtaining information about applicants is to obtain references about the employee from previous employers. Some companies require a letter of recommendation from your employer. Then, you need to know how to write a reference letter correctly in order to have a positive impact.

    Also Read: Letter Of Recommendation For Teacher, Sample, How To Write

    Rules for writing a letter of reference

    There is no strict protocol for work recommendations, so when filling out the document, you should follow the standard rules of reference writing. I recommend submitting it on the letterhead of the company making the recommendation.

    The following details and information should also be provided: 

    • Document number and date.
    • Title of the document (“Letter of Reference”).
    • Referral texts.
    • Signature of the responsible person (company, project) indicating title and full name.
    • Contact details of companies and/or individuals who signed the reference.

    For the body of the recommendation itself, the following should be stated: 

    • Length of employment of employee and name of employer.
    • An employee’s status and performance in his or her area of ​​expertise provide information about the tasks performed. 
    • The availability of factual information expressed in absolute and relative terms improves the quality of recommendations.
    • The information contained in a letter of recommendation must be truthful, as a potential employer can contact the person who signed the letter of recommendation to verify the information contained in the letter.
    • It is recommended that the text of the reference not consist of multiple typewriter sheets.
    • Document authors should avoid general definitions such as “competent,” “executive,” and “active.” It is better to present concrete facts.

    Also Read: Employee Termination Letter Template & How To Write

    Structure of a letter of reference from an employer to an employee

    • Date and Number
    • document’s name; 
    • text: introduction, main part, conclusion; 
    • signature of the person who compiled the document; 
    • Company details, including mail, number, and address. 

    Also Read: What are Employee Spotlights? Rewarding Employee and Its Benefits

    Here’s our reference letter template

    Ref. No. …………… dated 28/04/2024

    Letter of reference

    [Name] worked at [Company name] as a [ Job Post: fitter] from September 2020 to April 2024.

    For the entire work period, he was responsible for [A short details about their work responsibility].

    Recognizing her competency, I assigned her additional responsibilities, including developing a training program for interns.

    [Name] did an above-average job on this task as well as all others.

    [Name] was always willing to assist and had great relationships with the many parties her office served, including clients, employers, and other professional organizations.

    This may be especially valuable to your company since she/He is looking for candidates who can communicate effectively with people in all departments.

    He is an asset to any employer, and I can fully recommend him for any project he pursues. Please let us know if you have any questions.

    Sincerely,

    CEO

    Signature

    Company Details 

    Address

    What should not be written in a recommendation from an employer

    Although there are no general templates or rules for writing a letter of reference, it is important to consider certain points, including what wording and content elements should be avoided.

    What not to do when writing a letter of recommendation for a former employee:

    • Include data about a person who may violate ethical standards.
    • Insert unfounded phrases or characteristics that are not supported by anything.
    • Add pronounced negative epithets when describing a person, even if there is an unfriendly relationship between the employer and the employee.
    • Write about a person in a negative way if there is no evidence.

    Also Read: How To Answer ‘Where Do You See Yourself in 5 Years?’

    Here’s a reference letter example based on our template:

    Ref. No. …………… dated 28/04/2024

    Letter of reference

    William Jack worked at Fintech Enterprises as a Communication manager from September 2020 to April 2024.

    For the entire work period, he was responsible for all communication including preparing and distributing content to promote the organization’s products, brand, or activities. Communication tasks also include interacting with the media and public to ensure the brand achieves maximum positive exposure.

    Recognizing her competency, I assigned her additional responsibilities, including developing a training program for interns. He did a great job on this task as well as all others.

    William Jack was always willing to assist and had great relationships with the many parties her office served, including clients, employers, and other professional organizations.

    This may be especially valuable to your company since he is looking for candidates who can communicate effectively with people in all departments.

    He is an asset to any employer, and I can fully recommend him for any project he pursues. Please let us know if you have any questions.

    Sincerely,

    Name and Current position at the company

    Signature

    Company Details 

    Address

    Tips for writing a convincing reference letter

    There are several tips for writing a good recommendation letter: 

    • Use positive sentences and active verbs to emphasize the recipient’s achievements and qualifications. 
    • Clearly and briefly organize your reference letter for easy reading. 
    • Ensure that the reference letter is free of spelling and grammar mistakes. Having a friend, colleague, or family read through your essay is best.

    Also Read: Sales Associate Job Description, Template & Examples

    At the end 

    Reference letters, if well-written, can make a difference in a job applicant’s search. Reference letters allow employers to better assess prospective employees by giving descriptive and positive opinions of the applicant’s qualifications. Writing a reference letter informs the employer and allows the employee to shine. The next time you are requested to furnish a reference letter, refer to these guidelines to create a compelling moral testimony for a deserving applicant.

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