When it comes to our careers, there’s one thing that all of us will need at some point.
That is, a reference letter.
Whether we’re an entrepreneur looking to seal a new contract deal, a recent university graduate looking to enter the working world, or a corporate professional looking to make a monumental career change, we all at some point in our lives need references.
What is a Reference Letter?
A reference or recommendation letter essentially is a written testimony of our character and competency. A reference letter is a business document to a future employer, landlord, client or organisation, attesting to an applicant’s skills, trustworthiness and capabilities.
Reference letters are extremely important because they serve as evidence of authenticity. With frequent issues of fraud, embellishments and falsehoods on resumes, reference letters assist recruiters in separating the genuine candidates from the rest. Reference letters prove the claims on your resume and that you are a candidate of honesty and integrity.
How to Ask for a Reference Letter?
Before you go about asking for a reference letter, think carefully about the person you are going to ask. Reference letters from your close inner circle – friends and family typically do not hold much weight from an employer’s perspective. It is inevitable that they would go to great lengths to promote your best traits and may even cover or omit entirely any character flaws.
Reference letters should be attained from members within your professional network. References from former employers carry the greatest weight, as these people would have worked with you and can attest to your strengths and weaknesses without bias. Furthermore, they are not related to you and are expected to undertake an objective stance.
Former teachers, community leaders – pastors or skilled certified professionals – doctors, lawyers, corporate managers or accountants for example can all be requested for a letter of reference.
Requesting a Reference Letter
When requesting the letter of reference, narrow down your prospects to those professionals who:
Knows you – You want to ensure you are consulting a person you have a genuine familiarity or relationship with, so that their words of recommendation will undoubtedly convince a potential employer or client to work with you. Ideally, reach out to people whom you have known for atleast a three (3) year period if possible.
Likes you – Reach out to people whom you have a positive relationship with and will highlight your character in a favourable light. Persons from past employment with whom you’ve not ended on best terms with would not be ideal. This point should also serve as a reminder that Trinidad & Tobago is essentially a small country and it is always wise never to burn your past bridges as you would need a reference at some point in the future.
Be direct and sincere when asking. You can use a simple telephone conversation, backed up by an email to request your letter. Specify who to address the letter to – the company and the relevant person’s name and title. Additionally, indicate a date you need to receive the letter and ask for both a hard and soft copy just in case.
How to Write a Reference Letter?
Your reference letter should be written in simple English with minimal or no jargon, slang or coarse language. Avoid sounding too corporate or formal. The letter should be conversational tone, that is, it should sound as if the person you’re speaking to is standing in front of you.
As with any professional document, ensure that your letter of reference is presented with proper spelling, punctuation and grammatically sound. When typing, a simple font that is easy to read will be best. Reference letters should be typed in Arial, Calibri or Times New Roman font, size 11 or 12, with 1.5 or double line spacing.
Avoid information that could be misinterpreted, negative or too personal. Focus on positive, professional attributes. If you are requesting it from a business owner, kindly ask them to write it on their company’s letterhead to add more authenticity.
What to Include in Your Reference Letter?
Starting with the current date at the top, include the recipient’s name, as well as company or personal address, depending on the nature of the situation. Address the letter to Mr., Mrs. or Ms and the recipient’s surname. If you are unsure who will be the end reader of the letter, simply state, “Dear Sir/Madam”.
Your first paragraph should state who you are – your name and job title and occupation. State the nature of your relationship and the length of time you have known the person, as well as in what capacity – – former manager, colleague, teacher/student etc.
In your second paragraph, what was your experience with them? If it is a former employer, how long did they work at their last job? What can you say about their work ethic? How do you describe your experience sharing an environment with the candidate?
Your third paragraph outlines the attributes you are recommending about the candidate. What skills have they displayed and can contribute to another organisation? What projects or accomplishments they achieved that you can testify to?
If you were a teacher, was the candidate a diligent student? How were their grades and assignments? Did they participate in extracurricular activities? If the reference is to a potential landlord, talk about the person’s personality. Are they clean, responsible and trustworthy? Describe your experience with their character with possible brief examples.
Indicate that you are willing to provide further information, if required. Close with a “Thank you”. If you have a recipient’s name you are addressing, you can close off with, “Yours sincerely”. If you do not know specifically whom you are addressing the letter to, close off with, “Yours faithfully, or Yours respectfully”.
Finally, include your name, job title and designation as well as your telephone and email contact at the bottom of the letter followed by your signature.
Reference Letter Template
Download here the Reference letter template and adapt it to your profile. Below, you can find the full transcription.
John Smith
James Michael
Human Resources
Jame’s Marketing
Port of Spain
Trinidad
Dear Mr. Michael
This letter serves to inform you that I, John have known Peter for the last 5 years, as my Business associate.
During that time, I have found Peter to be one of the most talented, honest and innovative persons I have had the pleasure of working with. He has demonstrated utmost professionalism and diligence during his time as my business associate.
I am highly confident that Peter possesses the work ethic and capabilities to excel in this new position. He has taken ownership of multiple projects and assignments such Marketing Manager where he had successfully helped increase our ROI on digital campaigns by 18%. Therefore, I can confidently attest to the excellence and competency he will bring to your organisation.
As a result, I firmly believe he will be a trustworthy and valuable asset to you. Should you require further information, please do not hesitate to contact me.
Thank you
Yours Sincerely,
John Smith
CEO
111-111-111
John.smith@smithmarketing.com
