Employment Reference Letter Sample

If you're confused regarding the difference between a reference letter and a letter of recommendation, the following employment reference letter sample and explanation will help clear things up.

A reference letter contains general factual statements about a person and his or her situation without making a specific recommendation. Its purpose is to introduce an individual to the company or business where they hope to gain employment. This letter is not addressed to a specific recipient but is usually addressed: To Whom It May Concern or Dear Sir/Madam.

Today, with the confusion between employment reference letters and letters of recommendation if someone asks for a recommendation letter or reference letter it's a good idea to clarify exactly what they expect because often they don't see a distinction between the two. However, if you are the individual requesting the letter of reference, don't try to correct terminology from the business you ask to write the letter.

Use the following list of questions as a checklist when writing an employment reference letter to be sure you've included the necessary information:

• How do you know the applicant?
• How long you have known him/her?
• What are the applicant's exceptional qualities and skills? [Give specific examples based on facts. Include things like: organizational skills, communication skills, academic achievements, interaction with others, dependability, etc.].
• What is the individual's competency in a particular field and/or their prior experience?
• What are your qualifications for writing the letter?
• What key points do you want the reader to note on the applicant's resume or application?
• How do you want to be contacted if the letter's recipient has questions?

• Don't refer to the individual's race, religion, national origin, age, disability, gender, or marital status.
• Don't make your letter too short. Typically, an employment letter of reference should be one typewritten page.
• Don't overdo the end of the letter with undo praise for the individual or it may be viewed as biased.

The following employment reference letter sample can be used as a template when writing your letter. Note that it is addressed to a specific person regarding a particular job or position and lists facts that confirm the individual's references and should be typed on business letterhead:

Dear [Name of Employer]:

This reference letter is written at the request of [Applicant/former employee's name]. I understand that [applicant/former employee's name] has applied for the position of [job title] with your company. The following confidential information should not be divulged to others within your organization who are not part of the hiring decision. Furthermore, this information should not be disclosed to people outside your organization without prior written consent of [applicant/former employee's name].

[Applicant/former employee's name] has been employed by our company since [date]. He/She has held the following position(s): [index positions and amount of pay received for each]. In [his/her] most recent position, [he/she] had responsibility for [explain the person's primary responsibilities]. [Give an assessment of job performance, not based on opinion but based on facts like performance appraisals. [Applicant/former employee's name] interacted well with co-workers, showed good judgment, and was dependable.] [Provide examples.]

Please feel free to contact me with further questions.[Include email or phone contact information.]

Sincerely,

To reduce the possibility that your employment reference letter will be questioned, it is best to have it signed in the presence of a notary public.

Proofread your letter. In fact, it's a good idea to have someone else look it over before you send it, because a fresh set of eyes may catch something you miss. You want the letter to be error free because the letter of reference represents you as well as the applicant, and an effective reference letter can make the difference between a job offer or a closed door.

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