How to Write a Reference Letter

Before you think about how to write a reference letter for someone you know, take some time to consider whether you are the right person to perform this task. It's important to consider the matter carefully before you agree to do so.

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If you don't feel comfortable saying, "Yes" to a request for a reference letter, you are better off saying so from the beginning than struggling to write a letter that you don't feel comfortable signing your name to. Consider how well you know the person making the request and if you know enough about them to describe them in a positive way.

Keep these tips on how to write a reference letter in mind when you are writing one:

If you are writing a reference letter for a person who is applying for a scholarship or in support of a college application, the tone will be different than if the letter is going to be read by a prospective employer. Make sure that you keep the reader in mind when you are composing the text for the letter so that the content is relevant for the situation.

As the person who is writing the reference letter, you need to explain to the reader who you are and why you are writing the letter. For the sake of clarity, put this information in the first paragraph. Here's an example of how the text may read:

"I am the [your job title] with [name of company]. I have known [the subject of the letter] for [length of time] as [his or her supervisor, coach, academic advisor, etc.].

If you are going to take the time to write a letter of recommendation, be sure to provide the reader with enough details that they can get a clear idea of what the person is like. Describe their character and behavior, but also include examples of when they showed initiative, went beyond their job description, or demonstrated that they are a person of good character.

Resist the urge to use "safe" words like nice, pleasant, adequate, and competent. In the context of a letter of recommendation they may be construed as wishy-washy. You want the person you are writing the letter of recommendation for to be considered a strong candidate, no matter what the purpose of the letter is. Here are some better suggestions for descriptive words you can use:

• Adaptable
• Articulate
• Cooperative
• Dependable
• Energetic
• Honest
• Mature
• Reliable

You can also describe the person's ability to communicate effectively, positive attitude, and leadership ability in the letter of recommendation. These traits are valued in many kinds of situations. Discussing the person's ability to be flexible, competitive nature, ability to work as part of a team, and empathy are other good choices.

Since the letter of recommendation is meant to present the person in his or her best light, be generous with your recommendation. If you feel that he or she would be an asset to any company they applied to or that they deserve to receive the scholarship or to be admitted to a particular school, then say so.

When you are thinking about how to write a reference letter, don't hold back in describing the subject of the letter. This is not the time to hold back. Be honest in your evaluation, but as generous as you can be with your words. This is your chance to tell the reader exactly what you think about the subject of the letter, and they are counting on you to help them make a good impression.

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