How do you write a reference letter for a former employee?

2 Choose the right tone

The tone of your reference letter should be professional, respectful, and enthusiastic. You should use a formal salutation, such as Dear Mr./Ms./Dr. Last Name, and address the recipient by their name and title. You should also use a polite and courteous language, avoiding slang, jargon, or abbreviations. You should express your appreciation for the opportunity to write the reference letter and your confidence in the former employee's abilities and achievements. You should also avoid any negative or vague comments, as they can undermine the credibility and impact of your letter.

3 Provide specific examples

The main body of your reference letter should provide specific examples of how the former employee demonstrated their skills, accomplishments, and personality in their previous role. You should use concrete and measurable details, such as numbers, percentages, awards, or feedback, to illustrate their impact and value. You should also relate their examples to the requirements and goals of the position and employer they are applying for, showing how they can contribute to their success. You should avoid general or generic statements, such as "they are a great team player" or "they have excellent communication skills", as they do not show any evidence or differentiation.

4 End with a strong recommendation

The final paragraph of your reference letter should end with a strong and clear recommendation for the former employee. You should restate your positive opinion of their qualifications, potential, and fit for the role and employer. You should also offer to provide further information or answer any questions if needed. You should thank the recipient for their time and consideration and sign off with a formal closing, such as Sincerely, Respectfully, or Best Regards, followed by your name, title, and contact information.

5 Format and proofread

The format of your reference letter should be consistent, clear, and professional. You should use a standard font, size, and color, such as Times New Roman, 12 point, and black. You should also use one-inch margins, single or 1.5 spacing, and left alignment. You should include your name, address, and date at the top left corner, followed by the recipient's name, title, and address below. You should also include a subject line that states the purpose of the letter, such as "Reference Letter for John Smith". You should proofread your letter carefully, checking for any spelling, grammar, punctuation, or formatting errors. You should also ask someone else to review your letter for clarity, accuracy, and tone.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?