As a result of writing literally hundreds of letters of reference over the years, I am aware that there are certain common elements and approaches that are applicable to almost all such letters.
If you look closely at most reference and recommendation letters you will notice that there are certain "types" of phrases that recur over and over again, throughout the various letters.
These statement types can be grouped into three major categories: opening statements, assessment statements, and closing statements. These statements are the three key components of any letter of reference. If you formulate these phrases well you are guaranteed to have an excellent letter.
OPENING STATEMENTS The opening statement in a letter of reference should state the name of the person being recommended. It can also explain why you are the person writing the letter. The opening statement should normally be one short sentence and should never exceed two sentences.
Following are three generic typical opening statements for inclusion in reference letters:
•“I am writing this letter at the request of [name of requestor]." •“This is in response to your recent request for a letter of reference for [name]." •“I am pleased to be able to write this letter of reference for [name]."
ASSESSMENT STATEMENTS Assessment statements in a letter of reference are those sentences and phrases that contain the recommender's specific assessment of the performance, characteristics, and attributes of the person being recommended.
Normally an assessment statement will be followed up by one or two specific performance-related examples backing up the statement just made.
Following are three generic typical assessment statements for inclusion in letters of reference:
•“In my opinion, [name] is a hard-working self-starter who invariably understands exactly what a project is all about." •“[name] consistently produces high quality work in a timely fashion." •“The only area of weakness that I ever noted in [name]'s performance was..."
A typical letter of reference will normally include three to four assessment statements.
CLOSING STATEMENTS The closing statement in a letter of reference should be one or two sentences at most, and it should make a clear statement of recommendation that flows logically from the points made in the assessment part of the letter. They will often begin with transition phrases such as: "In summary...", "In Closing,...", "Based on the foregoing,...", "Accordingly,...", etc.
Closing statements in reference letters are generally positive, but in some circumstances they may be qualified, or sometimes, even completely negative.
Following are three generic typical closing statements for inclusion in reference letters:
•“I am therefore very pleased to be able to recommend [name] for..." •“Based on my time working with [name], I recommend her very highly for..." •“I respect [name] as a colleague, but I must say that in all honesty, I cannot recommend him for ..."
In summary, mastering these three types of "reference letter power phrases" is one of the keys to writing all types of letters of reference. As such, knowledge of how to write typical opening, assessment, and closing statements, as illustrated above, is essential to writing effective letters of reference.
That's why I have included more than 150 generic "Reference Letter Power Phrases" in the latest Revised Edition of Instant Recommendation Letter Kit - How To Write Winning Letters of Recommendation.
In addition to standard letter-writing dos and don'ts, there are a number of basic guidelines that apply specifically to most situations related to the writing of letters of reference. These are usually more "situational" than "how-to" in nature.
These reference letter guidelines are important to both note and apply, since writing letters of reference is always a somewhat tricky and delicate matter. That's because they almost always affect the reputation and future of the writer or that of another person.
The following tips and strategies apply primarily to the writing of letters of reference in their various forms (i.e. reference letters, character reference letters, employment reference letters, college reference letters, and general reference letters).
Write It Only If You Want To If you are asked by someone to write a reference letter about them, you don't have to say "yes" automatically. If it's someone you respect for their work, and you have mostly positive things to say, by all means write the letter.
There is no point saying "yes" and then writing a letter that says nothing good about the person, or worse still, concocting a misleading positive assessment of someone.
So, whatever you do, don't get sucked into writing a reference inappropriately out of feelings of guilt or obligation.
If You Must Refuse, Do It Right Up Front On the other hand, if someone asks you to write a reference letter for them, and you know you'll be hard-pressed to keep it positive, say "no" right away.
There is no point in hesitating and leading the person on to believe that the answer might eventually be "yes".
A gentle but firm "no" will usually get the message across to the person. Explain that you don't think that you are the best (or most qualified) person to do it.
Suggest Someone Else If you feel you should refuse, for whatever reason, it may be helpful for you to suggest someone else who you think might have a more positive and/or accurate assessment of the person.
That other person may be in a better position to do the assessment. Usually there are a number of possible candidates, and you may not actually be the best one.
In fact, I have seen a number of cases over the years in which people requesting reference letters have not requested the letter from the obvious or logical choice. This usually happens when the requestor doesn't like the person who is the obvious choice, and/or they are worried about what that person will say about them.
Write It As You See It Writing a less than honest letter of reference does no one a favor in the end. It is likely to backfire on you, the person being recommended, and the new employer.
Also, many employers and head-hunting agencies check references these days.
How would you like to be called up and have to mislead people due to questionable things you may have written in a reference letter?
Be Honest, Fair, and Balanced Honesty is always the best policy when it comes to writing reference letters. At the same time, try to be fair and balanced in your approach.
If in your estimation, a person has five strengths and one glaring weakness, but that weakness really bothers you, make sure you don't over-emphasize the weak point in the letter based on your personal bias. Just mention it in passing as a weakness and then move on.
Balanced Is Best An overall balanced approach is the best one for a letter of reference. Even if your letter generally raves about how excellent the person is, some balance on the other side of the ledger will make it more credible. After all, nobody's perfect.
There must be some area where the person being recommended needs to improve. A bit of constructive criticism never hurts and it will make your letter more objective in nature.
Bottom Line: The most important point to take away from the above tips and strategies is that it is your choice as to whether, and how, you will write a letter of reference.
It's an important type of letter that will have a definite impact on the future of the person about whom it is being written, so don't agree to write one unless you are willing to give it your utmost attention and effort.
Shaun Fawcett has sinced written about articles on various topics from Education, Writing and Business Loans. Shaun Fawcett is Webmaster of two of the most visited writing-help Web sites on the Net. He is the author of numerous “how-to" books on everyday practical writing help. He is also the Net’s foremost authority on the definition and writing of ALL types of. Shaun Fawcett's top article generates over 18100 views. to your Favourites.