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Leaving an employer with a strong letter of recommendation, also known as a reference letter, is one of the most valuable resources you can walk away from a company.
Today, I will share how to write a generic reference letter so you’re prepared the next time you’re asked for one.
One Letter That You Will Want To Keep On File
Whether you are an employer seeking tips on how to write a reference letter or an employee looking for tips on obtaining a reference letter, I’ve detailed my experience, advice, and a sample generic reference letter template at the end.
What is a reference letter?
A reference of this caliber is used to determine a candidate’s suitability for a company hiring for a particular position and to avoid or minimize hiring mistakes.
Many candidates will offer written references to support their resume or job application; however, a reference letter is a bit different.
A written reference may be the person’s name, relationship to you, and phone number, whereas a reference letter is all that but with details.
A reference letter is essential for any employment opportunities, even though not all companies check them or require them.
Is that poor business practice?
I would say yes if I owned a company because it’s my livelihood, and I want to ensure we only hire the best employees.
Still, a reference check happens in Canada if the employer initiates the process.
Human Resources will typically call the people on your reference sheet when they are about to offer you a job opportunity or if you are competing for a position.
No employer wants to go through the process of hiring a potential lemon for their workforce, which is why some interviews take time and you’ll go through stages.
The costs involved with employee training, dealing with problem employees, and the time involved can be huge for management and Human Resources.
A bad hire is typically called “Waste Recruitment,” where it costs more money in time than the employer gets out of performance and revenue.
An employment reference, in general, can come in the form of a reference letter or a reference phone call, both of which are standard and perfectly acceptable.
Right off the top, I want to suggest that you always have a reference letter in hard copy and not have one sent via email, as it shows professionalism on your part and that of the reference.
Also, consider who you ask to write a reference letter because whoever signs it will dictate the significance of what was said.
Ideally, obtaining a letter from the person you report to and oversee your work is ideal as they have first-hand knowledge of your performance.
Employment Law in Canada
Be aware that not all employers will want to give a reference and that there are no regulations in terms of standards when it comes to writing a reference.
Suppose you are giving a reference, particularly a phone reference.
In that case, you are protected in Canada and cannot be sued in court when offering a proper evaluation or opinion of the candidate.
Keep this in mind when you add an employer to your resume or offer reference phone numbers or letters that what comes out on the other end might not be what you expected.
Getting The Career You Want
What is the purpose of a reference letter?
Any time you submit a resume for a job, it’s essential to include a copy of a reference letter, also known as a recommendation letter.
You will notice I use a reference letter and recommendation letters interchangeably throughout the post.
This letter is used to help allow the employer to learn about you from others who have worked with you or for you.
It should explain a candidate’s skills, achievements, character, and abilities, among other things that I will share with you below.
Letter Of Recommendation
A letter of recommendation is also known as a;
- Work Recommendation Letter is used for employment opportunities to describe your work strengths.
- Character Reference Letter is used for employment opportunities to describe what kind of person you are.
- Professional Reference Letter is used for employment opportunities for character and career success.
- Personal Reference Letter is used for personal needs such as volunteer work, rental application or immigration (we used this type of reference letter from our friends when I filled out my permanent residency package to immigrate to Canada)
- Academic Reference Letter is used for education opportunities when applying for co-op placements or those through a University or College.
Not all employers will request reference contacts when you apply for a position as each company is different.
It’s always important to follow the criteria set out for pursuing a job application process and if you are in doubt, ask.
That’s what Human Resources and Management is there for, and it shows that you are interested in the position and showing them that you have support.
When should you ask for a reference letter?
Moving to Canada was a massive step for me personally and professionally because I wasn’t sure what I would do for a career.
In the UK, I held a few jobs after University, but nothing based on what I went to school for, as the competition is fierce and most graduating students struggle to find work.
Whenever I left a job for a better opportunity, or if I moved house to a new village or city, I asked my employer for a hard copy letter of reference.
I’d suggest that everyone have an employment folder where they keep all important documents from their positions in their lifetime.
This way, it’s easier to locate, and you keep organized, which can be frustrating for those who opt to shove paperwork wherever and when you need it can’t find it.
If you’re worried about what an employer can put in a reference letter, don’t.
Even if you get fired, you could ask for a recommendation because, in the least, it will only detail who you are, your role in the company, and the duties of your position.
Considerations Regarding Asking For A Reference Letter
Ask yourself this, though.
Would you want a letter from a company you were fired from?
Although they can’t legally say anything bad about you, they can be truthful when answering questions from another prospective employer.
You may want to ask for a reference letter from your employer when;
- Leave a Company
- Move Away
- Get Promoted to a new role within the company.
Ideally, you will want to ask for a reference letter before leaving a company, but don’t be shy to ring your employer or boss up after you’ve left if you forgot to get this valuable document.
Give your employer or former employer ample time to draft a letter, or they may tell you, “No.”
Keep in mind that they are busy, and it is not something they have to give you.
You may also want to include a copy of the job description and the company name of the person you are asking for a reference letter if it is to be specific.
If the reference letter is generic, obtaining a standard one is fine.
Drafting The Letter
What should you include in a reference letter?
Remember that not all employers know how to write a reference letter, so if you read this today as an employee asking for a recommendation letter, let your boss know what you are looking for.
A good reference letter will detail the following information.
- Contact information at the top so you can be called or a letter sent to you
- Salutation and Greeting – Employer name (if you know it) or Dear Mr./Ms include last name or To Whom It May Concern, Dear (insert name) Committee.
- First Paragraph- How you know the person and for how long, including dates of employment, applicant job title, name of company, your position in the company, and status of employment.
- Second Paragraph- An evaluation of their skills and abilities while you worked with them or they worked for you
- Closing Paragraphs always offer a way for the company to contact you for more information, perhaps paraphrasing what you have written above in a sentence or two.
- Always type your name and personally sign the reference letter.
The best recommendation letter will always boost your employment opportunity rank by a mark when being read by the hiring manager or Human Resources.
What Not To Include In A Reference Letter
If you are writing a recommendation letter, there are some points that you will want to avoid talking about.
- Keep the reference letter professional, avoiding jokes or using casual language.
- Read the letter for spelling mistakes.
- Avoid unnecessary information about the candidate based on health, race, religion, age, nationality, marital status, etc.
Do’s and Don’t’s when it comes to obtaining a reference
Do
- Do get a letter of recommendation from anyone who can offer a first-hand look at your work ethic, skills, abilities, etc. Preferably someone who likes you.
- Always send a thank you letter to the person who wrote you a reference letter
- Get as many reference letters as possible because they will always benefit you.
- Always let the writer know what you need in the reference letter.
- Do always get a written reference letter rather than an email submission.
- Always offer information that you would like in the letter about your various achievements or skills.
- Do photocopy your reference letter and file it for future job opportunities
Don’t
- Wait until the last minute to ask for a reference letter.
- Don’t email someone for a reference letter. Make a phone call or see them in person.
- Don’t ask anyone to lie in your reference letter.
- Don’t choose someone just because of their title; they might not give you the best reference letter.
- Don’t forget to be courteous when asking for a reference letter.
- Don’t ever create a fake reference letter with a forged signature
Reference Letter Sample and Template
Below is a Standard Reference Letter template from an employer that you can use or download this free Word document Sample Reference Letter Recommendation Letter Example.
As you will notice, the reference letter format is in the paragraphs described above and to the point.
You don’t need to make the letter a novel.
Your Name
Company Name
Street Address
City, Postal Code
Date
Recipient Name
Title
Organization Name
Street Address
City, Postal Code
Dear Recipient Name:
(Employee name) worked at (insert company name) for more than seven years. (Insert Employee name) began his employment as (Insert role in the company).
After three years, he was promoted to documentation manager. In that position, he reported to me and managed the work and performance of four employees.
(Employee Name) is a bright and personable individual. He is highly self-motivated and capable of achieving any goal he sets his mind. (Insert Employee Name) quick promotion to documentation manager is an example of that.
He learned new technologies promptly and applied them in his daily work. (Company Name) soon perceived (Employee Name) as a valuable resource and looked to him for the innovative direction of our documentation set.
(Employee Name) welcomes leadership opportunities and meets his deadlines on time.
(Company Name) needs more employees like (Employee Name). He is an asset to any company that hires him.
If you want additional information about (Employee Name), call (519) 555-1234.
Sincerely,
Your Name
Title
Make A Difference As A Leader
Also, the above template can be used for a personal reference letter or any other reference letters listed above by filling in the pertinent information.
Your reference letter may improve successful opportunities for someone looking to move on, move out, or move up in the career world, so be honest and keep it as professional and to the point as possible.
Fortunately, my last employer was affiliated with my current employer, so there was no reference letter, but I’m sure they chatted behind the scenes about me.
I did, however, present all of my reference letters from the UK, as I mentioned at the start of this article, which I obtained before moving to Canada.
Every little bit will help, especially whether the job competition is fierce.
Discussion: What other reference letter tips can you provide to those reading this article looking for advice? Share your comments below.
Thanks for reading,
Mr. CBB