Because we know writing job recommendation letters is a task that HR professionals and employers have to deal with constantly, we\u2019ve put together the following guide:<\/p>\n
- \n
- What Is a Reference Letter?<\/a>\n
- \n
- What Should a Reference Letter Include?<\/a><\/li>\n
- Who In The Company Should Write Reference Letters?<\/a><\/li>\n<\/ul>\n<\/li>\n
- How To Write a Reference Letter Template<\/a><\/li>\n
- 10 Tips To Write a Good Job Reference Letter<\/a><\/li>\n
- \u2705 Try Factorial\u2019s HR Software for Easy & Secure Document Management<\/a><\/li>\n<\/ul>\n
<\/a>What Is a Reference Letter?<\/h2>\n
A reference letter, also known as a job reference letter<\/strong>, is a document that adds to candidates\u2019 CVs. This letter is usually a mandatory requirement in order to move forward with the recruiting process. In some cases, even if not required, candidates will provide a reference letter so as to expand on their professional abilities.<\/p>\n
![\"factorial](\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2021\/06\/04104711\/factorial-hr-software.png\")
<\/strong><\/a>
\nIn this kind of document, candidates\u2019 abilities are highlighted – both soft and hard skills -, as well as their achievements and results in previous roles and organisations. It is not compulsory<\/strong> to write a reference letter for an employee if they ask for it, but doing so will contribute to the overall employee experience.<\/p>\nIf you’re often asked to write reference letters for your employees, we recommend you write a template<\/strong>. This template will not be addressed to anyone in particular, but if and once you know who the recipient is, it should be personalised. It\u2019s important to remember that even if you\u2019re providing a standard reference letter, you should customise it and make it relevant for the company you’re addressing it to<\/strong>.<\/p>\n
We should also mention that your reference letter template should also be tailored to your employee\u2019s field, position and the industry it\u2019s intended to.<\/p>\n
<\/a>What Should a Reference Letter Include?<\/h3>\n
Some details to be included in the letter are quite obvious: the employee\u2019s name, relevant skills and so on. But what other information should a reference letter include so it\u2019s as comprehensive as possible<\/strong>?<\/p>\n
Here is a list:<\/p>\n
- \n
- Name<\/strong> of the employee and position<\/strong> (or positions) held within the organisation.<\/li>\n
- Period of time<\/strong> in which the employee worked for the organisation, with the exact start and end dates.<\/li>\n
- Main responsibilities, achievements and goals<\/strong> reached by the employee and or\/their team.<\/li>\n
- Other specific skills<\/strong> the employee stands out for. These could be soft skills<\/strong> (high adaptability to changes) or hard skills<\/strong> (ability to use a certain software or technology).<\/li>\n
- Training<\/strong> received by the employee within the company and their professional development<\/strong> within their field.<\/li>\n
- Reasons<\/strong> why you would recommend this employee.<\/li>\n
- The sender’s signature<\/strong> or the company\u2019s stamp or seal<\/strong>.<\/li>\n
- The sender\u2019s contact details<\/strong> in case the recipient wants to check or ask for further information.<\/li>\n<\/ul>\n
In some cases, this letter must be written on a letterhead so as to add formality and credibility.<\/p>\n
![\"how](\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2021\/06\/04105731\/how-to-write-reference-letter.jpeg\")
<\/p>\n<\/a>Who In The Company Should Write Reference Letters?<\/h3>\n
Not everyone can write this kind of letter for an employee – not for lack of abilities but because they may not have had a strong enough relationship with them or have information about their results, knowledge, responsibilities or development within the company.<\/p>\n
This letter should be as objective<\/strong> as possible, so it\u2019s not a good idea to have it written by a colleague on the same level or an employee from the same team. The best practice is for the employee\u2019s direct manager to write it<\/strong>.<\/p>\n
<\/a>How To Write a Reference Letter Template<\/h2>\n
As stated above, the information provided in a reference letter varies according to the industry and the sender. However, job reference letter usually follow the same structure<\/strong>:<\/p>\n
- \n
- Heading<\/strong>. This is where the title goes, and should be a different size or style to the rest of the document.<\/li>\n
- Sender identification<\/strong>. There should be a dedicated space for a greeting from the sender and a brief professional introduction – name, surname and role in the company recommending the employee.<\/li>\n
- The employee\u2019s information, details and achievements<\/strong>. This is the main text, where the employee is introduced in detail and recommended.<\/li>\n
- Closing and contact details<\/strong>. It\u2019s important to state that as a sender, you\u2019re available to the new company for any clarifications needed on the information provided.<\/li>\n<\/ul>\n
![\"how](\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2021\/05\/27124021\/remote-working-guide-for-employees.jpg\")
<\/p>\n<\/a>10 Tips To Write a Good Job Reference Letter<\/h2>\n
Now you know what elements you should include to make your job reference letter template as comprehensive as possible. If you want to know how to make it effective<\/strong>, here are 10 tips for you to apply.<\/p>\n
Don\u2019t forget this letter can be key to a great start for your employee at their new company and their professional development!<\/p>\n
Be clear and to-the-point<\/strong><\/h3>\n
This piece of advice is probably pretty obvious – be clear and concise so the person reading the letter can easily find relevant information.<\/p>\n
Include specific details for the employee you\u2019re recommending<\/strong><\/h3>\n
Don\u2019t forget their surname and passport number so their identity can be checked<\/a>.<\/p>\n
Address the letter to a specific individual<\/strong><\/h3>\n
Whenever possible, address your letter to someone in particular. If you don\u2019t know who your recipient is, you can use \u201cTo whom it may concern\u201d or \u201cDear Recruiter\/Hiring Manager\u201d.<\/p>\n
What does your employee highlight about their skills<\/strong><\/h3>\n
Use your employee\u2019s CV as a reference, check what skills they highlight about themselves and analyse them.<\/p>\n
Check your employee\u2019s performance<\/strong> within your organisation<\/h3>\n
Gather and have all details about your employee\u2019s performance at hand, analyse those results and data and talk about them. This will be easier to do if you have software to help you with Performance Management<\/a>.<\/strong><\/p>\n
Don\u2019t overdo flattery<\/strong><\/h3>\n
There\u2019s no need for excessive nor generic descriptions of the employee\u2019s positive qualities or abilities. Anything that may come across as repetitive or too generic will be viewed as suspicious or uninformed and not at all objective.<\/p>\n
Talk about the employee\u2019s qualities as a human being<\/strong><\/h3>\n
Don\u2019t forget to mention your employees\u2019 value, both as a professional and a human being. The future company will want to know if this person will fit in with the company\u2019s culture.<\/p>\n
Reference their assigned tasks<\/strong><\/h3>\n
Talk about how the employee took on tasks assigned to them during their time at the company, and how they overcame challenges and difficulties.<\/p>\n
Most importantly: an explicit recommendation<\/strong><\/h3>\n
Make sure you clearly explain why you\u2019re recommending the employee. For instance, you can end the letter with a strong recommendation referencing the employee\u2019s achievements or how you think they\u2019ll grow in the position they\u2019ve applied for.<\/p>\n
Make it as recent as possible<\/strong><\/h3>\n
Make sure to include the date you\u2019re writing the recommendation letter. If you don\u2019t know when the employee is going to deliver it, wait until the last minute. The more updated the information you provide is, the better.<\/p>\n
Remember that writing a job recommendation letter for a former – or soon to be former – employee isn\u2019t mandatory, but it can be of great assistance and largely contribute to the employee experience and offboarding<\/a> process.<\/p>\n
\n \n \n \n \n
![\"\u201cuk\u201d-demo-request\"](\"https:\/\/no-cache.hubspot.com\/cta\/default\/4960096\/94f56e4d-6463-424f-8f82-3817b8695bb4.png\")
\n <\/a>\n <\/span>\n - Sender identification<\/strong>. There should be a dedicated space for a greeting from the sender and a brief professional introduction – name, surname and role in the company recommending the employee.<\/li>\n
- Period of time<\/strong> in which the employee worked for the organisation, with the exact start and end dates.<\/li>\n
- Who In The Company Should Write Reference Letters?<\/a><\/li>\n<\/ul>\n<\/li>\n
- What Should a Reference Letter Include?<\/a><\/li>\n