How to write a strong reference letter

As a professional academic or businessperson, a rewarding aspect of your role is the opportunity to write letters of recommendation, or reference letters, for either students or employees you have supervised or managed within your workplace. Even if you use professional proofreading services to speed up the process, writing reference letters can become extremely time-consuming, especially if you are doing so for the first time.

Knowing about the main sections that you should include in your reference letter can accelerate the process tremendously. This is because, once you know the structure, the text itself tends to come much more rapidly. In many cases, referees find that, having figured out a logical and reasonable structure, the letter almost writes itself. In addition to making use of professional proofreading, following the structure described below is worthwhile.

 

1. Greeting

All good reference letters begin with the correct salutation. In most cases, especially when you are not on friendly terms with the recipient of the reference letter, you should use a formal salutation. In rare cases, you can use an informal greeting.

Often, the employee or student you are referring will give you the name of the recipient, meaning that you can simply address the letter directly to them (e.g., “Dear Mr. Jones”). If you are unsure about the name of the recipient, use the salutation “To whom it may concern”.

 

Image: Think about whether you should use a formal or informal salutation

2. Opening paragraph

The first paragraph of your reference letter should set out all the critical information about who you are, who you are referring, and why you are referring them. Begin by stating who you are and what your professional role is, and briefly explain how long you have known the candidate. You can end this section by describing the position you are recommending the candidate for, and briefly explaining why you are their referee.

 

3. Main body

In one, two, or three paragraphs, describe the candidate’s suitability and, for lack of a better term, sell the candidate. Try to be as concise as you can, and remember that the recipient of your letter, as a busy recruitment professional, has limited time. Therefore, consider restricting yourself to a description of the candidate’s main attributes (especially those that make them a suitable person for the role) and their qualifications or achievements.

 

Image: Knowing the details about the candidate you are referring is vital

4. Closing paragraph and contact information

Use the closing paragraph of your reference letter to reiterate your endorsement of the candidate. Also, just in case the recipient of the letter would like to contact you for more information, remember to include your contact information, such as your phone number and email address. You can then end your letter with an appropriate valediction (e.g., “Sincerely” or “Best Regards”).