GUIDELINES
- Introduce yourself briefly. Give only important information, such as your current profession or area of expertise.
- Explain how you know the job applicant.
- Describe the job applicant's character by enumerating traits that make him a good fit for the job. If the person is not a good fit, you may also state this, while avoiding highly subjective statements. Stick with the facts as well as information you have first-hand knowledge of. Close the letter respectfully and welcome further inquiries.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Greetings! I am Lydia Villas, a Guidance Counselor at Summit College. I am writing on behalf of Carol Oakes, one of our graduates who incidentally, was one of my advisees for the past four years, and who is now an applicant for the position of Administrative Assistant at your company.
I am confident that Carol will be able to perform well in this position. She was a consistent honor student, which is something she was able to achieve not just because of her intellect, but also because of her strong study ethic. I have observed her be very well-organized and assertive. She has also shown a strong sense of initiative. I believe that the position she is applying for will help her get a better grasp of the corporate world and that she will be able to make positive contributions to your organization, as well.
Thank you very much for contacting me. If you have questions, I may be reached at 555-5555.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Character reference for a job applicant. Sample letter.
Further things to consider when writing reference letters to human resources
Reference Letters
Reference letters are letters written to endorse someone's general character and personality. A reference letter differs from a recommendation letter in that the latter supports the person's application for a specific job or education program and is usually addressed to a particular person. A reference letter is more general in nature, refers to the overall character of the person, and is not addressed to anyone in particular. It is normally addressed as "Dear sir/madam," or "To whom it may concern." The person who writes the reference letter is known as the referee, and he/she could be a close friend or colleague.
For you to write good reference letters, you need to know the candidates well to be able to express their best character. Start off with a salutation and the name of the person the letter is about. Write a sentence or two explaining how you know the person and for how long. Mention the strong qualities, characteristics, and strengths of the person in question. Giving brief examples, discuss why you feel the person will be a great addition to office and work culture. Use strong verbs but do not exaggerate. Conclude with your contacts and signature.
Letters to Human Resources
Letters to human resources are letters written to the personnel or department that deals with administration, training, and hiring of employees in an organization. The role of human resources personnel is to handle everything from payroll to policy issues and legal grievances. If you have a policy or legal question, a personal issue that affects your work, or a serious problem with a colleague, the first person you may want to contact is a human resources representative. The best way to begin this conversation is by drafting a letter stating your specific problem.
When writing letters to human resources, make sure to follow all the rules of a formal letter. Start by addressing your letter to the right person. Write a clear subject line communicating your problem and indicating that action is needed. Set a formal and professional tone early in the conversation. Keep your sentences short and clear and avoid providing more information than is necessary. Describe the issue precisely giving a timeline of when it started. Explain what you have done or think can be done to address the issue. Request for an in-person meeting. Close on a note of anticipation to seeing the issue resolved.
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