GUIDELINES
- Give a short introduction about yourself and the institution you represent.
- Discuss your relationship with the person you wish to recommend. Zero in on his qualifications and other information that may have an impact on his participation in the cooperative. You may mention the nature of the business, the level of reliability, and characteristics that make this person an ideal candidate. Make sure, though, that all of your information is factual.
- Close the letter respectfully. If you are willing, you may leave your contact details as well.
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],
Good day. I am Gina Hayes, the Administrative Coordinator of the Dean Livelihood Program.
I was recently informed that one of our member organizations, Finance For All, headed by Ms. Jane Jenkins, has recently applied for membership in your cooperative program. We have had the chance to work with them for nearly four years, and during this time, we were able to observe how they went from being a five-person team to the thirty-strong group they are today. Ms. Jenkins has very sound leadership skills and has proven to be reliable over the years. As such, I believe that they will be able to give positive contributions to your cooperative.
I hope you find this helpful. If you need information, 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 acquaintance applying for membership.
Further things to consider when writing reference letters to organizations
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 Organizations
Letters to organizations are letters written to institutions, associations, or any organized body of people working together to achieve a common goal. An organization could be a charity, union, corporation, or even a neighborhood association. There are a thousand reasons why you may want to write to an organization. Maybe you want to volunteer to offer your services, or you want to make a donation. Perhaps you are requesting sponsorship for your event. Whatever the reason, any letter to an organization must be formal and addressed properly.
When writing letters to organizations, it's important to know what it is that you want to achieve and what you want the organization to do. Use the standard business letter format. Start your letter with a proper salutation and introduce yourself or your company. State the purpose of the letter. Mention what you are asking for or what you are offering. Include any materials or information that you feel might be important to the recipient. Use a polite and professional tone. Keep the letter short, preferably, one page. In the end, thank the recipient in advance for his/her time and consideration. Sign-off using business-appropriate language. Include your full name and contact details.
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