GUIDELINES
- Introduce yourself briefly. You may include basic information, such as your profession and organization.
- State your purpose and explain your relationship with the person being referred.
- Taking the purpose of the referral into consideration, discuss relevant personality and character traits of the referred party. Since you know this person, make an extra effort not to over-sell him. Strive to remain as neutral as possible. Conclude this portion by stating your recommendation.
- Thank the recipient and end the letter.
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],
My name is Clara Clarks. I am 28 years old and have been dancing for the Spin Dance Company for the past seven years. As such, I now hold the position of Senior Company Member.
I am writing to discuss the application of one of my colleagues, Jane Jameson, in your production. Jane has been performing with us for the past five years. During this time, we have not only seen her improve technically, but also mature as an overall performer. I know her to be very persistent, punctual, and determined. It has helped her make it through our grueling promotion process. I, therefore, believe that she would make a great addition to your theatrical production.
Thank you for your time. If you need further information, please feel free to contact me. I wish you all the best as you pursue this grand project.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Character reference for someone you know personally.
Further things to consider when writing reference letters to whom it may concern
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 Whom It May Concern
Letters to whom it may concern are letters addressed to unknown recipients. The term "To whom it may concern" is, basically, a letter salutation that has been used over the years in business correspondence when a sender doesn't have a specific recipient or doesn't know the name of the recipient. This may happen many times during your job search. For instance, you may be sending a recommendation letter, cover letter or any other job application material to someone you don't know. It is also appropriate to address a letter to whom it may concern if you're making an inquiry but don't know who to address your letter to.
Although sending letters to whom it may concern has been a common practice, other options such as, "To hiring manager", "To customer service manager", etc., can be used at the start of a letter. Of course, you should make an effort to find the recipient's name. You can look it up on the recipient's company website, LinkedIn or other professional social sites, or contact the office and ask the assistant for advice. However, when this is not possible, you can still use "To whom it may concern".
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