GUIDELINES

  1. Reference letters might be confusing, especially if you are not able to write a positive reference. The way you respond should be professional, polite and civil. Write only the truth and do not write based on your emotions. If the customer with the problem has a good credit record with your company and unavoidably made mistakes with his or her account, do not draw unnecessary attention to his or her mistakes by repeating them on the start and the end of your letter.
  2. Explain the objective of the letter and provide the name of the customer. If possible, also explain that the information is to be kept as secret.
  3. Provide the information he or she requested. If possible, check it with any forms or reports where you might have included with your reference.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

As a reply to your inquiry regarding Ms. Rachael Robin's statement of account with us, we have enclosed a copy of her accounts with us for the past few months. We request that you keep these records private. As can be seen in her records, she has been a smart client of ours. We highly recommend her for any applications she has made with you, and we can assure you that she is a discerning customer to have.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -