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],

Mr. Finley's account with us is in arrears, and I cannot, in good conscience, recommend him as a good credit risk to anyone.

His delinquent payments are notorious around the office. He seems angry when we send him notification of payment outstanding. Truly, he is most unpleasant to encounter.

I would say Mr. Finley is not a good credit risk. Of course, make your assessments but I am sending you a confidential list of his delinquencies and additional fees for the past year.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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