GUIDELINES
- Introduce yourself and briefly state how you know the person being referred to in the letter.
- Explain why you are writing. You can then move on to a description of the person in question. Stick to the things you have personal knowledge of, and refrain from citing rumors. Back up your statements with proof or short anecdotes if you can. Maintain an objective and professional tone even if you are writing about a personal acquaintance.
- Close the letter respectfully and be sure to leave your contact details in case more information is necessary.
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 Angeline Acres. I am 33 years old and work as a clerk at the XYZ Department Store. I know the defendant, in this case, Mr. Casey Clarks, as a colleague. We have worked together for four years.
I am writing to provide information about Mr. Clarks, based on my experience with him in the workplace. In the years that we have known each other, he has always done well on the job, as evidenced by his recognition certificates. He has managed to maintain good attendance records. Furthermore, I had found him to be a helpful and kind soul, as he made an effort to teach me the ropes when I first arrived in the company.
I hope that this information helps. Should you need more specific details, I will be happy to help. Kindly contact me at 555-5555. Thank you very much.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Character reference for acquaintance appearing as a court witness.
Further things to consider when writing reference letters to government officials
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 Government Officials
Letters to government officials are letters written to any person who works and acts in an official capacity for the government. The recipients of such letters could be congressmen, governors, or even the president. There are many reasons why you may want to write to a government official. Maybe some roads in your area need reconstruction and proper lighting. Perhaps there is a curfew in your town which has made it impossible for you to do night shifts. Whatever the reason, the letter must be formal, respectful, and well-worded.
When writing letters to government officials, you need to decide the official to whom you want to direct the letter. Start by introducing yourself and clearly stating the reason for your letter. Explain how the issue at hand affects you and other people in your group. Explain your personal stand on it and the reason for your position. Offer suggestions that you think can solve the problem. Emphasize important information by bolding or underlining. Try to keep the letter short, preferably one page. Wrap it up by thanking the recipient in advance for reading the letter and considering your thoughts. Type the letter or write it in clear, legible handwriting.
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