GUIDELINES
- 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.
- 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.
- 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
[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],
I have not worked with Jose Rodriguez for about two years, but I know he is a good guy. We worked at a pizza joint together, and he would always trade shifts with me if I had something else to do. One time the cook did not show up, and Jose was willing to fill in for him. I would say he can be trusted and will likely be a right person for the job.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Example reference letter recommending someone for a job.
Further things to consider when writing recommendation letters to human resources
Recommendation Letters
Recommendation letters are letters written to provide information about your work or academic capabilities. These letters are written by your previous employers, colleagues, teachers, or any other person who can recommend your work or academic performance. The main objective of recommendation letters is to verify the aptitude, skills, and achievements of the person being recommended. They discuss the qualities and capabilities that make you the best fit for a given position or school program. Usually, these letters are sent to hiring managers or admissions officers to facilitate interviews or introduction of new candidates.
Writing recommendation letters is a huge responsibility that should be taken seriously. Therefore, before you agree to the task, you need to make sure that you understand what the letter will be used for and what information is expected from you. Begin by letting the recipient know that this is a recommendation letter. Explain how you know the candidate and how long you have been in a relationship with him/her. Give an evaluation of the candidate's skills and accomplishments and explain why he/she will be effective and productive. If necessary, give a personal testimony. End by reiterating your recommendation of the candidate and sign your name.
Letters to Human Resources
Letters to human resources are letters written to the personnel or department that deals with administration, training, and hiring of employees in an organization. The role of human resources personnel is to handle everything from payroll to policy issues and legal grievances. If you have a policy or legal question, a personal issue that affects your work, or a serious problem with a colleague, the first person you may want to contact is a human resources representative. The best way to begin this conversation is by drafting a letter stating your specific problem.
When writing letters to human resources, make sure to follow all the rules of a formal letter. Start by addressing your letter to the right person. Write a clear subject line communicating your problem and indicating that action is needed. Set a formal and professional tone early in the conversation. Keep your sentences short and clear and avoid providing more information than is necessary. Describe the issue precisely giving a timeline of when it started. Explain what you have done or think can be done to address the issue. Request for an in-person meeting. Close on a note of anticipation to seeing the issue resolved.
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