GUIDELINES

  1. After the salutation, state your name and position
  2. State why you are writing the letter. Explain how you have worked with applicant - provide his or her work strengths and weaknesses.
  3. State whether or not he or she is suited for the new position.
  4. Use a formal complimentary close.

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],

Greetings! I am Earl Johnson, head of the communications department.

Rebecca Lopez had previously been my assistant before she was transferred to the human rights department. I have known her to be meticulous, diligent, and very professional. Although her communication skills had not been that good when she first started with us, she was driven and was a fast learner.

I believe that with her growth in the company, she is now able to handle the position she is aiming. And with her openness to continue learning, she will in no time do greater things for our institution.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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

Reference letter for former subordinate applying for internal promotion.

Further things to consider when writing reference letters to job candidates

Further things to consider when writing reference letters to job candidates

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 Job Candidates

Letters to job candidates are letters sent to applicants who are being considered for certain job positions. These could be acceptance letters to let the candidates know that they have been accepted, rejection letters to unsuccessful candidates, or job offer letters to officially offer job positions to the candidates. In all situations, a letter to a job candidate should be professional, thoughtful, and kind. Although you may think that it's unnecessary to write to a candidate after an unsuccessful interview, there is nothing more unkind than leaving a candidate waiting and wondering. Letters to job candidates are essential in that they eliminate doubts and confusion after an interview.

The best letters to job candidates are professionally and formally written. Use proper address and salutation for the candidate. Start by congratulating the candidate for his/her time. Proceed directly to conveying the intended message. If the candidate has been accepted and offered the job, state so clearly and provide more information about the position. However, if the candidate has been rejected, communicate this assertively and invite him/her to apply in the future. Make the letter short, clear, and to the point and avoid providing unnecessary details. End on a positive note.

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