GUIDELINES

1. Employers write reference letters carefully about the people they fired or who quit. Because of liability laws, employers of your former employees can sue if they find out that the employee does not have the qualities mentioned in the letter. That is why these letters are brief and provide only factual information. This information includes job title and description, responsibilities, time of employment, work produced, etc. A reference letter that recommends a person for a job is a bit different. It is not a legally binding matter, and previous employers can describe their former employee's qualities. Besides giving facts, you can be more descriptive. But you should avoid exaggeration.
   
   Take a look at Decline to Write a Letter of Recommendation if you don't want to write one due to any reason. You might have some reservations for the person who asked you to write a recommendation letter for him/her.
   
   You should consult your company's policies on recommendation letters. Most of them are made to avoid potential lawsuits. If you write a recommendation letter, only write about actual observations. Avoid using derogatory remarks. New employers can "read between the lines" which may destroy your former employee's chance of a new job because of something you wrote. If you cannot do this, then you shouldn't write a recommendation letter.
   
   If the requester asks you to fill out a recommendation form, you can add comments in space on a separate sheet. If you are sending a confidential recommendation letter, sign your name across the seal. It is a standard practice in academic applications.
   
   In most cases, you know who is the potential employer and what is the job title. You will write the letter of recommendation keeping all that in mind. You will describe the employee's responsibilities, abilities, performance, etc. You can either mail it to the employer or hand it over to the employee to give it to his/her employer. If you give it to the employee, beware that he/she will probably read it.
   
   You write a reference letter when you don't know anything about the potential employer and the job title. You will write the reference letter in the same way as you write a recommendation letter. The only difference is that a reference letter is more general in nature. You will just introduce the person and vouch for his/her character. That person may read it and duplicate it for future use.
   
   Don't include any comments or information that may show your bias against the former employee. For instance, don't mention race, religion, gender, handicap, marital or parental status, nationality, etc.
   
   
2. If you don't know who will receive the letter of recommendation, the salutation "To Whom it may concern" is acceptable. State in the subject heading that what you are writing is confidential.
3. Explain how long have you known the person and state your professional relationship (supervisor, teacher, boss) with him/her.
4. State the person's qualifications, performance, achievements, and any honors he/she received. Write the positive comments in detail because general remarks show that you don't recommend this person for the new job.
5. If it seems appropriate, explain the reason for the termination of the individual's employment.
6. End by giving a clear statement of recommendation. Also, express the willingness to cooperate further.