What Is a Job Reference Letter?

Job reference letters or employment reference letters contain positive endorsements regarding a specific person’s work, achievements, skills, and character. It is typically written by the supervisor or any credible professional who is familiar with the job position, accomplishments, or behavior of the one being endorsed. And a job reference letter is highly relevant during job hunting since the applicant has the upper hand or a greater chance of being accepted when someone of authority recommends them to the company. In short, this document briefly explains why an employer should choose the recommended candidate. And the writer of the reference letter should be compelling enough in pitching that person being talked about.

Based on a survey, 92% of employers observe background checks, particularly in the interim of pre-employment.

Why Are Job Reference Letters Important?

You already know what a job reference letter is but why exactly is it necessary? The truth is there are various reasons as to why these letters are essential. And every reason leads you to why you should make it in the first place. So without further ado, here are the reasons as to how important job reference letters are:

The Value of Impression

As the writer of the job reference letter writes her/his/their impressions and observations about the person being endorsed, it brings a clear depiction as to how valuable impressions are. That means you should really be careful with your letter’s content while writing because you never know if what you said could have brought something good or bad about a person. Nonetheless, impressions should be objective as biased opinions will ruin the purpose of a job reference letter.

Focused Interest

What makes a job reference letter appealing is how an employer can easily put her/his/their interest in the one being endorsed rather than just basing on a job letter of application with no reference. That explains why those with job reference letters have more advantage because someone of authority is pitching them to an employer. Also, many organizations have different ties to other businesses so the letter is one way to display how good relationships play in the corporate world.

Quick Background Check

A job reference letter is also a great alternative to job evaluations. Bear in mind that during pre-employment, employers conduct background checks. In fact, The Balance Careers reported that 92% of employers handle background checks in pre-employment. So it is a reliable document to use for assessing a job applicant too. And if the employer wholly trusts the writer of the reference letter, then saying yes to hiring that endorsed individual has a big chance to happen.

Credible Data

Remember that job reference letters are mostly written by managers, supervisors, professors, clients, and other reliable professionals. Hence, the details they add to this business letter are credible. Thus, it is truly an honor when someone asks you to write a job reference letter for them because that means you are someone important in the industry; your opinion matters.

Detailed Content

A job reference letter can also be a detailed letter because it can discuss more content besides what is already mentioned in an applicant’s resume and application letter. Job reference letters are a good opportunity to incorporate other significant factors worth noting about a candidate that an employer knows nothing about yet. However, relevant matters are the only information to discuss since flowery words and irrelevant content won’t make the letter any better.

The Standard Job Reference Letter Inclusions

Now that you have the refresher of the job reference letter’s importance, it is time to understand how a basic job reference letter should read. Generally, these letters follow the following format:

Writer’s Details: Who is writing the job reference letter? The writer should input her/his/their name, job position, address, and contact list details in the letter so the recipient gets an idea of who made the document in the first place. Other acceptable details include the employer branding and the relationship of the writer to the recommended applicant.Subject Line: A very important detail is the letter’s subject line. This part is where you denote that the letter’s title is called a job reference letter. The subject line brings the statement of purpose or the gist as to what is expected to learn from the whole letter. And that saves time for the recipient in guessing what its content contains.Salutation: Any formal letter has a salutation with “Dear” followed by the appropriate pronoun and last name of the recipient. It works best to be specific rather than just writing the generic “To whom it may concern” salutation. That way, the letter is more personalized and it is a solid display of being close with the recipient.Introduction: Your first paragraph serves as the introductory statement of your job reference letter. And right in the introduction, state the name of the person you are recommending as well as how you know and how long you know that person. Also, don’t forget to state why you are writing the job reference letter. So in a sense, you also prove why you qualify to write this in the first place.Body: The middle paragraphs or second to fourth paragraphs expound further about the job reference. You can state as many relevant details in an organized way, just like in a letter of explanation. Hence, this part is where you discuss further why the person qualifies for the job, how the person can be of value or an asset to the company, and even some intriguing background details such as skills and accomplishments.Complimentary Close: The closing paragraph or complimentary close serves as the job reference letter’s official closing statement. Summarize the main intent of the letter including your contact info in case the recipient has some questions in mind. And state clearly that you recommend a person without reservation as that proves how much you trust the individual for a job reference.Signature Block: Last but not least, end the letter with your signature. The standard is to write your full name in capital letters and put your handwritten signature on top of it. You may also include your email address, contact number, and employer branding in this last part.

What Are the Three Types of Job Reference Letters?

It is known that job reference letters come in various forms. And the nuances fall under what type of employment the applicant wants. In this segment, you will be introduced to the three types of job reference letters.

Corporate Job Reference Letters

Like a professional letter of recommendation, a corporate job reference letter is applicable when the job applicant is aiming for a full-time job position at a company. Since full-time is a serious commitment, you should state specific reasons for how qualified the recommended person is. And those details should solidify the bid of how your candidate deserves regular employment.

Part-Time Job Reference Letters

If the applicant is vying for a part-time job, then the part-time job reference letter is relevant. This greatly applies to most students in need of a job for school resources and fees. And it would be wise for the writer of the job reference letter to state the student’s outstanding performance recognition or academic achievements in school so that she/he/they will be accepted. Also, focus on how committed the person is because even though the job is part-time, employers want people who can still focus on the job.

Freelancer Job Reference Letters

On another note, job references concerning freelance contracts should opt for a freelancer job reference letter. While it is known that the freelancing market gets more competitive, then help your candidate close a freelancing deal. And ensure to state details about the candidate that aligns with the freelance project needs.

How to Create an Exemplary Job Reference Letter

Making a stellar job reference letter gets simple when you have the knowledge of what to say and present to your target. And it even gets easier when you follow these five essential steps to perfect a job reference letter:

Step 1: Optimize a Sample Job Reference Letter Template

The easiest and most convenient way for you to come up with job reference letters is to use premade samples, as seen on the list of templates above this article. Explore each sample template first until you carefully select your preferred job reference letter template to optimize. You can even alter each sample’s format and data so it becomes more personalized. The best part is you won’t need to work on the letter from the very beginning since a lot of elements are already given. Also, check out more editable job templates including job application forms and job plans.

Step 2: Observe the Formal Letter Format

Be sure to familiarize the formal letter format as that will be your basis on how to write the job reference letter too. By being formal, that means you write professionally. In fact, you balance professional and personal writing because even though you get technical in discussing the recommended person’s background and qualities, you also get personal about your actual experiences with the person. Be respectful with your words and that you stay truthful no matter what.

Step 3: Insert the Job Reference Letter Inclusions

Part of what completes a formal job reference letter includes the seven elements or job reference letter inclusions, as previously tackled. From the writer’s details down to the signature block, check if you have every inclusion covered. Imagine missing the introduction, salutation, and other important components of the letter. It will automatically make your work a total failure. And worse, your reputation will also be affected by your dismal output. Hence, come up with a daily checklist to ensure you have added those inclusions and even more elements that you think are relevant.

Step 4: Discuss the Deliverables and Outstanding Potential of the Candidate

Your main focus is to endorse a candidate who has the best potential to work for an employer. Hence, be wary of your details in discussing that person’s credentials and skills. You can enumerate such talents, skills, and abilities but with proper transitions so that it will bring a smooth flow to your letter’s discussion. But, ensure that the most valuable details are mentioned first as those aspects will automatically make the recipient say yes to the request.

Step 5: Write on a Positive Note

Bring positive vibes in writing the whole job reference letter. As much as possible, prevent being too braggy about your candidate and don’t use condescending words that can offend the recipient. Thus, getting to know the employer is a wise approach as that helps you learn what needs to be said and not said in the document. Besides the candidate’s outstanding technical skills, you can also mention their good moral character and behavior.

Step 6: Make It Short and Simple

As much as possible, check the length of your letter and how direct to the point your message is. Recruiters and managers don’t always have time to read lengthy letters so it is better to be straightforward and write everything shortly. Also, mind the quality of your job reference letter’s content because even your own reputation, as the writer, is on the line. And only submit your letter to the recipient when you are fully confident that everything is verified, fact-checked, and edited thoroughly.

FAQs

What are the three types of reference letters?

You already know that the three main types of job reference letters are corporate, part-time, and freelancer job reference letters. But when it comes to the general aspect of reference letters, they are actually categorized into three basic types—the professional reference letter, personal or character reference letter, and the academic reference letter.

What is the standard format for job reference letters?

Job reference letters are formatted as most business letters such as having one to two paragraphs, observing one page only, inputting straightforward content, following 1″ margin for all four sides, aligning text to the left, single-spacing, bringing 10 to 12 font sizes, and following conventional font styles such as TNR, Calibri, and Arial.

How long should a job reference letter be?

Job reference letters normally contain at least 300–400 words as long as you can present the necessary details about a candidate completely and accurately.

Job reference letters are, no doubt, essential application business documents for any job applicant. While it can be intimidating to have someone trust your opinion about a person, don’t forget that it is also a blessing that you are capable of representing someone else. So with the help of the discussions you learned earlier and every sample job reference letter template available in this article, maximize your resources so that you can deliver top-notch job reference letters and wow different recruiters out there.