A reference letter is like a snapshot of someone's experience - creating pictures and impressions through creative writing. I will share some tips I found useful in coaching someone through writing a reference letter. These few tips are also helpful in knowing what to identify in a good reference letter someone writes for you.

1. Before deciding to write the letter.

If this is a professional reference (in contrast to a character reference), if you don’t think you know enough to refer the person, think about the answer to these questions:

(a) Do you remember your working relationship with this person?

(b) What do you remember this person doing that made them memorable in their job?

(c) How did the person fare in relation to punctuality, time-management, skill-set learning and application, relationship building with co-workers and/or clients, project management?

(d) Can you remember specific things the person accomplished in relation to the above question? Have any of these accomplishments saved you or your co-workers time and/or money?

(e) How relevant are these things to the job description or skill-set requirements on the job ad?

If you can't sufficiently answer any of these questions, you may not be a suitable candidate to write a recommendation. If you can answer any of these questions, follow a few more tips below.

2. Try your best to find out a name to address the reference letter to.

The job ad may not have a contact name or information listed on it. If that is the case, follow these steps:

(a) Find the employer's name on the ad

(b) Find their website and go to the Human Resources page

(c) Call the Human Resources office and ask for the name, title (Dr., Mr., Mrs., Ms., Miss) and their postal address to add to the letter.

Note 1: Recently I had to do this: I was told the person's name as Nan Black. I did not know if Nan was a male or female, so I boldly asked, "I am sorry Nan is a new name for me, is this a female or male?" I was told Nan is a female, so I responded with, "What title does she prefer: Miss, Ms., or Mrs.?

Note 2: If you want to request a reference letter, please send the name with title and contact address to your reference. This will make it easier for them. If they have to look it up, they may be too busy to do that.

3. Revisit Step 1 and brainstorm more ideas to add into the letter.

Have a few examples to add in the letter, choosing the top two or three to add into the letter. Keep the others handy in case the reference calls you for additional information later.

4. Write up the letter.

Write up the letter with examples. Don't forget to use careful editing before sending. Don't always rely on only spell check as it can miss some mistakes. Good spelling and grammar reflects the quality of your reference.

5. Before sending it to the employer, ask your contact if he or she would like to peruse it first.

This is not always necessary, but it's a nice courtesy.

6. If a hard copy is required for you to send, print it on high quality bonded/watermarked paper. Enclose in a matching envelope.

If you're unsure what kind of paper this is, visit your nearest office supply store and talk to a customer service person for guidance. If possible, also address the envelope by running it through your printer. Practice printouts on regular paper before sticking the envelope in the printer.

(Author, Jennifer Kumar, is a cross-cultural coach, helping people plan for their moves between India and America. You can reach her for personalized or small-group coaching services at authenticjourneys@gmail .com )


Visit her Blog : http://authenticjourneys.blogspot.com/

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