How to write a reference letter?

Today's job market is bustling with opportunities. In fact, our Hiring, Compensation, & Benefits Report 2024 found that more than 50% of companies in Malaysia entered the year with expansion plans. For job seekers, this means putting your best foot forward and highlighting your relevant skills and experiences. Aside from a strong resume, a compelling reference letter can help you stand out. They're also useful in other scenarios, such as gaining admission to university or securing a volunteer position.

• What is a reference letter?
• What to include in a reference letter
• Character vs professional reference: What's the difference?
• How to write a character reference letter for someone else
• Character reference letter template and examples
• Conclusion
• FAQs

What is a reference letter?

A reference letter is a written endorsement. It vouches for an individual's qualifications, character, and abilities. It can support a job application by providing firsthand accounts of a job seeker's skills and experiences.

Character reference letters are also vital in other contexts. In academic admissions, they highlight a student's potential. When applying for volunteer roles, they provide evidence of a person's dedication and suitability.

The importance of a reference letter lies in its ability to offer an individual's personal and professional perspective. It provides potential employers or admissions committees with insights from someone who has closely observed their work ethic, achievements, and interpersonal skills. This can add credibility and depth to the application.

What to include in a reference letter

An effective character reference letter includes some key elements. It's also important to present it in a professional, easy-to-read format.

Standard components of a character reference letter

These are the basic elements to include when you write a reference letter:

• Date: Indicate when you wrote the letter to provide context.
• Recipient's name and title: Make sure you direct the letter to the appropriate person.
• Introduction: State your relationship to the job seeker or student. This establishes your credibility and the context for making the recommendation.
• Qualities and skills of the person: Emphasise the applicant's key attributes and competencies. This shows their suitability for the position or programme.
• Specific examples: Provide concrete instances where the applicant demonstrated their skills and qualities. This provides evidence for the claims you make in the letter.
• Additional personal qualities: Mention other relevant traits that make them a well-rounded applicant.
• Conclusion and recommendation: Summarise your support and recommendation.
• Contact information: Offer a way for the recipient to contact you, showing you're willing to discuss the job applicant further.

Formatting tips for clarity and professionalism

Here are some tips on how to format a professional-looking reference:

• Font: To ensure the text is clear and easy to read, use fonts such as Arial, Calibri, or Times New Roman in 11- or 12-point size.
• Alignment: Align the text to the left. A clean and organised layout looks neater and is easier to follow.
• Margins: Using standard 1-inch margins on all sides of the document balances the amount of white space and adds to its readability.
• Spacing: Use single spacing within paragraphs to keep the text compact and easy to read. Double spacing between paragraphs helps to separate the different sections.
• Length: If possible, keep the reference letter to one page. A concise letter is more inviting to read and easier to follow.
• Tone: Ensure the tone of the letter is professional and suitable for the position.

Reference form vs free-form letters

Organisations sometimes provide a reference form for you to complete with the information they want about the job seeker or student. They may use them for job applications, academic admissions, or standardised assessments where consistency and comparability are paramount. These structured forms make it easier for you to provide details and help the employer get the information they need to make a decision.

In contrast, free-form letters allow for a more personalised and detailed account of a person's qualities. They're ideal for situations requiring a more personal touch, such as when recommending someone for a volunteer position or a creative role. They're also appropriate when you have a close relationship with the applicant.

Character vs professional reference: What's the difference?

A personal character reference typically comes from someone who knows you on a personal level, such as a friend, family member, religious leader, coach, or mentor. These references may be necessary for volunteer positions, housing applications, and legal proceedings. They may also be a requirement in situations where your trustworthiness and overall character are important.

Professional references focus on your work performance and skills. They highlight your abilities, accomplishments, work ethic, and fit within a team environment. They often come from former or current employers, colleagues, or supervisors. They're a common requirement in job applications to help employers assess your capabilities and potential performance.

How to write a character reference letter for someone else

Here's a short guide to what to write in a character reference letter:

Write a compelling introduction

Introduce yourself and explain your professional relationship with the applicant. Mentioning your qualifications to vouch for them demonstrates your credibility. For example, you can say that you were their team leader for the past three years, showing you can vouch for their performance.

Describe their qualities

Focus on specific skills or traits relevant to the position for which they're applying. Cite real-life examples to illustrate these qualities. For example, you can mention that they've consistently exceeded sales targets because they excel at building client relationships. This demonstrates their strong interpersonal skills, which are important for customer-facing roles.

Conclude with a strong endorsement

Summarise their qualifications and repeat your recommendation. Provide your contact information and ask the recipient to contact you for further information. This displays your confidence in the person for whom you're writing a reference letter.

Character reference letter template and examples

The following two templates show the basic reference letter format:

Professional reference template

[Date]

Dear [Recipient's Name or Title],

I've had the pleasure of knowing [Name] for [number] years as their [relationship]. During this time, I've observed [Name] demonstrate numerous admirable qualities, including [key qualities relevant to the role].

One particular instance that stands out is [specific instance]. This highlighted [Name]'s [specific skills or traits demonstrated in the example]. Beyond their professional attributes, [Name] is also [other relevant personal qualities].

I'm confident in recommending [Name] for the position of [Job Title] at [Company Name]. I'm certain they'll be a valuable asset to your team. Please feel free to contact me at [your phone number] or [your email address] if you have any further questions.

Sincerely,

[Your Name]

[Job Title]

[Company Name]

Character reference template

[Date]

Dear [Recipient's Name or Title],

I'm writing to provide a character reference for [Name] to support their application for [Job Title at Company Name or Programme Name at School Name]. I have known [Name] for [number] years as their [relationship] at [Organisation]. In my time interacting with [Name], their [one or two key qualities] have always impressed me.

A notable example of [Name]'s capabilities is [specific example]. This showcased their [specific skills or traits they demonstrated].

[Name] is [other relevant personal attributes]. They'd make a valuable addition to your team and organisation.

Should you need additional information, please don't hesitate to contact me at [your phone number] or [your email address].

Best regards,

[Your Name]

How to modify the templates to suit your needs

Using a template to write a reference letter can save you time and effort. Here are some tips to ensure an effective and professional document:

• Fill out the placeholders: Make sure you provide the correct dates, names, and titles.
• Adjust the language and tone: Consider whether the character reference letter is for a job application, academic programme, or volunteer position. Change the wording to suit the position.
• Add information when necessary: You can add to the template if there are details that may make the letter more personal or persuasive.

Sample reference letters for different contexts

Here is an example reference letter for a new graduate seeking admission to a graduate programme:

June 29, 2024

Dear Members of the Admissions Committee,

I'm writing to provide a character reference for Emily Chua to support her application for admission to the Graduate School of Finance at Malaya University. I've known Emily for the past four years as her professor and academic advisor. Her dedication and analytical skills have always impressed me.

A notable example of Emily's capabilities is her performance in the Advanced Financial Analysis course. She led a team project analysing the financial health of a major corporation. This showcased her ability to apply theoretical knowledge to real-world scenarios and use financial tools and software.

Emily possesses a strong work ethic and is adaptable and enthusiastic. She'd make a valuable addition to your academic community.

Should you need any additional information, please don't hesitate to contact me at +6016-839-5571 or michaeltan@email.com.

Best regards,

Michael Tan

Professor of Finance

Malaya University

Here is a reference example for a job seeker with some experience applying for a position in the healthcare industry:

July 2, 2024

Dear Ms Wong,

I've had the pleasure of knowing Aisyah Binti Ahmad for the past two years as her supervisor at Holistic Wellness. During this time, she's shown many admirable qualities. These include professionalism, reliability, and excellent organisational skills.

An instance that stands out is when Aisyah managed the transition to a new patient record system. This highlighted her ability to adapt to new technologies and manage administrative tasks. Aisyah is also a compassionate and dedicated individual. Her positive attitude and ability to communicate with patients and staff make her well-suited for the healthcare environment.

I can confidently recommend Aisyah for the position of Medical Administrative Assistant at Klinik Kesihatan Sejahtera. I'm certain she'll be a valuable asset to your team. Please feel free to contact me at +6012-168-5548 or maitariman@email.com if you have further questions.

Sincerely,

Maita Riman

Office Manager

Holistic Wellness

Here is an example character or personal reference letter:

To Whom It May Concern,

I've known Jane Teoh for over five years, both as a colleague and a friend. I've worked with her on various projects at Zenith Tech Solutions. She's always demonstrated exceptional qualities that made her stand out in our team.

Jane is one of the most dependable and hardworking individuals I've ever met. She tackles challenges with a positive attitude. Her consistent commitment to excellence has inspired everyone. She's always willing to go the extra mile to ensure she efficiently completes her tasks. Beyond her professional capabilities, Jane is a compassionate and thoughtful person.

One instance that stands out is when Jane took the initiative to organise a community outreach programme. Her organisational and leadership skills were key to the event's success.

Based on my experiences with Jane, I have no doubt that she'll bring the same level of dedication and enthusiasm to any role she undertakes. If you require any further information, you may reach me at +6018-239-0438 or john.ng@ztech.com.

Sincerely,

John Ng

Senior Project Manager

Zenith Tech Solutions

Conclusion

A well-written reference letter showcases the key qualities and skills that a job seeker or applicant possesses. It can improve their chances of success by providing personalised and credible recommendations. These guidelines and templates show you how to write a reference for someone. By highlighting their strengths, you can make their application stand out.

FAQs

Here are answers to some common questions about this topic:

1. What is the difference between a professional reference and a character reference?
   ⁠A professional reference focuses on your work performance and skills, while a character reference outlines your personal qualities and trustworthiness.
2. What are the different types of reference letters?
   ⁠The four main types of reference letters are academic, employment, personal, and professional.
3. How long should a reference letter typically be?
   ⁠It's a good idea to keep a reference letter to one page.
4. How can one ensure a reference letter is both positive and realistic?
   ⁠Describe the person's strengths with specific examples. It's important to be honest about their abilities and not embellish their skills or experience.
5. What should be done if someone requests a reference letter but you don't feel comfortable providing one?
   ⁠You can decline in a polite manner. You can also suggest they choose a reference who can give a more accurate assessment of their abilities.
6. Can the same reference letter be used for multiple applications?
   ⁠Yes, if it's relevant and appropriate to the context. Just ensure that you indicate the correct recipient for each application.