When you are a manager, assistant manager, or supervisor, you will inevitably encounter employees who are ready to move on in their careers.
It’s likely that you will be asked to write an employee reference letter when a valued member (or former member) of your team is making a job change. If you feel that you can write a glowing recommendation, you should accept the opportunity to support your colleague.
Before you agree to a reference request from a current employee, check with your manager or human resources department for company guidelines on providing employment references.
How to Provide a Reference for an Employee
An employee reference letter can be an important asset to a candidate during the hiring process.
You can attest to the hiring manager that the candidate was successful in their previous position under your management and that as their supervisor you are willing to endorse them.
Declining a Reference Request
Sometimes you may be asked to write a recommendation for an employee who you feel did not work to their potential or fulfill the requirements of the job. In that case, the best answer is to say no. Be kind, and politely decline the request.
You can tell them that you don’t feel qualified to speak to the skills required in the new position, or that you don’t have time to really give the letter the attention and effort it deserves.
Ask for Information and a Resume
When an employee asks if you will provide a letter of reference for them, ask them to give you a copy of their resume and, if possible, copies of the job advertisements to which they are applying. These documents will give you additional information you can use to write a strong and effective letter of reference.
Not only will you have more information about the employee’s specific skills, training, education, and work history, but you’ll also then be able to focus in your letter upon the specific skills and details that closely match the qualifications the employers are looking for.
What to Include in a Reference Letter or Email
In your letter of recommendation, you should try to offer specific examples of skills as well as your positive testimonial supporting the employee’s qualifications for the new position.
In a written letter, you should include your contact information, date, and the contact information of the hiring manager at the top of the page. Use a business-appropriate salutation, and then begin your letter with an introduction explaining your relationship with the candidate, how long you have known them, and why you are qualified to endorse them.
The second, and possibly third, paragraph can offer examples and anecdotes of how the person was an asset to your company, and what you feel they will bring to their new position. Try to provide as detailed a description as possible in the space allowed. End your letter with a professional closing, and your written and/or typed signature.
Reference Letter Example
This is a reference letter example. Download the reference letter template (compatible with Google Docs and Word Online).
Reference Letter Example (Text Version)
The following is an example of a reference letter written for an employee by a manager.
123 Main St.
Philadelphia, PA 19103
December 8, 2020
Mr. Michael Regner
456 Main St.
Philadelphia, PA 12345
Dear Mr. Regner,
It is my pleasure to recommend John Applicant. I have known him for two years in my capacity as Assistant Manager at Main St. Company. John worked for me on various projects as a consultant, and based on his work, I would rank him as one of the best consultants we have ever had. John distinguished himself by consistently submitting exceptionally well-researched and well-written reports for our clients.
John is highly intelligent and has superb analytical and communication skills. If his performance in our company is a good indication of how he would perform in yours, he would be an extremely positive asset to your program.
If I can be of any further assistance, or provide you with any additional information, please do not hesitate to contact me at the email address listed above.
Signature (hard copy letter)
How to Send an Email Reference
An email should begin with a subject line which reads “Joe Smith Recommendation” so that the employer immediately understands the purpose of the email. You don’t need to include the date.
The body of the letter will be the same, but you should include your contact information after your typed signature instead of at the top of the letter.