In ordinary practice, when seeking a job, the employee may be noticed that the employers require a character reference. In addition, some employers may request that the employee provide statements from people close to them to support their character as good employees. Most employers rely on these references, especially when they have many candidates with similar qualifications. These references can boost a candidate’s standing in people-facing jobs. You, as a referrer, may also have been requested by your friend to write a letter regarding their character to a prospective employer on their behalf. The letter is called a character reference letter.
This article explores what a character reference letter is. It gives insight into what you should consider before writing a letter on your friend’s behalf. In addition, it guides you on how to write the letter and even provides a sample and templates that you can use if you find it challenging to write your letter. Finally, it gives tips on the best practices when writing a letter.
Character Reference Letter Template
Reference letters are relatively simple to write. However, you may not know where to start when writing one or what information you should include. If you find it challenging to write one from scratch, you may consider using a template. A template is an essential guide containing an outline of your letter with details of the information you need to include in your letters, such as the sender’s and recipient’s details.
Below are free, downloadable, editable templates to prepare an effective character reference letter:
What is Character Reference Letter?
A character reference letter is written by an individual who can testify to a candidate’s character, qualities, and abilities.
It is also called a personal reference letter or letter of character. It describes a candidate’s attributes outside the workplace. Unlike a professional reference letter which former employers or managers write, this letter is written by the candidate’s close friends, coaches, volunteer leaders, or colleagues.
People interacting with the candidate outside the professional environment in activities such as volunteering, sports, or even family friends can attest to the candidate’s character. Their perspective can help the employer decide whether the candidate fits the job.
If your friend, colleague, or student asks you to write a reference letter for them, think well before you say yes or no to them. The content of your letter can help an employer assess the candidate’s character concerning the job they are applying for and the potential workplace culture. In addition, your letter can help the employer evaluate the applicant’s suitability, especially when they have little to no work experience. They can also verify some of the information the candidate provides in their resume, such as the applicant’s soft skills, which are often included in the letter.
Important Pre-Considerations for Giving Character Reference
Your letter could determine whether a potential employer will hire the applicant over other candidates. Therefore, you should ensure you understand why you are writing the letter.
Before writing the letter, it is advisable to consider the following:
Find out why the referee needs the letter
It would be best to ask the applicant why they need you to write the letter. It is crucial to find out in what capacity you are writing the letter. For example, if you are a coach of the applicant’s football team, you should provide information based on what you know, as you will need to show your connection to them.
Furthermore, this clarification lets you know precisely which of the applicant’s traits you should include in your letter. It is advisable not to write the letter on behalf of a candidate you do not know very well or who does not provide sufficient information about why they need the letter.
Identify who will be reading the letter
The recipient of your letter will also determine the content of your letter. Therefore, you should request the candidate to give the recipient details, such as their name and title.
While reference letters are not professional, they need to be written in a formal tone. Therefore, the tone might vary depending on the seniority of the recipient. Likewise, the information you provide regarding the candidate, specifically any events you relate to, may vary depending on the recipient.
Request information from the candidate
When writing the letter, you should know the recipient and their preferred method of communication. For example, some recipients prefer email, while others prefer a mailing address. You should also know particulars like the recipient’s title or position when the letter is due and the preferred format, if any. The recipient might have given specific instructions to be followed in submission. It is essential to follow the instructions to fulfill your role as a character referrer.
In addition, you should inquire the candidate whether they have documents such as a resume that you can refer to help you write a comprehensive letter. You may include some skills written in the candidate’s resume as part of the content of your letter.
Get details of the position
As the writer, you may request the applicant for specific details of the position or research them on the job website. You can use the details when indicating the candidate’s soft and hard skills. In addition, you understand what position to indicate as the letter’s subject. Entry-level positions may require different details compared to mid and senior positions. You should also tailor your letter to reflect the candidate’s qualities for their desired role.
For example:
If the candidate is applying for a job where they will work with the elderly, you can mention an event where the candidate relates well with elderly persons.
How to Write Character Reference Letter: 5 Easy Steps
The letter should bear all the vital information to boost the employee’s application and to help the employer understand the applicant’s best qualities. It might seem challenging to incorporate this information, but the steps discussed below can help you write an excellent letter:
Show your relationship with the candidate
When writing the letter, begin by stating who you are and in what capacity you know the applicant. Then, by mentioning your relationship with the applicant, you allow the employer to understand why you are writing on behalf of the candidate.
Family friends, for example, are good character referrers because they can attest to the applicant’s character outside of work. They can also verify their character based on various interactions.
For example:
I have been a family friend of Thomas Reid for the last fifteen years. I have known him to be smart, hardworking, and kind throughout that duration. In addition, he has demonstrated his problem-solving skills on many occasions, especially in high school and on campus.
Include how long you have known the candidate
You should include the period over which you have known the applicant. It solidifies the reasons you are writing the letter and makes it easier for the recipient to believe that the information you provide is accurate.
For example:
Thomas and I have been friends for the last twelve years. During that time, he has been helpful in the growth of my business by offering great financial advice. In addition, Thomas has always been ready to use his skills to help others. In those twelve years, he has volunteered at various financial literacy centers.
Highlight the candidate’s positive qualities and skills
The reference letter is meant to highlight the applicant’s positive qualities. You should mention the applicant’s three most outstanding qualities. By narrowing your focus to these few traits, you can maximize them and exemplify them properly.
For example:
Thomas is assertive, quick to learn, and adaptive. Since I have known him, he has shown that he can efficiently complete challenging projects and tasks assigned to him. He adapted quickly to different work environments, especially when he was transferred to other workstations, where he quickly adjusted.
Support your claim by giving examples
Examples help to solidify how the applicant reacts to different situations. They also give the recipient an idea of how the applicant might handle different workplace situations and how they will blend into the workplace culture.
For example:
Thomas has volunteered at Wellness Children’s Centre, a halfway home for troubled teenagers. During his time as a counselor, he has been kind and open. Many of the children love talking to and playing with him. He has shown deep understanding during difficult situations and mediated different teen conflicts.
Add a statement of recommendation
A statement of recommendation is like a call to action. Once you have written the letter, you should encourage the recipient to consider the applicant for the position based on your given information. State that you recommend the applicant for the position because you think they are suitable.
For example:
Based on the positive traits that Thomas has shown during the time I have known him, I strongly recommend him for the sales manager position at your company.
Provide your contact information
At the conclusion, you should provide your contact information so the referrer can reach you if they need further information. In addition, it is advisable to provide two means through which they can reach you.
For example:
Please get in touch with me at 555- 6583 897 or [email protected] if you need further information.
Character Reference Letter Template
[Name]
[Physical address]
[City, state, zip code]
[Date]
[Recipient’s name]
[Title/position]
[Name of company/organization]
[Physical address]
[City, state, zip code]
Dear [Recipient’s name]
I write this letter in support of [applicant’s name] application for the sales position at your company. I have known [applicant’s name] as a family friend for the last [number of years].
[ Applicant’s name] is [list the best qualities]. Since I have known her, she has proven herself as a reliable friend and volunteer. She is considerate, punctual, and thinks on her feet. She has often helped us solve problems with her quick-thinking skills and establishes a good rapport with everyone she meets— [Give an instance of the qualities described in action].
I, therefore, recommend [applicant’s name] for the sales position at your company. I believe she is more than capable of playing her role proficiently.
Should you have any questions, do not hesitate to contact me at [phone number and email].
Sincerely,
[Signature]
[Sender’s name]
Character Reference Letter Sample
Brigette Willis,
097 Parkingham Dr.
2436 Westminster, IL
May 15, 2020.
Brigitte Thompson,
Human Resources,
T&R Ltd.
2564 Madison Ave,
6483 Libreville, TX.
Dear Ms. Thompson,
I have known Jan Smith as a colleague, family friend, and softball team member for the last eight years. She is also a silent partner at my family business, where she occasionally provides financial advice.
Jan is patient, innovative, and knowledgeable. She is competent in business and often offers excellent financial advice whenever we need it. As part of our softball team, Jan has been excellent at training other team members and is patient with anyone willing to learn. In addition, she has regularly volunteered with the little league softball team and has demonstrated patience with the little girls we teach.
I would highly recommend Jane for the Accounts Team Manager at your company. In my view, she exemplifies all the suitable skills for the position.
Do not hesitate to contact me at 555-7843 or [email protected] if you have further questions.
Sincerely,
Brigette Willis.
Practices to Consider
There are different ways you can write a letter of character. However, using the most popular professional format ensures you write an effective letter.
It would be best to consider using the following preferred practices:
Use an appropriate format
The basic format for reference letters is an introduction, body, and conclusion. First, in the introduction, you should mention how you know the applicant and how long you have known them.
Then, in the second paragraph, you should describe the applicant’s traits and, in conclusion, recommend the applicant for the job position. This three-part format is preferred as it allows you to outline your relationship with the candidate and their character and to encourage the recipient to consider the applicant for the job.
Length of the letter
Your character reference letter should not exceed one page in length. Because of this restriction, you must provide enough details about the applicant’s character without being wordy in three to five paragraphs. When listing and exemplifying traits, ensure you only describe relevant instances. You should avoid lengthy explanations and use as few words as possible. A concise letter will be more straightforward for the recipient to read, increasing the applicant’s chance of getting the job.
Keep the letter positive
The letter should only demonstrate the applicant’s positive traits. As such, you should avoid listing negative characteristics you might have observed as they might influence the recipient’s decision on whether to hire the applicant. When demonstrating the applicant’s qualities, ensure you use favorable examples.
Avoid private details
While the letter may be a personal character reference, it should not divulge an applicant’s private information. You should avoid using personal struggles and circumstances even if they were a good example, as they would violate the applicant’s privacy.
Edit and proofread
You should edit and proofread the letter once you finish writing it. When editing, ensure you identify and correct any mistakes and omissions. Grammatical mistakes and spelling errors may make your letter seem carelessly done.
Follow a professional font
Since your reference letter may be used in official circumstances, you should use a professional font that is clear and easy to read. Some professional fonts you should consider using are; Arial, Times New Roman, and Georgia.
Key Takeaways
- You should only write a reference letter on behalf of someone you know personally and whose qualities you can attest to.
- Before writing the letter, request information such as the position, recipient’s title, contact information, and any specific instructions to be followed when writing the letter.
- You should check the job description for the position the applicant is seeking and use the information to identify the most relevant traits you can describe.
- When writing the letter, state-specific instances where the applicant demonstrated the skills and qualities you have listed.
- Your letter should follow the classic format, introduction, body, and conclusion. In each section, you should describe the applicant’s character and connect it to why they are perfect for the job.
- Your letter should be written in a positive and formal tone. You should avoid mentioning negative traits as they are irrelevant to a reference letter.