The job market is getting more competitive day by day. To be able to compete for new jobs, having positive and commendable recommendations from previous employers/employers will be the most valuable support. If you want to provide a positive reference for an employee, you should think carefully about how you will represent that person. By considering what you are going to say or write to that person and representing it in the most positive and professional way, you can help an employee or someone else land their dream job.
Step
Method 1 of 2: Writing
Step 1. Provide a positive letter of reference
If an employee comes to you and asks for a letter of reference, the first thing you should do is consider the request. If you have had a good experience with the employee and can provide positive support to increase his or her chances of getting a job, provide a positive letter of reference.
- Don't offer to provide a letter of reference if you can't write something positive. Don't let it kill your chances of getting a job.
- Accept requests to write references only if you have worked with the employee for a longer time. It will be difficult for you to judge a person's abilities and work in just a few months.
- Make sure you are the right person to provide a reference. You may have to re-check the company's policy on referrals.
Step 2. Gather information that you can write down for a reference letter
Ask the employee for information about the job he is applying for and any other relevant data you should know including his resume. You should also collect information related to the employee's work, such as performance evaluations.
- If you decide to write a letter of reference for someone, ask for information about the job he is applying for, his most recent resume, and other information as to what he thinks the contribution he has made to a particular company or project and how he will benefit his new job.
- Consider reading the correspondence between you and the employee to be able to assess the professionalism and the way it works. You can also use performance evaluation for this purpose.
Step 3. Draft the initial letter
Before you give a positive reference to a former employee or colleague, use the information you gathered to draft the initial letter. This step helps ensure that the reference letter you write is positive and comprehensive.
- Reference letters should be one or two pages long. If you write longer, potential employers may not read the entire thing and may miss vital information about the candidate.
- The introduction should be brief and include the name of the employee, the job he or she is applying for, and whether you would recommend him or her for the job. For example, you might write “I am happy to recommend Amir Priambodo for the position of brand manager. Amir Priambodo has made a huge contribution to our company, and I believe he will be a valuable asset to your team”.
- The body of the letter can be 1-3 paragraphs and should describe how long you have known the employee, in what capacity you worked with, describe and highlight his or her skills, and explain how he or she will contribute to a potential employer. You must provide actionable evidence and reasons why the employee is the best candidate for the job.
- You can also describe the character of the employee in the body of the letter, but you must be careful not to include personal information, which is not only suspicious of potential employers, but also illegal.
- You should close the letter with a short, concise paragraph that you highly recommend the person, and offer to help if the potential employer has any questions. For example, “Based on my experience working with Amir Priambodo, I would recommend him for the brand manager position at Brand Management, Inc. If you have any questions or concerns, please contact me via email or phone.”
Step 4. Use positive, actionable words
When drafting and then revising, make sure you use positive, actionable language when describing candidates. This action can help potential employers get an idea of the candidate and can also represent a more positive self-image.
- Use words like collaborate, cooperate, and encourage.
- Use nouns like team player, asset, and responsibility.
- Use adjectives like reliable, intelligent, friendly, and determined.
- You could string these words together into sentences like “Amir and I are collaborating on a marketing project and he is an important asset in getting some new clients. He is a very responsible, friendly team player and will make a positive impact for your company”.
Step 5. Be honest and don't exaggerate
You want to promote the best possible candidate while remaining honest about his or her qualifications. There is a fine line between honesty and exaggeration and you should avoid it so that potential employers don't suspect that your letter was written dishonestly.
You don't have to say that the person is the best or the greatest, unless they are. Instead, consider writing something like “Amir is one of the most responsible and friendly co-workers, and I enjoyed working with him.” When assessing someone's technical skills and abilities, you might write something like “Amir is among the top 5% of brand managers I've worked with”
Step 6. Revise and edit the reference letter
After completing the initial draft of the letter, make revisions to the text to strengthen it and examine areas that require further development. This step allows you to edit the letter to find spelling, punctuation or grammar mistakes.
- Make sure the revised draft has a proper introductory component, a body, and an honest closing, contains positive vocabulary and gives the best picture of the candidate.
- Consider reading the letter aloud to hear any mistakes and help make sure it sounds professional.
- Make sure that the information you provide in the letter is appropriate for the new job.
Step 7. Format your letter
Before sending a reference letter, you must use the correct format. This step can help ensure that potential employers take your letter of reference seriously.
- Make sure the letter is printed on paper with company letterhead.
- On the first line, write the date.
- Under the date, write down the address of the potential employer. Address the letter to the candidate's supervisor or human resources department.
- Include your contact address below the information about the potential employer.
- After the greeting, make sure you sign the letter in black ink and print your name underneath. You can include your job title, email, and phone number if you want.
Step 8. Perform character check again
Before sending a reference letter, read the text one last time. This step ensures that you don't make any mistakes or miss important information.
Method 2 of 2: Providing Verbal Reference
Step 1. Check the company's policy regarding verbal references
Some companies only allow employees to provide basic information such as years of service. Some may allow you to provide written references. Making sure you follow the company's policy on references can help you provide the best verbal references.
Step 2. Agree to requests for verbal references
If an employee or colleague asks you to provide a reference, make sure you take the request in a positive light. If you have a good experience with the employee, agree to his request to provide references to potential employers.
- Don't offer to provide a reference if you can't say anything positive about the employee. Don't let it ruin your chances of getting the job.
- Give consent to speak to a potential employer if you have worked with the person for some time. You may find it difficult to answer questions about the employee or explain his skills if you have only known him for a few months.
- Make sure you are the right person to provide a reference. You may need to check with your boss or company policy about referrals.
Step 3. Ask for information about the employee to use as reference material
You may also need basic information from the employee regarding the job he is applying for and other relevant data that you should know.
- Ask for information about the job the candidate is applying for and an up-to-date resume. You may need to find out what he thinks the contribution he has made to the company and the projects he has worked on and how he will contribute to his new workplace.
- You must collect any information related to the employee's work, such as a performance evaluation.
- Consider re-reading your correspondence with the employee to assess his professional level and workings. You can also use performance evaluation for this purpose.
Step 4. Schedule a telephone conversation
Most telephone references are given by telephone and you will need to schedule an appropriate time to speak with the candidate's potential employer. Setting aside a certain amount of time to talk about the candidate can ensure that you can provide a comprehensive, professional, and positive reference.
- Ask the candidate to provide your contact information to the prospective employer or ask for relevant data on who to contact at the new company.
- Make sure you schedule the conversation when you feel relaxed and aren't in a rush to attend a meeting.
Step 5. Make notes for phone references
After you have determined the schedule of talks and gathered the relevant information, make a small note about the candidate. This step can help ensure you don't forget important information about the candidate's skills or behavior during the conversation.
Since you don't know the questions a potential employer might ask, make sure you take notes on various aspects of the candidate including how you got to know him and for how long, in what capacity you worked with, and an evaluation of his skills
Step 6. Answer all questions completely and honestly
Verbal references often require you to answer questions that potential employers ask. Preparing notes and answering detailed and honest questions can help candidates land the job.
- Make sure you don't overestimate the person's qualifications. You don't have to say He's the greatest person in the world”, but you can objectively say “He's one of the best colleagues/employees we've ever had.”
- Please keep in mind that any doubt in your answer will give the impression that you are being dishonest.
Step 7. Use positive, descriptive words and sentences
When you answer a potential employer's question, make sure you use words that make the candidate look attractive. This action will make the candidate appear superior to other candidates.
- You can also use a variety of verbs, nouns and adjectives to describe the candidate. The clearer your description, the more likely it will be to help potential employers make an informed decision.
- For example, you could say things like “Amir Priambodo has the ability to solve problems in a very creative way,” or “He can communicate his ideas clearly.”
- Make sure you provide information about the skills the candidate will need in his or her new job.
Step 8. Avoid personal subjects
Only talk about things that relate to the candidate's performance, such as superior leadership skills or the ability to resolve conflicts among coworkers. Don't talk about your personal life as that will make it, and you, look less professional to potential employers.
- Do not discuss anything personal including religion, marital status, age or health.
- Providing personal information can jeopardize a candidate's chances of getting a job. This may be illegal, depending on the type of information you disclose.
Step 9. End the verbal reference
Complete the verbal reference over the phone once you have answered all of the potential employer's questions. You can ask questions if you feel it is necessary or if you can provide further explanation about the candidate. Make sure you thank the potential employer and offer to provide further information if needed.
