Being an employer or a close acquaintance, you may often come across the request to write a letter of recommendation character reference letter for people. Though writing an employee reference letter might seem daunting and excruciating, iCover is here to ease your burden. This blog includes tips, templates, examples, and samples of employee reference letters and recommendation letters.
What Do References Mean In A CV?
An employee reference letter endorses and vouches for a candidate’s skills, professional abilities, and suitability for the job title by the former employer. While many think they can opt out of adding references to their CVs, hiring managers can ask for one. Did you know that approximately 76.5% of recruiters in the UK ask for a reference letter before offering the job? Thus, as experts, we advise job seekers to include a reference letter or add a section saying, “References available upon request.”
However, we have encountered multiple people giving us recommendation letters instead of reference letters, which brings us to our next point for discussion: Are they both the same?
Difference between Reference & Recommendation Letters for Employees
While many think reference and recommendation letters are the same, they are not! There is a fine line that segregates both.
| Aspect | Reference Letter | Recommendation Letter |
|---|---|---|
| Purpose | General endorsement of character, skills, and experiences. | Specific endorsement for a particular job or opportunity. |
| Focus | Overall qualities and general capabilities. | Specific skills and achievements relevant to the position. |
| Target Audience | It is not directed to a specific person; it can be used multiple times. | Addressed to a specific individual or organisation. |
| Content Detail | Provides a broad assessment; may include personal anecdotes. | Detailed account of qualifications, often with specific examples. |
| Authorship | Written by someone who knows the candidate well (e.g., friends, colleagues). | Typically written by someone in authority (e.g., supervisors, professors). |
| Usage Context | Used for various applications (jobs, internships, general admissions). | Used for specific applications (job openings, academic programs). |
| Sending Method | Often given directly to the candidate for future use. | Usually sent directly to the employer or institution by the writer. |
Are Employee Reference Letters Still Valid In The UK?
Of course, they are still valid. However, their usage and obligations have changed. A job seeker must not produce a mandatory professional reference letter to the employer.
- There is no legal obligation, but the references must be accurate and fair if they do.
- Since reference letters are categorised as work and character reference letters, candidates must ensure they produce the one requested.
- Not all employers offer detailed reference letters about their former employees; they write “certificates of employment” confirming employment dates and job titles.
- A reference letter confirming relevant skills and abilities is mandatory in some job industries, such as Financial Services, the Education Sector, Contractual Obligations, and Regulated Professions.
How To Write A Reference Letter For An Employee?
Correct Format Is Important
Start with the header, add the date, and end with the recipient’s name. The header will include your name, job title, and organisation name. Also, include your contact information. You may write “To Whom It May Concern” for the recipient if you don’t know the name and address.
Greeting & Introduction
The greeting should be formal. Thus, add “Dear [Recipient’s Name]” or “Dear Sir/Madam.” Give your introduction in a few words and state your relationship and how well you know them in the introduction sector.
Body Of The Letter
The body of the reference letter must clearly state the employee’s job title and responsibilities. It is the place to showcase their achievements, skills, and qualities. You can mention the candidate’s work ethic and use specific examples to endorse their abilities.
Closing Remarks
End by giving your contact details so they can contact you with further questions.
Sign Off
When writing a letter for someone, add “Yours Sincerely” if you know the potential employer’s name and if not, add “Yours faithfully.”
How To Write A Character Reference Letter For Employees?
A typical reference letter for character format is usually the same as a reference letter. However, this letter highlights their character traits and how they helped the organisation grow. Therefore, as a former employer, you must inform the potential employer that the former employee or colleague is professional and provide examples to support your claim. Still, you must not over-endorse as that may give out the wrong idea.
For instance, you can add Strong Communicator, Creative, Honest, Hardworking, Adaptable, Accountable, Punctual, Team Player, Detail-Oriented, and Empathetic.
Recommended: CV References Example
How To Ask For A Reference Letter From Employer?
Your professionalism is vital when asking for a reference letter from a former employer. You can follow the below steps:
Choose the Right Time: Always approach your former employer when they aren’t busy or stressed so that they can give you their time.
Be Clear And Direct: When asking for the letter, be straightforward—being direct shows your willingness to move forward.
Offer Flexibility: Always respect your previous employer’s decision. Let them know there is no pressure. Remember, you have to request for a reference letter, not force them to write one for you.
Be Grateful: Always keep the relationship good so that your reference letter reflects your actions. Before ending the meeting, thank them for their time and politely leave.
Provide Context: You must always let the employer know your reason for needing the letter. They need to write the letter according to your requirements, so clearly explain your requirements to them.
As an employer, if you are unwilling to write a letter of reference, it is best to politely decline the request at that time rather than keep them waiting and hoping for one.
Tips On How To Write A Letter Of Recommendation For An Employee
As an employer, you may write a recommendation letter instead of a reference letter, but you must consult with the employee before doing so.
Seek Permission:
Before writing a letter of recommendation for employees, get their permission. Discuss the reason and skills they would like you to highlight that will help them in their new role.
Use Proper Format:
Always maintain the format. If you don’t know the recipient’s name, you may always add “To Whom It May Concern;” or add the name to address them directly.
Be Honest And Specific:
Be honest and specific about your relationship with the candidate. The potential new employer is hiring based on your recommendation letter. Therefore, establish that you know the employee well enough to write their recommendation letter.
Employment Reference Letter Template For HR
Employment Reference Letter Format Example
Here is a reference letter example which you can check out.
10 Reference Letter Samples For The UK
We have included 5 sample character reference letters and 5 reference letter samples for employees, which you can tailor according to your requirements. Click on the link below to download.
10 Recommendation Letter For An Employee Samples For The UK
Click the link below to download sample recommendation letters for various job titles.
Frequently Asked Questions
Can One Include Personal References?
Yes, you can add personal references. It works only when you have limited work experience.
Can An Employer Give A Bad Reference?
Yes, employers can give bad or negative references. Those references need to be fair, true, and supported by accurate details.
Can One Refuse To Provide A Reference?
Yes, as an employer, you can choose to write a reference letter. There is no legal obligation in the UK to provide one.
How Long Should A Reference Letter Be?
A reference letter must be one page at most. The standard design is one to two single-spaced pages.
Who Should One Pick To Be Their Reference?
When an employee applies for a new role, they must list people as references who can provide accurate and fair professional insights, skills, abilities, and work ethics. Choose your Supervisors or Managers, Long-term Colleagues or Peers, Mentors, Professors or Academic Advisors, and Community Leaders.
Can I Add Someone To Recommend Me Without Their Permission?
No. Adding someone as your recommender without their permission is not advisable. This isn’t professional, and people must prepare before writing a letter. So, always ask permission and have a discussion well beforehand.
When Should One Use A Reference Letter Instead Of A Recommendation Letter?
While a reference letter is best for general use and supports multiple job applications, recommendation letters are always used for specific job roles. A recommendation letter includes an individual’s detailed qualifications.
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