References are an important part of our professional lives.
Ultimately they can be the difference between us getting THAT JOB or getting into THAT UNIVERSITY so it makes good sense for us to take care of our reference history as we how progress through our careers.
Writing a good reference is not as simple as it first appears. Even a well-meaning senior colleague or boss can unintentionally scupper your chances of landing a position with an inappropriately written reference.
So what are the pitfalls to avoid?
A reference letter requires a certain objective tone in order for it to be convincing. No matter how well you and your boss got on personally this is still a professional document and should be written as such. Therefore using exaggerated language such as ‘the best ever’ or ‘simply amazing’ is best left to team bonding nights while a more professional register should be employed for your reference writing.
‘John is a great worker’
‘John is a worker who consistently delivered impressive results on any task given to him. He is detail focused and simultaneously has the ability to monitor the bigger picture in such a way that I felt comfortable entrusting him with tasks and contact with important clients that usually would only be dealt with by more senior colleagues’.
The second example shows a much greater level of investment on the part of the reference writer and provides a much more convincing example of John’s capabilities in the workplace.
Another level of detail can be added with references to industry specifics.
‘John has a comprehensive understanding of Search Engine Optimisation and is consistently ahead of the game in applying new trends in the field and the traffic to our company’s website increased by 20% during his first two months at the company.’
It seems like the perfect solution. The reference writer doesn’t have to do anything other than read and sign it and the former employee leaves with the reference of their dreams.
However it doesn’t really work that way.
For most of us telling everyone else how wonderful we are does not come naturally. God knows there are exceptions but hopefully the closest we have to get to them is the canteen where we exchange a furtive eye glance with a trusted colleague as that person starts another self-themed monologue. So if you are asked to give a reference by an employee you really like think twice before giving him/her this option and if you are a good but modest employee in this position: just for once, butter yourself up.
It will also be difficult for most employees, particularly those starting out on their careers, to imitate the register of a senior employee effectively. There is a big probability that something will give it away: the level of insight, industry knowledge and a suitable writing tone.
As with all business correspondence a great reference can come in various shapes and sizes and, indeed, will need to depending on industry conventions and the relationship between the two people.
However, again, as with all business correspondence there are various standard components that make up a great reference.
A reference letter should follow the standard formal business letter template and begin with a non-specific ‘To whom it may concern’ or ‘Dear Sir/Madam’.
After which it is time to get down to business.
In this link to Rebecca Safier’s Prepscholar Blog you can view examples of references suitable for various different relationships. The blog’s main purpose is advice regarding the very competitive world of American college admissions but the principles it discusses are universal.
In the first paragraph you should introduce yourself, describe your position and, most importantly, your describe relationship with the candidate.
Remember, however, this is about the candidate so don’t overdo your own introduction.
A simple, ‘My name is Sarah Dennington and I am a senior manager here at Zebra Designs’ will do.
Then, the client.
‘I have known John Henshaw for three years since he joined Zebra and he has always been an effective and dependable employee’.
This is fine. It is okay but in reality it falls a little flat. If you are writing for a reference for an employee you truly enjoyed working with and you write something like this it won’t really help them to stand out and might just consign their application to the rubbish heap.
Contrast the above with this.
‘I have had the pleasure of working with John Henshaw for three years since he joined Zebra in 2015. I was John’s direct supervisor on five major design projects during that time and I was immediately impressed by his rapid ability to understand new concepts, bring new design innovations to the table and collaborate effectively in the different teams he was placed in’.
The second one is much more detailed and, therefore, convincing. It really whets the appetite to know more about the candidate.
The second paragraph should be devoted to the candidate’s strengths and how they apply to the industry.
‘John possesses a rare mix of design flair with practical business sense which is all too uncommon in the design industry. In every project we worked on together he was capable of producing original, innovative design work punctually and always in keeping with the overall look of the project. In addition to this John possesses a rare ability to interact with colleagues of a similar standing as well as those more senior in a professional and effective manner’.
This description is just detailed enough to gives us an insight into the candidate and where his strengths lie.
The third paragraph should ideally give grounded examples of the claims made in the second paragraph.
‘Therefore John’s greatest strength is in reality a combination of two: his design flair coupled with his investment in the success of the team. I remember on our first project together being particularly impressed by his accepting that he had to restart his previously completed work from scratch due to a co-worker’s communication error with the client. In what must have been a very frustrating and stressful moment for John he met the setback head on and adapted immediately to the new situation’.
Just like any Sports trainer wants to find the next big thing recruiters are looking to unearth a jewel. So, if you think the person you are writing the reference for is capable of big things, share that thought.
‘As a design manager with more than twenty five years of experience I believe John has all the necessary talent, drive and character to become an industry leader in our profession’.
Okay so we would all like a reference like that one but it’s nice to be idealistic every now and again. If you do find yourself looking for a reference from an employer you had a less than perfect relationship with you may find this article useful.
Remember if you do work with a bright, up-and-coming employee writing a wonderful reference is a great thing to do to help them along the way and if you are that employee recognise how much effort goes into the writing of such a reference.
Written for CareerJunction by Mark Dempsey.
