Character Reference Etiquette
While a lot of character reference etiquette rules are aimed at the person requesting a reference, there are also some rules to remember when writing a reference. You've been asked to do a very important thing for someone, whether it's furthering their education and career or helping them enter the country or moderating a jail sentence. A few easy guidelines can help the whole process go smoothly and correctly.
- Know your deadline. Reference letters often have hard deadlines, so make sure that you know three things:
The last part is especially important, because in some cases you can give the letter to the requester, but in other cases you yourself will need to send it directly to an employer, admissions rep, or judge.
- When you need to have it done
- When the requester needs to submit it
- Whom it's going to
- Know whom to address. A good reference makes it clear that you know a lot about the situation: You know the requester and their recent accomplishments, you know the nature of their application, and you know whom you're talking to. Take a few minutes to find out the name of the person who will be reading your letter. It will go a long way.
- Focus on the positive. Unless you are specifically asked about the requester's weaknesses, only talk about their positive qualities. Coming across as neutral or negative indicates to the reader that the requester is not qualified or couldn't find someone to speak to them in an entirely positive fashion.
- Be polite. Avoid casual language or slang. This is a formal, professional piece of writing and should be treated as such. That doesn't mean you can't have your "voice," but it does mean you need to be respectful to the person you're addressing.
- Don't overstep your bounds. It's not your place to tell the reader what to do next. All you need to do is describe the requester's best qualities in a plainspoken, reasonable tone. Avoid bullying, demanding, or requesting anything specific of the reader.
Index of Character Reference Letter Examples