The document outlines the purpose and structure of reference letters, emphasizing their importance in job and educational applications. It distinguishes between professional and personal reference letters, provides guidelines on requesting information, and details the content and format needed for an effective letter. Key elements include the salutation, introduction, detailed qualifications, and a closing that encourages further contact while maintaining a professional format.

1. ENGLISH FOR OFFICE AND ADMINISTRATION
English language education
Semester VII
San Pedro University

2. REFERENCE LETTER

3. When Reference Letters Are Needed
 A reference letter is a positive endorsement of a person's skills and attributes,
written by someone familiar with their work, character, and accomplishments.
 Reference letters are needed when applying for jobs, internships, volunteer
positions, colleges, and graduate school programs.
 The reference letter explains why the reader should select a candidate, and
what qualifies them for the opportunity for which they're applying.
 Letters may be requested by the organization that is considering the individual
for employment or acceptance at an institution, or they may be offered by the
job seeker or applicant.

4. Professional vs. Personal Reference Letters
 A professional reference letter is usually written by a supervisor, colleague,
client, teacher or professor that is well-acquainted with their accomplishments
in a work-type setting. It typically includes a description of their position and
responsibilities, the duration of their time at the company, and their abilities,
qualifications, and contributions to the organization.
 A character or personal reference letter can be written by a family, friend,
mentor or neighbour who can attest to the traits that would make them a good
candidate for the position they are seeking. This type of letter explains how the
writer knows them and discusses their personal attributes as they would apply
in a job setting.

5. Before Writing a Reference Letter
 Before agreeing to write the letter, make sure you feel that you can write a
positive letter of reference for this person.
 If you do not know the person well or do not think you can speak highly of the
person’s skills or abilities, it is fine to turn down the request for a
recommendation.
 You can be vague when you turn down the request, simply saying “I do not
feel I would be the best person to write you a recommendation.” If possible,
suggest someone else they might ask.
 It is better to say no to writing a recommendation rather than to write
a negative reference for the person.

6. Request Information for the Letter
 It is a good idea to ask the person for a copy of their resume or CV, even if you
have known them for a long time. They may have new accreditation or
achievements that merit highlighting, and you should provide as much current
information as possible. This will also help give you guidelines to use when
composing the letter.
 If the reference letter is for a specific employment opportunity, also ask for a
copy of the job posting. Similarly, if the reference letter is for a specific school
or program, ask for some information about the school. The more information
you have, the easier it will be to write the letter.
 Along with asking for information about the candidate, get all the information
you need about how to submit the letter. Ask to whom you should send the
letter, when the deadline is, and what format the letter should be in. Also, ask if
there are any particulars that the school or employer wants you to include in
your letter.

7. What to Include in a Reference Letter
 Unless the candidate gives you a form on which to write your
recommendation, following a proper business letter format is appropriate. This
includes listing your contact information, the date, and the contact information
for the person receiving your letter (typically, the hiring manager) at the top of
the letter.
 However, if you are emailing this letter, you do not need to include any contact
information or the date at the top of the letter. Instead, list your contact
information after your email signature. A reference email letter should also
have a clear, concise subject line that lists the candidate's name, the job they
are applying for (if applicable), and the purpose of the letter. For example, a
subject line might read: "Recommendation for Firstname Lastname - Human
Resources Assistant Job."

8. How to Write a Reference Letter
To get an idea of what to write and how your letter should read, here are some
general guidelines to consider before writing your letter.
Salutation
 Begin your letter with "Dear Mr./Ms. Last Name."
 If you do not know the employer's last name, simply write, "Dear Hiring
Manager."
 If the candidate is applying to an academic program, you can write "Dear
Admissions Committee."
 If you are writing a general letter, you could write to “Whom It May Concern”
or simply start your letter with the first paragraph.

9. First Paragraph
 The first paragraph of the reference letter explains your connection to the
person you are recommending, including how you know them, how long
you've known them, and why you are qualified to write a reference letter on
their behalf.
 Be sure to include the name of the company, job, school, or opportunity for
which the person is applying.
 For example, "I have been Okto Bale’s supervisor at San Pedro’s Company for
the past five years. I am pleased to recommend him for the position of
headmaster at Reformasi senior high school."

10. Second Paragraph (and Third, and Fourth)
 The middle paragraphs of the reference letter contain information on the
person you are writing about, including why they are qualified, and what they
can contribute.
 If necessary, use more than one paragraph to provide details.
 Be specific and share examples of why this person is a qualified candidate.
 If you can, relate specific instances where you observed the person
successfully using the skills required for the position.
 Try to describe qualities and skills that relate to the specific job, school, or
opportunity.
 For example, if the person is applying for a job as a manager, focus on the
person's leadership and communication skills.

11. Letter Closing
 In the closing paragraph, offer to provide more information and include your
contact information (phone and email) so you are available to give a verbal
recommendation or answer further questions if necessary.
 You might also reiterate that you recommend this person “wholeheartedly” or
“without reservation.”
Signature
End the letter with your signature, handwritten, followed by your typed name. If
this is an email, simply include your typed name, followed by your contact
information.

12. Letter Length, Format, and Font
The style of your reference letter is almost as important as the content of the
letter. Here are some tips on how long your letter should be and how to format
it.
Length:
 A letter of recommendation should be more than one or two paragraphs; a
letter this short suggests you either do not know the person well or do not fully
endorse them.
 However, you want to keep the letter concise and focus on a few key points, so
avoid writing more than one page.
 Three or four paragraphs that explain how you know the person and why you
are recommending them is an appropriate length

13. Format:
 A letter of recommendation should be single-spaced with a space between each
paragraph.
 Use about 1" margins for the top, bottom, left, and right of the page, and align
your text to the left (the alignment for most documents).
Font:
 Use a traditional font such as Times New Roman, Arial, or Calibri. The font
size should be between 10 and 12 points, so it's easy to read.
 Adjusting the font size is a good way to keep your letter to a single page.

14. Proofread your letter before sending it. You
can have someone else edit the letter, but
conceal the candidate's name to preserve
their privacy.