Top Mistakes to Avoid When Writing a Reference Letter

Writing a reference letter for someone can be a great way to help them out, whether it’s for a job, academic programme or other opportunity. However, there are some common mistakes people make that can actually weaken the letter and potentially hurt the person’s chances rather than help them. Avoid these key errors when writing your reference to make sure you give them the strongest recommendation possible.

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Failing to Follow the Proper Format

One of the first things you should do when asked to write a reference letter is to find a reference template. There are standard formats that are expected, so using an appropriate template as a guide can help ensure you include all the right components in the proper order. This includes your opening statement, relevant background details on how you know the individual, the main endorsement of their qualifications, and your closing statement with contact information. Deviating significantly from the standard professional format for reference letters can make yours look poorly constructed.

Providing Only Weak Endorsement

The whole point of a reference letter is for someone to vouch for the candidate’s capabilities, skills and qualifications. Yet many reference writers fail to give more than a lukewarm endorsement, which does little to help that person’s application. You want to provide strong, specific praise and details that illustrate why exactly you believe this individual to be well suited for the opportunity in question. Avoid vague, generic statements that could apply to anyone. Back up your praise with examples of their accomplishments and talents that set them apart.

Failing to Highlight Relevant Skills

When writing a reference letter, you need to specifically highlight the most relevant skills, abilities and qualifications that pertain to the opportunity the person is pursuing. Avoid getting sidetracked talking about aspects that, while positive, aren’t directly applicable. Really underline the key strengths, talents and capabilities that make them well-matched for this specific role, program or other position. Use the job description, if there is one, to tailor your letter accordingly.

Providing Irrelevant or Unnecessary Details

On the flip side, don’t clutter up the letter with information that isn’t directly relevant. This includes personal details about their family life, random anecdotes that have nothing to do with their work capabilities, or extraneous background that doesn’t pertain to why they are qualified. Stick to details that underscore their professional strengths for this particular situation. The letter should focus on highlighting their competence, not providing irrelevant personal minutia.

Failing to Contextualise Your Relationship

It’s important when writing a reference letter to provide some context around how you know the candidate and have formed your opinion on their qualifications. If you don’t explain your relationship, it can appear you don’t really know them that well. Be sure to state how you are connected, such as having directly supervised them at work, having had them in class, collaborating together on projects, etc. Detail how long you’ve known them and in what roles/capacities, to give your endorsement more authority.

Using Clichés Instead of Concrete Examples

Many reference letters fall back on clichéd phrases like “hard working,” “team player,” and “results oriented” without providing any evidence to back up this praise. While attributes like these are positive, simply stating them without examples comes across as platitudes. You want to illustrate your assessments with tangible evidence and anecdotes that depict how they exemplified these qualities. Don’t just say someone is innovative – give a detailed example of a creative solution they came up with. Support your claims.

Writing from an Unprofessional Perspective

Keep in mind that your letter is a professional document, so it should be written from that perspective. Avoid using overly casual language, sarcasm, or inside jokes that an outsider wouldn’t understand. Similarly, state your assessments factually without getting overly emotional. Phrases like “they’re just the best!” or “every organisation would be lucky to have them!” sound more like a friend’s endorsement than a professional reference. Keep it objective.

Forgetting to Proofread

Before submitting your reference letter, make sure you carefully proofread it for any errors or typos. Something as minor as a spelling mistake can reflect poorly on both you and the candidate. Read through your letter carefully to check for any grammatical errors, punctuation issues, misspelt words, or instances where auto-correct changed something incorrectly. Also, double check that you used the proper name, job titles, and other key details throughout. Taking the time to proofread closely demonstrates professionalism.

Writing a strong, compelling reference letter takes time and care. Avoid these common pitfalls to provide the best possible recommendation on behalf of your candidate. Using an appropriate reference template as a guide, focusing on their most relevant qualifications, and backing up your assessments with concrete examples can help craft a letter that makes a powerful impact. Proofreading closely completes the professional package. With attention to these details, your reference can potentially take someone’s application to the next level.

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