Character reference is an integral part of a job search. A potential employer often needs to get a third-party account of a candidate’s skills, qualifications, and work ethic. It is typical for a hiring manager to ask for character reference letters.
In this guide, you’ll learn all about personal references and the basics of how to write a character reference for someone. Also, you’ll find samples of personal reference letters.
Overview of Character Reference Letter
A character reference is a letter written by someone who knows you on your account. The purpose is to give a statement about your professional qualities, personality traits, and attributes. It serves as a supplement to a resume.
A resume features your skills and qualifications, while a personal reference letter highlights the qualities that make you a well-performing employee.
Purpose and Importance
Character references add a third-party perspective to a job search process. They give a hiring manager more objective information about candidates. They also provide examples of a person’s character traits.
If you need to write a professional reference for your colleague or former employee, you need to be precise about the outline and content of a reference letter. It is crucial to name the relevant qualities for a job description or a specific company to which a person applies. Also, do not write a character reference for someone you cannot speak positively about.
Before starting on a character reference, ask a person about essential details:
- The job they are applying to;
- Due date;
- Submission details;
- Hiring managers’ info (name, position, email address);
- The recent resume copy of a person.
Their resume will give you more insights into relevant qualities to mention. It is also good to look through a character reference letter sample or two to know more about style, wording, and structure.
Knowing the difference between character and professional references is also crucial. A character reference is usually written by someone who has yet to work with someone. Mutual work experience is not necessary for a character reference. The point here is to tell about one’s personality and qualities that would make them a suitable candidate.
A former colleague or employee usually writes a professional reference letter. It accounts for the candidate’s performance on the job. It focuses less on personality traits but on work ethic and accomplishments.
Who Might Need a Character Reference Letter?
Usually, a potential employer requests a personal reference letter when looking for new employees. However, if the request for a personal letter is not stated in the job application process, a candidate can offer it based on individual initiative. After all, it is a valuable asset.
You might need to write a character reference for someone applying for a job, scholarship, grant program, volunteering organization, or university. A personal reference letter might play a crucial part in the hiring process. Positive qualities and specific examples might set a candidate above the competition and convince a recruiter that this person is suitable for the job.
Who can write a character reference for you? It can be:
- A family member;
- Childhood friend;
- Long-time acquaintance;
- Neighbour;
- Teacher;
- Coach, etc.
It should be someone who can give a positive personal reference that will correctly describe your traits and characteristics.
Crafting a Compelling Character Reference
Now, let’s cover the writing tips for crafting a solid personal reference letter. The main rule is that if you have nothing positive to say about a person’s character, do not write a character reference or personal recommendation letter. Politely refuse the offer and move on.
If you want someone to write a recommendation letter, choose the person wisely. It has to be someone who knows you well and can advocate for your personality traits.
Identifying Your Qualifications to Write the Letter
Focusing on the applicant’s positive qualities relevant to the job is essential. A person requesting a reference letter should give you basic information on where they are applying to. It will provide you with a better idea of the most essential qualities.
Some professions require soft skills; others rely on work style and ethics. Write down a list of traits and characteristics you can account for. Think of examples from your mutual experiences where these qualities came in handy. Choose two or three of the most essential ones. A letter should be up to one page, so the volume is limited.
Structuring the Letter for Maximum Impact
When it comes to structure, a personal reference letter is pretty formal. The outline usually looks like this:
- Salutation;
- Your relationship;
- Nature and longevity of your relationship;
- Positive personal qualities of a person with examples;
- Recommendation statement (I wholeheartedly recommend…);
- Your contact information.
In the end, you can state that if an HR manager has any further questions, they can contact you. Give only valuable information and stick to the point.
Tips for Writing a Sincere and Persuasive Letter
To sum up, here are the key takeaways on how to write an impactful personal reference letter for your close friends or family members:
- Find out all the details before crafting the reference (where it goes, what is the purpose, recruiter’s contact info, etc.);
- In the first paragraph, tell about your relationship with the person you are writing about;
- Explain how long you have known the person on a personal level;
- Add two or three of the most relevant positive qualities of a person demonstrated during this period;
- Give real-life examples of those qualities (people skills, empathy, ability to go the extra mile for friends, etc.);
- Give clear recommendations at the end;
- Offer to answer any further questions if needed;
- Stick to the structure;
- Adopt a positive attitude, honest tone, and formal style;
- Only give account for those who you know and can provide a character reference to;
- Take time to proofread and edit one.
Sample Character Reference Letter Templates
Here are two samples of reference letters. One is for personal reference, and the second one is for professionals. You can use any example as inspiration for an outline for your reference letter.
Template 1: Personal Character Reference Letter
Dear Clarance White,
Sarah and I have been in the same dance group for five years. We became friends after graduate school and have spent a lot of time together off dancing practice as well.
Over these years, Sarah has proven to be a hard-working and determined person. She has been an example for other dancers in the team when it comes to competitions and challenges. Even after we lost one dancer due to trauma before an important event, she brought us together and changed the whole routine. As a result, we performed well and got second place in the competition.
Sarah has become a family friend for all of us. She was always ready to help and support me through difficulties in our relationship. She often babysat my daughter when I needed to handle other responsibilities as a single mother.
I was delighted to learn that Susan applied to your volunteer organization. I am positive about her determination and passion. I highly recommend her for this position as she is a hard-working and empathetic person who is always ready to step in.
Please do not hesitate to contact me for any further information.Kinds regards,
Helen Moran
Phone number
Email address
Template 2: Professional Character Reference Letter
Dear Loghan Berington,
Graham asked me to provide a reference for him, which is a pleasure. We’ve worked together for three years in our small business, and since then, we’ve become close mates and wonderful colleagues.
Graham is a reliable, hard-working, and initiative person. He is always ready to take on responsibility and lead the team professionally. When we worked on a product release, he went the extra mile to learn more about the market, target audience, and new digital marketing strategies. He initiated a social media tactic to promote the product, which was a huge success. We’ve attracted more customers and were able to beat the competition.
I also know Graham personally, and he is a well-rounded and trustworthy person who stays calm even in the toughest of times.
Because of that, I believe that Graham is the right person for this job. He is ready to bring in the effort, initiative, and resilience. Please get in touch with me if you have any questions.
Yours sincerely,
Mathew Cardigan
Personal phone number
Email address
Dos and Don’ts of Character References
Whether you are a current employer, a family member, or a long-time friend, you must follow the best practices when writing a character letter. You can find the right tone and wording based on the given examples. However, here are the crucial dos and don’ts to remember while writing.
Best Practices for Creating a Strong Recommendation
The tone of the letter has to be formal yet sincere. Refrain from overestimating and going into too much detail. There must be a balance between giving valuable insight into one’s personality and sharing too many details.
Choose two or three good qualities; do not turn it into a list of all great things you can say about the candidate. The reference letter should be one page, not more. Many employers only have a little time to read through hundreds of pages.
Use a simple format and traditional structure. Be authentic and honest but shape the content according to the purpose – share details relevant to this position, university, or volunteering organization. When writing, use specific examples to highlight the qualities of your friend.
Always include your contact information at the end of the letter.
Common Mistakes to Avoid in a Character Reference Letter
When you are writing a character letter for a friend, you want to avoid common mistakes a lot of people make, namely:
- Not stating how you are connected with the person and what makes you suitable for accounting on their character. Also, say how long you have known your friend;
- Being vague or using too many buzzwords without any examples;
- Usage of the passive voice throughout the whole letter;
- Writing a generic letter without adjusting it to a specific position or company.
Also, proofread the paper to eliminate any mistakes or errors.
How to Submit Your Character Reference Letter
Usually, you write a letter and give it to your friend. And they submit it with other application documents. However, there are cases where you need to submit the letter directly to the recruiter or committee representative. But before you hand it over, make sure it is addressed correctly.
Sending the Letter to the Right Recipient
Ask your friend or colleague to whom to address the letter. Make sure you use the appropriate salutations and pronouns. If there is no such information, you can use a generic greeting like “Dear hiring manager,” for example.
If you are submitting the letter yourself, ensure the address is correct.
Follow-Up and Etiquette After Submission
If you asked for a reference letter, a follow-up etiquette allows you to ask about it around ten days before the deadline. It will give the person enough time to write and edit it if they still need to start. Be polite and friendly. You might kindly remind them of the deadline.
After receiving the letter, do not forget to send the writer a “thank you” note.
Conclusion
Reference letter highlights one’s good qualities and character traits that would make them suitable for the position. You can ask friends, co-workers, professors, or former employers to write it. Make sure you have enough time to work on it and provide examples along with the account of positive personal traits.
