This email template is designed for HR professionals who need to write a reference for a former employee. It serves as a professional endorsement that can support the employee’s application for a new job. Crafting a thoughtful reference can significantly impact their chances of securing a position, making it a vital task in the HR process.
Template Email
Email subject line: Professional Reference for [Employee Name]
Dear [Recipient’s Name],
I am pleased to provide a reference for [Employee Name]. [He/She] worked with us at [Company Name] as a [Job Title] from [Start Date] to [End Date], during which [he/she] reported directly to me.
[Employee Name] consistently demonstrated [mention key skills or attributes, e.g., strong analytical skills, exceptional teamwork]. During [his/her] tenure, [he/she] achieved [mention a specific achievement or project, e.g., successfully leading a project that increased sales by 20%]. [His/Her] ability to [mention another relevant quality, e.g., adapt to challenges] was evident, particularly when [provide a specific example that highlights this quality].
In summary, I believe that [Employee Name] would be a valuable asset to any organization. [He/She] brings not only skills and experience but also a positive attitude and a strong work ethic.
Please feel free to reach out if you have any further questions or need more information.
Thank you for your consideration.
Best regards,
[Your Name]
[Your Job Title]
[Company Name]
Why does it matter?
Providing a well-crafted reference is crucial because it validates the skills and qualities of the employee from a credible source. A strong reference can help the employee stand out in a competitive job market, making it more likely for them to secure interviews and job offers. Your endorsement reflects positively not just on the employee, but also on your organization’s commitment to supporting its workforce.
When to send?
It’s best to send this email after you have confirmed the details with the former employee, such as the purpose of the reference, submission deadlines, and any specific requirements from the prospective employer. Make sure you have a clear understanding of what the employee hopes to achieve with your reference, and proofread your email thoroughly before sending it to ensure professionalism.
What to include?
- Your professional relationship with the former employee
- The employment dates of the employee
- Key traits and qualities of the former employee
- Specific examples of achievements that demonstrate their capabilities
- Your contact information for any follow-up inquiries
Best Practices
- Be honest and objective in your assessment of the employee’s skills and contributions.
- Keep your reference concise and focused on the most relevant attributes for the job the employee is applying for.
- Use specific examples to illustrate your points and provide credibility to your statements.
- Be prompt in your response to maintain goodwill with the former employee and their prospective employer.
Common Mistakes to Avoid
- Writing vague or generic statements that do not provide meaningful insight into the employee’s abilities.
- Failing to proofread the email for grammatical or spelling errors which can undermine its professionalism.
- Not confirming submission details and deadlines, leading to missed opportunities for the employee.
- Being overly critical or including irrelevant information that detracts from the positive message you want to convey.
