How to provide a good reference to an employee

How to provide a good reference to an employee
How to provide a good reference to an employee
Anonim

The job market is increasingly competitive and having very good references from a former or current employer can be a valuable tool for anyone looking for a job. If you want to provide a positive reference to an employee, you need to think about how to present that person. By thinking about what you are going to say or write about an employee and trying to present them in a positive and professional way, you can help them get the job of their dreams.

Steps

Method 1 of 2: Provide a good reference in writing

Give a Positive Reference for an Employee Step 1

Step 1. Offer to write a positive letter

If someone asks you for a reference, review their request first. If you've had a good rapport with the person and can positively support their application for a position, offer to write a positive letter.

  • Refuse such an offer if you can't write something positive about it. You should not jeopardize the person's chances of getting a job.
  • Accept only if you have worked with the person for an extended period of time. It’s hard to get an idea of ​​a person’s skills and work style in just a few months.
  • Make sure you are the appropriate person to provide the reference. You may need to consult your company policies regarding letters of recommendation.
Give a Positive Reference for an Employee Step 2

Step 2. Gather some information

Ask the candidate to give you information about the job they are applying for as well as any other relevant information you need to know, including their CV. You should also collect all relevant information relating to his current job, such as his performance reviews.

  • Ask him to tell you about the job he is applying for and look for his updated resume and other information, including how he has contributed to your plans and the performance of your business, and to what extent. it would be useful for his new job.
  • Consider reading the letter you write with him to assess his professionalism and method of work. You can also use their performance reviews.
Give a Positive Reference for an Employee Step 3

Step 3. Write a preliminary letter

Before providing a positive letter of recommendation to a former employee or colleague, use the information you gathered to write a preliminary letter. This guarantees that your referral will be positive and complete.

  • A reference letter should be limited to one and two pages. If you want to write a lot, the potential employer might not read the entire text and therefore miss some important information about the candidate.
  • Make a brief introduction including their name, the job they are applying for, and your overall impressions. For example, you could write this: "It is with pleasure that I recommend Christophe Moreau for the position of Brand Manager. Christophe has contributed significantly to my work (to this company) and I think he could be an important asset for your team ".
  • The body of the letter can be 1 to 3 paragraphs and you should specify how long you have known the candidate, the position they have held with you, underline their skills and present the advantages the employer can derive from it. 'engaging. You must provide valid proof of why this person is the best candidate for the job.
  • You can also describe its character, while avoiding including personal information that could not only prejudice the potential employer, but also be considered an illegal act.
  • You should end the letter with a short paragraph stating that you strongly recommend this person for the job and remain available to the employer for any questions you may have. For example, you could write this: “Based on my experiences with Christophe Moreau, I recommend him for the position of Brand Manager in your company. If you have any questions or concerns, please do not hesitate to contact me by email or phone ".
Give a Positive Reference for an Employee Step 4

Step 4. Use positive, concrete words

When writing the letter and rereading it later, be sure to use concrete terms and positive language when introducing the candidate. It can help the employer to get to know him and have a more positive image of him.

  • Use verbs like “work together”, “cooperate” and “promote”.
  • Use names like “team worker”, “asset” and “responsibility”.
  • Use adjectives such as "reliable", "intelligent", "brave" and "diligent".
  • Here is what it might look like if you put it this way: “Christophe and I worked together on a marketing project, and he was a great asset in winning over several new clients. He is responsible, sympathetic, enjoys working in a team and will have a positive impact on your business”.
Give a Positive Reference for an Employee Step 5

Step 5. Be honest and don't overdo it

You should praise the candidate in question as best you can, while being honest about their qualifications. There is a fine line between honesty and exaggeration and you should avoid crossing it so that it is not thought that you have been insincere in your letter.

You don't have to say he's the best for the job, if he's not. On the other hand, consider writing something like this: "Christophe is one of the most responsible and sympathetic colleagues that I have had the pleasure of working with." When evaluating the person's skills and technical skills, you can write something like this: "Christophe is one of the top 5 managers that I have had the pleasure of working with"

Give a Positive Reference for an Employee Step 6

Step 6. Proofread and correct the letter

Once you have written your introductory letter, read it again to enrich it and refine parts that need to be developed further. It will also allow you to correct any punctuation, spelling or grammar mistakes.

  • Make sure the project has an introduction, body, and conclusion. Remember to be honest and use positive language while presenting the best possible image of the candidate.
  • Consider reading the letter aloud so you can hear possible mistakes and make sure it sounds perfect.
  • Make sure the information in the letter is appropriate for the new position.
Give a Positive Reference for an Employee Step 7

Step 7. Use the correct format

Before giving the letter of recommendation to your employee, you must give it an appropriate format. This way, the employer can take your approach very seriously.

  • Be sure to write the letter on company letterhead.
  • On the first line, put the date you are writing the letter.
  • Just below the date, put the employer's address. Address the letter to the candidate's probable superior or to the human resources department.
  • Put your details below the information of the future employer.
  • After the greeting, don't forget to sign your name in black ink and have it printed below. You can also specify your title, your address, your phone number and your email.
Give a Positive Reference for an Employee Step 8

Step 8. Read the letter one last time

Before sending, read it one last time to make sure it is free from mistakes or that you have not missed any important information.

Method 2 of 2: Provide a Verbal Reference

Give a Positive Reference for an Employee Step 9

Step 1. Find out beforehand

Check your company's policy regarding this type of referral. Some companies only allow employees to disclose basic information such as length of employment. Other companies only allow references in written form. Finding out about the policy applied within your company will allow you to ensure that you provide a better reference verbally.

Give a Positive Reference for an Employee Step 10

Step 2. Agree or decline to provide a verbal reference

If an employee or colleague asks you to give them good references verbally, make sure you can accept their request positively. If you have had a good experience with the person and can support their application, accept their request.

  • Decline such an offer if you are unable to say something positive about the candidate. You must not compromise their chances of getting the job in question.
  • Only agree to talk to his future employer if you have had to work with him for a long period of time. If you were asked questions about his skills and working style, you might have a hard time answering them if you've only known him for a few months.
  • Make sure you are the correct person to provide the reference. You may need to consult with your boss or check your company policies regarding recommendations.
Give a Positive Reference for an Employee Step 11

Step 3. Gather information about the candidate

You will need some basic information about the job for which he is applying as well as other relevant information that you should know.

  • Ask him for information about the job he is applying for and ask to have his resume up to date. You might even want to assess how he contributed to your projects or your business performance and how that would benefit him for his new job.
  • You should also collect all relevant information relating to his position within your company, such as his performance evaluations.
  • Talk to the person to assess their professionalism and working method. You can also use their performance reviews.
Give a Positive Reference for an Employee Step 12

Step 4. Schedule a telephone interview

Usually, verbal references are only provided over the phone and you should therefore schedule a time to speak with the candidate's potential employer. Thus, you are sure to be able to give good professional and detailed references.

  • Ask the candidate to provide your contact details to the potential employer or to give you the contacts of the company to which he intends to apply.
  • Remember to schedule the date when you are relaxed and not busy.
Give a Positive Reference for an Employee Step 13

Step 5. Write some notes about the candidate

Once you've made an appointment and gathered relevant information, write some notes about the candidate. This way, you can be sure that you don't forget important information about their skills or behavior during the conversation.

Since you don't know what questions the potential employer might ask you, be sure to write a few words about the candidate, including how long you've known them, in what capacity they've worked with you, and an assessment of his competences

Give a Positive Reference for an Employee Step 14

Step 6. Answer the questions honestly

During the phone conversation, you will probably have to answer questions about the candidate. Taking notes and honestly giving as detailed answers as possible can help the candidate land the job.

  • Above all, avoid exaggerating the qualities of the candidate. You don't have to say he's the best in the world at what he does. You can respond objectively by just saying, "He's one of the best coworkers (or employees) I've ever had."
  • Remember that hesitating to answer a question can make you look like you are lying.
Give a Positive Reference for an Employee Step 15

Step 7. Use positive and descriptive terms

When answering the employer's questions, remember to use words that will make the candidate more interesting. This can give him an advantage over other applicants.

  • You can use multiple verbs, nouns, and adjectives to better describe the candidate in question. The more descriptive you use, the more you can help the potential employer.
  • For example, you can say this: “Christophe is very good at solving problems”, or “he knows how to communicate his ideas clearly”.
  • Be sure to also list the skills they will need in their new role.
Give a Positive Reference for an Employee Step 16

Step 8. Avoid touching on personal matters

Only discuss things related to the person's performance at work, such as excellent leadership skills or ability to resolve differences between co-workers. Do not discuss his personal life, as this can make you and him seem unprofessional.

  • Do not argue over personal matters, such as religion, marital status, age or health of the candidate in question.
  • Providing personal information can jeopardize the candidate's chances of being hired. Also, this act may be illegal depending on the type of information you disclose.
Give a Positive Reference for an Employee Step 17

Step 9. End the conversation

End the phone interview after you have answered the potential employer's questions. You can ask questions, if needed or if you want to shed new light on the candidate. Remember to thank the employer and offer to provide additional information if necessary.

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