Wishes and Messages

Sample referral letters for clients

  1. Home
  2. Wedding Anniversary Wishes
  3. Sample referral letters for clients
Sample referral letters for clients
November 25, 2018 Wedding Anniversary Wishes 1 comment

A business reference letter is a document which contains a recommendation and it's given on behalf of a vendor or a client. Download free.

Table of Contents

  1. Template Library 1: Student, College, and Teacher Samples
  2. Template Library 2: Employment Related Samples
  3. What is a Letter of Recommendation?
  4. Format – Content Sections, Font, and Margins
  5. Important Steps Before Writing
  6. How to Write a Letter of Recommendation in 9 Steps
  7. Characteristics of a Strong Letter
  8. How to Ask For One
  9. When to Reject a Request

1. Letter of Recommendation Template Library 1: Student, College, and Teacher Samples

Click Here to View All Student and Teacher Templates

2. Letter of Recommendation Sample Library 2: Employment Templates

Click Here to View All Employment Related Templates

3. What is a Letter of Recommendation?

A letter of recommendation (or reference letter) is a document designed to add extra weight and merit to a job or college application. They are usually written by a supervisor, colleague, teacher, or friend.

There are various different types of recommendation letters, but the three main ones are those for employment, for university applications, and character references.

Who Needs Letters of Recommendation? Why Do They Need Them?

Below we’ve outlined all the various types of people and reasons a person might require one, as well as who to ask for one.

#1. Students Applying for University, Grad School, or Scholarships

Almost all universities and scholarship programs require at least two recommendation letters as part of the application process. These reference letters should ideally be written by previous teachers or professors who are familiar with your academic achievements and abilities.

Students need references because admissions officers and scholarship organizations want to get a better understanding of who they are as a person. Recommendation letters help to shed light on the “full package” that is difficult to fully convey in a resume and personal essay.

For more details on who you should ask to write your recommendation, check out our detailed guide on how to ask for one.

It is also acceptable to have your letter written by a coach, guidance counselor, or academic adviser who can speak to your strengths.

#2. People Applying for Jobs That Require Strong References

For most job applications, a well-written resume and cover letter or letter of interest are more than sufficient. However, certain industries or companies may require a letter of recommendation in addition to these basic essentials. Teachers and physician assistants are two such examples of jobs that often need a written reference as part of the application.

Generally speaking, the most convincing reference letters will be those written by a supervisor. In cases where this is impossible (or undesirable), a recommendation from a coworker who is intimately familiar with your work is also acceptable.

#3. People Who Want to Beef Up Their Job Application

If you feel as though your resume and cover letter aren’t particularly strong, a letter of recommendation can help you land a job when it otherwise might be impossible.

A character reference from a friend, teacher, or family member can make all the difference when it comes to job hunting.

This usually occurs when you have little or no work experience. In situations like these, a character reference from a friend, teacher, or family member can make all the difference when it comes to job hunting.

On the other hand, if you’re applying for a particularly competitive job, a strong reference from a previous employer can turn the tide and help you stand out from the crowd.

4. Format — Content & Page Layout (Font, Margins)

Now that we know what a recommendation letter is and who needs one, let’s go through exactly how to structure the content of your letter, as well as the best page formatting and fonts to create a professional look.

Content Format Guide: 7 Basic Sections

No matter who it’s for, including these seven basic parts in your letter will ensure it hits every point needed to write a strong and compelling letter of recommendation.

Part 1. Contact Information and Letterhead

Ideally speaking, your own name, address, and contact information should go in a letterhead at the top of the page. If you don’t have a letterhead, place this information above the date on the top-left side of the page.

Otherwise, the first thing on the top-right side of the page should be the current date, followed by the addressee’s name, title, company or school name, and then address.

Part 2. Salutation

As with any letter, the first line should address the person or body of people you are writing to by name and title. Avoid vague salutations such as “To Whom It May Concern:” unless there are no other options available to you.

Check out the first step of our letter of recommendation writing guide for a more detailed explanation of how to craft the perfection salutation.

Part 3. Introduction: How you know the applicant

Start by expressing your sincere recommendation of the applicant, explain who you are and your relationship with the person you are recommending, including how long you have known them.

Part 4. The Academic, Personal, or Professional Achievements of the Applicant

The second paragraph outlines the relevant academic or professional strengths of the applicant. Include one to two specific and detailed examples that demonstrate the applicant truly does possess these strengths.

Part 5. Personal Traits and Characteristics

The third paragraph is all about personality. Include details of the applicants positive personality traits and examples that clearly showcase them.

Part 6. Explanation of Applicant’s Departure [Optional]

This optional section is only used when writing letters of recommendation for employment. It should also only be included in cases when the applicant’s reason for leaving their previous or current company is either neutral or positive. Such as relocating for family reasons, or outgrowing the opportunities at the company.

Part 7. Conclusion: Call-to-action

Reiterate your wholehearted recommendation of the applicant and encourage the reader to contact you with any questions they may have.

Page Format Guide: 5 Basic Rules

While the content of your letter is the most important element, the appearance of the page still requires some consideration. The alignment, font size and style, and margins can all impact the impression you give the reader.

The following simple guidelines will ensure your recommendation letter looks professional:

  1. Don’t exceed one page in length unless the extra paragraphs and details you are including legitimately strengthen your recommendation. That being said, anything over two pages is definitely too much.
  2. Use a 12-point font to maximize readability and economical use of space. Using an 11-point font in order to maintain a one-page length is acceptable but should be avoided when possible. Anything lower than 11 points is too small.
  3. Stick to basic font stylessuch as Times New Roman, Arial, Helvetica, and Garamond. Avoid any overly stylistic fonts that could affect readability.
  4. 1”–1½” is the sweet spot for margins. You could arguably go slightly over or under these limits to fit everything onto one page, but it’s best to avoid anything too excessive.
  5. Maintain a left alignmentthroughout the entire page to ensure an organized appearance. 

For more specific details on how to format a letter of recommendation, check out our comprehensive business letter format guide.

5. Three Important Steps Before You Begin Writing

Before you stretch your typing fingers, there are a couple of things you must do to ensure your reference letter is as compelling as possible.

Step 1:Ask the Applicant for Information

Ask the applicant for a copy of their resume, cover letter, personal essay, or any other such documents they are submitting as part of their application. Read through them thoroughly and avoid repeating any of the information mentioned unless it is particularly important.

Ask the applicant if there are any particular points or examples they’d like you to mention.

It’s also a good idea to ask the applicant if there are any particular points or examples they’d like you to mention.

Step 2:Conduct Your Own Research

Do some research on the company, university, or scholarship the applicant is targeting, and customize your letter based on their requirements. If you’re writing a letter for a job application, reading through the job description is a great way to get an idea of the specifics you should emphasize.

Step 3:Think About the Type of Letter You are Writing

Depending on the type of recommendation letter you are writing, the tone and contents will differ. If you’re a manager writing for an employee, the tone will be much more formal and contain a lot of detail regarding an applicant’s professional achievements.

On the other end of the spectrum, a character reference from a friend will be written in a more casual tone and focus more on an individual’s personal strengths and characteristics.

If you’re pressed for time, ask the applicant to do all the research for you and then provide a summary of all the important information.

6. How to Write a Compelling Recommendation Letter — 9 Step Guide

Now that we’ve gotten all the little nitty-gritty details out of the way, it’s time to put pen to paper. Following these steps will help you create a convincing letter of recommendation that is sure to be an invaluable part of any application.

Step 1: A Polite and Personable Salutation

The way you greet someone when meeting them for the first time has a huge impact on their first impression of you. The way you address someone in a letter is no different. As such, it’s important to use a polite and personable salutation to start your letter off strong.

A proper salutation should be structured as follows:

Dear+ Title+ Name of Recipient

The title will vary depending on the individual you are writing to. For example, if you are addressing a hiring manager, you would use a general title such as Mr., Mrs., or Ms.

Example #1:

Dear + Mr. /Mrs. /Ms. + Hiring Manager’s Last Name

On the other hand, if you were writing to a Professor or someone with a Phd, you should use their professional title such as Dr. or Professor.

Example #2:

Dear+ Professor+ Professor’s Last Name

Ideally the applicant requesting the letter should provide you with the name of the person who the letter should be addressed to. If not, a bit of quick research on linkedin, or the company/university website should yield some results.

What Should I Do if I Don’t Know the Name of the Recipient?

When you don’t know the name of the recipient, you should still make your salutation as personable as possible. This means avoiding weak openings that make no attempt to directly address the reader.

Even if you don’t know their nameyou should never use “To Whom it May Concern” when addressing the recipient.

Here’s What You Should Do Instead:

Dear+ Titleof Recipient

For example, if you are addressing a university’s dean of admissions whose name you don’t know, write Dear Dean of Admissions. Whereas if you are writing to the hiring manager of a company, write Dear Hiring Manager.

How Should I Address a Letter to a Body of People or an Organization?

When addressing a body of people such as an admissions committee or board of directors you should follow the same principles as those outlined above. The only difference is that the title of the recipient should be replaced by the name of the group or organization.

Here is the exact formula:

Dear+ Name of Group or Organization

The following examples give you a better idea:

  • DearAdmissions Committee
  • DearBoard of Directors
  • DearRhodes Trust

Step 2: Start Your Introduction With a Punch

The first sentence of your recommendation is arguably the most important because it sets the tone for the entire letter. The best openers are those that immediately express the heartfelt and enthusiastic recommendation of the applicant.

Here are some useful phrases you can use to write a strong first sentence:

  • It’s my pleasure to recommend…
  • It’s my pleasure and honor to…
  • I couldn’t be more pleased to…
  • I have absolutely no reservations about recommending…
  • I wholeheartedly recommend…

In comparison, a generic sentence that lacks enthusiasm such as “I am writing with regards to the recommendation for…” is both boring and weak.

Step 3: Establish Your Relationship

The remainder of your introductory paragraph should be devoted to describing who you are and your relationship with the applicant. This is an essential step because it establishes the relevance of your letter.

If you have known the applicant for a good length of time — and are in a good position to evaluate their strengths — then the potency of your letter multiplies. When establishing your relationship, you should include the following points:

  • Your position and company/school
  • The capacity in which you know the applicant
  • How long you have known the applicant

By including these details in the very beginning of your letter, the reader understands the foundation of the relationship that your words are coming from. This context makes everything you say afterwards much more powerful.

Including some anecdotes about your relationship will help strengthen this important foundation.

Step 4: Give Words of Praise

Finish your introduction with a sentence or two highlighting some of the applicant’s key strengths or personality traits.

The following examples will give you an idea of how you should write yours:

  • During that time, I watched Zach grow into an exceptional individual who excels in both his academic and personal pursuits.
  • Gregory was always an outstanding member of our team, and I have always been impressed by his professionalism and admirable personal qualities.

Don’t worry about going into detail. The purpose of these sentences is to round out the first paragraph, while simultaneously serving as a sneak peak of what’s to come in the body of your letter.

Step 5: Showcase the Applicant’s Professional/Academic Strengths

Your first body paragraph should start by mentioning 2–3 of the applicant’s specific skills, talents, or experiences that are relevant to their target job position or college program.

It is essential that these points are then followed up with detailed and descriptive examples of the applicant’s accomplishments that prove the aforementioned abilities.

Take a look at the difference between the following two examples from a reference letter written for a project manager:

No details:

  • Zach is great at managing projects.

Specific and detailed:

  • Zach’s in-depth knowledge of Scrum Methodologies helped increase the amount of projects completed on-time and within budget by 23%

Not only is the second example far more compelling, but it also showcases the professional accomplishment the applicant has that would benefit her target job. When the reader sees these kinds of examples, they think to themselves, “This is the kind of performance I need at my company.

Whenever possible, include interesting anecdotes about the applicant that demonstrate the strengths and abilities you described. This will create a more personable tone that makes the reader feel as though they are getting to know the applicant — one of the key aspects of a strong recommendation letter.

Make sure the achievements you mention are ones that you personally witnessed. Otherwise, they will carry far less weight for the reader.

Step 6: Highlight the Applicant’s Best Personal Qualities

The next body paragraph should focus on 2–3 of the applicant’s positive personality traits and characteristics — particularly those that would be beneficial or desired by their target company or school.

One of the chief reasons universities and certain companies request letters of recommendation is because they want to get a more holistic understanding of the applicant as a person. Thus, only including their academic or professional achievements is not enough to create a persuasive letter.

Much like with the previous step, include relevant and specific examples or anecdotes to backup your claims. Let’s take a look at some examples:

No Details:

  • Joyce is a selfless and compassionate person.

Specific and Detailed:

  • As a member of habitat for humanity, Joyce demonstrated her compassion and selfless nature by providing invaluable tutelage and mentorship to countless underprivileged children.

In case you’re having trouble thinking of compelling ways to describe an applicant’s personality, we’ve created a table containing some of the best personal qualities to include in a letter of recommendation:

AdaptabilityEnergyHonestyResourceful
CompassionEnthusiasmIntegrityResponsible
CharismaFriendlinessIntelligenceTrustworthy
DeterminationGenerosityLeadershipVibrant

Just be sure that you prove that the applicant possesses the personal qualities you mention with specific and detailed examples.

Step 7: Explain Why the Applicant is Leaving [Optional Paragraph for Job References]

This paragraph is only relevant if you’re writing a letter of recommendation for employment purposes. That being said, you should only include this section if the reason the applicant is leaving your current company is either neutral or positive.

The following are a few examples of the types of reasons that would be acceptable:

  • Relocating for family reasons
  • Outgrowing opportunities available at current company
  • Medical reasons
  • Skillset would be put to better use at another company

After reading through a letter describing how amazing an applicant is, it is quite normal for a hiring manager to think to themselves, “If this candidate is so great, why are they no longer at the company?” By including the reason for an applicant’s departure, it helps to assuage some of these doubts.

If you’re unsure whether or not the reason might be seen in a negative light, then it’s safer to exclude this section altogether.

However, if you’re unsure whether or not the reason might be seen in a negative light, then it’s safer to exclude this section altogether.

Step 8: Encourage the Reader to Accept the Applicant

Begin the concluding paragraph by reiterating your complete, unreserved, and enthusiastic recommendation of the applicant. Follow this up by emphasizing the value of the applicant as an asset.

Use strong, authoritative, and confident language when writing this sentence. Take a look at the following examples:

  • I am confident that Jon will make an outstanding member of your university’s community.
  • There is no doubt in my mind that Allison would quickly become an invaluable asset for your team.
  • It is my strong opinion that Matthew would be a tremendous addition to the University of Virginia’s graduate program in Theoretical Physics.

Finally, conclude by encouraging the reader to contact you if they have any questions about the applicant.

Step 9: Politely Sign-off

Your letter closing should be formal and polite. Sincerely, Regards, and Best regards are all great examples. Sincerely is widely considered to be the best sign-off because not only is it undeniably polite, it also carries a warm, friendly tone. In cases where the closing is more than one word, only the first letter of the first word should be capitalized.

Ready to get started? Save yourself some time and effort by downloading and customizing one of our free templates or samples:

Templates and Samples for Students & Teachers

Templates and Samples for Employment & Jobs

7. The Six Characteristics of a Strong Recommendation

Regardless of what kind of content you end up including, keeping these six characteristics in mind throughout the writing process will help take your recommendation to the next level.

#1. It Is Personable:

Your letter should sound like it was written by a real person. The chief reason why colleges and employers request reference letters is because they want to get an idea how an applicant’s qualifications and personal qualities are perceived by another person.

#2. It Comes from a Credible Source:

If your mom writes you a college recommendation letter outlying how you are such a good, nice boy” it is unlikely to be very convincing to the admissions board. It needs to come from an authoritative source and be written in a strong, confident tone.

#3. It Uses Supportive, Positive, and Enthusiastic Language:

A powerful recommendation needs to be enthusiastic and sincere. If the reader feels like you don’t wholeheartedly recommend the applicant, your letter will be weak and unconvincing.

When describing the applicant’s strengths, enhance them with adjectives such as “exceptional,” “outstanding,” and “superb.”

Using adverbs such as “sincerely” and “wholeheartedly” will inject some passion into your words. When describing the applicant’s strengths, enhance them with adjectives such as “exceptional,” “outstanding,” and “superb.”

#4. It is Specific and Detailed:

You should avoid empty cliches such as, “Mollie is the best student/employee I’ve ever had.” Everything you say needs to be specific and backed up by evidence. If Jim really was the best student you ever had, then you need to describe exactly how and why that was the case.

#5. It Contains a Narrative:

By the end of the letter the reader should feel like they have gotten to know both you and the applicant better. Your relationship with the applicant, and your description of their strengths, should feel like a story. Also be sure to include anecdotes demonstrating the applicant’s abilities and traits whenever possible.

#6. It Is Relevant to the Applicant’s Goals:

A strong recommendation should focus on the strength’s an applicant possess that are relevant to their pursuits. For example, in the case of a student applying to a mechanical engineering department, avoid writing about their exceptional literary masterworks and focus on their achievements in science.

8. How to Ask for a Letter of Recommendation

Asking for a recommendation letter can seem like a daunting task, especially when you’re not sure whether or not the person will accept. This guide will show you exactly how to properly ask for a reference letter, as well as who and when to ask.

If you’ve been asked to write a recommendation and you’re not sure whether or not you should accept, go to the next section for details on exactly when and how to reject a request.

When Should I Ask for One?

You should only ask for letters of recommendation when an application specifically calls for one, or when you believe your application would be weak without one.

The following are examples of when a reference letter would be required or useful:

  • Applying for University
  • Applying for Graduate School
  • Applying for a Scholarship
  • Applying for a job that request ones
  • Applying for an entry-level job with little or no work experience
  • Applying for a job as a teacher
  • Applying to work at a volunteer organization

Who should I ask?

Generally speaking, you should ask someone you have a solid relationship with who can also accurately speak to your strengths from a position of authority. That being said, the best person to ask for a recommendation will depend on the type of application you are making.

Tips on who to ask if I’m a…

a. Student Applying to College or Scholarship:

Pick a teacher who has taught you for a long period of time and whose classes you performed particularly well in. If you are applying for a specific major, consider asking a teacher who taught you a subject related to your target field.

b. Student Applying to Grad School:

Ask a professor with whom you have had extensive interaction, such as one from a course which involved a lot of discussion. Even if you performed exceptionally well in a certain professor’s course, if there were 300 people in the class they would be unable to write an effective letter for you.

If you wrote a thesis paper as an undergrad, your adviser is likely the professor most well-equipped to write your recommendation.

c. Teacher Applying for a Job at a New School:

Ideally, you should ask the principal of your previous school because they can write you a letter from a position of authority. However, if you’d rather not ask the principal or feel they don’t know you well enough, asking the head of your department is a great alternative.

d. Recent Grad Applying for a Teaching Job:

If you specifically studied to become a teacher in college, then you will have already taught some courses under the guidance of a professor or two. One of these professors is by far the best candidate to ask to write your recommendation.

e. Applying to a Job with Little or No Work Experience:

Ask a friend or extended family member to write a character reference for you. A reference from a direct family member will be seen as “too close to home” and will not be taken seriously by any potential employer.

f. Applying to a Job with Experience:

The ideal writer would be someone who has directly supervised your work such as a manager. In cases where asking your manager is not ideal, a colleague who you have worked with closely is also acceptable.

If you’re still not sure who to ask, use the following formula: pick the person in the highest possible position with whom you have the strongest relationship.

How Should I Ask? (6 Expert Tips for Proper Etiquette)

In many cases, how you ask for a letter of recommendation can be the difference between a person saying yes or no. These six tips for proper etiquette will help you ask in a way that makes it hard to decline.

#1. Ask in Person:

Whenever possible, always ask for a recommendation in person. The person you ask will appreciate that you took the time to make a personal, face-to-face appeal.

#2. Explain Your Situation:

Don’t jump straight into asking for a reference. Start by explaining exactly what you are applying for so that they understand why you are asking in the first place.

#3. Use Polite Language:

Use indirect turns of phrase to ensure your tone is as polite as possible when asking someone for a recommendation, even if you know the person very well.

Don’t say: “Hey can you write me a recommendation letter?

Do Say: “I was wondering if it might at all be possible for you to write me a letter of recommendation.

In almost all cases, politeness is the most important factor in convincing someone to accept your request.

This is by far the most important tip, so pay extra attention to it. In almost all cases, politeness is the most important factor in convincing someone to accept your request.

#4. Give Them an Excuse to Say No:

In case they are unwilling or unable to write your letter, always follow up your request with a statement that allows them to easily decline. Don’t put them in an awkward position where they have to directly refuse.

Example: “If you’re too busy with other tasks to write it, I perfectly understand and please don’t hesitate to decline.

#5. Emphasize Why You’re Asking Them:

Explain why you chose to ask for a recommendation from them. Many times this will help convince them to accept your request even if they are busy.

Example:I understand that you might not have time, but since you have taught me for 2 years and are familiar with my work, I believe that no one is more qualified to write my recommendation than you.”

#6. Express Your Gratitude:

Tell them how appreciative you would be if they would take the time to write your letter. However, don’t give them the impression that you expect them to accept (as outlined in tip 4).

Example: I would really appreciate it if you were able to write a letter of recommendation for me, if you are unable to do so, however, I completely understand and please don’t worry about it.”

In the end, as long as you ask with a polite and sincere attitude, most people will be more than happy to write a recommendation for you.

How to Ask via Email (with Template)

If you are in a situation where you can’t ask for a recommendation in person, write a request via email. Simply follow the same guidelines outlined in the section above and your request will be golden.

If you’re still unsure of yourself however, we’ve created a professional template for writing a letter of recommendation email request below. Simply copy and paste the template and then fill in your own details.

Subject Line: Request for Letter of Recommendation

Dear [Title + Name of Person You are Asking]

First of all thank you for taking the time to read this email and I hope that this request does not cause you any inconvenience.

I am applying for [university program/job position] at [target school/company] and was wondering if it would at all be possible for you to write a letter of recommendation for me.

As my [relation with requestee], I sincerely feel that no one else is more suited to writing me a recommendation and I would truly appreciate any kind words you might be willing to say on my behalf.

That being said, I know that you are extremely busy and if you are unable to find the time to write a letter I would completely understand.

Sincerely,

[Your Name]

What Information Should I Provide to the Person Writing My Letter?

Once your writer has accepted your request, you need to provide them with as much useful information as possible. This will not only make things more convenient for your writer, but also ensure that they write you the best recommendation possible.

Here’s a list of some of the info you should provide:

  • Your resume & cover letter
  • Your personal statement (if you’re a student)
  • The name of your target university or company
  • A link to the description of your target job or program
  • Personal strengths or characteristics you’d like them to focus on
  • Specific achievements you’d like them to mention

9. When and How to Reject a Request for a Recommendation Letter

When:

Of course, there are always times when you may be exceptionally busy and finding the time to write a letter can be difficult. In these situations accepting or rejecting a letter is completely up to you.

There are two situations in which you definitely should reject a request for a reference letter.

Other than that, there are two situations in which you definitely should reject a request for a reference letter.

#1. You don’t know enough about the applicant to write them a strong recommendation.

Even if you are aware that an applicant has exceptional abilities and personal qualities, you may not be familiar enough with the specifics of their accomplishments to write a proper letter.

#2. You know a lot about the applicant but can’t think of enough positive things to say.

It sounds harsh but there are times when an applicant’s performance at your company or school has simply not been ideal. If you’re struggling to come up with a way to portray them in a positive light, it’s better to decline the request and let someone who is more familiar with their strengths write their recommendation.

How:

Of course, if you want to just flat out reject a request, that is completely acceptable. However, if you’d like to soften the blow a bit, coming up with an excuse is remarkably easy.

Simply apologize to the student and tell them that you are too busy, and feel as though you lack the time required to write them the letter they deserve.

Simply apologize to the student and tell them that you are too busy, and feel as though you lack the time required to write them the letter they deserve.

Now that you know everything there is to know about recommendation letters, feel free to check out our professional templates and samples. Our experts have created a comprehensive library of examples for both studentsand employment.

If you need more inspiration for writing your letter, we also have extensive guides for writing cover letters, business letters, and even letters of resignation.

Written by Matthew Kerr

Matthew Kerr is a career adviser at Resume Genius, where he reinvigorates client's careers and saves resumes from the trash heap. His career expertise has been quoted on countless publications across the web, including... more

Formal Client Letter of Reference Template. formal client letter template triochitarristicodiroma.com Details. File Format. PDF. Size: 7 kB. Download.

FREE Sample Referral Letters

sample referral letters for clients

A business reference letter is a document which contains a recommendation and it’s given on behalf of a vendor, a client or any other type of business associate. As some point, you may have to provide such a letter which is also known as a business recommendation letter or a company recommendation letter. Read on to learn more about this letter and how to compose one.

Contents

Business Reference Letters










When to use a business reference letter

A business reference letter is a written recommendation given by one entity on behalf of another entity which can either be an individual or an organization. It verifies the quality of goods and services or the dealings offered by the organization or individual to a potential client who plans to hire them.

Nowadays there are so many businesses available that it can be extremely challenging to compete without reference or business recommendation letters. If you’re a business owner, you know that there are a lot of generic partners or employers who want to learn more about your business and your reputation.

The best way they can learn about your business is through written references and recommendations. Therefore, it’s important to have a company recommendation letter before attempting to knock on the doors of clients or businesses you want to offer your services to.

You can also use such a letter when looking for a new job, a business partner or a service contract. The letter:

  • Acts as your endorsement in written form.
  • Explains in detail the qualification of the person who wrote the letter.
  • Provides insight into the reputation of the entity referred to.

Writing a business reference letter can be quite a challenge, especially when you don’t have an idea of where to start. The good thing is that you can either download a template or read letter samples to learn more about such letters. After doing this, you’ll realize that such a letter is very simple.

To write an effective reference letter, you must include the following elements:

  • Your name and contact details as well as the ones who will receive the reference letter.
  • The name of your business or organization and the name of the business which will receive the reference letter.
  • The date you wrote the letter.
  • A formal salutation.
  • Your qualifications as the author of the letter.
  • Your general impressions about the organization or person referred to in the letter along with their responsibilities and character.
  • The nature of your relationship with the one referred to in it.
  • Details which show why the person or organization qualifies for the job.
  • Your willingness to work with the one referred to in the letter again.
  • How the reader can reach you in case of questions or follow-up.

As long as you include all of these basic elements in your letter, you can send it and expect positive feedback from the recipient. When you have to compose a reference letter for a former service provider or employee, just keep these elements in mind. You can also download a template and customize it as needed.

Business Recommendation Letter












Rules to follow when writing a business reference letter

Whether you manage a small business or a big one, you must learn how to write an effective business reference letter. You would have to compose this letter for any employees who have decided to search for other employment opportunities. Providing a great business recommendation letter gives them an edge over the competition.

Although there are no standard guidelines for writing reference letters, there are some rules you must follow:

Structure

There is a basic structure to follow when writing business reference letters. It starts with the mailing address of the recipient followed by a formal salutation. After this comes the body of your letter. Of course, this is where you provide details about your recommendation or referral to the recipient.

After the body, the next part is a closing statement after which, you type your full name. Proofread your letter, print it out, then affix your signature right above your name.

Details

In the body of your letter, include a statement which confirms or verifies the employment details and the qualifications of the person you’re referring to in the letter. Some important details include employment dates, the job title and capacity, and even the salary of the employee if needed.

You may also share details about the employee’s attitude and performance too. If the employee’s performance was more than you expected, you might want to include this in the letter along with some details.

When you write the letter as a reference for one of your previous employees, you would have to provide recommendations for them to get a good position in another organization. In such cases, you may also want to include the previous responsibilities held by your previous employee in the company.

Other details to include are the employee’s professional strengths and skills. Also, indicate your willingness to hire the employee again if he re-applies to your organization. If you still have space in the letter, you may share specific projects or situations which show the skills and strengths of the employee you’re referring to in your letter.

Formatting

When it comes to formatting, reference letters vary. But just like with the structure, most people follow a basic style. Align the recipient’s mailing address, the salutation, the body, your name, and signature on the left side of the document. For the date, align this on the right.

Company Recommendation Letters












Tips for writing a business reference letter

You may have to compose a business reference letter for companies or organizations which you’ve tried working with in the past too. In such cases, they would require the letter for the purpose of confirming the operational soundness of the company and their ability to perform as expected. Here are some tips for you:

  • You can use a basic business recommendation letter template for the structure of your document. Then input the contents as needed after some consideration. As aforementioned, you must include honest comments about the capabilities and quality of service of the company you’re writing about.
  • Provide specific details regarding your relationship with the company. Such details include the goods you have purchased, the services you availed of, how long you worked with them, and when you worked with them. Also, give a clear statement about Your reason for writing the letter.
  • Then provide detailed information about the performance of the company and any other details which the reader may find useful. Be as specific as you can when writing these details. Remember that the reader will use the information in the letter as a deciding factor on whether or not he will work with the company.
  • If you had a good experience with the company, then you may want to write about all those good things in the letter. Of course, if you had a bad experience and the company asks you to write a business reference letter for them, you should politely decline instead of composing a letter which contains inaccurate information.
  • When describing the strengths of the company, make use of concrete examples. The more you use illustrative comments, the more the reader will understand the business. This is a lot better than giving too many praises and sentiments which, in some cases, may come off as insincere.
  • Close your letter with a summary of the strengths of the company along with a clear, concise recommendation. This wraps up your letter in the best way possible as it fulfills the purpose of the document.
  • As you’re composing the letter, don’t make it too short or too lengthy. Stay away from language which is too general, effusive or superlative. Instead of describing the traits of the company using adjectives, provide concrete examples of how you saw those traits firsthand.
  • Make sure to proofread your letter before printing it out or sending it through email. A letter which contains too many grammatical and spelling errors won’t be as credible as one which has been perfectly checked and polished.
  • Don’t forget to include your contact details in the letter. In some cases, the recipient would like to reach out to you and ask you more questions about the business or person you wrote about. In case the recipient gives you a call, answer all of their questions as honestly as you wrote the letter.

Sometimes, a person or business may convince you to write a reference letter even though you have nothing good to say. Although the first thing you must do is diplomatically decline, there are some cases when you just can’t. Therefore, you would still have to compose a letter and be as professional as possible.

In such a case, you may want to do a bit of research about the person or the organization. Learn more about their strengths so you have something good to say about them. Focus on these strengths no matter how small they are. In doing this, you’re still giving a positive letter without providing inaccurate information.











Posted on May 7, 2019In Documents

Tags:Business, Documents, Letter, Reference

how to write a letter to my husband
Thank you boss sample
exit letter example
Company reference letter template
thank you note for years of service
Acting appointment letter
resign notice template
Meeting confirmation email sample letter

How to Write a Referral Letter for a Business

sample referral letters for clients

Your Firstname Lastname
Your Title
Your Business Name
Your Business Address
Your City, State Zip Code

Date

Firstname Lastname
Business Name
Address
City, State Zip Code

Dear Ms. Lastname,

It is with much enthusiasm that I am writing to recommend the services of the Sparkleshine Cleaning Service.

I have been using Sparkleshine to clean my offices for the past five years and have always been completely satisfied with their performance. They do an excellent job, are always punctual, and offer the most competitive rates in town.

We have also hired them on occasion for extra jobs, such as cleaning after a move, cleaning the Venetian blinds, deep cleaning the kitchenette, etc. They have been very reasonably priced, and always do exactly what we ask of them.

I'm happy to recommend the services of Sparkleshine. If you have any questions, please feel free to contact me.

Sincerely,

Your signature (hard copy letter)
Firstname Lastname

Formal Client Letter of Reference Template. formal client letter template triochitarristicodiroma.com Details. File Format. PDF. Size: 7 kB. Download.

How to Write a Letter of Recommendation — 8 Free Templates & Samples

sample referral letters for clients

Many successful business people have been asked to write a letter of recommendation for someone they know or have done business with in the past. Sometimes the recommendation is for a person who is applying for a new job in your industry. Other times it may be for a business you have worked with that is looking to build its client base.

It's flattering to be asked. It always feels good to help someone you have a professional relationship with. However, there are some things you should know about writing a business recommendation letter.

Writing as an Individual or on Behalf of the Organization

If you're writing a letter as your organization’s representative, know that while some companies allow their employees to write reference letters freely, others may censor or prohibit them entirely. So, be sure to find out what your employer's policies are before consenting.

Many organizations also have references go through human resources (HR) approval process. Check with your company's policies before proceeding.

If you’re a business owner and a current or former contractor requests a recommendation letter from you, read the following guide to use your discretion.

Example Letter Recommending Professional Services

Download the Word Template

Business Reference Letters Recommending Professional Services #1 (Text Version)

Annabelle Sebastian
123 Main Street
Anytown, CA 12345
866-123-4567
asebastian@sebastianlaw.com

September 1, 2018

Jack Eggleston
Acme Law Firm
123 Business Rd.
Business City, NY 54321

Dear Mr. Eggleston,

I am writing to recommend the services of Daniel Lightheart, CPA. Daniel has been working for my law firm for the past fifteen years as our accountant and bookkeeper. His knowledge and attention to detail have aided in keeping our company on track during the recent recession and through a major restructure.

I feel confident in recommending Daniel's accounting services.

He is not only thorough but also easy to work with and always willing to take the time to discuss my concerns and respond to questions.

If you have any further questions, please feel free to contact me.

Regards,

Annabelle Sebastian

Business Reference Letters Recommending Professional Services #2 (Text Version)

Lisa Moore
123 Main Street
Anytown, CA 12345
800-212-4444
lisamoore@timewatches.com

September 1, 2018

Joan Kelly
Acme Software
123 Business Rd.
Business City, NY 54321

Dear Ms. Kelly,

I am Vice President of Time Watches am writing to recommend the marketing services of Michaela Brown. Michaela created and implemented many successful campaigns for us from July 2012 to January 2018.

Her design software expertise coupled with her collaborative and innovative spirit made her the go-to expert for our most significant projects. She single-handedly took our Twitter following from 1,000 to over 52,000 in just three months by using forward-thinking strategies. She was detail-oriented, organized and always open to constructive feedback, making our business relationship both effortless and pleasant.

I recommend Michaela for any role through which she can contribute her remarkable creativity and dedication. If hired, I am confident that she would take your marketing efforts to new heights.

If you have any further questions, please feel free to contact me.

Regards,

Lisa Moore

When You Recommend Someone

The candidate should be someone you know fairly well and with whom you have recently worked. For example, you likely can't provide a recommendation for someone you worked with ten years ago or with whom you only worked for a month. Although it might be tempting, you’d be relying on either old or not enough, information, both of which may be misleading. There’s just no way to know.

So, unless you can truly speak to someone’s existing skills, politely decline their request.

Honesty Is the Best Policy

You should know the candidate in a role which allows you to write a meaningful reference.For example, if you have worked with the person as a freelance writer but he's now starting a dog walking business, you can't attest to his skills in another realm.

In such cases, it’s best to decline and perhaps offer advice as to who would make a better candidate. If he wants to start a dog walking business, he should already have a steady clientele who can genuinely vouch for his abilities.

Write the letter only if you can honestly offer a positive reference. If you have nothing positive to say about their performance, do the honest thing and say you're unable to contribute. If you feel obligated to give an excuse for why:

  1.    Be completely honest and say you don’t feel comfortable writing on their behalf.
  2.    Tell a white lie such as, “I’m not in the position to write recommendation letters.”

Though you may feel awkward or guilty, trust your intuition. Besides, an unauthentic letter will serve neither the applicant nor their potential employer well.

Stick to the Facts

Once you agree to write the letter, keep it focused and include only information that is factual and truthful. Avoid saying something that is strictly opinion – it might work against someone being considered for future employment and could potentially result in legal problems for you and your company. Making a lofty claim like, “Louisa is a brilliant writer,” on its own is dangerous. You should be able to support it with outside recognition or an award that her work received. If you cannot, you might say, "Louisa consistently produced great content for us.”

In the same vein, avoid exaggerated and overly positive statements. If you build someone up too much, the letter might not carry any weight with future clients or employers.

How to Structure a Reference Letter

1. Introduce yourself in the opening paragraph to set up your position and your relationship to the candidate. Let the reader know why you qualify to prepare such a letter. 

2. Confirm facts about the candidate and where he is currently employed (if he is):

  • The person’s job title and company
  • How long you worked with the person
  • When you worked with the person, if you don’t currently
  • The nature of your business relationship or the capacity in which you worked with the candidate.
  • Offer your judgment of the candidate's skills and qualities concerning their professional services. Emphasize their most valuable traits, such as writing skills, problem-solving or time management. You can draw out any exceptional abilities, state that you would happily reemploy them, and note specifically how their professional services benefited you and your organization.

4. Use the final paragraph to add any additional examples or anecdotes as you see fit. 

5. Lastly, close by offering to answer any further questions or provide follow-up information.

Answer Any Follow-Up Questions

Sending a letter of recommendation is vital to a potential job candidate or service provider and by following this format, you'll provide helpful information to the prospective client or employer. You may receive a simple “thank you” response, or they may ask more detailed questions about the applicant. In any case, be sure to respond promptly. 

WATCH THE VIDEO ON THEME: How to write a medical referral letter

Today, we're sending a FREE referral-generating email template your Trade some of your worst clients for the best companies in the world.

sample referral letters for clients
Written by Maukinos
Write a comment