How to Write a Personal Reference Letter: Tips and Examples

Whether you're a first-time jobseeker or a seasoned professional applying for a new job, having a well-crafted personal reference letter can be a tremendous asset.

According to the US Office of Personnel Management (OPM), reference checking helps predict the success of job applicants by comparing their experience to the competencies required by the job.

This article will guide you through everything you need to know about writing a compelling personal reference letter, enriched with practical tips, detailed examples, and best practices.

What is a personal reference letter?

A personal reference letter, also known as a character reference letter, is a written document provided by someone who knows the candidate on a personal level.

This letter helps attest to the candidate's character and positive qualities that are suitable for a particular job. Unlike professional references that focus on work performance and qualifications, this letter highlights a person's integrity, reliability, and interpersonal skills, often providing concrete examples from their personal life or community involvement.

Why is a character reference letter important?

A character reference letter can make a significant difference during the hiring process. Hiring managers often look beyond professional qualifications to find candidates who demonstrate the right work ethic, attitude, and social skills suited for the company culture or community environment. Here are some reasons why a character reference letter holds weight:

• It offers a personal perspective that supports what is stated in the resume and cover letter.
• It can provide credible evidence of a candidate being highly qualified both professionally and personally.
• It may tip the scales when two candidates have similar professional experience.
• It highlights values such as honesty, dependability, and teamwork, which are difficult to assess through standard interviews alone.

Who can write a personal reference letter?

Anyone who truly knows the person well and can confidently speak about their positive qualities can write a character reference letter. This often includes:

• Friends or neighbors
• Former teachers or professors
• Community leaders or volunteers
• Coaches or mentors
• Leaders from volunteer work
• Members of the local community

Keep in mind that it's crucial that the person writing the letter can provide specific examples of the candidate's character and personal traits. The best personal recommendation letters explain how the person's skills match the demands of the position or opportunity they're pursuing.

When are professional references/job references used?

Professional references or job references are usually provided by previous employers, supervisors, or colleagues who can vouch for your professional experience, skills, and job performance. These references are usually used on:

• Job applications
• Academic applications
• Professional memberships
• Legal or personal matters

How to write a personal reference letter

Writing a personal reference letter for a colleague or someone you know is crucial and should never be overlooked. Below are the key steps for writing an effective recommendation letter:

1. Create an opening for your recommendation letter

   Start your letter formally, addressing the recipient directly. Use salutations like "Dear Ms. Smith" or "Dear Dr. Johnson" if you know the name of the hiring manager or admissions officer. If you don't, a general salutation like "To Whom It May Concern" is acceptable but less personalized.

   In the first paragraph, introduce yourself and your relationship to the candidate. Mention how long you have known the person and in what capacity. For example:
   "I am writing to recommend Matt Jones, whom I have known for over eight years as an active participant in our town government and volunteer work."

2. Discuss your relationship with the candidate

   In the second paragraph, explain on a personal level how you know the person and in what contexts you have interacted. This helps validate your perspective and provides a foundation for your specific examples.

   Be sure to provide details about the person's involvement in community endeavors, volunteer opportunities, or other relevant activities. For example:

   "Matt has been an invaluable asset to our children's schools and a dedicated volunteer in many community endeavors."

3. Highlight their skills and attributes

   This is the core of your letter. Use this section to emphasize the candidate's best attributes, such as work ethic, reliability, communication skills, or leadership qualities. Provide specific examples that demonstrate these qualities. Instead of vague praise, you can share concrete examples like:

   "During the annual town festival, Matt coordinated over 100 volunteers, demonstrating exceptional organizational skills and an unwavering commitment."

   Make sure the skills and traits highlighted align with the job description or opportunity the person is applying for, making this part of a personal recommendation letter particularly impactful.

4. Finish with a strong statement of recommendation

   Conclude your letter with a clear, strong endorsement. State your confidence in recommending the person and your belief that they will be a valuable asset in their new position. Example:

   "I wholeheartedly recommend Matt for the position and am confident she will be a tremendous asset to your organization."

5. Share your contact information

   End your letter by offering to provide further information if needed. Include your full name, position (if relevant), contact details, and phone number. Example:

   "Please do not hesitate to contact me at 555-123-4567 or via email at john.doe@email.com if you require further information or have any questions."

   Traditionally, many personal recommendation letters include a handwritten signature after the closing, enhancing the letter's authenticity.

Personal reference letter sample templates

Here's a sample personal reference letter illustrating a distinct tone and style for your reference:

Sample personal reference letter (General)

"Dear Ms. Garcia,
I am pleased to write this letter of recommendation to recommend Matt Jones for your upcoming job opening at ABC Marketing. I have had the pleasure of knowing Matt for over five years, both as a neighbor and as an active participant in our local community programs.

Matt consistently demonstrates a strong work ethic and a remarkable ability to work collaboratively with others. During the annual charity drive, Matt served as the volunteer coordinator, managing dozens of participants with great enthusiasm and organizational skill.

This combination of leadership and dedication makes Matt a valuable asset in any work setting.

I am confident Matt's positive qualities and personal traits will make him a great fit for your team. If you have any further questions or require additional information, please feel free to contact me at 555-987-6543 or via email at jane.doe@email.com.

Sincerely,
Jane Doe
[Handwritten Signature]

Key takeaways: Final tips and best practices

1. Be sincere and specific. Avoid generic praise; instead, provide specific examples that prove the person's positive qualities and personal traits.
2. Align your letter with the job description or opportunity. Tailoring your letter shows a clear understanding of the position and why the person is a perfect fit.
3. Use more than one paragraph to structure your letter effectively-introduction, relationship explanation, skills highlight, and strong recommendation.
4. Maintain a professional tone. Even though personal recommendation letters highlight personal traits, the letter should remain formal and respectful.
5. Include your contact details and willingness to provide further information. This reassures employers or admissions officers and shows you stand behind your recommendation.
6. Consider a handwritten signature, especially when submitting physical copies, because it adds authenticity.
7. Respect privacy and consent. Always get the candidate's approval before sending their reference letter.

In summary, a well-written personal reference letter can significantly strengthen job applications. By providing hiring managers with a personal recommendation letter filled with specific examples, concrete evidence, and sincere endorsements, you help ensure a highly qualified candidate stands out as a valuable asset poised to succeed.

FAQs

Here are frequently asked questions about personal reference letters:

What is the difference between a personal reference letter and a professional reference?

A personal reference letter focuses on the individual's character, integrity, and personal traits. A professional reference, on the other hand, is provided by employers or colleagues and emphasizes work performance, skills, and job qualifications.

Who is the best person to ask for a personal reference letter?

The best person to write your reference letter is someone who knows you well personally and can confidently speak to your positive qualities, such as a friend, neighbor, teacher, mentor, coach, or community leader who has witnessed your character and contributions.

What key information should be included in a personal reference letter?

A strong character reference letter should include your relationship with the candidate, specific examples of their positive traits and skills, alignment of these qualities with the opportunity they are seeking, a clear statement of recommendation, and updated contact information for follow-up.