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A Good Reference Letter Is the Best Gift for the Person You Value

A Good Reference Letter Is the Best Gift for the Person You Value

When you were asked to write a reference letter, did you get a warm fuzzy feeling or did you cringe with anxiety? Perhaps a little of both?

Either way, having to write a reference letter comes with great responsibility. And while you might feel excited to help someone on their journey to a better future, you also realize there is a lot relying on your writing abilities.

First, do you know what a reference letter is?

Do you know what to say in a reference letter? How long should it be? How can you sell the person’s strengths and abilities without sounding overzealous?

It’s important first to understand the purpose behind the reference letter. Companies and institutions who ask for reference letters want to know why a candidate would be well suited for a position, but it’s equally important for them to know what qualifies you to recommend them for such a position.

Before you start writing, make sure you understand the context of the situation. Is this letter for school admission? A new job? Entry into an organization?

If you still aren’t sure about content, formatting, or what exactly you should say, here are a few tips and tricks you can apply when crafting your reference letter:

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10 Features of Standout Reference Letters and What Makes Them So Special

Speak from a personal perspective

    This example from Monster.com demonstrates the writer’s personal experience with Sharon, the person she is referring.[1] She takes care to include her own observations when working with Sharon, along with a specific situation in which Sharon attended optional professional development seminars.

    However, make sure that your personal testament is just that – personal. Don’t forge instances or embellish events because you think they sound good.

    Use a business letter format

      If you are sending a hard copy letter, you want to make a professional presentation to the reader. Using a standard business letter format, like the one above, can give your message a toned, polished look without distracting from the content.[2]

      Write your letter based off the job description

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        It’s important to know in what context your letter will be used. If it’s for a particular job, ask the person for a copy of the job description. You can use the description to search for clues about what qualities the ideal candidate will have, and then tailor your letter to demonstrate those same qualities, if they apply to the person you are referring.

        The example above shows the writer understands the position the person is applying for, and relates his skills to ones that will benefit the position.

        Keep it positive

          The purpose behind a recommendation letter is to showcase why a person deserves the attention of the company or institution who requested the letter, as demonstrated in the above example.[3] We all have our shortcomings, but a reference letter isn’t the place to point those out.

          If you don’t believe you can truthfully describe the person in a positive light, you may want to consider declining the request to write the letter.

          Only write a letter if you know the person well enough

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            If you are writing a letter, you should be familiar enough with the person to speak about their abilities and accomplishments, just like the example above.[4] You would be better equipped to write a letter for a colleague with whom you worked side by side for a year, rather than someone who simply worked in your building and spoke to you weekly for the past five years.

            Make it simple and to the point.

              You don’t need to write an entire saga of why a person deserves your recommendation. On the other hand, you also don’t want to make your message too brief. Keep your reference letter to one page, and use as much of that page as necessary to paint a clear, concise picture of the person you are referring.

              Don’t worry too much about creativity, and certainly avoid “fluff.” Instead, focus on how to deliver the most content in the shortest amount of words and space, like the example above.[5]

              Include your contact information

                Let the reader know how they can reach out to you if they have any additional questions. You can share your direct phone number or email address, as shown above.

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                Ask for the person’s resume or CV.

                Understanding other aspects about the person you are writing about can give you important clues to include in your letter.

                Share specific examples of the person’s work

                  The more specific you can be about the person’s true abilities, the better idea the reader will have of how the person might perform. In this example from Resumo, the writer shares that the person he is referring successfully helped to closed new contracts worth several million dollars and developed a new business line focused on Public Safety.

                  Once you finish your first draft, look for instances where you can speak more specifically about the person’s accomplishments or skills. This might take the form of numbers, statistics, rankings, how much money the person saved the company, etc.

                  Submit your letter to the right person

                  Do you need to give the letter to the person for whom you wrote it, or should be it mailed directly to the person requiring the letter? If you aren’t sure, ask.

                  You don’t have to be a good writer to write a great reference letter!

                  Use the above tips and samples to help ease your writing anxiety. Remember, if the person doesn’t reach their ultimate goal, it’s probably not because you wrote a bad letter.

                  Featured photo credit: Flaticon via flaticon.com

                  Reference

                  More by this author

                  Alli Hill

                  Freelance Writer and Marketing Consultant

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                  Last Updated on April 23, 2019

                  How to Set Stretch Goals and Keep Your Team Motivated

                  How to Set Stretch Goals and Keep Your Team Motivated

                  Stretch goals are a lot like physical fitness. When you adopt a physical sport such as running, continual practice leads to increased stamina, growth and progress.

                  While commitment to the sport improves performance, true growth happens when you are stretched beyond your comfort zone. I know this from personal experience.

                  For years, I was an avid runner. I ran with a variety of running groups in the Washington, D.C., area and in Columbus, Ohio, where I lived prior to moving to the nation’s capital in 2011.

                  While I was initially fearful about slacking off on my exercise habit when I moved to D.C., running enthusiasts in the area provided continual motivation, inspiring me to lace up my shoes day after day. Much to my surprise, many of the area’s running stores (including Pacers and Potomac River Running) boasted running groups that met in the mornings and evenings. So, it was relatively easy for a newcomer like me to connect with like-minded peers.

                  I was never a particularly fast runner, but I enjoyed the afterglow of the sport: being completely drained but feeling a sense of accomplishment; setting and reaching goals; buying and wearing out new tennis shoes. The sound of throngs of feet pounding the pavement in semi-unison is still enough to bring tears to my eyes. Yes, I sometimes tear up at the start of races.

                  Of all the groups I ran with, the Pacers Store group that met on Monday nights in Logan Circle boasted the fastest runners. I met up with the group week after week only to be the slowest runner. It was difficult to muster the courage to get up every week and meet the group knowing what was waiting for me: sweating and watching the backs of fellow runners.

                  Each time I joined the group, I was stretching myself without even realizing it. Instead of feeling like I was transitioning into a better running, for a long time I felt I was torturing myself.

                  Then something remarkable happened. I went for a run with a different set of runners and noticed my time had improved. I was running at a faster pace and doing so with ease. What was once uncomfortable for me I now handled with ease.

                  The reason I was becoming a better runner was because I was taking myself out of my comfort zone and challenging myself physically and mentally. This example illustrates the process of growth.

                  Fortunately, we can create situations that stretch us in our personal and professional lives.

                  What Is a Stretch Goal?

                  A stretch goal – as authors Sim B. Sitkin, C. Chet Miller and Kelly E. See detail an article “The Stretch Goal Paradox” in Harvard Business Review[1] – is something that is extremely difficult and novel. It is something that not everyone does, and it’s sometimes considered impossible.

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                  In general, you establish stretch goals by doing things that are difficult or temporarily challenging.

                  For instance, when I was first promoted to a senior communications management role, I knew I needed to beef up my relationships with media personalities. I set a goal to once a month book a day of media interviews in New York City – which is home to many media outlets, including SiriusXM radio, CNN, NBC News, HuffPost, VIBE.

                  This was a huge goal because it meant not only identifying the right people to meet with but convincing them to meet with me and my team. While I didn’t end up meeting the goal of doing a full day of media interviews in New York City, I met more people than I would have met had I not established the goal and instead stayed in the comfort of my D.C. office.

                  It is important to note that just because you establish a stretch goal doesn’t mean you’ll achieve the goal each time. However, the process of trying is guaranteed to provide some level of growth.

                  The Importance of Creating Stretch Goals

                  The beginning of the year is a perfect time to assess where you are excelling and where there is room for you to grow. I typically start the year by creating a yearlong strategic plan for myself.

                  I think about the things that are necessary to do and things that would be cool to do. I assess the people I should know and think through how to meet them. Then I ask myself if the goals are realistic and what would need to happen for me to achieve them.

                  Over time, I have learned that there are five things I can do to set stretch goals:

                  1. Get Outside of Your Head

                  If I exist within the confines of my imagination, I imperil my own growth and creativity.

                  If I examine my accomplishments and celebrate them in isolation of others’ accomplishments, my vantage point is limited.

                  I want to be comfortable with what I accomplish, but I also want to be motivated by watching others. In some respects, stretching is about expanding your network of friends, associates and mentors. These are the people who will propel or slow your growth and development.

                  Since two are better than one, I always value being able to share my progress with others, seek feedback and then map a plan for success.

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                  2. Focus on a Couple Areas at a Time

                  When setting goals, it is important to focus on a couple of areas at a time. Most of us are only able to focus on a few things at a time, and if you feel you are unable to tackle all that is before you, you may simply disengage.

                  I see this in so many areas of life:

                  When people get in debt, if they believe the debt is insurmountable, they refuse to look at incoming bills for fear of facing down the debt. Unfortunately, many businesses go awry when setting stretch goals.

                  In “The Stretch Goal Paradox,” Sitkin, Miller and See note:

                  “Our research suggests that though the use of stretch goals is quite common, successful use is not. And many executives set far too many stretch goals. In the past five years, for example, Tesla failed to meet more than 20 of founder Elon Musk’s ambitious projections and missed half of them by nearly a year, according to the Wall Street Journal.”

                  Goal-setting is like a marathon, not a sprint. It doesn’t all need to happen at the same time, and pacing is extremely important if you want to get to the finish line. It is better to focus on a couple goals at a time, master them and then move on to the next thing.

                  3. Set Aside Time Each Year to Focus on Goal-Setting

                  When I was a managing director for communications for the Advancement Project, I spent the first part of every year facilitating a communications planning meeting.

                  The planning meeting began with the team members assessing the goals the team had established in the preceding year, and whether those goals were realistic or not. If we failed to meet certain goals, we broke down why that happened. From there, we brainstormed about possibilities for the current year.

                  For instance, one year we set a goal of pitching and getting 24 opinion essays published. This was audacious because no one on the eight-person team had the luxury of focusing exclusively on editing and pitching opinion essays to publications around the world. We would need to focus on pitching in between the rest of our work.

                  We hit this goal within the first eight months of the year. Remarkably, in total, we ended up getting 40 opinion essays published that year, which was an indication that our original goal was too low. We upped the goal to 41 the next year, and amazingly, we hit 42 published opinion essays or guest columns.

                  From this experience, we not only learned what was feasible, we also learned the power of focus.

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                  When we focused as a team on getting the commentary on our issues out in the public domain, we were successful. The key in all of this is that there was a ton of discussion around which goal we’d pursue and why.

                  Equally important, as a manager, I didn’t set the goals alone; the team members and I established the goals collaboratively. This ensured buy-in from each individual.

                  4. Use the S.M.A.R.T. Goal Model to Set Realistic Goals

                  S.M.A.R.T.

                  is a synonym for specific, measurable, attainable, realistic and time-bound. For the sake of this article, the realistic portion of the acronym is most important.

                  While you want to set audacious goals, you want to ensure that they are realistic as well. No one is served by setting a goal that is impossible to accomplish.

                  Failing to meet goals can be demoralizing for teams, so it’s important to be sober-eyed about what is possible. Additionally, the purpose of setting goals is to advance and grow, not depress morale.

                  For instance, my team would have been discouraged had I begun the year asking it to pitch and place 40 opinion essays if we didn’t already have a track record of placing close to two dozen essays.

                  By using the S.M.A.R.T. formula, we were able to achieve all that we set out to do.

                  5. Break the Goal up into Small Digestible Parts

                  I am a recovering perfectionist. As a writer, being a perfectionist can be counterproductive because I can fail to start if I don’t see a clear pathway to victory.

                  The same is true with goal-setting. That’s why I join Lifehack’s fellow contributor Deb Knobelman, Ph.D., in noting that it is critically important to break goals into bite-sized chunks.

                  When I had a goal of doing daylong media meetings in New York City, I had to think through all the barriers to achieving that goal and all the steps required to meet the goal.

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                  One step was identifying which reporters, producers and hosts to engage. Another step was writing a pitch or meeting invitation that would capture their attention. Another step was thinking through the program areas I wanted to highlight and the new angles I could offer to different reporters.

                  Since reporters want to cover stories that no one else has written, I needed to come up with fresh angles for each of the reporters I was engaging. An additional step was thinking through who from my team I’d take with me to the various meetings.

                  I was clear that, as a talking head, as public relations reps are sometimes called, I needed the right spokesperson in order to land repeated meetings with different outlets.

                  A final step was thinking through what I needed to bring to each meeting and which reports, videos and testimonials would buttress our claims and be of interest to media figures.

                  As I walked through what was needed to bring my goal of doing daylong meetings to reality, I realized that not only was the idea within reach, but I was excited to tackle the challenge.

                  From that point until now, I have learned to break down goals into smaller parts and tackle the smaller parts on the path to knocking the goal out of the park.

                  The Bottom Line

                  These are my recommendations for setting stretch goals, and there are a ton of other resources to support you in the workplace and in your community.

                  For instance, LinkedIn’s Lynda.com platform has a wonderful suite of leadership development videos, including ones on establishing stretch goals. This is a paid resource but may be worth the investment if you lead a team or want to invest in tools for your own growth and development.

                  Featured photo credit: Avatar of user Isaac Smith Isaac Smith @isaacmsmith Isaac Smith via unsplash.com

                  Reference

                  [1] Harvard Business Review: The Stretch Goal Paradox

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