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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

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                  Alli Hill

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                  Last Updated on October 22, 2019

                  How to Focus and Concentrate Better to Boost Productivity

                  How to Focus and Concentrate Better to Boost Productivity

                  We live in a world of massive distraction. No matter where you are today, there is always going to be distractions. Your colleagues talking about their latest date, notification messages popping up on your screens, and not just your mobile phone screens. And even if you try to find a quiet place, there will always be someone with a mobile device that is beeping and chirping.

                  With all these distractions, it is incredibly difficult to concentrate on anything for very long. Something will distract you and that means you will find it very difficult to focus on anything.

                  So how to focus and concentrate better? How to focus better and produce work that lifts us and takes us closer towards achieving our outcomes?

                  1. Get Used to Turning off Your Devices

                  Yes, I know this one is hard for most people. We believe our devices are so vital to our lives that the thought of turning them off makes us feel insecure. The reality is they are not so vital and the world is not going to end within the next thirty minutes.

                  So turn them off. Your battery will thank you for it. More importantly though is when you are free from your mobile distraction addiction, you will begin to concentrate more on what needs to get done.

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                  You do not need to do this for very long. You could set a thirty-minute time frame for being completely mobile free. Let’s say you have an important piece of work to complete by lunchtime today. Turn off your mobile device between 10 am and 11 am and see what happens.

                  If you have never done this before, you will feel very uncomfortable at first. Your brain will be fighting you. It will be telling you all sorts of horror stories such as a meteorite is about to hit earth, or your boss is very angry and is trying to contact you. None of these things is true, but your brain is going to fight you. Prepare yourself for the fight.

                  Over time, as you do this more frequently, you will soon begin to find your brain fights you less and less. When you do turn on your device after your period of focused work and discover that the world did not end, you have not lost an important customer and all you have are a few email newsletters, a confirmation of an online order you made earlier and a text message from your mum asking you to call about dinner this weekend, you will start to feel more comfortable turning things off.

                  2. Create a Playlist in Your Favourite Music Streaming App

                  Many of us listen to music using some form of music streaming service, and it is very easy to create our own playlists of songs. This means we can create playlists for specific purposes.

                  Many years ago, when I was just starting to drive, there was a trend selling driving compilation tapes and CDs. The songs on these tapes and CDs were uplifting driving music songs. Songs such as C W McCall’s Convoy theme and the Allman Brothers Band’s, Jessica. They were great songs to drive to and helped to keep us awake and focused while we were driving.

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                  Today, we can create playlists to help us to focus on our work. Choose non-vocal music that has a low tempo. Music from artists such as Ben Böhmer, Ilan Bluestone or Andrew Bayer has the perfect tempo.

                  Whenever you want to go into deep, focused work, listen to that playlist. What happens is your brain soon associates when you listen to the playlist you created with focused work and it’s time to concentrate on what it is you want to do.

                  3. Have a Place to Go to When You Need to Concentrate

                  If you eat, surf online and read at your desk, you will find your desk a very distracting place to do your work. One way to get your brain to understand it is focused work time is, to use the same place each time for just focused work.

                  This could be a quiet place in your office, or it could be a special coffee shop you use specifically for focused work. Again, what you are doing is associating an environment with focus.

                  Just as with having a playlist to listen to when you want to concentrate, having a physical place that accomplishes the same thing will also put you in the right frame of mind to be more focused.

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                  When you do find the right place to do your focused work, then only do focused work there. Never surf, never do any online shopping. Just do your work and then leave. You want to be training your brain to associate focused work with that environment and nothing else.

                  If you need to make a phone call, respond to an email or message, then go outside and do it. From now on, this place is your special working place and that is all you use it for.

                  Every morning, I do fifteens minutes of meditation. Each time, I sit down to do my meditation, I use the same music playlist and the same place. As soon as I put my earphones in and sit down in this place, my mind immediately knows it is meditation time and I become relaxed and focused almost immediately. I have trained my brain over a few months to associate a sound and a place with relaxed, thoughtful meditation. It works.

                  4. Get up and Move

                  We humans have a limited attention span. How long you can stay focused for depends on your own personal makeup. It can range from between twenty minutes to around two hours. With practice, you can stay focused for longer, but it takes time and it takes a lot of practice.

                  When you do find yourself being unable to concentrate any longer, get up from where you are and move. Go for a walk, move around and get some air. Do something completely different from what you were doing when you were concentrating.

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                  If you were writing a report in front of a screen, get away from your screens and look out the window and appreciate the view. Take a walk in the local park, or just walk around your office. You need to give your brain completely different stimuli.

                  Your brain is like a muscle. There is only so much it can do before it fatigues. If you are doing some focused work in Photoshop and then switch to surfing the internet, you are not giving your brain any rest. You are still using many of the same parts of your brain.

                  It’s like doing fifty pushups and then immediately trying to do bench presses. Although you are doing a different exercise, you are still exercising your chest. What you need to be doing to build up superior levels of concentrated focus is, in a sense, do fifty pushups and then a session of squats. Now you are exercising your chest and then your legs. Two completely different exercises.

                  Do the same with your brain. Do focused visual work and then do some form of movement with a different type of work. Focused visual work followed by a discussion with a colleague about another unrelated piece of work, for example.

                  The Bottom Line

                  It is not difficult to train your brain to become better at concentrating and focusing, but you do need to exercise deliberate practice. You need to develop the intention to focus and be very strict with yourself.

                  Set time aside in your calendar and make sure you tell your colleagues that you will be ‘off the grid’ for a couple of hours. With practice and a little time, you will soon find yourself being able to resist temptations and focus better.

                  More Resources About Boosting Focus and Productivity

                  Featured photo credit: Wenni Zhou via unsplash.com

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