If you are a supervisor or manager, you may be asked to write a reference letter for one of your employees. This letter can be used by the employee in a job search or for other professional purposes. It is important to write a strong and professional letter that highlights the employee’s skills and achievements while working under your supervision.
Below are some tips on how to write an effective reference letter, as well as some examples that you can use as a guide. You can also edit these examples as needed to fit your specific situation.
Tips for Writing a Reference Letter By Supervisor
1. Begin by introducing yourself and your position in the company.
2. Explain your relationship with the employee and how long you have worked together.
3. Include specific examples of the employee’s skills and achievements, such as successful projects, leadership qualities, or positive feedback from clients or colleagues.
4. Use a professional and positive tone throughout the letter.
5. End the letter with a strong recommendation and offer to provide further information if needed.
Reference Letter Examples
Reference Letter for Sales Position
Dear Hiring Manager,
I am writing to highly recommend John Smith for the sales position at your company. John worked under my supervision as a sales associate for three years, and during that time, he consistently exceeded his sales goals and demonstrated excellent customer service skills.
He is an excellent communicator and has a strong ability to build relationships with customers. I am confident that he will be an asset to your sales team and will strive to exceed your expectations.
Please feel free to contact me if you have any further questions.
Sincerely,
Jane Doe
Supervisor, ABC Company
Reference Letter for Accounting Position
Dear Hiring Manager,
I am writing to recommend Jane Smith for the accounting position at your company. Jane worked under my supervision as an accounting assistant for two years and demonstrated excellent attention to detail and strong analytical skills.
She was responsible for managing our accounts payable and receivable and ensuring that all financial transactions were accurate and complete. Jane consistently went above and beyond in her duties and was a reliable and trustworthy employee.
I am confident that Jane will be an asset to your accounting team and will bring a strong work ethic and attention to detail to the position.
Sincerely,
John Doe
Supervisor, XYZ Company
Reference Letter for Marketing Position
Dear Hiring Manager,
I am writing to highly recommend Sarah Johnson for the marketing position at your company. Sarah worked under my supervision as a marketing specialist for four years, and during that time, she consistently demonstrated strong creativity and strategic thinking skills.
She was responsible for developing and executing our marketing campaigns, and her work resulted in increased brand awareness and customer engagement. Sarah is an excellent communicator and works well in a team environment.
I am confident that Sarah will be an asset to your marketing team and will bring fresh ideas and a strong work ethic to the position.
Sincerely,
Jane Doe
Supervisor, ABC Company
Reference Letter for IT Position
Dear Hiring Manager,
I am writing to recommend David Lee for the IT position at your company. David worked under my supervision as a network administrator for three years and demonstrated excellent technical skills and problem-solving abilities.
He was responsible for maintaining our company’s network infrastructure and ensuring that all systems were running efficiently. David also played an instrumental role in implementing new technologies and streamlining our processes.
I am confident that David will be an asset to your IT team and will bring a strong technical background and commitment to quality to the position.
Sincerely,
John Doe
Supervisor, XYZ Company
Reference Letter for Teaching Position
Dear Hiring Manager,
I am writing to highly recommend Maria Hernandez for the teaching position at your school. Maria worked under my supervision as a third-grade teacher for two years and demonstrated excellent classroom management skills and a strong commitment to her students’ academic success.
She was responsible for developing and implementing lesson plans and ensuring that all students were engaged and challenged. Maria also worked closely with parents and other teachers to create a positive and collaborative learning environment.
I am confident that Maria will be an asset to your school and will bring a strong work ethic and passion for teaching to the position.
Sincerely,
Jane Doe
Supervisor, ABC School
Reference Letter for Engineering Position
Dear Hiring Manager,
I am writing to recommend Michael Kim for the engineering position at your company. Michael worked under my supervision as a mechanical engineer for four years and demonstrated excellent technical skills and problem-solving abilities.
He was responsible for designing and testing our company’s products and played an instrumental role in the successful launch of several new products. Michael is also an excellent communicator and works well in a team environment.
I am confident that Michael will be an asset to your engineering team and will bring a strong technical background and commitment to quality to the position.
Sincerely,
John Doe
Supervisor, XYZ Company
Reference Letter for Customer Service Position
Dear Hiring Manager,
I am writing to highly recommend Lisa Jones for the customer service position at your company. Lisa worked under my supervision as a customer service representative for three years and demonstrated excellent communication skills and a strong commitment to customer satisfaction.
She was responsible for handling customer inquiries and complaints and consistently received positive feedback from customers. Lisa is also a quick learner and was able to adapt to changes in our processes and procedures.
I am confident that Lisa will be an asset to your customer service team and will bring a positive attitude and strong work ethic to the position.
Sincerely,
Jane Doe
Supervisor, ABC Company
Frequently Asked Questions
How do I format a reference letter?
A reference letter should be formatted like a formal business letter, with your contact information at the top, followed by the date and the recipient’s contact information. Begin the letter with a professional greeting and introduce yourself and your relationship with the employee. Use specific examples to highlight the employee’s skills and achievements, and end the letter with a strong recommendation and offer to provide further information if needed.
What should I include in a reference letter?
A reference letter should include your contact information, the recipient’s contact information, an introduction, specific examples of the employee’s skills and achievements, and a strong recommendation. You can also include information about the employee’s character, work ethic, and other positive qualities that would make them a good candidate for the position they are seeking.
What if I am not comfortable writing a reference letter?
If you are not comfortable writing a reference letter, you can politely decline the request. It is better to decline than to write a letter that is not positive or that does not accurately reflect the employee’s skills and abilities. You can also suggest that the employee ask someone else who is more familiar with their work.
Can I mention the employee’s weaknesses in a reference letter?
It is generally not a good idea to mention the employee’s weaknesses in a reference letter. The purpose of the letter is to highlight their strengths and positive qualities, and mentioning weaknesses could hurt their chances of getting the job. If you are asked about weaknesses in the employee’s work, you can mention areas where they may need improvement, but do so in a constructive and positive way.
Do I need to use company letterhead for a reference letter?
Using company letterhead can help to make the letter look more professional, but it is not necessary. If you do not have access to company letterhead, you can use your own personal letterhead or simply format the letter like a standard business letter.
Should I include my contact information in the reference letter?
Yes, it is a good idea to include your contact information in the reference letter so that the recipient can contact you if they have any questions or need further information. You can include your phone number and email address, as well as your job title and company name.
Conclusion
Writing a reference letter can be a valuable way to support one of your employees in their career development. By following these tips and using the examples provided, you can create a strong and effective letter that highlights the employee’s skills and achievements while working under your supervision. Remember to be professional and positive throughout the letter, and offer to provide further information if needed.