How to Write a Character Reference Email

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How to Write a Character Reference Email

Applying for a new job or opportunity may be nerve-racking, but a good character reference can raise your confidence and increase your chances of receiving it. So, while citing, do your hardest to support the candidate.

The reasoning for creating a character reference email is the same as it is for writing a letter—only the formatting is somewhat different. Here are some important things to remember so that you and the applicant create a positive impression on the receiver of the email.

1. Write Character References for Candidates You Know

As a leader, you should establish rapport with your team. It not only strengthens the organization, but it also makes writing character reference emails simpler.

Make a note of employees’ accomplishments, traits, and stories while using amazing online team-building tools. You’ll know what to say about them if one of them asks for a character reference.

Avoid writing recommendations for persons with whom you have no or little contact. While you may fill the emails with information from a coworker, you won’t be able to offer personal experiences. The reference will be weakened as a result.

2. Get Accurate Details About the Email’s Recipient and Opportunity

A solid character reference email requires much research. Inquire with the applicant about who they’re applying to and for what.

Is a professional, academic, or personal reference required? A job description may inform you what the company is searching for and what features will make your applicant stand out. Company and contact names are also ideal for obtaining further information through online research.

At the end of the day, you should personalize the email to the needs of the opportunity and attempt to communicate directly to the receiver without being casual.

3. Structure the Character Reference Email Right

There is an optimum technique to arrange character references emails. Take special attention to their design and contents.

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Unlike a letter, an email does not need your or the recipient’s information at the start. Simply begin with a polite welcome and go directly into the body of the letter.

Your information is at the bottom of the email. Close it with your email address, phone number, and any other contact information you believe is necessary. Include your signature and name.

II. Be Clear and Concise

When it comes to the general format of the email, choose your phrases carefully. The character reference should be informative while being succinct and simple to read.

Before you begin writing, decide on the main points you want to express. Put them in a bullet point list for each part of the email.

III. Detail Your Relationship With the Candidate

Begin the email by stating how long you have known the applicant. Describe your function and your connection. Keep it brief, but if you have anything nice to say, such as your initial impression of the candidate, feel free to say so.

However, keep professional information to a minimum. The receiver of the recommendation does not need to know where the applicant went on vacation or how they drink their coffee.

Concentrate the email on what qualifies them for the position they’re looking for.

IV. Detail the Candidate’s Positive Qualities

This is the most crucial aspect of the character reference. If you completed your homework, you should know what the job or opportunity requires and which traits the applicant has.

As previously said, preparedness may make this procedure much simpler. You may, for example, have your employees follow and complete smart goal plans, which can serve as evidence of their successes and devotion.

It is not enough to mention the candidate’s strong points. Include tales that highlight their skill set and triumphs in the email. It demonstrates that their behaviors are as important as their ability and personalities.

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V. Tailor Your Statement of Recommendation to the Opportunity

Your suggestion should be the last portion of your character reference email.

You must ensure that it, like everything else, represents the opportunity. Using its standards as a guide, explain why your employee, student, or friend is appropriate.

But don’t go on and on about them. Make a statement that goes to to the point, simply and succinctly, regarding why the receiver should give the applicant significant consideration.

Your qualifications and contact information should establish the email as a very trustworthy character reference.

4. Consider Using Character Reference Templates

If you need more examples or downloadable templates on how to create a character reference email, look online. Many of them are in letter format, but you may easily convert them to email format.

Workable provides a few templates that you may find useful, such as an employee reference letter, a generic letter of recommendation, and one tailored particularly for a teacher.

The Corporate Finance Institute’s reference letter template might potentially be of use. Before you can receive this free material, you must first join up for the platform.

The template includes a limited number of character reference letters, some in Word and others in PDF format. Download and modify them as needed.

Another useful website to visit is The Balance Careers’ character reference guide. It includes not only suggestions, but also examples and templates of emails and letters.

If you often use Word, check out Microsoft’s recommendation letter template. You may have it for free and make whatever adjustments you want.

Take a look at what reputable websites like these have to offer in terms of guidance and resources. Just be prepared to modify their templates to match your needs, some more than others.

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5. Proofread Your Character Reference Email Multiple Times

Because the most promising applications for any opportunity are those that are the closest to perfection, you don’t want a little error to derail your candidate’s prospects.

Don’t send the character reference email right away after completing it. Set it away for a bit and go through it again, searching for mistakes and redundancies. Everything must fit neatly on one page.

Proofread the email many times, looking for particular errors with each pass. Get someone else to look at it as well. Choose the finest grammar checking tool available and combine its powers with your attention to detail.

However, you are not just concerned with spelling and grammar. Did you spell the recipient’s name correctly? What about the job description? Are your contact information current and correct?

The more you go through the email, the better it will get. There will be errors and opportunities for growth.

Candidates Should Strive in Every Part of Their Applications

A good reference from an employer, colleague, or academic may improve a candidate’s chances dramatically. Take the assignment seriously if you’re the one composing the character reference email.

However, you can only take a candidate so far. They must make an effort to fulfill objectives, write cover letters, perform well in interviews, and so forth. Having said that, your help and that of online services is priceless.

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