How to write a reference

How to write a reference is a question many managers, experienced and novice constantly find themselves asking.

The problem is usually this

Someone who works for you requests a letter of reference for another job. They have been successful in an interview and their entire new career depends on what you say.

The trouble is that the person concerned isn’t a very productive member of staff and you really would prefer to see them working somewhere else (or not see them at all!)

But how to phrase a reference?

Most large employers have a standard form which will ask you trigger questions (often based on facts), such as “how many days have they had off sick in the last year?”

These are easy - the facts don’t lie (just make sure you don’t make any mistakes - 6 days sick in a year is acceptable but 66 (just a typo away) is not)

But if it is a small employer or they don’t provide a form - how do you write a reference then?

Well, the trick is to tell the truth - but weave in some “code” and hope the other person can “read” it

Examples

“Fred took time getting to grips with the machines we use here but once he did, he proved reliable and dependable” means “he is slow”

“Although Debbie had problems with co-workers, she provided valuable input to the team” means “she is awkward and tricky to deal with”

“Paul helped specify the standards for a lot of the procedures for the team” means “he moans and complains a lot”

Is there another way?

Obviously, you would rather not something in writing which you can’t defend or prefer for the individual concerned not to see. So why not phone the party requesting a reference? Quite often, you can still speak “in code” but you will get feedback from the other party and make sure they “get it”

Other tips
Keep a (confidential) copy of everything you send. Make sure it is locked away from prying eyes.
It’s probably best not to discuss the reference with anyone else. Even asking admin assistants for sickness stats can raise the “gossip-ometer” stakes

Related links

Recruitment & selection skills for managers course

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