We have all had a colleague, ex-employee, friend or relative ask us for a letter of recommendation or to be a reference in their job search. Most of the time, we are honestly thrilled to be asked and at other times we would rather not be included. Savvy recruiters who verify references daily are usually very good at reading between the lines and making a judgment about what you are trying to say or trying to avoid saying. Before you say "Yes" to the next request for a letter of recommendation or to be an employment reference here are 3 things you should think about.
1. How to say "No"!
Those of us who have actually hired others, know that a less than positive recommendation can cause just as much damage, if not more than not giving one at all. If you feel you should decline, you are obligated to do it early to give the candidate an opportunity to ask someone else. Of course by now every savvy job seeker knows that it is not in good taste to list someone as a reference unless you have cleared it with them first. Since not everyone is as aware of that as they should be, and new college grads can be at fault here, you might end up with the unexpected phone call one day. In this case, for the candidate's sake, it would be best if your day was going well since the potential employer might form a lasting impression based on your first reaction.
If you haven't known the job seeker long enough to be comfortable giving a reference, you should decline. You may or may not offer to assist them to find someone else more appropriate to be listed as their reference. A general rule of thumb is to have known someone for at least a year. Exceptions apply if you are asked by someone with whom you might have worked on a specific project or team for a limited time or if you might have taken a class with a college professor who can attest to your capacity or promise in a specific area.
Feel free to decline also if you don't know enough about the job, the career or the candidates' background to speak with confidence. Whatever you do, if the answer is "No", you must do it early.
2. How much time do you have?
Writing for fun and leisure is one thing; writing with a deadline is another. Be prepared to spend the time required to do it right! Do not be afraid to ask for help if time is limited. Being a reference for someone or writing a letter of recommendation is an important component in the successful job candidate's employment process. If you have made the commitment then be prepared to take the time to write a meaningful letter - one that the candidate could possibly keep as part of a career or job portfolio. I still have a letter of recommendation written by my first boss, twenty-five years ago. Feel free to use available on-line writing resources that can help with templates of recommendation letters and samples of recommendation letters, but be very careful not to copy generic formats that recruiters see everyday. One such on-line source with great tips for writing reference letters is www.jobweb.com.
3. How much do you really know the person asking for the letter of recommendation?
According to the Society of Human Resource Managers (www.shrm.org), over 53% of all job applicants lie to some extent on their resumes and more than 70% of all college students said they would lie in order to get a job. HireRight (www.hireright.com), the Irvine, California corporation that screens over 1 million resumes per year reports that 20 percent of candidates state fraudulent degrees on their resumes, 30 percent show altered employment dates, 40 percent make extravagant salary claims, 30 percent have inaccurate job descriptions, 25 percent list companies that no longer exist, and 27 percent give falsified references.
Keep in mind here that your recommendation letter is more than a cautious endorsement of a candidate. It's your testament to their work ethic, their honesty and their integrity. Of course employers understand that your letter of recommendation is solely based on your own experience of the candidate, but be sure to keep your own professional integrity in mind.
For the most part, being asked to write a letter of recommendation is an honor. It means that you may have impressed the candidate as someone whose words could have an influence on their future. Most of us remember having to ask others to attest to our strengths at some time or another and were grateful when they did. It's only right to pass that on, being ever mindful of the ramifications.