You’re asked to write a reference letter or a recommendation for LinkedIn and that has you cringing.

For purposes of this discussion, let’s assume it’s not because you think the person did a terrible job. You simply freeze on how to write a reference that doesn’t sound like plastic rhetoric.

Here are some tips for writing a reference or recommendation.

We will start with tips for a formal letter, commonly requested by someone seeking a new job. We will tackle LinkedIn recommendations in a future post.

Make it Worth the Paper It’s Written on

Explain How You Know the Person – Open the reference letter with an explanation of how you know the person, in what capacity, and how long you have known them.

If necessary, include a brief description of their responsibilities. This helps if responsibilities are not clear by the title.

To Whom It May Concern:

I highly recommend John Smith for employment. I worked with John for five years at XYZ Company, where he was the Information Technology Manager. John was responsible for the planning and implementation of the company’s computer network, security, training and maintenance.

Include Specifics – The next paragraph of your reference letter contains the specific attributes of the person. The key – be specific. Include different features of the person, like attitude, knowledge, and skills.

Use power words or phrases in your descriptions. If stumped, here is a list of power words. There are also several resources online. Simply enter the phrase power words into your search engine. Draft your letter first, then go back and substitute effective power words.

John’s intelligence and high level of commitment created an efficient and smooth-running IT system. His willingness to accept responsibility and his dedication to finding solutions resulted in a highly productive workforce.

During his five years at the company, John streamlined our systems and was a major contributor to a 35 percent increase in office productivity.

John actively pursues continuing education in his field and adds tremendous value with carefully considered and innovative ideas.

Close With Your Recommendation – End your letter with an affirmation of your recommendation. A brief summary of the person’s characteristics influencing your recommendation adds credibility.

John’s initiative and willingness to assist others was a welcome addition to our office. His demonstrated leadership skills are an asset to any employer. I highly recommend John Smith for future employment.

Sincerity Counts

If you force words you don’t believe, it shows. Make sure you are sincere in your praise. Think like a potential employer. What would you want to know about the person if you were doing the hiring?

If you struggle with writing references, make a list of what you like about the person. Use the following categories to get the thought process moving:

• Technical skills in their position
• Knowledge level for the position
• Leadership or team skills
• Intangibles like commitment, reliability, creative thinking

Another tip – if the person is applying for a specific position, ask to see the job posting. Consider the qualifications in the description. Include any qualifications of the person that matches those in the description.

Paying it forward is a great feeling. Don’t let requests for references or recommendations intimidate you from helping out. It’s rewarding and it is good business, too.

Next Up: Recommendations for LinkedIn