Reference/recommendation Letter Guidelines printable pdf download

Reference/Recommendation Letter Guidelines

Faculty and staff members are often asked to be a reference for a student or write a letter of

recommendation. Requests vary, but typically are focused on evaluating a student’s work in class or

their performance from a job. Whatever the case may be, when providing a verbal or written

recommendation, it is important to keep in mind certain guidelines that will protect you as well as the

student.

FERPA

addresses the issue of Consent to Disclosure

here

stating that “a faculty member should have a

student sign a release before providing a job reference or a reference for the student for certain

academic purposes, such as scholarships or awards.”

The

National Association of Colleges and Employers

(NACE) created specific tips and guidelines for

writing references and referrals, and CBBS agrees with the suggestions. This guide sheet highlights

many of these tips but a complete list and supplemental article can be found at .

By following these general guidelines for references/recommendations, faculty and staff members will be

more likely to provide a solid and ethically sound recommendation for any of their students. For

additional assistance, please contact the Office of Student Enrichment (Sirrine 374, 656-2478,

enrich@clemson.edu).

If asked by an employer or other organization to provide a reference for a student, obtain a

signed Student Reference Request & FERPA Release form from the student. If you are

unaware that the job applicant has named you as a reference, ask the prospective employer

for verification that the person has given consent for the reference.

Relate references to the specific position for which the person applied and to the work that the

applicant will perform.

Avoid giving personal opinions. If you make subjective statements or give opinions because

they are requested, clearly identify them as opinions and not as fact. If you give an opinion,

explain the incident or circumstances on which you base the opinion.

Don't guess or speculate. If someone asks you questions regarding personal characteristics

about which you have no knowledge, state that you have no knowledge.

Be factual while not to editorialize. Avoid vague statements.

Avoid lunch discussions or “off the record” telephone conversations with prospective

employers regarding a person’s performance. There is no such thing as “off the record.”

Discuss the type of reference that you will provide with the person who asks you to be a

reference. If you cannot provide a good reference, be honest with the individual.

Information given should be factual, based upon personal knowledge / observation of the

person through direct contact with the person or obtained from the person’s personnel or

student record.

State a confidentiality notice in the reference letter to the employer observing that the

information given should be confidential and is provided at the request of the student.

Statements such as these give justification for the communication and leave no doubt that the

information was not given to hurt a person's reputation.

Do not include information that might indicate an individual's race, color, religion,

national origin, age, disability, citizenship status, sex, or marital status. Opinions of

performance should not be based on stereotypes.

Reference/recommendation Letter Guidelines

Related Articles

Related forms

Related Categories