Drafting Impactful Character Reference Letters

Note: Want to skip the guide and go straight to the free templates? No problem - scroll to the bottom.
Also note: This is not legal advice.

Introduction

Character reference letters are an essential part of the legal process. They can provide insight into a person’s character and reputation, influencing the outcome of a case. In this article, we discuss why these documents are so important, how they can help shape legal proceedings and how to write an effective and impactful character reference letter.

Character reference letters offer a valuable opportunity to offer an independent opinion on someone’s character, which could play a large role in influencing the court’s decision. It is important that the letter is written by someone who has close knowledge of or personal experience with the referenced individual and that it is composed in a professional manner without any personal attacks or derogatory language. This can help to ensure that the court gains an accurate depiction of the defendant or plaintiff’s character traits and personality; hopefully reflecting favorably in court proceedings.

The power behind these letters lies in their potential to sway sentiment within court cases; it gives courts a chance to learn more about individuals, allowing them better form judgments on whether someone is suitable for positions or fit for trial. Writing a strong character reference letter requires careful consideration; ensuring all positive attributes are highlighted alongside any experiences which illustrate those qualities should be prioritized over making personal jabs or badmouthing other individuals involved in the case. Furthermore, if you wish to provide support for either party during criminal trials then referencing positive aspects as well as offering neutral views surrounding any negative behavior may be beneficial too.

At Genie AI we understand just how powerful good quality character reference letters can be when it comes to shaping outcomes of legal processes – which is why our team have developed what has become ‘the world’s largest open source legal template library’ consisting of millions of data points focused around understanding what constitutes ‘market standard’ when drafting these kinds of documents! With our community template library anyone – even those without prior legal experience - can draft professional grade documents without spending money on lawyer fees – potentially helping influence proceedings positively at no cost! Read on below for step-by-step guidance plus information on how you access our template library today!

Definitions (feel free to skip)

Character Reference Letter: A letter written by someone to provide an opinion on the character of a person.
Qualifications: Skills, knowledge, and experience that a person has that make them suitable for a certain role or task.
Experiences: Events or occurrences that happened to a person or that the person participated in.
Accomplishments: Achievements or successes that a person has achieved.
Capabilities: The ability or capacity of a person to do something or complete a task.
Relevant: Pertaining or applicable to the current situation.

Contents

• Start by considering whether you are the appropriate person to write the character reference letter
• Gather all relevant contact information for the person for whom you are writing the letter
• Compose the introduction of the letter, including an explanation of your relationship to the person
• Explain why the person is a good candidate for the job or legal proceedings
• Outline the person’s relevant qualifications, experiences, or accomplishments
• Describe the person’s character traits
• Offer specific examples of how the person has demonstrated these traits
• Highlight any challenges the person has faced and how they have been overcome
• Summarize your points in a positive way
• Include a closing statement
• Check the letter for accuracy and clarity
• Sign the letter and provide any necessary contact information
• Make a copy of the letter for your records
• Send the letter to the appropriate person or institution

Get started

Start by considering whether you are the appropriate person to write the character reference letter

• Ask yourself if you have known the person for a significant period of time
• Consider if you have witnessed the person’s character and conduct in various contexts and settings
• Think about if you can speak positively about the person’s character and accomplishments
• Assess if you can write a letter that will be taken seriously by the recipient
• Once you have determined that you are the right person for the job, you can proceed to the next step.

Gather all relevant contact information for the person for whom you are writing the letter

• Collect the full name of the person for whom you are writing the letter
• Make a note of their mailing address
• Gather their email address
• Get their phone number
• Include any other contact information that may be relevant

Once you have collected all the relevant contact information for the person, you can check off this step and move on to the next step of composing the introduction of the letter.

Compose the introduction of the letter, including an explanation of your relationship to the person

• Introduce yourself and your relationship to the person in the first sentence
• Describe how you know the person and how long you have known them
• Mention any special qualifications you have to give a reference for the person
• Express your enthusiasm for the recommendation
• Check off this step when you have finished writing the introduction of the letter
• Move on to the next step when you have checked this step off your list.

Explain why the person is a good candidate for the job or legal proceedings

• List the qualities and accomplishments that demonstrate why the person is a great fit for the job or legal proceedings
• Consider any awards, certifications, or other relevant qualifications
• Mention how the person’s experiences have prepared them for the job or proceedings
• Describe the person’s positive attitude and interpersonal skills
• Provide examples of how the person has contributed to the community, workplace, or other relevant organizations

You will know you have completed this step when you have listed out the person’s relevant qualifications, experience and accomplishments that make them a great fit for the job or legal proceedings.

Outline the person’s relevant qualifications, experiences, or accomplishments

• List any relevant education, certifications, awards, or job experience
• Include how long the person has been in their field or how long they have known the person in question
• Highlight any accomplishments or successes that the person has achieved over the course of their career
• Describe any leadership roles or special projects the person may have undertaken

Once you’ve outlined the person’s qualifications, experiences, and accomplishments, you can move on to the next step.

Describe the person’s character traits

• Consider the person’s positive qualities and character traits that you can honestly attest to
• Make a list of qualities that you can confidently vouch for
• Think of specific examples that demonstrate the person’s character traits
• Ask yourself what makes this person unique or stand out
• Consider how you want to portray the person in your letter, and decide which traits you want to highlight
• When you have a comprehensive list of qualities and traits, you know you can move on to the next step

Offer specific examples of how the person has demonstrated these traits

• Think of examples that emphasize the person’s character traits you have mentioned in the previous step
• Include details about the person’s actions, skills and contributions
• Make sure to include specific details about the context and the outcome of the person’s actions
• End with a brief summary of the impact their actions had
• When you have completed this step, you should have a clear picture of how the person has demonstrated the character traits you have described in the previous step.

Highlight any challenges the person has faced and how they have been overcome

• Identify any challenges the person has faced in the past, such as financial struggles, health issues, family issues, etc.
• Describe how the person has managed to overcome these challenges, such as showing resilience, perseverance, and dedication.
• Provide specific examples that demonstrate how the person has used their strengths to overcome these challenges.
• Explain how these experiences have made the person a better individual and how they have helped shape the person into who they are today.

When you can check this off your list:

• When you are able to provide clear examples of how the person has overcome any challenges they have faced and how this has made them a better individual.

Summarize your points in a positive way

• Summarize the points you have made in a positive light, highlighting the individual’s strengths, accomplishments, and qualities
• Make sure to provide specific examples of the individual’s traits and abilities
• Avoid using overly generic phrases or clichés
• Make sure to mention the individual’s dedication or commitment to their work, studies, or any other achievements
• Ensure that the letter is well-written and free of any grammar or spelling errors

Once you have finalized the summary of your points, you can check this step off your list and move on to the next step: including a closing statement.

Include a closing statement

• Sum up the letter with a powerful, positive statement.
• Close the letter with a polite and professional closing.
• Sign off the letter using your full name.
• Make sure to include your contact information in case the recipient needs to get in touch.
• Proofread the letter again to make sure it’s free of errors.
• Once you’ve finalized the letter, you can check this off your list and move on to the next step.

Check the letter for accuracy and clarity

• Read through the letter thoroughly and make sure it is accurate and clear
• Ensure the language and tone used is appropriate
• Make sure that all relevant information is included
• Check for any spelling or grammar errors
• Once you are satisfied with the accuracy and clarity of the letter, you can proceed to the next step.

Sign the letter and provide any necessary contact information

• Sign the letter with your full name.
• Include your contact information, such as your phone number or email address, depending on what the recipient has requested.
• Proofread the letter again to make sure that your signature and contact information are correct.
• Check off this step on your list and move on to the next step - making a copy of the letter for your records.

Make a copy of the letter for your records

• Use a scanner or photocopier to make a physical copy of the signed letter
• If you don’t have access to a scanner or photocopier, take a clear picture of the signed letter with a digital camera or smartphone
• Store the digital copy in a secure place, such as a private cloud storage account
• Ensure the copy is clearly labeled and dated
• Once the copy is stored, you’ll know you can move on to the next step of sending the letter to the appropriate person or institution

Send the letter to the appropriate person or institution

• Research the appropriate contact person or institution to address the letter to
• Print out a hardcopy of the letter and include it in an envelope
• Make sure to include the address of the contact person or institution
• Put the envelope in the mail or hand deliver it
• Make sure to keep a record of the date that you sent the letter
• Check off this step once the letter has been sent
• Move on to the next step in the guide

FAQ:

Q. Does the law in the UK differ from that in the US when it comes to character reference letters?

Asked by John on 21/01/2022.
A: Yes, the law in the UK does differ from that in the US when it comes to character reference letters. In the UK, character reference letters can be used in a court of law as evidence, whereas in the US they are generally not admissible as evidence. In addition, there are some elements of a character reference letter which may be considered legally binding in the UK, whereas they would not be binding in the US. For example, a statement of fact contained within a character reference letter may be treated as an implied contract in the UK, but would not necessarily be so in the US. It is therefore important to familiarise oneself with the relevant laws and regulations before drafting a character reference letter.

Q. Is there a difference between character reference letters for personal use and those used for business purposes?

Asked by Rachel on 15/02/2022.
A: Yes, there is a difference between character reference letters for personal use and those used for business purposes. Character reference letters for personal use are usually written by family members or close friends and provide insight into a person’s character and personal qualities. In contrast, character reference letters for business purposes are usually written by colleagues or clients and provide information about a person’s professional qualities and experience. When writing a character reference letter for business purposes it is important to ensure that it is tailored to the specific job being applied for and provides details which demonstrate why you believe the candidate would be suitable for that role.

Q. Is it necessary to have a lawyer review a character reference letter before sending it?

Asked by Sarah on 01/06/2022.
A: It is not always necessary to have a lawyer review a character reference letter before sending it; however, depending on the circumstances, it may be advisable to do so. If you are writing a character reference letter which will be used as evidence in court then it is important that you have it reviewed by an experienced lawyer who is familiar with relevant laws and regulations. Additionally, if you are writing a character reference letter which will be used for business purposes then having it reviewed by an experienced lawyer may help to ensure that your statements are accurate and legally binding if necessary.

Q. Are there any industries or sectors where character references are particularly important?

Asked by David on 20/08/2022.
A: Yes, there are some industries or sectors where character references can be particularly important when applying for jobs or other opportunities. For example, those working in roles such as teaching or social care may find that potential employers require them to provide a number of references from past colleagues or clients who can attest to their suitability for such roles. Similarly, those working within professions such as medicine or law may find that providing references from colleagues who have worked with them may help demonstrate their suitability for certain positions or roles within these sectors.

Q. Can I include details about my own qualifications or experience in my character reference letter?

Asked by Jessica on 27/09/2022.
A: No, you should not include details about your own qualifications or experience in your character reference letter; instead you should focus on describing why you believe the candidate is suitable for whatever they are being referred for (e.g job application). You should also ensure that all statements made within your letter can be backed up with facts and evidence if necessary, as well as providing details about how long you have known them and what your relationship with them entails.

Example dispute

Suing a Company for Negligence or Wrongful Termination:

• Plaintiff may raise a lawsuit against the employer citing a character reference letter which was given to them at the time of their hire as evidence of a verbal agreement.
• The court may find that the letter is sufficient evidence to award damages to the plaintiff.
• The plaintiff must show that they were wrongfully terminated or that the employer was negligent in their duties to the employee.
• The court may also consider other factors such as the length of the employment, the nature of the job, any performance reviews, and the circumstances of the termination.
• If the court finds that the employer was negligent, then the plaintiff may be awarded damages for lost wages, emotional distress, and any other losses.
• The court may also award punitive damages in cases where the employer acted particularly recklessly or maliciously.

Templates available (free to use)

Employee Reference Letter
Third Party Reference Letter For An Outstanding Professor Or Researcher Or Individual Of Extraordinary Ability Or Achievement

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