Table of Contents
- Introduction
- What is a reference letter?
- How to ask for a reference letter?
- How to write a reference letter?
- Sample Reference Letter
- Tips for a powerful reference letter
- Key Takeaways
Introduction #
A reference letter provides employers with a third-party account of a candidate’s personal attributes and character traits. If you are a monitoring and evaluation specialist, you will need one to back up your character and possibly your skill sets. While resumes highlight professional qualifications, the character or “personal” reference letter focuses on characteristics that help someone perform well in a job.
In this article, we discuss reference letters, how to craft a useful reference letter for someone else or how to choose someone to give you a character reference, and we offer tips and examples.
What is a reference letter? #
A reference letter for monitoring and evaluation experts is a positive endorsement of a person’s skills and attributes, written by someone familiar with their work, character, and accomplishments. Reference letters are needed when applying for jobs like a monitoring and evaluation professional, internships, volunteer positions, colleges, and graduate school programs.
The reference letter explains why the reader should select a candidate, and what qualifies them for the opportunity for which they’re applying. Letters may be requested by the organization that is considering the individual for employment or acceptance at an institution, or they may be offered by the job seeker or applicant. It is different from a cover letter in different ways.
Related: How To Write a Letter Of Interest For a Monitoring And Evaluation Job
How to ask for a reference letter? #
Pick a person with a lot of clout who knows a lot about you. Then, share the job description with them. Asking for a reference letter can be intimidating, but it is an important step in many job searches.
When you ask for a reference letter, be sure to explain why you are asking and why the person you are asking is well-suited to provide a reference. Be sure to give them enough time to write the letter, and provide them with any relevant information that may help them write it, such as a copy of your resume or a list of your accomplishments.
Additionally, make sure you thank them for their time and effort. Asking for a reference letter can be nerve-wracking, but it is important to remember that the person you are asking is likely to be happy to help.
How to write a reference letter? #
To get an idea of what to write and how your letter should read, here are some general guidelines to consider before writing your letter.
Salutation #
Begin your letter with “Dear Mr./Ms. Last Name.” If you do not know the employer’s last name, simply write, “Dear Hiring Manager.” If you are writing a general letter, you could write “To Whom It May Concern” or simply start your letter with the first paragraph.
First Paragraph #
The first paragraph of the reference letter explains your connection to the person you are recommending, including how you know them, how long you’ve known them, and why you are qualified to write a reference letter on their behalf. Be sure to include the name of the company, job, school, or opportunity for which the person is applying. For example, “I have been James Smith’s supervisor at XYZ Company for the past five years. I am pleased to recommend him for a role in the monitoring and evaluation field at ABC Company.”
Second Paragraph (and Third, and Fourth) #
The middle paragraphs of the reference letter contain information on the person you are writing about, including why they are qualified, and what they can contribute. If necessary, use more than one paragraph to provide details. Be specific and share examples of why this person is a qualified candidate. If you can, relate specific instances where you observed the person successfully using the skills required for the position.
For example, if the person is applying for a job as a monitoring and evaluation manager, focus on the person’s leadership and communication skills.
Letter Closing #
In the closing paragraph, offer to provide more information and include your contact information (phone and email), so you are available to give a verbal recommendation or answer further questions if necessary. You might also reiterate that you recommend this person “wholeheartedly” or “without reservation.”
Signature #
End the letter with your signature, handwritten, followed by your typed name. If this is an email, simply include your typed name, followed by your contact information.
If you eventually secure an interview, you can read our Step-by-step Interview Preparation Guide to help you scale the interview phase.
Sample 1 Reference Letter #
Here’s a sample reference letter that you can use for inspiration:
I am writing to recommend (name of the person you are recommending). He/she worked with me at XXXX (name of the company) as a Senior Monitoring and Evaluation Specialist and reported to me in my position as VP of the department.
As an employee, he/she was always reliable and resourceful. During his/her time in my team, he/she managed to conduct high-impact program evaluation and make a number of key recommendations that resulted in an improved project results for our activites (XXX).
I’ve always put a premium on initiative and willingness to learn among my team members and he/she never failed to deliver on both fronts. An example was when she suggested we create a regular internal meetup where more M&E senior specialists could answer questions from program users about the daily impact of program activities. She was the first to take advantage of the knowledge these meetups offered and implemented it in her own work.
He/she is a delight to work with – a team player with a positive, can-do attitude all the way. I wouldn’t hesitate to hire her again if the opportunity arose.
Should you have any further questions, feel free to reach me at +10000000.
Thanks,
Name
Company name
Sample 2 Reference Letter #
[Your Name] [Your Position] [Your Organization] [Your Address] [Your Email Address] [Your Phone Number] [Date] [Recipient’s Name] [Recipient’s Position] [Recipient’s Organization] [Recipient’s Address] [Recipient’s Email Address]Dear [Recipient’s Name],
I am writing to highly recommend [Name of the Monitoring and Evaluation Expert] for any role or position related to monitoring and evaluation in the field of [related field such as climate change, development, etc.]. I have had the pleasure of working with [Name] for [time period] in [project or organization name], where [he/she] served as a [position held by the expert] and was responsible for [expert’s main responsibilities].
[Name] has consistently demonstrated a high level of expertise in designing and implementing monitoring and evaluation frameworks, tools, and methodologies. [He/She] is highly skilled in analyzing data, identifying trends, and making evidence-based recommendations to improve project outcomes. [He/She] is also adept at communicating complex monitoring and evaluation concepts to both technical and non-technical stakeholders, ensuring that all parties are able to understand and use the results effectively.In particular, [Name] has [provide examples of the expert’s achievements in monitoring and evaluation such as:]:
- Designed and implemented a monitoring and evaluation system for a climate change adaptation project, resulting in improved project management and increased funding from donors.
- Conducted a rigorous impact evaluation of a community-based forest management program, which led to the adoption of new policies by the government to support sustainable forestry practices.
- Developed and delivered training sessions on monitoring and evaluation for project staff and stakeholders, resulting in increased capacity and improved data quality.
I strongly recommend [Name] for any role related to monitoring and evaluation. [He/She] would be a valuable asset to any organization, and I have no doubt that [he/she] would make a significant contribution to your team.
Please do not hesitate to contact me if you require any further information or clarification.
Sincerely,
[Your Name]Tips for a powerful reference letter #
Whether you’re asking for someone to write a letter for you or composing a letter for someone else, here are a few things to keep in mind:
- Reference letters should be positive. This is not the place to list someone’s personal or professional shortcomings. Candidates should always select references they’re confident can speak well of them, and references should only agree if they feel they can authentically speak to the contact’s best attributes.
- Specific examples are important. While a list of qualities is helpful, detailed examples that support and illustrate these qualities help employers better understand how a candidate might perform in various real-life scenarios.
- Concise letters are best. In most cases, personal references should not exceed one page. Remember, recruiters and hiring managers are busy and may have several candidates to consider. Keeping letters descriptive but brief will ensure employers read them entirely.
- Avoid private details. The reference letter shouldn’t go into detail about a candidate’s personal struggles or other intimate matters they may not want to be shared with their prospective employer.
Key Takeaways #
- A reference letter explains why the recipient should choose the subject of the letter for a job, academic program, or volunteer role.
- If you can’t write a glowing reference, it’s better to decline than to write a lukewarm recommendation.
- Ask for a resume or CV and any guidelines set by the employer before writing your letter.
