Make request for reference or recommendation

2 Types of letters: You need an employment reference request, but a colleague calls this a recommendation letter for a job application. What’s the difference?:

• Difference between reference and recommendation: In the workplace, Americans often use the words “reference” and “recommendation” interchangeably.
• What reference is: A “reference” refers both to the individual, such as your supervisor, AND also the letter that this person writes about you, your talents, and your performance.
• When you ask for reference: You’d ask for a reference (or recommendation) if you’ve lost your job OR are changing jobs and need someone to speak positively about you to a potential employer.

Making an employment reference request—whom to ask for recommendation letter:

• Changing jobs within your company: If you have a good relationship with your current supervisor and have performed well in your position, you’d ask him.
• Changing jobs to different company: If you don’t want your supervisor to know that you’re thinking of making a change, you’d ask someone else, such as a previous supervisor or a former professor. But, if your current supervisor is supportive of your switch, you could ask him.
• Change to different industry or function: You’d first need to discuss this transition with your reference—no matter who that is. That way, this person would be able to explain to a potential employer why you’re suited to the new industry or function.

How to make an employment reference request:

• Arrange meeting to ask for recommendation letter: If you want to ask for a reference in person, you first need to arrange a meeting with your supervisor or other person you’re asking. To do so, you can either call this person by phone or, if he prefers, email him.   
• Prepare for meeting to ask for recommendation letter: To prepare for your in-person meeting, make sure you know your reference’s perspective on you. Assuming that he has a positive mindset toward you, be clear about your purpose. Next, you should develop your brief opening comment.
• How to make your employment reference request in person: Now here’s how you might ask for a reference in person: “As you know, I’ve enjoyed working together and have appreciated your encouraging me to take on new challenges. But, because our company will soon merge with a much larger one, I’d like to parlay my skills and experience with a midsize firm. The CCC company is expanding and, therefore, is interested in hiring someone with my background. I’d appreciate your recommending me for this opportunity.”  You’d then provide this individual with information about the organization you hope to work for, the position you’re interested in, and any relevant next steps. For example, you might the following notes or outline to guide you as you elaborate:

·   Background information:

-          CCC is a $100MM company based in Cleveland and is interested in expanding to Asia

-          Firm needs someone who’s worked at large global IT firm and with extensive experience in business process outsourcing (BPO) and managing people

-          I’ve met their VP of Sales, Brian Downs at a Chamber of Commerce breakfast

·   My background aligns well with their needs:

-          7 years experience with Ultra IT Corp, including 4 years in BPO and 5 years in managing client teams

-          Native Mandarin speaker

·   Potential next steps:

-          I’d appreciate your speaking with Brian on my behalf

-          Assuming you’re comfortable providing a reference, I’ll arrange for Brian to call you at a convenient time.

How to make employment reference request by email: Asking for a reference by email is similar to asking for a reference in person.

How to handle problems in obtaining a recommendation letter:

• No response to employment reference request: If your reference doesn’t respond to your request for a meeting or says that he won’t be available to meet with you, you should conclude that this person isn’t that interested in giving you a reference.
• Remind reference provider: On the other hand, someone agreed to give you a reference but hasn’t done so, you should follow up with him by email or in person.