How to write a reference letter for the Singapore job market (with templates)

Singapore's job market is competitive. As per the Hiring, Compensation, & Benefits Report 2024 49% companies intend to expand their workforce in 2024. This means job seekers need to stand out. A strong resume is important, but a well-crafted reference letter can make a difference. Whether you are applying for a job, trying to get into a university, or seeking a volunteer role, reference letters matter.

This guide will help you write an effective reference letter. It also explains how job seekers can assist their referees in putting together a strong letter. We will cover different situations where reference letters are important, both in Singapore and elsewhere.

Here is what we will cover:

• What is a reference letter?
• What to include in a reference letter
• Character vs professional reference: What's the difference?
• How to write a character reference letter for someone else
• Character reference letter template and examples
• Conclusion
• FAQs

What is a reference letter?

A reference letter is a written endorsement that supports an individual's job application, academic admission, or volunteering opportunity. It highlights the candidate’s qualifications, character, and abilities.

In various contexts, such as job applications, a reference letter provides valuable insights into the candidate’s skills and work ethic. For academic admissions, it can emphasise a student's potential and achievements. In volunteer opportunities, it showcases the candidate’s dedication and suitability for the role.

The strength of a reference letter lies in its ability to present both personal and professional perspectives. In competitive job markets, such as Singapore's, a well-crafted reference letter can enhance a candidate’s application. It offers insights into their skills, work ethic, and achievements. This can add credibility and depth to the application, making it more compelling to hiring managers or academic boards.

What to include in a reference letter?

A well-crafted reference letter should include several key elements and follow a professional format. Here’s what you need to know:

1. Standard components of a character reference letter

These are the essential elements to include when you write a reference letter:

• Date: Indicate when the letter was written
• Recipient's name and title: Address the letter to the appropriate person
• Introduction: State your relationship with the candidate, establishing your credibility
• Qualities and skills: Highlight the candidate’s key attributes, focusing on those relevant to the position
• Specific examples: Provide concrete instances that demonstrate the candidate’s skills and qualities
• Conclusion and recommendation: Summarise your support for the candidate and offer your contact information for follow-up

2. Formatting tips for clarity and professionalism

Here are some tips on how to format a professional-looking reference:

• Font and size: Use a standard font like Arial, Calibri or Times New Roman in 11- or 12-point size
• Alignment and spacing: Align text to the left and use single spacing within paragraphs. Leave a space between sections to enhance readability
• Length: Keep the letter concise, ideally one page
• Tone: Maintain a professional tone throughout the letter

3. Reference form vs free-form letters

When writing a reference letter, you may have the option to use a structured form or write a free-form letter.

• Reference forms
  ⁠These are often provided by organisations. Reference forms help you give specific, consistent information about the candidate. They are typically used for job applications or academic admissions.
• Free-form letters
  ⁠These allow for a more personalised recommendation, ideal for roles requiring a deeper, more personal endorsement. They are used for volunteer positions or creative roles.

Character vs professional reference: What's the difference?

Character reference

A character reference is provided by someone who knows you well on a personal level but hasn’t necessarily worked with you directly. This could be a friend, family member, religious leader, coach, or mentor. Character references are often requested for situations where your trustworthiness and personal qualities are important, such as for volunteer positions, housing applications, or legal proceedings.

Professional reference

A professional reference is focused on your work performance and skills within a professional environment. It highlights your abilities, accomplishments, and how well you work in a team. These references typically come from former or current employers, colleagues, or supervisors. They are most commonly requested for job applications to help employers understand how you might perform in their company.

How to write a character reference letter for someone else?

Use a thoughtful and structured approach when writing a character reference letter for someone. Here’s a step-by-step guide to help you craft a strong and persuasive letter.

1. Writing a compelling introduction

Start by introducing yourself and explaining your relationship with the applicant. Mentioning your qualifications to vouch for them adds credibility. For example, you might state that you were their team leader at a well-known Singaporean company. This highlights your insight into their professional behaviour.

2. Describe their qualities

Focus on specific skills or traits that are relevant to the position they’re applying for. Cite real-life examples to illustrate these qualities. For example, they often exceeded sales targets because they were good at building strong client relationships. This shows they have excellent interpersonal skills. These skills are very important for customer-facing roles.

3. Conclude with a strong endorsement

Summarise their qualifications and reiterate your recommendation. Provide your contact information and ask the recipient to contact you for further details. This displays your confidence in the person you are recommending.

Character reference letter template and examples

Below are 2 character reference letter templates. These letters are customisable and you can easily adapt them to meet your specific needs.

Editable template for a professional reference letter

[Date]

Dear [Recipient's Name or Title],

I have had the pleasure of knowing [Name] for [number] years in my role as their [relationship, e.g., manager, colleague]. During this time, I have consistently observed [Name] showcase outstanding qualities such as [key attributes relevant to the role].

A specific example of their abilities is [specific instance]. During this time [Name] showcased [skills or traits demonstrated]. In addition to their professional strengths, [Name] is also [mention other relevant personal qualities].

I highly recommend [Name] for the position of [Job Title] at [Company Name]. They will be a valuable asset to your team. Please feel free to contact me at [your phone number] or [your email address] if you require any further information.

Sincerely,

[Your Name]

[Job Title]

[Company Name]

Editable template for a character reference letter

[Date]

Dear [Recipient's Name or Title],

I am writing to provide a character reference for [Name] in support of their application for [Job Title at Company Name or Program Name at School Name]. I have known [Name] for [number] years as their [relationship] at [Organization]. In all my interactions with [Name], their [one or two key qualities] have always stood out.

One notable example of [Name]'s abilities is [specific example]. This example highlights their [traits they demonstrated]. Additionally, [Name] possesses [other relevant personal attributes], which will make them a great addition to your team.

If you need any further details, please do not hesitate to contact me at [your phone number] or [your email address].

Best regards,

[Your Name]

How to modify the templates to suit your needs

Using a template to write a reference letter can save you time and effort. Here are some tips to ensure an effective and professional document:

• Fill out the placeholders
  ⁠Ensure you replace placeholders with the correct dates, names, and titles to personalise the letter.
• Adjust the language and tone
  ⁠Consider whether the character reference letter is for a job application, academic programme, or volunteer position. Change the wording to suit the position
• Add information when necessary
  ⁠If there are specific details that can make the letter more personal or persuasive, feel free to include them.

Sample reference letters for different contexts

When writing a reference letter, it is important to tailor your message to the specific context. This could either be for employment, academic purposes, or personal character references. Below are examples for each context, with variations for different industries and levels of experience.

Academic reference letter example

June 29, 2024

Dear Members of the Admissions Committee,

I am writing to provide a character reference for Emily Chua to support her application for admission to the Graduate School of Finance at Nanyang Technological University (NTU). I've known Emily for the past four years as her professor and academic advisor. Her dedication and analytical skills have always impressed me.

A notable example of Emily's capabilities is her performance in the Advanced Financial Analysis course. She led a team project analysing the financial health of a major corporation in Singapore. This showcased her ability to apply theoretical knowledge to real-world scenarios and use economic tools and software.

Emily has a strong work ethic and is adaptable and enthusiastic. She would be a valuable addition to your academic community.

Should you need any additional information, please don't hesitate to contact me at +65 9123 4567 or [email protected].

Best regards,

Michael Tan

Professor of Finance

National University of Singapore

Employment reference letter example (Healthcare industry)

Date: July 2, 2024

Dear Ms. Wong,

As her supervisor at Holistic Wellness Singapore, I've enjoyed knowing Aisyah Binti Ahmad for the past 2 years. During this time, she has shown many admirable qualities, including professionalism, reliability, and excellent organisational skills.

An instance that stands out is when Aisyah managed the transition to a new patient record system. This highlighted her ability to adapt to new technologies and manage administrative tasks. Aisyah is also a compassionate and dedicated individual. Her positive attitude and ability to communicate with patients and staff make her well-suited for the healthcare environment.

I can confidently recommend Nur Aisyah for the Medical Administrative Assistant position at Parkway East Hospital. I'm certain she'll be a valuable asset to your team. Please feel free to contact me at +65 9123 4567 or [email protected] if you have further questions.

Sincerely,

Maita Riman

Office Manager

Holistic Wellness Singapore

Personal/character Reference Letter Example

Date: July 10, 2024

To Whom It May Concern,

I have known Jane Teoh for over five years as both a colleague and a friend. During our time working together at Zenith Tech Solutions, Jane consistently demonstrated exceptional qualities that made her an invaluable member of our team.

Jane is one of the most dependable and hardworking individuals I have encountered. She approaches challenges with a positive attitude and a commitment to excellence that inspires those around her. A standout moment was when Jane took the initiative to organise a community outreach program, where her organisational and leadership skills were crucial to the event’s success.

Beyond her professional abilities, Jane is also a compassionate and thoughtful person. I am confident that she will bring the same dedication and enthusiasm to any role she undertakes. Should you need further information, please feel free to contact me at +65 9123 4567 or [email protected].

Sincerely,

John Ng

Senior Project Manager

Zenith Tech Solutions

Conclusion

A well-written reference letter can significantly enhance job seekers' chances in Singapore’s competitive job market. By following the guidelines and using the templates provided, you can craft a strong endorsement highlighting the individual's essential qualities and skills, making their application stand out.

FAQs

Here are answers to some common questions about this topic:

1. What is the difference between a professional reference and a character reference?
   ⁠A professional reference is provided by someone who has worked with the candidate in a professional setting, such as a former or current employer, colleague, or supervisor. In contrast, a character reference comes from someone who knows the candidate personally, like a friend, family member, mentor, or religious leader.
2. What are the different types of reference letters?
   ⁠There are two main types of reference letters: professional references and character references. A professional reference letter is typically used for job applications and provides an evaluation of the candidate's job performance and suitability for a specific role. A character reference letter is used to highlight the candidate's personal attributes and suitability for situations where character is crucial, such as volunteer roles or academic admissions.
3. How long should a reference letter typically be?
   ⁠A reference letter should be concise and ideally kept to one page. It should provide a thorough evaluation of the candidate while being brief enough to maintain the reader’s interest and convey the key points effectively.
4. How can one ensure a reference letter is both positive and realistic?
   ⁠To ensure a reference letter is both positive and realistic, focus on the candidate's strengths and provide specific examples that gives a truthful and well-rounded perspective of the candidate. Be honest and balanced by mentioning both strengths and any relevant areas for growth, if appropriate.
5. What should be done if someone requests a reference letter, but you don’t feel comfortable providing one?
   ⁠If you do not feel comfortable providing a reference letter, it is best to be honest with the requester. Politely decline the request by explaining that you do not feel you can provide a strong or appropriate endorsement.
6. Can the same reference letter be used for multiple applications?
   ⁠While the same reference letter can be used for multiple applications, it is often better to tailor each letter to the specific job, academic program, or opportunity being applied for. Align with the specific requirements and expectations of each application can make it more relevant and impactful. This increases a candidate’s chances of success.
7. What is the difference between professional and character references?
   ⁠A professional reference focuses on your work performance and skills, while a character reference outlines your personal qualities and trustworthiness.
8. What cultural considerations should I keep in mind when writing a reference letter in Singapore?
   ⁠In Singapore, it’s important to be respectful and concise in your communication. Highlight the candidate’s ability to work well in a multicultural environment, as this is highly valued in Singapore’s diverse workplace. Also, mention any bilingual or multilingual skills, as proficiency in English and Mandarin (or other local languages) can be vital.
9. How long should a reference letter typically be?
   ⁠It's a good idea to keep a reference letter to one page.
10. How can one ensure a positive and realistic reference letter?
    ⁠Describe the person's strengths with specific examples. It's important to be honest about their abilities and not embellish their skills or experience.
11. What should be done if someone requests a reference letter but you feel uncomfortable providing one?
    ⁠Decline in a polite manner. Suggest they choose a reference who can give a more accurate assessment of their abilities.
12. Can I use the same reference letter for multiple job applications in Singapore?
    ⁠You can use the same reference letter for multiple applications, provided the content is relevant to each position. However, it’s advisable to customise the letter slightly for each application by addressing the correct company and role, as personal touches are appreciated in Singapore’s professional circles.