How to Write an Effective Reference or Supporting Letter (for a Student or a Colleague)

How to Write an Effective Reference or Supporting Letter (for a Student or a Colleague) 

When you are asked or formally required to write a reference or supporting letter, the
task must be approached with care, fairness, integrity, and professionalism.  A
reference letter can have a decisive influence on academic and professional careers.  A
reference letter is not a venue for criticism or detailed assessment of shortcomings;
rather, it should present a fair, balanced, and supportive account of the candidate's
strengths, achievements, and potential.  If a referee feels unable to provide such a
positive and constructive endorsement, it is both ethical and professional to decline
the request or recommend an alternative referee.  

I have learnt the following principles largely through long standing interactions with
American, Canadian, and European colleagues, in academic cultures where the writing of
reference letters is regarded as a serious professional and ethical responsibility.  

Key Principles for Writing an Effective Reference Letter 

 1.  Focus on achievements and contributions 

A referee should carefully review the candidate's record and clearly highlight their
major achievements, strengths, and professional contributions that are relevant to the
position or opportunity under consideration.  

 2.  Avoid disproportionate emphasis on weaknesses 

Every career including those of Nobel Prize winners contains periods of weakness, gaps,
or less successful outcomes.  A reference letter should not magnify such issues or
examine them under a microscope.  Minor shortcomings must never overshadow substantive
accomplishments.  

 3.  Maintain the professional purpose of a reference 

A reference letter must not be used as a vehicle for personal criticism, grievance, or
judgment.  It is a professional endorsement, not an anonymous assessment or a report,
and should always be written in that spirit.  

 4.  Decline if genuine support is not possible 

If you are unable to write a positive and supportive reference whether the request comes
directly from the candidate or arises from an institutional obligation you should not
undermine the candidate's prospects or damage their professional expectations.  In such
circumstances, the ethical and responsible course of action is to decline the request or
redirect it to a more appropriate referee who can provide a fair and constructive
evaluation.  

 5.  A cautionary comparison 

Consider two contrasting situations.  

(a) In the first, a senior colleague requested a reference for a candidate and
explicitly asked that the letter focus on the applicant's positive contributions and
achievements.  This reflects the appropriate and constructive purpose of a reference: to
provide a fair, informed, and supportive assessment of a candidate's strengths.  

(b) In the second situation, I encountered a reference written by a senior academic that
criticised nearly every aspect of the applicant's work and career, effectively
resembling a hostile referee report for an A* journal submission.  

The likely outcomes for these two applicants are self-evident, and the ethical
implications of the latter approach are deeply troubling.  

Concluding Principle 

The writer of a reference must act as an advocate for the candidate, not as a judge or
decision-maker.  Writing a reference letter is not merely an administrative task; it is
a professional and ethical responsibility with long-term consequences.  Referees must
approach this responsibility with fairness, generosity of spirit, and integrity.  When
these standards cannot be met, the appropriate action is to decline the request.  

Adherence to this policy promotes collegiality, protects integrity, and ensures that
reference letters serve their intended purpose: to provide a fair and constructive
endorsement of professional merit.