Letters of Recommendation

Letters of recommendation are written evaluations of your work performance and work habits. Your present or previous supervisor, manager or team member usually writes them at your request. They're used to recommend you to another employer. Employers aren't obligated to write these letters and may not write them due to liability issues and company policy. If you've been a good employee, many will do so to help you obtain a new position.

If you're a student who just completed training and have little or no work experience, you can ask your instructor, internship supervisor, advisor, mentor or volunteer coordinator to write a letter of recommendation.

If you're a person new to the labor market, with no paid-work experience, it's acceptable for you to ask your landlord, neighbor, volunteer coordinator, community leader, etc., to write a letter of recommendation. It should be someone you've completed a task or project with or someone who knows you well. They need to address how long they've known you, the quality of your work or participation, dedication, skills and work habits.

Performance Evaluation

A performance evaluation is a formal, written review or evaluation of your work. It usually covers a specific period of time and includes the quality, quantity, work habits and attitude with which you've performed your job. It can also state your promotions, demotions and reprimands. Positive performance evaluations can be included with your resume or application to bolster your credentials and increase your opportunities of securing a job.

• A Personal Data Record contains information you will use in your job search. Use it to write resumes. Carry it with you when completing applications. Review it before your interviews.
• Write out responses using a separate sheet of paper before completing the application. An alternative is to obtain a second application.
• Whenever possible, take the application home so you can fill it out where you're comfortable and can take your time. Read the directions carefully. It's often helpful to discuss your answers with someone else to give you perspective and direction to your responses.
• A typed application, although optional, always creates a good impression with an employer.
• Use correction fluid sparingly for fixing minor errors. Consider using a black, erasable pen or a correction ribbon on your typewriter.
• Double-check grammar, spelling and content. When possible, ask someone to proofread it.
• Include skills on the application that are related to the type of position for which you're applying.
• Never write the term "See Resume" on the application.
• When explaining gaps in your employment, describe what you did in positive terms that can be related to employment. For example, if you spent time caring for a sick family member, refer to skills used in occupations like home health aide.

*Provide this information only after accepting an offer of employment.
**Provide this only if asked.

References

Choose your references with care. Someone who is influential in the community or business may be an effective reference, but shouldn't be selected for this reason alone. Look for people who honestly know you and will speak objectively. Avoid references where the potential employer may assume a bias in the relationship, such as your spouse. Avoid references that may be controversial or may concern the employer. Examples of these types of references are clergy, counselors or social workers. Of course, these are general guidelines and ultimately it's up to you to choose the best references. You may even want to use different references for different employment opportunities.

General Guidelines in Selecting Your References

• When using someone as a reference, always get permission first.
• Tell them about your job search and the type of job opportunities you're seeking.
• Coach them so they'll be prepared to present you as an ideal candidate.
• Find out if the reference would prefer to be contacted at work or home. Find out the best time to reach her/him. Give this information to the prospective employer.
• Be prepared to provide the reference's occupation, phone number, length of time you've known each other and the nature of the relationship.
• Send your references a thank you note when you know they have given you a reference.

There are four types of references-- (Be prepared to give references from as many reference types as possible.)

Work Related-- Includes past employers, coworkers, subordinates or clients who can speak about your specific employment experience. You can also list the people for whom you perform volunteer activities, babysitting, lawn mowing and other odd jobs.

Professional-- People who know you on a professional basis. May include contacts from business and sales, 4-H clubs or professional and community organizations.

Academic-- Instructors and vocational counselors who can speak about your academic endeavors (appropriate for current students or recent graduates).

Personal-- Only use a personal reference if you have no work related, professional or academic ones to offer. Friends and neighbors who know you personally and can describe your self-management skills can be used. Doctors, librarians, bankers and landlords may also be used as references. Use the names of people who can tell an employer you can be depended on to do a good job.

Work Samples

Jan, a hairstylist, took pictures of her customers before and after she did their hair. This convinced the employer she was capable of doing a good job and she was hired immediately.

Gene, a truck driver, built a home for his family during his free time. He did most of the work himself. When an injury forced him to find another occupation, Gene applied for a position at the help desk in a building supply center. Using a set of photographs his wife had taken during the construction of their house, Gene convinced the hiring manager he had the necessary knowledge and experience with building materials and tools.

"A picture is worth a thousand words." If this saying is true, consider the possibilities for showcasing your qualifications. Presenting a picture of your accomplishments using work samples may provide immediate impact and understanding of your skills.

Work samples can be presented in a variety of ways. Traditionally, artists and photographers prepare a collection of their best work. Those seeking work in the performing arts use video and audio tapes. Published works are the work samples of journalists and reporters.

A chef or baker could show photographs of culinary creations. Tailors or seamstresses could wear examples of the clothing they produced. A secretary could have a writing sample completed in school. Office support staff might present brochures, reports or newsletters as samples of their work. A mechanic could present pictures of auto restorations. Facilitators or trainers could use participant evaluations and videos of presentations. Other sources of work samples include hobbies, sports, scouts, hunting, fishing, crafts, volunteer work and other interests.

Work Sample Advantages

Builds self-confidence-- presents the tangible evidence of what you've accomplished.

Proves your credibility-- shows you have the experience and can accomplish the tasks.

Proves you can do the job-- overcomes the perception that you lack experience or are under-qualified.

Be proactive with your work samples. While work samples may be used any time during your job search, you'd usually present them at an interview. Promote the fact that you have them and want to use them to illustrate your skills, abilities and accomplishments. After all, you're proud of what you've done. Show it!

Almost every occupation lends itself to the use of work samples.

Portfolios-- The Toolbox

The idea of using a portfolio has always been associated with certain types of work. This section will present the notion of using a portfolio regardless of your desired occupations. As noted above, there are many ways to promote your skills in a visual and dynamic way that can make you stand out from the rest. All that is needed is a method of organizing and presenting things important to your objective. The toolbox is the portfolio.

Interviewing is perhaps the most stressful part of a search for work. A portfolio can provide some comfort in that process. It will improve your confidence by having something to refer to in support of your answers to questions or requirements of the job. It will demonstrate to the interviewer that you are organized and focused. It can show that you did your homework and are truly interested in the job. Perhaps most importantly, it provides a systematic way to "close" the interview and leave an impression both in the mind of the interviewer and in their hands.

Organizing Your Portfolio

Start with a notebook of some kind to hold and display materials. This could be as simple as a loose leaf binder with dividers. Think in terms of how you will use it in the interview. At the beginning, it is useful to have a fresh copy of your resume. If there is a pocket in the front cover, put it there. The contents in the rest of the portfolio are best displayed in clear page protectors.

The very first page in the book should be reserved for any information you can find on the employer or the interviewer. Often you can find the company website or an article in the paper. Make a copy and insert it into the front of the book. Just behind that, place a copy of an article that shows a challenge or problem the industry is facing. These articles give you material to engage your interviewer in a dialog. Ideally, the interviewer will notice your book and possibly these articles while you retrieve a fresh resume at the beginning of the interview. Without appearing too pushy, look for a time to refer to your research. People will be appreciative of the fact that you took the time to find out something about them or the company.

If they simply ask, "What's that you have there?," tell them that the portfolio helps organize your work search, supports the claims made on your resume and proves you are the right one for the job.

Whether or not you talk about your research, ask near the beginning of the interview if it is alright to take notes. Usually this is acceptable and gives you another opportunity to get your portfolio noticed. Turn to the back cover where you have inserted a note pad in the pocket or rings of the binder. On the left, in a clear page protector facing the note pad, include a comparison of the requirements of the job to your skills and experience. You can find an example in the chapter on Resumes and Cover Letters called Job Match or "T" Letter Sample. For this and other items in your portfolio, make copies and insert them behind the originals. Before the interview is

over, you want to go through this comparison and ask if there are any other things necessary for the job. This will give you an opportunity to address any hidden issues. Never leave the interview without asking for the job, assuming you want it at that point. This is part of the Job Match Letter and should also be verbalized by you before the interview ends.

As the interview progresses, refer back to the portfolio anytime you can provide documentation supporting your claims and illustrating your qualifications. Each time, pull out a copy to give to the interviewer. By the time the interview is over, the interviewer should have your resume, documents supporting your qualifications and a letter comparing your skills to the job requirements and asking for the job.

It should be emphasized that the interviewer must always be allowed to lead. You are in a "sell" position and the employer is in the "buy" mode. Until that relationship changes, like after an offer of employment, you must guard against the appearance of leading the interview.

The actual content of the portfolio will be dictated by each person's history. As a guide, refer to the following outline to give you ideas.

Employer/Industry Information

This is where you put your articles on the interviewer, employer and industry.

Personal Information

Do not put information here that can lead to illegal discrimination

• Goals
• Work Search Schedule
• Assessments
• Diplomas
• Certifications
• Skills/Aptitude Tests
• Transcripts
• Special Licenses
• Workshops and Conferences

"Good Word"

• References
• Evaluations
• Letters of Recommendation
• Letters of Thanks
• Testimonials
• Awards
• Pictures of Plaques/Trophies
• Articles About You
• Stories Demonstrating Your Skills or Character (preferably signed)

Work/Project Samples

• Writing Samples
• Published Work
• Documentation/Photos of Speaking Events
• Presentations (computer, hard copy, etc.)
• Teamwork Examples
• Your Greatest Accomplishment
• "Before" and "After" Examples
• Leadership Examples
• Work Showing Computer Knowledge (charts, spreadsheets, graphics, etc.)

Additional Information

• Job Match Letter
• Questions for the Employer
• Note Pad

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