Customer service is all about people and it’s all about helping people. If you are trying to write customer service letters, it should come out as something that demonstrates your skills as well as your passion for helping customers and wanting to do everything that you can to resolve their problem or answer their questions in within, and sometimes, beyond what your job asks of you.
There would also be situations in your life which would call for writing service letters, whether you are simply responding to a customer complaint about the service they received from your company o responding to a job advertisement, or asking for some sort of support or help from the political representative in your area, or even when you’re trying to seek help in funding for a community project. In cases like this, it always helps to have a well-written letter that would get you the results you want.
In business, a service letter for an employee is a formal document requested by companies or other department within the company to the previous employer or previous member of the applicant who want to be a part of their business, organization or team. The US law has its service letter act, which is a statute asking employers generally or employers of specific classes to provide employees upon the termination of their employment, with the purpose of setting forth the nature of the services rendered and the reason the employee left for another job or position.
If you are a CEO, manager, assistant manager or supervisor, it will be your job to oversee the writing or even personally write reference or service letters when a valued or former member of your company or team is making a job or position change. If you know you can write a glowing reference that would highlight the career and success of your colleague in the positions they previously held, then you should go ahead and accept that opportunity.
You can make a difference in proving to the management of the company, team or department where they could potentially work for or with, that they were successful and that as their previous leader, you are willing to vouch for their experience, skills as well as make your own positive testimonial supporting their qualifications for the position they are applying for.
Writing down your work experience and job history shouldn’t be difficult. You can do it by simply describing the nature of your previous job, your duties and responsibilities on your resume or CV and employment application. However, there are some companies who would want further proof that you really performed the job duties you mentioned in your application, and that you are no longer connected to them, which would require service and termination of services letter from your former or current employer.
Your customer service cover letter is probably one, if not the most crucial document for your job application process since it would determine whether or not a hiring committee or recruitment team will accept or even consider your candidacy. There are nearly 50% applicants for customer service jobs that gets rejected just after the hiring manager takes a look at the cover letter. The service recommendation letter should also really be written in a way which could immediately hold the recruiting team’s interest, for the first few seconds that they see it.
A service letter, sometimes also called an experience letter, doesn’t have to include the subjective comments or wording that is often found in recommendation letters, especially if the letter is being requested for working visa purposes. There are also times when employers would hesitate to provide these service offer letter templates since they may be violating company policy or it may suggest favoritism if it’s not within the company’s usual practices and procedures to do so.
You can decide whether the best person to write a service letter is your immediate supervisor or the recruitment department itself, although both have their own merits when it comes to asking either one to write the letter. Since you can probably touch base better with your team leader as your immediate head, you may want him or her to attest to your experience with certain duties.
On the other hand, when it comes to employee records, your HR department would have access and can therefore provide an official account of your employment history with the company. It would then be better to request the HR department to back your supervisor’s draft of the service letter with your official record of employment.
Be specific with what the letter should include. Just to be sure, you can ask your prospect employer, especially if this is required for you to be considered as one of the final prospects for the job or position, as to the specific contents for verification of your work experience. If the representative of the company wouldn’t be able to give you specific instructions on what it should include, try to make a list of the primary categories for your job requirements and the qualifications for which you are being considered. Now, include those categories when you make your written request to your former employer.
Workers seeking employment in the United States would obviously go through Visa applications and the government often requires foreign visa applicants to secure service letters for a documentation of their work experiences and histories. If this is the only reason why you would need an experience letter, get in touch with the HR department since it’s where you would be able get better assistance as they are more familiar with work visa paperwork to provide you a service letter. For example, U.S. H1B petitions require that you submit an experience letter that documents your current and former employment.
As what has been previously mentioned, if you are a member of the HR team or a former employee’s immediate supervisor, there would be times when you would probably be requested to write a service letter, in which case you should include basic details such as your contact information, date and the contact details of the hiring manager or department. The letter should begin with a formal salutation, one that’s appropriate for business, then proceed to the introduction, explaining your relationship with the applicant, the length of time for which you have known him or her, and why you are the best person from your company, to endorse them.
Your second and possibly third paragraph can provide examples or even some anecdotes regarding the person’s character, work ethics and how he or she was an asset to your company, and what, in your qualified judgement, they can bring to the company and their new position. If possible, try to offer a detailed description as the space can allow. Then end your letter with a professional closing and your signature, either typed or written.
If it’s going to be sent as an email, it should begin with a subject line which would read like “Jane Doe Recommendation” making the employer immediately understand your purpose for sending the email. You don’t have to include the date and the body of the letter format example would simply be the same but you should be able to include your contact information after your signature.
Be specific about the applicant’s qualifications and achievements
Highlight the person’s career in your company by describing what he has done in specific situations and examples rather than writing about generalities. When it’s possible, provide evidence or stories strong enough to back you up.
Provide comparisons about their success.
To put the candidate’s success in his career into the fore, add comparisons so that the one receiving your letter will have some grounds as well as a better understanding of why you’re recomending this person.
Don’t overdo it.
Exaggerating a candidate’s achievements wouldn’t help him you or the candidate gain approval. Don’t put the person on a pedestal. Everybody have areas where they can improve. Weaknesses they can work on. Tell the recipient what they are. Otherwise it wouldn’t only look plausible, it will also set expectations which the candidate would most likely struggle to meet.
Keep it action-oriented.
State your points with a punch, by starting each paragraph with an active, strong affirmation of the candidate’s character and qualities as you have known the person. Strong verbs in this type of writing, will be very helpful.
Close the letter on an affirmative tone.
Reiterate your recommendation of the candidate, vouch for the person one last time and if you think it’s appropriate, invite the email or letter recipient to send you a reply or get in touch with you.
Use a business closing and sign your name.
It’s important to also be professional in writing a Thank You Letter for Your Service. If this is a physical letter, have it printed out and sign it by hand. Otherwise, just typing your name will do.
People applying for a new job or position would often have to ask a former colleague, team leader, manager or teacher to write them an employee service letter or a letter of reference for employment. There are many companies who require references or service letter or any other type of letter attesting the potential employee’s job experience and character when or before they consider the person for a position, while others may fairly give preference to candidates who can offer this upfront as evidence of satisfactory performance regarding their previous work or role.
You may want to focus on the job description. To do this, you need a copy of the job description from the former employee you’re writing the letter for. This way, you will be able to focus and tailor your writing on the position’s specific requirements. And even if the letter you are writing is meant to be more general, you can still ask the person regarding the kind of position or job they will be applying for. This will not only help you you gain more information about the employee’s specific skills, education, training, certification and work experience, but you will also have more chance to put focus in your letter as to the specific skills and certain details which closely matches the certain qualifications that the other company are looking for.
If you have somehow embarked on a furtive job search, the challenge lies on getting your current or former employer to write a service or experience letter for you. Another thing that may also hinder you from getting one is when your company policy doesn’t allow supervisors or the HR department to write what’s essentially considered as a service letter, recommendation or even reference. If you’re currently employed under the company from which you may want the letter to come from, try asking about policies that may affect your acquiring one and check whether you would be able to tell your immediate supervisor that you’ll be needing the letter for your job search. Supervisors who respect their team members’ career choices, goals or aspirations may be willing to write a letter that will support them in achieving their professional goals, even if it means leaving their current position for another one.
A lot of State Laws require service letter or service termination letter templates upon an employee’s resignation or discharge. Contents may vary but can also require the employer to indicate the hire date, positions held, length of service, department, etc. Missouri law for example, requires employers to provide a letter of dismissal no more than 45 days to former employees who were able to send a written, certified, formal request within a year of their resignation or termination date. The letter must then include information about the type of service rendered to the organization and should be signed by a company representative or authority, such as anyone from the HR department, a manager or company executive, depending on who is authorized or qualified to do so.
Should you have any doubts regarding an employee’s qualifications, it’s better that you discuss whatever reservations you may have with the person concerned. This will give the candidate a chance to gain some valuable input about his or her character and work performance as well as clear up any misunderstandings. When the person understands your misgivings, he or she would then be able to decide whether or not he wants the service termination letter templates written by you or if he can just get it from someone equally qualified to write one for him or her.