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Jagpreet
30 November, 2024
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Before we begin to understand the common errors, let us see what an experience letter is:
Basics: An experience letter is a formal document. If you are an employee of a company, your previous or current employer can give you that formal document that has all your:
Details
Employment History
Skills
Performance
Responsibility
Purpose: An experience letter verifies the skills and experience you mention in your resume, cover letter, or CV. You are often required to add this letter to your portfolio. This document is proof of the time you spend working with the company.
Who Drafts It: Your HR Manager drafts your experience letter. However, if you work with a small-scale company, the business owner might draft it for you. This letter is handed over to you at the end of your employment at that company.
Also Read: How to Write Resignation Letter: Format and Examples
If you are an employer writing an experience letter, here are some common mistakes that you must avoid:
You must mention all the important details that concern your employee. These include:
Full Name
Employment Duration
Major Accomplishments
Job Role and Responsibilities
Impact: If you don’t mention the details, the new employer may doubt the letter’s authenticity and not get a complete idea of the employee’s profile.
Example: Instead of writing, “Person XYZ worked with us for a few months and did well at his/her job,” write, “Person XYZ worked with us for 1 year as a sales manager and successfully generated an impressive sale of ABC amount.” Quantifying the experience sounds more credible, and the new employer is more likely to trust the employee.
You might not intentionally make this mistake; however, inconsistency in your language is a standard error. This can disturb the professional tone of the experience letter. Remember that the letter also contains the name of your company and your work. When this letter reaches the new employer, your company’s name is also at risk. Moreover, your work may be questioned.
Impact: If your letter contains grammatical errors, it can sound unprofessional. If it is informal, it can sound unreliable to the new employer, who might not trust its authenticity.
Example: Common errors or typos such as Analyts instead of Analyst, or using language such as “He worked for a good 6 months and gave us amazing results.” To avoid this, do not forget to proofread the letter. You can also run an online scanner to check for overlooked errors. Using online tools to check can help you add more uniformity to the tone of the language.
If your employee is doing well, you can appreciate them in a formal tone by highlighting their achievements. However, you must avoid exaggerating these achievements. The new employer might question the authenticity of these achievements, which would reflect negatively on your organisation and the employee.
Impact: The new employers generally cross-check for the achievements mentioned. The employee’s reputation would be at stake if the proof does not align with what was stated. Even if the new employer or company doesn’t catch the tall claims, your employee’s performance would speak volumes as they begin working. If not now, they might catch it later.
Example: If you claim that your employee worked alone on an entire project that, in reality, involved a team of five people, then this claim can be called out for being false. Instead, you can correctly mention how your employee contributed to the project. Define their role according to the truth.
Also Read: Guide to Writing Effective Formal Letters: Format, Tips and Techniques
Imagine being asked to read a book backwards. Would you be able to understand the story? There is a reason why each chapter sets the foundation for the next chapter. Similarly, while writing an experience letter, the flow and language should be simple and organised.
Impact: If you do not maintain professionalism in drafting an experience letter, your employee’s work experience with you can be questioned.
Example: If the flow of the points mentioned is not maintained, they may look unrelated. You must follow the proper format, such as:
Introduction
Employee Details
Achievements
Responsibilities
Closing Remarks
Validation
Referring to a format makes the letter appear more organised, and the employer will find it easy to read. Using difficult words or long sentences can distract the employer from the important points.
Would you still believe it if you got a letter from a bank offering you a loan, but it didn’t have a logo, signature, or letterhead? Just like the one from the Laxmi Chit Fund? Don’t fall for this Hera Pheri of unauthentic writing styles. An experience letter must be written with:
Company’s Letterhead
Signature
Company Logo
Impact: If you include these points, the letter will look complete and organised and will not raise any doubt. Think from the perspective of an employer. What comes to mind?
Example: The experience letter should contain plain text and include the logo, sign, and author’s designation. You can also refer to some examples. Use official stationery to get it printed; we are sure the next employer will not raise a question.
Also Read: 14 Impactful Career Objectives to Elevate Your Fresher Resume
Often, employers make the common mistake of shifting away from the purpose. Your employee may want to change the industry or the role. If you draft an experience letter that matches all the industries, that probably won’t work. You might make it sound too generic or even forget the main purpose.
Impact: A generic letter might not convince the employer or justify your employee’s skills and qualifications. They might think that the profile doesn’t accurately define your employee’s achievements, and they would never know what they should.
Example: If your employee is shifting from marketing to sales, try mentioning common skills that can be relevant. If your employee is going for the same role, mention only those points that justify the role’s requirements.
If you do not mention your employee’s responsibilities with proof, the employer is less likely to trust them. Responsibilities cannot be generic. Every designation comes with specific responsibilities that you are required to mention.
Impact: The new employer might struggle to determine what your employee can prove or contribute. If they don’t understand their responsibilities, they might be unable to offer the right role.
Example: If you write, “The XYZ person managed marketing-related work,” this would sound unclear. Instead, write, “The XYZ person managed the marketing budget, market research, growth analytics, and execution.” This sentence has more weight.
No employee is perfect. They need help with work when they are new to the company and are likely to make mistakes even as time progresses. Avoid negative statements that can hamper your employees’ image, even if they face challenges.
Impact: Writing negatively can lower the chances of your employee’s selection. Instead of writing “Struggled to meet the deadlines,” write, “Contributed successfully to XYZ areas or ABC project under the guidance of XYZ person.”
Remember to mention the correct dates that concern your employees. These can concern the joining and exit of your employee or any other dates.
Impact: If you mention incorrect dates, your employee organisation’s name will be affected. Additionally, in some cases, this can lead to legal issues. It will also lead to extensive employee background verification, and it won’t reflect positively.
Example: To avoid this mistake, cross-check your employee’s records. Usually, the HR manager has all the data to ensure you don’t make a mistake.
Soft skills are as essential as hard skills or technical skills. Writing about your employee’s soft skills can be an impressive move to convince the next employer. These are some unique points and personal attributes that also contribute significantly to the profile.
Impact: Mentioning soft skills that align with the job role can easily convince the employer. They would know that your employee is capable beyond just the qualifications and can maintain good workplace relationships.
Example: Mention convincing soft skills such as strong communication, empathy, and interpersonal skills. This ensures the employee is ready for the role and the responsibilities beyond that role.
Writing an experience letter is more than just a letter from your employee. It proves what you observed in them and the capabilities you appreciate. Who wants to avoid progress? Sometimes, letters like these can either give flight to your dreams or pull them back. It might be just a draft for you, but for your employee, it is a key aspect that decides their selection. Think from the employee’s perspective to understand the importance of this letter. If you were given a poorly drafted letter, how would your employer judge you? Avoid lying, exaggerating, and understating. Mention the facts, but how you frame them can affect their sound. Therefore, writing an experience letter is a key task, and you should avoid making mistakes.
