Content

• To step
• Part 1 of 2: Preparing the letter
• Part 2 of 2: Writing the letter
• Tips

People involved in immigration procedures often have to support their applications with letters of reference from community members and colleagues. These letters are used by judges and other government officials to assess whether the person involved in the immigration procedure is of good moral character. If you are asked to write a letter, make sure it contains all the necessary information.

To step

Part 1 of 2: Preparing the letter

1. Understand the type of immigration process involved. The first step in writing the letter is to find out which procedure the requestor of the letter is involved in. Reference letters can be used, for example, during eviction proceedings. The letter can also be used as part of a person's application for naturalization. Other possible reasons for the letter are:
   • To prove a relationship, such as a bona fide marriage
   • As confirmation of an employment contract or residence
   • As evidence of abuse (emotional or physical)
   • To confirm a legitimate fear of prosecution of an asylum seeker
2. Please contact the applicant. Feel free to ask the applicant to put together a list of points he or she would like in the letter. For example, the applicant may want you to share your experience with him or her as a colleague, show that the applicant is interested in Dutch history, or provide a specific personal anecdote.
   • You can also ask the applicant for a resume or other background information. You can use this information as a guide for the writing process.
3. Find examples. You can find examples of immigration letters on the internet with Google. Customize each example to suit your specific purposes. Convey sincerity and credibility in your letter.
   • An example of an employer's statement can be found on this website.

Part 2 of 2: Writing the letter

1. Enter the date and salutation. You mention the date at the top of the letter. Below that is the salutation. If you don't know who to turn to, write "Dear Sir or Madam".
   • If you are the applicant's employer, use the company or organization letterhead.
2. Write an introduction. Use the first paragraph to introduce yourself. State your name, profession and relationship with the applicant. Also state the status of your own citizenship.
   • Also state how long you have known the applicant, any reference dates, locations, job titles, etc.
   • An example: "My name is Michael de Vries. I am a Dutch citizen and HR manager at Unilever. "
   • If you are an employer, you can say: "I am Caroline Smit, assistant director of human resources at ABC NV, where I have managed Andrea de Jong for the past three years, from April 2012 until now".
3. Describe the applicant's traits. In the second paragraph, provide specific examples that support what the applicant is trying to prove to the immigration officials. For example, the applicant may require a testimony of good character traits for naturalization or to avoid expulsion. Perhaps the applicant needs you to determine that his or her romantic relationship is not a sham. Or the applicant may need to prove that the persecution caused trauma in his country of origin. Be as specific as possible, regardless of the reason.
   • For example, write: "I know very few people with as much compassion as Andrea de Jong." After just two weeks of coming to church, she became a soup kitchen volunteer and within two months was the main weekend shift volunteer. In this position, Mrs. de Jong helped a man who was severely depressed and suicidal. After calling me, she stayed with the man for two hours until I could call medical personnel to help me. "
   • You may also be called upon to write a letter about the applicant's relationship with a spouse. Sometimes immigration officials claim that marriage is a sham to help one party get a visa. In this situation, you need to say something about the applicant's relationship. "The bond that Andrea de Jong has with her new husband, Adam Smit, is impressive. As their girlfriend and neighbor for the past two years, I've watched them garden together for the past two years, take long walks, and eat together almost every night. When they came to my wedding party, they held hands and socialized easily with the guests. It was like seeing me and my husband at an early stage in our marriage. "
   • If you are writing to prove evidence of abuse, explain why you think the applicant has suffered trauma in their home country. You have to translate medical diagnoses into layman's terms. Provide specific information. For example, report that the applicant is suffering from nightmares, weight loss and other anxiety issues.
4. If relevant, explain the work ethic. If the applicant is an employee or volunteer, please indicate the applicant's duties and position. Add information about the dates and location of the employment.
   • It is also important to express an opinion on the fairness and trustworthiness of the applicant, by providing specific information. For example, don't just say: "Mrs. de Jong has a good character and cares about people." That is too vague. Provide details to show the reader why you think the applicant has those traits.
   • For example, say, "For the first six months, Mrs. de Jong drove the shuttle bus from the homeless shelter to the soup kitchen in town. She was on time and always friendly to both the staff and our customers. Once a customer lost his wallet in the bus. After Mrs. de Jong found him, she immediately handed it to me. All the money was still there. "
5. End with a heartfelt recommendation. The letter should end with a strong recommendation so that the applicant gets what he or she asks for. If the applicant wants to avoid deportation, you can say, "Based on my good friendship with Ms. de Jong, I strongly recommend that she not be deported."
   • If the letter is to support naturalization, you can say: "In my opinion, Ms. de Jong is an asset to the country. I recommend naturalizing her as a citizen of the Netherlands as soon as possible. "
6. Add your contact information. You must give the government official reading your letter a means of contacting you. Include your phone number and email address at the end of the letter. If your postal address is not already on the letterhead, state it here. Also indicate which times are good to contact you.
   • After adding your contact information, write "Sincerely," and after a few blank lines, write your name.
7. Sign the letter. Use blue or black ink. You don't have to take the letter to a notary, but you can. A notarized letter removes any doubts about your signature. If the applicant is already in the middle of the deportation procedure, you must notarize the letter.
   • If you wish to do this, please wait to sign and take the letter to a notary. Provide adequate personal identification. A valid driver's license or passport must be sufficient.
   • Use this website to find a notary near you. Notaries public can also be found at most major banks and in court buildings.

Tips

• Bring a copy of your letter. If you are contacted, you can refer to the letter to refresh your memory.