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Ethics Advice on Writing Letters of Recommendation

Making employment contacts and recommendations are conventional business practices and are often unobjectionable. Nevertheless, federal employees must ensure that their actions do not create the appearance of inappropriately using public office for private gain.

The Standards of Ethical Conduct for Employees of the Executive Branch generally prohibit employees from using their government positions to coerce or induce a benefit or to create a government endorsement or sanction for the private gain of a friend, relative or other person with whom the employee is associated in a non-governmental capacity.

As a general rule, HRSA employees may use agency letterhead and their official titles to respond to a request from an individual who seeks an employment recommendation or character reference in two situations:

• if the individual being recommended is seeking federal employment or
• if the HRSA employee has dealt with the individual being recommended in the course of federal employment.

The HRSA employee must have personal knowledge of the ability or character of the individual making the request.

One of the most important factors that HRSA employees should consider before making employment recommendations is whether the individual’s prospective employer has business with HRSA. If the individual has applied for a position with a HRSA grantee or contractor, it may be acceptable for a HRSA employee to write a letter of recommendation if the employee has personal knowledge of the abilities of the individual in the course of federal employment.

When making employment recommendations, HRSA employees should be cautious not to suggest that any kind of favorable treatment or negative consequences will result from the prospective employer’s willingness to hire the individual. This is especially true if the prospective employer is a HRSA grantee or contractor. Conversely, if a HRSA employee merely conveys his or her views of the individual’s qualifications, skills and character, there would be few concerns that the employee has used his public office for the private gain of another.

However, if HRSA employees make unsolicited inquiries to private-sector employers to suggest that they hire an individual, concerns might be raised that the contact was intended to coerce or induce employers to find a position for that person.

There are no bright line rules that apply to all cases; rather, each situation is judged from the perspective of a reasonable person with knowledge of the relevant facts. You should contact the HRSA Ethics Office at 301-443-3498 for advice on specific situations.

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