Writing a strong letter of recommendation can be challenging. As the writer, you want to highlight the subject’s strengths and qualifications without exaggerating or providing unrealistic praise. Here are some quick tips to keep in mind when writing a recommendation:
– Focus on skills and qualifications that directly relate to the purpose of the recommendation. For a job or school application, highlight relevant work experience, academic achievements, and personal qualities that make the candidate a strong applicant.
– Be specific. Avoid vague, generic praise and provide detailed, concrete examples that illustrate the applicant’s abilities and accomplishments. Quantify their achievements with facts and figures when possible.
– Tailor the letter to each specific opportunity. Research the job description, school program, etc. and customize your letter accordingly, emphasizing how the candidate’s background fits the role or environment.
– Keep it brief. A recommendation letter should be 1 page max. Identify 2-3 key strengths or qualifications you want to focus on and develop these points concisely.
– Use vivid language. Adjectives like “exceptional” or “tremendous” can seem abstract or exaggerated. Use vivid verbs and descriptive details to show, not just tell, why the candidate stands out.
– Proofread carefully. Typos and grammatical errors will undermine your praise. Ask someone else to review the letter before sending.
How to Structure a Recommendation Letter
Though recommendation letters vary based on context, there is a general framework you can follow to ensure you cover all the bases. Here are some guidelines for structuring your letter:
1. Opening paragraph
– Establish who you are and your relationship to the candidate. How long have you known them and in what capacity (supervisor, teacher, coach, etc.)? This highlights why you’re qualified to provide a recommendation.
– Provide 1-2 sentences of praise that summarize the candidate’s strengths. This gives an introductory snapshot of why they deserve the recommendation.
2. Body paragraphs
– Use 2-3 paragraphs to provide key details and examples that demonstrate the candidate’s qualifications for the specific opportunity.
– You can organize this either by strengths (devoting each paragraph to a different attribute) or chronologically walk through their background and achievements.
– Make sure to highlight both hard skills and soft skills. Academic, professional, and extracurricular achievements are all great to include.
3. Closing paragraph
– Summarize why you highly recommend the candidate. State they have your strongest endorsement.
– Reiterate 1-2 of their top strengths or skills that make them a promising candidate.
– Express confidence they will excel in the position, program, etc. if accepted.
Here is an example structure:
| Section | Purpose |
|---|---|
| Opening | Introduce yourself and your relationship to the candidate. Provide 1-2 sentences summarizing their key strengths. |
| Body Paragraph 1 | Details about strength/skill/achievement #1 with examples |
| Body Paragraph 2 | Details about strength/skill/achievement #2 with examples |
| Body Paragraph 3 | Details about strength/skill/achievement #3 with examples |
| Closing | Summarize top strengths and qualifications. Express your strong endorsement and confidence in the candidate. |
Key Things to Include
To write a compelling letter that makes a strong case for the applicant, there are several elements you should ensure to incorporate:
Specific examples and anecdotes: Vivid details and stories about the candidate bring their achievements to life and show their capabilities in action. An example from a classroom, workplace, organization or activity highlights their skills in a memorable way.
Quantifiable information: Facts, figures, and measurable results provide concrete evidence of the candidate’s qualifications. Mentioning GPAs, sales figures, research metrics, or other data points makes your praise more credible and defined.
Compliments from others: Quoting positive feedback from the candidate’s professors, colleagues, managers or clients adds outside perspective to your endorsement. This shows their abilities have broadly impressed others.
Personal qualities: Soft skills like leadership, teamwork, persistence and communication allow a well-rounded portrayal of the candidate. Give specific examples of when they displayed these personal strengths.
Obstacles overcome: Describing challenges or setbacks the candidate had to conquer demonstrates resilience, determination and problem-solving abilities. This gives deeper insight into their character.
What to Avoid
There are also some common pitfalls you should be careful to steer clear of when drafting your letter:
– Over-exaggerating praise
Flowery, over-the-top language that seems exaggerated comes across as insincere. Keep your praise truthful and grounded.
– Clichés or generalities
Phrases like “hard worker” or “team player” are vague and don’t offer real evidence of abilities. Be specific.
– Spelling/grammar mistakes
Typos and errors will undermine the professionalism of the letter. Proofread thoroughly.
– Irrelevant information
Keep the focus on strengths and skills that directly relate to the purpose of the recommendation. Avoid irrelevant tangents.
– Negative language
Only include constructive criticism if completely necessary. Keep criticism minimal and surround it with positive context.
– Confidential information
Avoid discussing sensitive details like health, family issues or other private matters unless you have explicit permission.
How to Format Your Letter
Presenting your recommendation letter professionally is just as important as the content. Follow these formatting best practices:
– Addressed correctly
If possible, address the letter directly to the hiring manager, admissions officer or other relevant recipient. Make sure names and titles are correct.
– Well-organized
Group related information together in tidy paragraphs rather than large, dense blocks of text.
– Consistent font
Stick to common fonts like Arial, Calibri or Times New Roman. Avoid anything overly stylistic. Keep font size 11 or 12pt.
– Single space with double space between paragraphs
Single spacing conserves space while double spacing improves readability.
– One page maximum
Recommendations over a page risk losing the reader. Condense your letter to highlight only the most essential information.
– Business letter format
Use a standard business letter template with your contact information, the date, formal salutation/closing, etc.
– Free of errors
Again, thoroughly proofread to catch any typos, grammar issues or formatting inconsistencies.
– PDF format
Convert your letter to a PDF before sending to preserve your original formatting.
Who to Ask for References
The impression your letter makes depends heavily on the strength of the person writing it. When deciding whom to request a recommendation from, consider individuals who:
– Know you well enough to discuss your abilities in-depth
– Can speak first-hand about your qualifications
– Have credibility based on their role and reputation
– Have a strong professional relationship to you
– Are excellent communicators
Think about asking:
– Former managers or supervisors
Their perspective as your boss offers valuable insights into your work ethic, achievements and leadership potential.
– Influential customers/clients
Third-party praise from a client carries more weight than internal praise from a colleague. Their outside view offers credibility.
– College advisors, professors, coaches
Academic connections can vividly highlight your intellectual prowess, critical thinking and classroom leadership.
– Community leaders, volunteer organizers
Those involved in your community service and extracurriculars can discuss valuable soft skills like dedication and teamwork.
– Avoid asking family/friends
Recommendations from personal connections generally hold less influence unless they directly supervised you.
How to Ask for a Recommendation Letter
Who you request a letter from is key, but so is how you ask. Follow these best practices when reaching out:
– Make the request in person if possible
Asking face-to-face, even virtually, is more personal than an email. It shows you value their time and reference.
– Time your request strategically
Give them at least 2-3 weeks notice before your deadline. Last minute asks appear rushed.
– Provide background on the opportunity
Inform them who the letter is for, the position/program you’re applying to, key qualifications, submission deadlines, etc.
– Give them flexibility to decline
Phrase it as a request rather than a demand to avoid putting them on the spot. Don’t take it personally if they can’t accommodate.
– Share your resume/CV and other relevant materials
This gives them fodder to draw from when writing their letter. Refresh their memory about your achievements.
– Express your sincere appreciation
Let them know you value their recommendation and that it would mean a great deal coming from them specifically.
– Follow up politely
Gently check in as your deadline nears. Ask if they need any other information from you to complete the letter.
Sample Recommendation Letters
The following are two sample recommendation letters, one from an academic advisor and one from an employer/supervisor. Analyze the content, structure and formatting to see strong recommendation letter models in action:
Academic Recommendation Letter Example
April 19, 2020
Dear Admissions Committee,
I am writing this letter to enthusiastically recommend John Doe for admission to your engineering program. In my capacity as John’s undergraduate advisor at XYZ University, I have known him for the past four years and can confidently say he is one of the most talented, driven students I have encountered in my 20 years in academia.
From his stellar undergraduate career to his passionate engineering projects outside the classroom, John has consistently demonstrated an exceptional intellect and true passion for the field. He graduated magna cum laude from our Mechanical Engineering program, maintaining a 3.8 GPA while simultaneously working on numerous impactful research projects. His academic success is a testament to his work ethic and natural ability to master complex technical concepts with ease.
In particular, John’s senior design project shows his immense potential as an engineer. As project lead, he spearheaded the design and prototyping of a sustainable energy system for an off-grid community. I was continually impressed with his leadership, creative problem-solving and technical skill in bringing the project to fruition. The final sustainable energy solution he helped pioneer will improve access to electricity for countless underserved people, exemplifying John’s commitment to using his engineering talents to make a real-world difference.
Beyond his academic coursework, John is also an active member of our Engineering Mentorship Program. He has volunteered significant time mentoring younger students and developing hands-on workshops to engage high school students from underrepresented backgrounds in engineering fields. His passion for increasing diversity in STEM is truly admirable.
John is quite simply one of the best and brightest students I have seen progress through our engineering program. I cannot recommend him more strongly for your master’s program, where I am confident his skills, initiative and character will allow him to thrive and make significant contributions. Please feel free to contact me if you would like to discuss his qualifications further.
Sincerely,
Jane Smith
Professor of Mechanical Engineering
XYZ University
Professional Recommendation Letter Example
October 2, 2023
Hiring Manager,
ACME Company
123 Business Rd.
Los Angeles, CA 12345
Dear Hiring Manager:
I am very pleased to recommend Jane Doe for the Marketing Specialist role with ACME Company. As Jane’s manager for the past three years, I have seen her talent as a marketer and business strategist first-hand and have been consistently impressed with her achievements.
Jane is an extremely diligent, creative and results-driven team member who has made significant contributions to our marketing efforts here at XYZ Company. She single-handedly managed the digital marketing campaigns for our flagship product last year and increased website traffic and online leads by over 20% in just six months. Additionally, the viral social media campaign she developed for our most recent product launch generated substantial brand awareness and engagement. Her ability to craft compelling digital marketing strategies is unmatched in our department.
On top of her technical skills, Jane is a true team player and natural leader. She is always willing to share her expertise with her colleagues to elevate our department’s work across the board. The positive impact of her support and mentorship on our junior staff has been immeasurable. I can also vouch for Jane’s stellar professionalism and work ethic, even when working on high-pressure projects with tight deadlines.
With Jane’s wealth of digital marketing knowledge and passion for innovating impactful campaigns, I am confident she would be an invaluable asset to ACME’s marketing efforts as you expand your customer base. She has my highest recommendation for this role, and I am happy to furnish more details about her background and qualifications upon request. Please contact me at any time at 123-456-7890 or [email protected].
Sincerely,
Mark Smith
VP Marketing, XYZ Company
Conclusion
Writing an effective recommendation letter requires thoughtfulness, attention to detail and a genuine desire to advocate for the candidate. By following best practices around structure, content and formatting, you can produce a compelling letter that gives your applicant the strongest possible chance at the opportunity they seek. The impression made by a thoughtful, well-crafted recommendation could be the difference that wins them the job, acceptance letter or other desired outcome.