Writing a recommendation letter for your boss can seem like a daunting task. After all, your boss is in a position of authority over you and writing something positive about them that will be seen by others puts you in a vulnerable position. However, recommendation letters are common practice in many workplaces and writing one for your boss provides you a chance to show your support.
When writing a recommendation letter for a manager or supervisor, your goal should be to provide specific examples that back up your points. Focus on their strongest skills and abilities as a leader, using real-life illustrations of those qualities whenever possible. Structure the letter so that it highlights their talents and explains clearly how they benefit the workplace.
Here are tips on how to write the perfect recommendation letter for a boss:
Make it sincere and positive
The letter should come across as authentic and honest, not exaggerated or dishonest. Use your real experiences working under this supervisor to add credibility. Focus on the positives and don’t include negative information or complaints about their management style. However, don’t go overboard with praise either.
Highlight key abilities
What does this person do particularly well as a manager? What makes them stand out? Pick two or three of their strongest attributes and center the letter around those. For example, maybe they are an excellent communicator or they staying calm under pressure during crises. Use specific stories and examples to back this up if possible.
Follow business letter format
Stick to a standard business letter template. Address the recipient formally if you don’t know them well (such as “Dear Hiring Manager”). Include your name, position, company, and contact information at the top. Use a formal closing (such as “Sincerely”) and sign your name underneath.
Make it detailed but concise
Avoid vague, generic praise and use specific examples when possible. However, keep it to 1 page with 3-5 paragraphs. Busy hiring managers don’t have time to read a lengthy recommendation. Focus on the highlights.
Customize for the situation
Make sure the letter fits the specific job, award, school program, etc. that you are recommending them for. Read the job description or award criteria closely and emphasize how their skills match. Tweak the letter for each situation.
Proofread carefully
Check carefully for typos, grammar issues, and formatting problems. Have someone else proofread it as well. This letter is a reflection on you as well as your boss.
Opening Paragraph
Start the recommendation letter with a simple statement letting the reader know you highly recommend this person. Mention your position, the person’s position, and how long you worked together.
For example:
“It is my honor to recommend Janet Dixon for the position of Vice President of Operations. Janet served as my direct supervisor for three years when I worked as Assistant Director of Customer Support at ABC Company. I thoroughly enjoyed my time working under Janet’s leadership and came to greatly admire her abilities as a manager.”
This opening statement establishes your authority to provide a credible recommendation, introduces the individual, and quickly sums up why they make a great candidate.
Body Paragraphs
The body paragraphs should provide evidence to support your recommendation. Pick 2-3 of the person’s strongest leadership qualities and support them with specific examples. These might include:
– Communication skills – Provide anecdotes of the person communicating effectively with team members, clients, or upper management. How does their communication style foster teamwork and clarity?
– Problem-solving abilities – Describe a time the person analyzed a problem thoroughly and came up with an innovative solution. What was the end result?
– Work ethic – Note instances that demonstrate the person’s dedication, work ethic, attention to detail or determination. How does their work ethic enhance the team’s performance?
– Leadership style – Discuss their leadership style and philosophy. Are they more hands-on or big-picture focused? Give examples that demonstrate why their approach works well.
– Mentorship and training – Have they mentored you or others and helped you develop new work skills? Provide details of how their training and guidance has boosted productivity, work quality, etc.
– Achievements – What major contributions, innovations, or improvements has this person spearheaded? Quantify their impact on the company or department if possible.
Choose your strongest stories that paint a picture of their leadership abilities. Each paragraph should focus on a different strength or skill.
Closing Paragraph
Wrap up with a final summary of why you highly recommend this person for the position. Reiterate their most impressive qualities or abilities one more time. Express confidence that they will bring impressive value and leadership to the role they are being considered for.
Thank the reader for their consideration. Include your contact information in case they want to follow up with you directly to learn more about your experiences working under this excellent supervisor.
Proofreading
After writing your recommendation letter, let it sit for a while before proofreading. This allows you to look at it with fresh eyes and catch mistakes you might have missed. Thoroughly check for:
– Spelling and grammar mistakes
– Typos or duplicate words
– Awkward phrasing or unclear sentences
– Consistent verb tense
– Correct information and dates
– Formatting issues
Read the letter out loud and backwards to detect any last mistakes before finalizing it. Ask someone else to proofread as well and provide feedback. The letter should be perfectly polished when complete.
Sample Letter
Here is a sample recommendation letter for a supervisor or manager to provide an example:
April 23, 2022
Dear Hiring Manager,
I am very pleased to recommend Janet Dixon for the position of Vice President of Operations at ABC Company. As Janet’s Assistant Director of Customer Support for three years, I had the pleasure of witnessing her strong leadership abilities and knack for streamlining operations.
Janet has an innovative mindset and is always looking for ways to improve processes and enhance efficiency. For example, when our customer renewal process was inefficient and causing bottlenecks, Janet analyzed the problems and came up with a streamlined system that doubled our renewal rate within just three months. She has excellent analytical skills and quickly finds solutions to complex issues.
Beyond her innovation, Janet is simply a joy to work with. She encourages teamwork, communicates expectations clearly, and motivates our department to perform at the highest level. When dealing with stressed team members, Janet maintains calm patience while providing constructive feedback and instilling confidence. Her warm leadership style brings out the very best in those around her.
With her technology expertise, strategic mindset, and commitment to mentorship, Janet Dixon will be a true asset to your VP of Operations role. Please feel free to contact me if you would like to discuss her qualifications further. I am happy to expand on my experiences working under Janet’s stellar management and leadership.
Sincerely,
[Your Name]
[Your Title]
[Company]
[Phone]
[Email]
Key Takeaways
Here are some key takeaways on how to write an outstanding recommendation letter for your manager:
– Provide specific, vivid examples of their abilities rather than generalizations
– Focus on their 2-3 strongest leadership qualities or skills
– Use anecdotes to demonstrate the positive impact they’ve made
– Customize the letter for the job or role they are being considered for
– Proofread carefully to catch any errors
– Open with a statement establishing your credible perspective
– Summarize their impressive qualifications in the closing
– Send the letter only if you can genuinely recommend them without reservations
Writing a thoughtful recommendation letter provides a chance to pay back your manager for their mentorship while helping them advance their career. By highlighting their greatest managerial strengths backed by real examples, you can write a letter that makes a powerful impact.
Frequently Asked Questions
Is it okay to refuse to write a recommendation?
It’s perfectly acceptable to politely decline to write a recommendation if you don’t feel comfortable recommending the person for any reason. Simply let them know that you don’t believe you’re the best person to write it. Avoid disclosing details.
What if I don’t have a lot of positive things to say?
Focus on the 1-2 most favorable qualities you can cite and provide examples. If you truly can’t come up with anything substancial that’s positive to include, let the person know you are not comfortable writing the letter.
How long should the letter be?
Aim for 3-5 paragraphs or around 1 page. You want enough detail to back up your recommendation without dragging on too long.
Should I list their weaknesses?
No, never mention weaknesses or anything negative. Recommendation letters should highlight accomplishments and strengths only.
What if my boss was difficult?
Stick to the positives and leave out any complaints you may have. Focus on any strengths they displayed even if minor – communication, technical abilities, leadership of certain projects, etc.
Leadership Quality | Example |
---|---|
Communication Skills | When announcing organizational changes, June effectively presented the reasons and stepped team members through what to expect. Her transparency kept morale high. |
Mentorship | Robert took time to coach me in PR strategies, leading to my promotion to Senior Director. His support of my career development has been invaluable. |
Innovation | Alicia came up with the idea of having client workshops, which led to a 15% increase in engagement. Her creative solutions enhance our offerings. |
This table provides example stories of positive leadership qualities for a recommendation letter.
Conclusion
Writing a recommendation letter for a superior requires highlighting their greatest strengths with convincing examples based on your first-hand experience working under them. Focus on their achievements, communication abilities, leadership approach, contributions to the team, and other impressive qualities. Proofread closely and customize the letter for the specific position or award. With a well-written recommendation letter that provides powerful evidence, you can effectively advocate for your manager’s advancement.