How Do I Write A Good Letter of Recommendation?

Crafting a compelling letter of recommendation (LOR) can feel like a daunting task. You want to provide an accurate and insightful portrayal of the individual, highlighting their strengths and suitability for the opportunity they’re pursuing. But how do you actually do that? This guide will walk you through the process, from understanding the purpose of an LOR to writing one that truly shines.

Understanding the Purpose of a Letter of Recommendation

Before you even put pen to paper (or fingers to keyboard), it’s crucial to understand the fundamental purpose of a letter of recommendation. It’s not just about summarizing a person’s resume. It’s about providing a unique perspective that the applicant cannot offer themselves. A good LOR serves as a third-party validation, offering an objective assessment of the candidate’s skills, character, and potential.

Think of it this way: the hiring manager or admissions committee is trying to get a complete picture of the applicant. Your letter fills in the gaps, providing context, anecdotes, and specific examples that support the claims made on the application. Your insights give the applicant an edge.

Gathering Information: The Foundation of a Strong Recommendation

You can’t write a great LOR without gathering sufficient information. Start by asking the person for whom you’re writing the letter for the relevant details. This includes:

• The specific opportunity: What are they applying for (job, program, scholarship, etc.)?
• The requirements: What are the key skills and qualities the selection committee is looking for?
• Their resume/CV: Provides a foundational understanding of their experience.
• Their personal statement (if available): Gives insight into their goals and aspirations.
• Deadlines and formatting guidelines: Ensure you know when the letter is due and any specific requirements for submission.

The more information you gather, the better you can tailor your letter to the specific opportunity. Don’t hesitate to ask clarifying questions. This is about getting the whole picture.

Structuring Your Letter: A Clear and Concise Approach

A well-structured letter is easy to read and highlights the most important information. Here’s a recommended structure:

The Opening Paragraph: Establishing Your Relationship and Purpose

Begin by clearly stating your relationship to the applicant (e.g., “I have been Professor of Computer Science at the University of X for 15 years, and I had the pleasure of teaching [Applicant’s Name] in several courses…”) and your purpose for writing the letter. Mention the specific position or program the applicant is applying for. This instantly sets the context.

Body Paragraphs: Show, Don’t Just Tell

This is where you showcase the applicant’s strengths. Instead of simply listing qualities, provide specific examples and anecdotes that demonstrate those traits. Use the information you gathered to tailor your examples to the specific requirements of the opportunity. For example:

• Instead of saying “They are a hard worker,” say “During the X project, [Applicant’s Name] consistently worked late nights, demonstrating a remarkable dedication to achieving our goals and always willing to help team members.”
• Instead of saying “They are a good communicator,” say “In the presentation to the board, [Applicant’s Name] effectively conveyed complex technical information in a clear and concise manner, which resulted in positive feedback.”

Focus on a few key qualities and provide detailed evidence for each.

The Closing Paragraph: Summarizing and Offering a Strong Endorsement

Reiterate your overall recommendation and express your confidence in the applicant’s ability to succeed. Briefly summarize the key reasons why you believe they are a good fit. End with a strong, unequivocal statement of support. For example, “I wholeheartedly recommend [Applicant’s Name] for this position and believe they will be a valuable asset to your team.” Include your contact information for any follow-up questions.

Key Qualities to Highlight in Your Letter

While the specific qualities you highlight will depend on the applicant and the opportunity, here are some common traits to consider:

• Skills: Technical skills, communication skills, problem-solving abilities, leadership skills, teamwork, etc.
• Character: Integrity, work ethic, responsibility, resilience, initiative, etc.
• Achievements: Specific accomplishments that demonstrate their skills and abilities.
• Potential: Their capacity for growth and future contributions.

Always back up your claims with concrete examples.

Avoiding Common Mistakes in Letters of Recommendation

Several pitfalls can undermine the effectiveness of your letter. Here are some to avoid:

• Being too generic: Avoid vague, generalized statements. Be specific and provide details.
• Writing a negative or lukewarm letter: If you cannot write a strong positive recommendation, it’s best to decline the request.
• Exaggerating or making unsubstantiated claims: Be honest and accurate in your assessment.
• Using clichés or overly formal language: Strive for a natural and engaging tone.
• Ignoring the opportunity’s requirements: Tailor your letter to the specific needs of the position or program.

Tips for Formatting and Proofreading Your Letter

Presentation matters. Here are some formatting and proofreading tips:

• Use a professional font (e.g., Times New Roman, Arial, Calibri) and a standard font size (11 or 12 points).
• Use a standard business letter format with your contact information, the date, and the recipient’s information.
• Proofread carefully for any grammatical errors, spelling mistakes, or typos.
• Ask someone else to read your letter for a fresh perspective and to catch any errors you may have missed.

Writing for Different Types of Opportunities

The content and focus of your letter should adapt to the specific opportunity:

• For a Job: Emphasize the applicant’s skills, experience, and ability to contribute to the company. Highlight relevant achievements and their potential for success in the role.
• For a Graduate Program: Focus on their academic abilities, research experience (if applicable), and their potential for success in the program. Mention their intellectual curiosity and their ability to learn and grow.
• For a Scholarship: Highlight their academic achievements, extracurricular activities, leadership skills, and their commitment to their goals. Showcase their character and their potential for future contributions.

The Importance of Timeliness

Respect the deadlines. Submit your letter well in advance of the deadline to avoid any last-minute stress or technical issues. If you anticipate any delays, let the applicant know promptly.

Addressing Weaknesses (If Necessary and Appropriate)

It’s generally best to highlight strengths. However, in some cases, it may be appropriate to briefly address a weakness, but only if:

• It’s a minor weakness that has been overcome or is being actively addressed.
• You can frame the weakness in a positive light, focusing on the applicant’s growth and development.
• The applicant has given you permission to address the weakness.

Always be honest and avoid dwelling on the negative.

Frequently Asked Questions

Here are some common questions about writing letters of recommendation:

What should I do if I don’t know the applicant well enough to write a strong letter?

If you can’t genuinely recommend the applicant, it is best to decline. A weak or generic letter is worse than no letter at all.

How long should a letter of recommendation be?

There is no set length, but aim for one page, single-spaced, or a maximum of two pages. Focus on quality over quantity.

Can I use a template for a letter of recommendation?

You can use a template as a starting point, but ensure you customize it to reflect the applicant’s specific qualities and the requirements of the opportunity. Avoid using generic phrases.

What if the applicant provides me with a draft of their letter?

Review the draft and offer feedback, but make sure the final letter reflects your honest assessment. It should be your words, not a copy-pasted version.

How do I send the letter?

Follow the instructions provided by the applicant or the organization. This may involve submitting the letter electronically via email or an online portal.

Conclusion

Writing a good letter of recommendation is an important responsibility. By understanding the purpose, gathering the right information, structuring your letter effectively, and highlighting key qualities with specific examples, you can create a powerful letter that helps the applicant stand out. Remember to focus on providing an objective assessment of the individual’s skills, character, and potential. Following these steps will allow you to write a letter that is valuable and helps the applicant achieve their goals.