How To Write A Draft Letter of Recommendation: A Step-by-Step Guide
Writing a letter of recommendation can feel like a weighty task. You want to genuinely support the individual you’re writing about while also crafting a compelling document. This guide will walk you through the process, ensuring you create a draft letter of recommendation that effectively highlights the candidate’s strengths and potential. We’ll break down each step, from understanding the request to the final review.
Understanding the Request and Gathering Information
Before you even consider putting pen to paper (or fingers to keyboard), you need a solid foundation. The first step is to fully understand the request. What is the letter needed for? Is it for a job application, a scholarship, a graduate program, or something else? The purpose dictates the focus and tone of the letter.
Carefully Review the Instructions: Pay close attention to any specific guidelines provided by the applicant or the requesting institution. They might have a preferred format, required content, or a specific deadline. Missing these details can undermine the impact of your letter.
Gather Relevant Information: Once you understand the context, gather as much information about the applicant as possible. This includes:
- Their resume or CV: This will give you a clear overview of their experience and accomplishments.
- The job description or program requirements: This helps you tailor your letter to the specific needs of the recipient.
- Any relevant work samples or projects: This allows you to provide concrete examples of their skills and abilities.
- Your personal observations and interactions: This is where your unique perspective comes in. Consider your interactions with the person: How have they demonstrated their skills? What qualities stand out?
Structuring Your Draft Letter of Recommendation
A well-structured letter is easier to read and more impactful. Here’s a recommended format:
The Opening Paragraph: Setting the Stage
The opening paragraph should immediately establish your relationship with the applicant and state your strong recommendation. Clearly state your position and how long you’ve known the person. For example: “I am writing to enthusiastically recommend [Applicant’s Name] for the [position/program]. I have known [Applicant’s Name] for [duration] as their [relationship - e.g., supervisor, professor, mentor] at [institution/company].”
Detailing the Applicant’s Key Strengths and Skills
This is the heart of your letter. Use specific examples to showcase the applicant’s abilities. Focus on skills and qualities relevant to the opportunity they’re pursuing.
- Highlight Relevant Skills: Identify the skills and attributes most important to the opportunity (e.g., leadership, communication, problem-solving, technical proficiency). Provide concrete examples of how the applicant demonstrated these skills.
- Provide Specific Examples: Don’t just say they are a good communicator; provide examples of how they effectively communicated in a project, presentation, or team setting. Quantify their achievements whenever possible (e.g., “increased sales by 15%”).
- Focus on Impact: Explain the positive impact the applicant had on their projects or the organization. Did they improve efficiency? Solve a critical problem? Contribute to team success?
Addressing Weaknesses (If Necessary and Tactfully)
It’s generally best to focus on strengths. However, if there’s a minor weakness that you feel is important to address, do so cautiously and constructively. Frame it as an area for growth and highlight the applicant’s willingness to learn and improve. Avoid dwelling on negatives.
The Closing Paragraph: Reiterate Your Recommendation
The closing paragraph summarizes your recommendation and reinforces your support. Restate your confidence in the applicant’s ability to succeed. Include a strong closing statement, such as: “I wholeheartedly recommend [Applicant’s Name] without reservation. I am confident that they will be a valuable asset to your organization/program.”
Contact Information: Making Yourself Accessible
Include your contact information (email and phone number) so the recipient can reach you if they have any questions.
Drafting the Content: Writing with Impact
Now for the actual writing. Here’s how to craft a compelling draft:
Using Strong Verbs and Action Words
Choose verbs that are active and descriptive. Instead of “was involved in,” use “led,” “managed,” “developed,” or “implemented.” This creates a more dynamic and engaging narrative.
Tailoring Your Letter to the Specific Opportunity
Generic letters are easily identified and less impactful. Customize your letter to the specific job, program, or scholarship. Research the opportunity and highlight the applicant’s skills and experiences that align with its requirements.
Maintaining a Professional and Positive Tone
Your tone should be professional, enthusiastic, and supportive. Avoid overly casual language or slang. Your goal is to present the applicant in the best possible light.
Editing and Revising Your Draft Letter
Once you’ve written the first draft, the real work begins. Editing and revising are crucial steps to ensure your letter is polished and effective.
Proofreading for Errors
Carefully proofread your letter for any grammatical errors, spelling mistakes, and typos. A well-written letter reflects positively on both you and the applicant. Read it aloud to catch any awkward phrasing.
Seeking Feedback
If possible, ask a colleague or friend to review your letter. A fresh pair of eyes can catch errors you might have missed and provide valuable feedback on clarity and impact.
Ensuring Accuracy and Relevance
Double-check all dates, names, and details for accuracy. Ensure that the content remains relevant to the opportunity and that your examples support your claims.
Finalizing and Submitting Your Draft Letter of Recommendation
After you’ve thoroughly edited and revised your letter, it’s time to finalize and submit it.
Formatting Considerations
Ensure your letter is properly formatted. Use a professional font (e.g., Times New Roman, Arial, Calibri) and a standard font size (e.g., 11 or 12 points). Use clear margins and consistent spacing.
Submitting Your Letter
Follow the instructions provided by the applicant or the requesting institution. This might involve submitting the letter directly to them, providing it to the applicant to submit, or uploading it through an online portal.
Keeping a Copy
Always keep a copy of your letter for your records. This can be helpful for future reference.
Frequently Asked Questions
What if I don’t know the applicant very well?
Be honest about the extent of your knowledge. Focus on the specific interactions you have had with the applicant and the qualities you can confidently attest to. It’s better to write a shorter, more focused letter than to stretch your experience.
How long should a letter of recommendation be?
Generally, a letter of recommendation should be between one and two pages long. The length should be proportionate to the applicant’s qualifications and the scope of the opportunity. Don’t feel pressured to fill space with unnecessary details.
Can I refuse to write a letter of recommendation?
Yes, you can absolutely decline to write a letter. If you don’t feel you know the applicant well enough or cannot provide a positive recommendation, it’s best to decline. This protects both you and the applicant.
What if the applicant has a negative aspect in their background?
Address any potential concerns that the recipient might have, but do so constructively. Frame any negative aspects as areas for growth and highlight the applicant’s willingness to learn and improve.
How can I make my letter stand out?
Provide specific, memorable examples that illustrate the applicant’s skills and qualities. Quantify their achievements whenever possible, and tailor your letter to the specific requirements of the opportunity. The more personalized and detailed your letter is, the more it will stand out.
Conclusion
Writing a draft letter of recommendation is a significant responsibility, but by following these steps, you can craft a compelling and effective document. Start by understanding the request and gathering relevant information. Then, structure your letter logically, highlighting the applicant’s key strengths with specific examples. Draft your content using strong verbs and a professional tone, and meticulously edit and revise your work. By taking the time to write a well-crafted letter, you can provide valuable support to the applicant and help them achieve their goals. Remember to tailor your letter to the specific opportunity, provide concrete examples, and maintain a positive and professional tone throughout.