How To Write A General Letter Of Recommendation
Crafting a letter of recommendation might seem daunting, but it’s a valuable skill. Whether you’re asked to write one for a student, a colleague, or a friend, this guide will walk you through the process of composing a compelling and effective general letter of recommendation. This type of letter is versatile, suitable for various purposes, from job applications to scholarship opportunities, making it a crucial tool for supporting someone’s endeavors.
Understanding the Purpose of a General Letter of Recommendation
Before you even pick up your pen (or open your word processor!), it’s vital to grasp the core function of a general letter of recommendation. It’s a character reference, a testament to someone’s abilities, work ethic, and overall suitability for a specific pursuit. Unlike a letter tailored to a particular job, a general letter casts a wider net. It highlights transferable skills and positive attributes that can be applied across a range of opportunities. Think of it as a comprehensive snapshot of the individual’s strengths.
Gathering Information: The Foundation of a Strong Recommendation
The quality of your letter hinges on the information you gather. Don’t be afraid to ask the person requesting the letter for specific details. Requesting a resume, a list of accomplishments, or even the specific opportunities they’re pursuing can greatly improve the letter’s impact. This information provides context and allows you to tailor your letter to best represent them. Consider these key areas:
- Their Goals: What are they hoping to achieve? Knowing their aspirations will help you frame your letter effectively.
- Their Strengths: What are their most significant skills and qualities? Focus on attributes relevant to their goals.
- Your Relationship: How do you know this person, and for how long? This provides crucial context for the reader.
- Specific Examples: Concrete examples are the cornerstone of a powerful recommendation. Have they provided any examples of their accomplishments?
Structuring Your Letter: A Step-by-Step Guide
A well-structured letter is easy to read and highlights the most important information. Here’s a suggested structure you can adapt:
Opening Paragraph: Setting the Stage
Begin with a clear statement of your purpose. Identify the person you are recommending and state your relationship to them. Be explicit about your willingness to provide a recommendation. For example: “It is with great pleasure that I recommend [Name] for any future endeavors. I have known [Name] for [Number] years as their [Your Relationship - e.g., professor, supervisor, mentor].”
Body Paragraph 1: Highlighting Key Skills and Traits
This is where you introduce the individual’s core strengths. Focus on the qualities that make them successful and adaptable. Use adjectives that are both descriptive and relevant to a variety of settings. Examples include:
- Reliable
- Dedicated
- Resourceful
- Team-oriented
- Communicative
- Problem-solver
Body Paragraph 2: Providing Concrete Examples
This is the most crucial part. Don’t just list qualities; support them with specific examples. Did they excel in a particular project? Did they demonstrate leadership skills? Did they overcome a challenge? The more specific you are, the more credible your recommendation will be. Quantify their achievements whenever possible. Instead of saying “They are a good writer,” say, “They consistently produced high-quality reports that improved team efficiency by 15%.”
Body Paragraph 3 (or more): Expanding on Their Potential
If space allows, elaborate on their potential for growth. Consider their learning agility, their adaptability, and their capacity to contribute positively to any environment. This section allows you to go beyond past performance and paint a picture of their future success.
Closing Paragraph: Summarizing and Offering Contact Information
Reiterate your strong recommendation and offer to provide further information. Include your contact information (phone number and/or email address) for anyone who wishes to reach out. For example: “In conclusion, I wholeheartedly recommend [Name]. They are a valuable asset, and I am confident they will excel in any undertaking. Please feel free to contact me if you have any questions.”
Choosing the Right Tone: Balancing Professionalism and Personality
The tone of your letter should be professional, yet also reflect your genuine assessment of the individual. Avoid overly formal language, which can feel impersonal. Aim for a balance that is sincere and enthusiastic without being overly effusive. Consider these tips:
- Be Authentic: Let your personal connection to the individual shine through.
- Use Positive Language: Focus on their strengths and achievements.
- Avoid Negative Comments: Unless absolutely necessary, refrain from mentioning any weaknesses.
- Proofread Carefully: Ensure your letter is free of grammatical errors and typos.
Formatting Your Letter: Ensuring Readability and Professionalism
Proper formatting is essential for a polished final product. Here’s a simple guide:
- Use a Standard Font: Times New Roman, Arial, or Calibri are all excellent choices.
- Font Size: Stick to 11 or 12 point.
- Margins: Set 1-inch margins on all sides.
- Spacing: Use single-spacing within paragraphs and double-spacing between paragraphs.
- Letterhead (Optional): Including your letterhead adds a professional touch, especially if you’re writing on behalf of a company or organization.
- Date: Include the date at the top of your letter.
- Salutation: Use a standard salutation like “To Whom It May Concern:” or, if you know the recipient’s name, “Dear [Name]:”
- Closing: Use a professional closing such as “Sincerely,” “Best regards,” or “Yours sincerely,” followed by your name and title (if applicable).
Avoiding Common Pitfalls: Mistakes to Steer Clear Of
Several common mistakes can weaken a letter of recommendation. Be mindful of these:
- Generic Statements: Avoid vague phrases that could apply to anyone.
- Negative Comments: Focus on the positive aspects of the individual.
- Irrelevant Information: Stick to details that are relevant to the purpose of the letter.
- Lack of Specific Examples: Support your claims with concrete evidence.
- Poor Grammar and Spelling: Always proofread carefully.
Editing and Proofreading: The Final Crucial Step
Before you send your letter, take the time to edit and proofread it meticulously. Read it aloud to catch any awkward phrasing or grammatical errors. Ask a trusted colleague or friend to review it as well. A fresh pair of eyes can often spot mistakes that you might miss.
Tailoring Your Letter to the Specific Opportunity
While a general letter is designed to be versatile, consider making minor adjustments if you know the specific opportunity the person is pursuing. If possible, subtly highlight skills or experiences that are particularly relevant to the target role or program. This shows that you understand their goals and are genuinely invested in their success.
FAQs
How long should a general letter of recommendation be?
There’s no strict length requirement, but aim for one to two pages. Focus on quality over quantity, and ensure you’ve provided sufficient detail to support your recommendation.
Should I contact the person I am recommending after I’ve written the letter?
It’s a good idea to let them know you’ve sent the letter. You can also ask them if they have any questions.
Is it acceptable to include a statement about the person’s weaknesses in the letter?
Generally, it’s best to focus on the individual’s strengths. If you feel compelled to mention a weakness, do so in a way that acknowledges it while highlighting their efforts to improve. Be very careful and consider the context.
What if I don’t know the person well enough to write a strong letter?
It’s perfectly acceptable to decline the request. A weak recommendation is worse than no recommendation at all. Be honest and explain that you don’t feel you know them well enough to provide a comprehensive assessment.
Can I use a template for a general letter of recommendation?
While using a template can be a helpful starting point, customize it to reflect the individual’s unique qualities and your relationship with them. A generic template won’t be as impactful as a personalized letter.
Conclusion: Crafting a Letter of Recommendation That Makes a Difference
Writing a general letter of recommendation is a valuable skill that can significantly impact someone’s future opportunities. By understanding the purpose, gathering relevant information, following a clear structure, adopting a professional tone, and paying attention to formatting and proofreading, you can create a letter that showcases the individual’s strengths and potential. Remember to provide concrete examples, tailor the letter when possible, and always prioritize authenticity. With careful consideration and a genuine desire to support the individual, you can write a letter of recommendation that truly makes a difference.