How To Write a Great Recommendation Letter That Gets Results

Writing a strong recommendation letter can significantly impact someone's future. Whether it's for a college application, a job, or a scholarship, a compelling letter can be the deciding factor. This comprehensive guide will equip you with the tools and knowledge to craft a recommendation letter that truly shines.

Understanding the Purpose: Why Your Words Matter

Before diving into the writing process, it's crucial to understand the weight your words carry. A recommendation letter isn't just a formality; it's a persuasive argument showcasing the applicant's capabilities and potential. Remember, you're advocating for someone you believe in. This understanding should inform every sentence you write.

Knowing Your Audience: Tailoring Your Message

Consider the recipient of the letter. Are you writing for a college admissions committee, a hiring manager, or a scholarship panel? Each audience has specific expectations and priorities. Research their requirements and tailor your letter accordingly. Knowing your audience helps you focus on the most relevant aspects of the applicant's qualifications.

Gathering Information: The Foundation of a Strong Recommendation

A powerful recommendation letter begins with thorough preparation. Don't rush into writing. Take the time to gather all the necessary information to support your claims.

Talking to the Applicant: Understanding Their Goals and Achievements

Schedule a conversation with the applicant. Discuss their goals, aspirations, and accomplishments. This will help you accurately portray their strengths and ambitions in the letter. Ask them for relevant documents like resumes, transcripts, or portfolios. This collaborative approach strengthens your ability to showcase their achievements effectively.

Reviewing Relevant Materials: Backing Up Your Claims With Evidence

Review any available materials, such as resumes, transcripts, essays, or portfolios. This will help you substantiate your claims with specific examples and quantifiable achievements. The more evidence you can provide, the stronger your recommendation will be. Don't just state qualities; demonstrate them with concrete examples.

Structuring Your Letter: A Clear and Concise Approach

A well-structured letter is easy to read and understand. Use a clear and concise writing style, avoiding jargon or overly technical language. Organize your thoughts logically to create a coherent narrative.

The Opening: Setting the Stage and Establishing Credibility

Start with a strong opening statement that clearly identifies you, your relationship with the applicant, and the purpose of the letter. State your capacity to provide a valuable and insightful recommendation. This sets the tone and establishes your credibility.

The Body: Showcasing Strengths and Providing Specific Examples

This is the core of your letter. Highlight the applicant's key strengths and accomplishments, supporting each claim with concrete examples. Use the STAR method (Situation, Task, Action, Result) to structure your examples for maximum impact. Quantify achievements whenever possible.

The Closing: Reiterating Your Recommendation and Offering Contact Information

Conclude with a strong restatement of your recommendation, emphasizing your confidence in the applicant's abilities. Provide your contact information so the recipient can reach out with any questions. End with a professional closing, such as "Sincerely."

Writing Style and Tone: Professionalism and Persuasion

Maintaining a professional yet personable tone is key. Avoid overly formal or overly casual language. Strive for a balance that conveys your genuine belief in the applicant without appearing biased or exaggerated.

Avoiding Clichés and Generic Statements: Uniqueness is Key

Generic statements weaken your recommendation. Avoid clichés like "hard worker" or "team player." Instead, use specific examples to illustrate these qualities. Uniqueness is paramount; make your letter stand out by highlighting specific instances that reveal the applicant's exceptional qualities.

Proofreading and Editing: Accuracy and Precision

Before submitting your letter, proofread and edit it carefully. Check for grammar and spelling errors, and ensure the overall tone and style are consistent. A polished and error-free letter reflects positively on both you and the applicant. Seek a second pair of eyes for review, if possible.

Choosing the Right Words: Impactful Language

Word choice plays a crucial role in your letter's effectiveness. Opt for powerful verbs and descriptive adjectives to paint a vivid picture of the applicant's abilities. Demonstrate your understanding of the applicant's character and potential.

Using Action Verbs: Show, Don't Tell

Utilize strong action verbs to showcase the applicant's accomplishments. Instead of saying "He is a good communicator," say "He effectively communicated complex information to diverse audiences, resulting in…" This approach significantly elevates the letter's impact.

Delivering Your Letter: Timely Submission and Proper Format

Ensure your letter is submitted on time and in the correct format. Follow the instructions provided by the recipient carefully. A well-timed and properly formatted letter shows respect for the process and the recipient.

Digital vs. Hard Copy: Adhering to Specific Instructions

Determine whether a digital or hard copy submission is required. Some institutions prefer one format over the other. Always adhere to the specified requirements, demonstrating professionalism and attention to detail.

Frequently Asked Questions

What if I don't know the applicant well enough? If you don't feel you can write a strong and honest recommendation, it's better to politely decline. A weak recommendation can be more harmful than no recommendation at all.

How long should a recommendation letter be? Aim for a letter that is concise and to-the-point, typically one to two pages. Prioritize quality over quantity.

Can I use the same template for multiple letters? While you can use a general structure, each letter should be unique and tailored to the specific applicant and the recipient's requirements. Avoid using generic templates.

What if the applicant asks me to exaggerate their accomplishments? Maintain your integrity. Never exaggerate or misrepresent the applicant's capabilities. Honesty is crucial in a recommendation letter.

How can I quantify my observations about the applicant? Focus on concrete examples of their achievements. Instead of saying they're "creative," describe a specific project that showcases their creativity and its positive outcomes. Quantify these outcomes whenever possible.

Conclusion

Writing a great recommendation letter requires careful planning, thorough preparation, and thoughtful execution. By understanding the purpose, gathering sufficient information, structuring your letter effectively, and using impactful language, you can create a persuasive and compelling document that will significantly benefit the applicant. Remember that your words have power and can shape someone's future. Therefore, take the time to craft a letter that accurately and enthusiastically represents the individual you're recommending. Always prioritize honesty, accuracy, and a professional approach.