How To Write A Letter Of Rec: Your Comprehensive Guide
Crafting a compelling letter of recommendation (LOR) can feel like a daunting task. Whether you’re writing one for a student, a colleague, or a friend, the weight of the responsibility to accurately and positively represent someone’s abilities is significant. This guide breaks down the process into manageable steps, offering practical advice to help you write a letter that truly shines.
The Foundation: Understanding the Purpose of a Letter of Recommendation
Before you even put pen to paper (or fingers to keyboard), it’s crucial to understand why a letter of recommendation is needed. The primary goal is to provide an independent, objective assessment of the candidate’s skills, experience, and character. Admissions committees, hiring managers, and other decision-makers rely on these letters to gain a more holistic view of an individual beyond their resume or application. Your letter supplements these documents, offering insights into the candidate’s potential for success.
Identifying the Audience and the Role of the Letter
Knowing who will read your letter is just as important as understanding its purpose. Is it for a university, a job application, a scholarship, or something else? The audience will influence the tone and content of your letter. Research the specific requirements or guidelines provided by the requesting institution or organization. Tailoring your letter to their needs will significantly increase its impact.
Gathering Information: The Crucial First Step
You can’t write a great letter of recommendation without sufficient information. Start by requesting the candidate’s resume or CV, along with any relevant materials such as transcripts, portfolios, or project descriptions. Schedule a conversation with the candidate to discuss their goals, the specific opportunity they’re pursuing, and why they believe you are a good choice to write their letter. This conversation is your chance to gather specific examples and anecdotes that you can use to support your claims.
Tailoring to the Specific Opportunity
A generic letter of recommendation is rarely effective. The more specific you can be about the candidate’s suitability for the particular opportunity, the better. If the role requires strong leadership skills, provide examples of the candidate leading a team or taking initiative. If the application is for a research position, highlight their research experience and analytical abilities.
Structuring Your Letter: The Anatomy of a Compelling LOR
A well-structured letter is easy to read and highlights the most important information. A common structure includes the following sections:
The Introduction: Establishing Your Relationship and Expertise
Start with a clear statement of your relationship to the candidate and the length of time you’ve known them. Briefly explain your qualifications for writing the letter. For instance, “I am a Professor of Computer Science at X University, and I have had the pleasure of knowing [Candidate’s Name] for the past four years as their academic advisor and instructor.” This establishes your credibility and sets the stage for your assessment.
Body Paragraph 1: Highlighting Core Strengths and Abilities
This section should focus on the candidate’s key strengths and abilities. Choose 2-3 of the most relevant qualities and provide specific examples to illustrate them. Instead of simply stating that the candidate is a “hard worker,” describe a project they undertook that demonstrated their dedication and perseverance.
Body Paragraph 2: Showcasing Achievements and Contributions
Go beyond generalities and delve into the candidate’s accomplishments. Detail specific contributions, projects, or experiences that demonstrate their skills and potential. Quantify their achievements whenever possible. For example, instead of saying “They improved team efficiency,” say “They streamlined the team’s workflow, resulting in a 15% increase in project completion rates.”
Body Paragraph 3: Addressing Potential Weaknesses (if appropriate)
While the primary focus of the letter is to highlight the candidate’s strengths, it can sometimes be beneficial to briefly address a potential weakness. This should be done thoughtfully and constructively. Frame the weakness as an area for growth and emphasize the candidate’s ability to learn and adapt. For example, “While [Candidate’s Name] initially struggled with public speaking, they actively sought opportunities to improve, including participating in the Toastmasters club, and have shown significant progress.”
The Conclusion: A Strong Recommendation and Contact Information
End with a clear and unequivocal recommendation. State your confidence in the candidate’s ability to succeed and reiterate your support for their application. Include your contact information (email and phone number) so the recipient can reach you if they have any further questions.
Writing Style and Tone: Making Your Letter Stand Out
The way you write your letter is just as important as what you write.
Tone: Maintaining Professionalism and Authenticity
Maintain a professional and enthusiastic tone throughout the letter. Avoid overly flowery language or hyperbole. Be genuine and authentic in your assessment. Your goal is to provide a realistic and positive portrayal of the candidate.
Language: Choosing Your Words Carefully
Use clear, concise language. Avoid jargon or overly complex sentences. Focus on using descriptive language and providing concrete examples. Vary your sentence structure to keep the letter engaging. Proofread carefully to eliminate any grammatical errors or typos.
Dos and Don’ts: Essential Tips for Success
Here’s a quick checklist to help you avoid common pitfalls.
DO:
- Be specific and provide examples.
- Tailor the letter to the specific opportunity.
- Proofread carefully.
- Use a professional tone.
- Get the candidate’s consent.
DON’T:
- Write a generic letter.
- Exaggerate or make false claims.
- Include personal information that is not relevant to the application.
- Use negative language.
- Submit the letter late.
Editing and Proofreading: The Final Polish
Once you’ve written the first draft, take a break and then return to it with fresh eyes. Read your letter aloud to check for flow and clarity. Ask a colleague or friend to review it for feedback. Ensure your letter is free of errors and that it accurately reflects the candidate’s abilities and potential.
FAQs About Letters of Recommendation
Here are some common questions people have when writing letters of recommendation.
What if I don’t know the candidate well enough?
If you feel you cannot write a strong and detailed letter, it’s best to decline the request. It’s better to be honest and allow the candidate to find someone who can provide a more compelling recommendation.
How long should a letter of recommendation be?
There is no strict length requirement, but aim for one to two pages. Focus on providing a concise and compelling assessment. Length is less important than the quality of the content.
Is it okay to use templates?
While templates can provide a starting point, be sure to customize them significantly. The most effective letters are tailored to the specific candidate and opportunity.
What if the candidate has a difficult past?
Focus on the present and future. If the candidate has overcome challenges, you can briefly acknowledge them but emphasize their growth and resilience. Always frame any discussion of past difficulties in a positive light.
Can I see the letter before it’s submitted?
While not always necessary, some candidates may request to review the letter before submission. This allows them to ensure accuracy and provide feedback. This decision is ultimately yours, but open communication can often strengthen the relationship and improve the letter’s impact.
Conclusion: Writing a Letter That Makes a Difference
Writing a compelling letter of recommendation is an act of support that can significantly impact someone’s future. By understanding the purpose of the letter, gathering sufficient information, structuring it effectively, using clear and concise language, and adhering to the dos and don’ts, you can craft a letter that truly shines. Remember to be specific, provide concrete examples, and tailor your letter to the specific opportunity. A well-written letter of recommendation is a valuable gift that can open doors and help someone achieve their goals.