How to Write a Letter of Recommendation: A Comprehensive Guide and Template
Writing a letter of recommendation can feel like a daunting task. Whether you’re being asked to vouch for a student, a colleague, or a friend, the responsibility of crafting a compelling and effective letter is significant. This guide will walk you through the process, providing insights and a framework to help you create a standout letter of recommendation that makes a real difference.
Understanding the Purpose of a Letter of Recommendation
Before you even begin typing, it’s crucial to understand why a letter of recommendation is needed. What is the purpose of the letter? Is it for a job application, a college application, or a scholarship? Knowing the specific objective will shape the tone, focus, and content of your letter. This understanding will also help you tailor your letter to the specific requirements of the opportunity being sought.
Pre-Writing: Gathering Information and Assessing Suitability
Now that you understand the goal, it’s time to gather information. Don’t be afraid to ask the person you’re recommending for materials. This includes:
- Their resume or CV.
- The job description or program requirements.
- Any specific points they want you to highlight.
- The deadline for submission.
Honesty is paramount. If you don’t feel you know the person well enough to write a strong recommendation, or if you don’t believe you can genuinely and positively represent their abilities, it’s perfectly acceptable to decline the request. It’s better to be honest than to submit a lukewarm letter that won’t help.
Evaluating the Candidate’s Strengths
Once you have the necessary information, take time to consider the candidate’s strengths. What are their most impressive qualities? Think about specific examples of their skills, accomplishments, and positive attributes. These examples will form the core of your letter and make it credible. Consider:
- Their work ethic.
- Their communication skills.
- Their problem-solving abilities.
- Their leadership potential.
- Their specific achievements.
Structuring Your Letter: The Essential Elements
A well-structured letter of recommendation follows a clear and logical format. This makes it easy to read and allows you to effectively convey your points.
The Opening Paragraph: Identifying Yourself and Stating Your Recommendation
The opening paragraph sets the stage. Clearly state your relationship to the candidate and your overall recommendation. For example: “It is with great pleasure that I recommend [Candidate’s Name] for the position of [Position] at [Company Name].” Or, “I am delighted to recommend [Candidate’s Name] for admission to [Program Name] at [University Name].”
The Body Paragraphs: Providing Specific Examples and Evidence
The body of your letter is where you provide supporting evidence. Use specific examples to illustrate the candidate’s strengths. Avoid generic statements. Instead, use the STAR method (Situation, Task, Action, Result) to describe their accomplishments and demonstrate their abilities:
- Situation: Describe the context.
- Task: Explain the task the candidate undertook.
- Action: Detail the specific actions the candidate took.
- Result: Highlight the positive outcome of their actions.
The Closing Paragraph: Reiterate Your Support and Offer Contact Information
In the closing paragraph, reiterate your support for the candidate. Summarize your key points and offer your contact information. This gives the recipient the opportunity to follow up with any questions. For example: “I wholeheartedly recommend [Candidate’s Name] without reservation. Please feel free to contact me if you have any further questions.”
Letter of Recommendation Template: A Customizable Framework
Here’s a basic template you can adapt to your specific needs:
[Your Name]
[Your Title]
[Your Organization]
[Your Email]
[Your Phone Number]
[Date]
[Recipient's Name]
[Recipient's Title]
[Recipient's Organization]
[Recipient's Address]
Dear [Recipient's Name],
[Opening Paragraph: State your relationship to the candidate and your overall recommendation. (See example above)]
[Body Paragraph 1: Describe a specific skill or accomplishment using the STAR method. Provide concrete examples.]
[Body Paragraph 2: Focus on another key strength. Use another example. Quantify their achievements whenever possible.]
[Body Paragraph 3 (Optional): Briefly address any potential weaknesses, if appropriate, and frame them positively. Focus on how they are overcome.]
[Closing Paragraph: Reiterate your support and offer contact information. (See example above)]
Sincerely,
[Your Signature]
[Your Typed Name]
Adapting the Template for Different Situations
The basic template can be adapted for various scenarios.
For a Job Application
- Focus on the skills and experiences relevant to the job description.
- Highlight specific achievements that demonstrate the candidate’s ability to perform the job duties.
- Use keywords from the job description to align your letter with the employer’s needs.
For a College Application
- Focus on the candidate’s academic abilities, extracurricular involvement, and personal qualities.
- Provide examples of their intellectual curiosity, work ethic, and potential for success in college.
- Mention any unique talents or experiences that make the candidate stand out.
For a Scholarship Application
- Focus on the candidate’s academic achievements, leadership potential, and financial need (if applicable).
- Highlight their contributions to the community and their commitment to their goals.
- Provide concrete examples of their character and integrity.
Proofreading and Editing: The Finishing Touches
Thorough proofreading is essential. Carefully review your letter for any grammatical errors, spelling mistakes, and typos. Ensure the tone is professional and the language is clear and concise. Consider asking a colleague or friend to read the letter for a fresh perspective.
Submitting Your Letter: Following Instructions
Always follow the submission instructions provided by the recipient. This includes the format, deadline, and method of submission (e.g., email, online portal, or postal mail). Ensure your letter is properly formatted and submitted on time.
Frequently Asked Questions
How much time should I dedicate to writing a letter of recommendation?
The time required varies. A well-crafted letter typically takes at least an hour or two, depending on the length and complexity. Allow ample time to gather information, structure your letter, write, and proofread.
What if I don’t know the person well enough to write a strong letter?
It’s perfectly acceptable to decline the request. Explain to the person that you don’t feel you can provide a comprehensive and positive recommendation based on your level of familiarity.
Can I use a template, or does it need to be original?
A template is a great starting point, but you should always customize it to reflect your unique relationship with the candidate and their specific accomplishments. Generic letters are less effective.
Is it okay to mention any negative traits?
If you choose to mention a weakness, focus on how the candidate has overcome it or is working to improve. Frame it in a positive light, and balance it with several strong positive qualities.
How can I make my letter stand out?
Provide specific, concrete examples and tailor the letter to the specific opportunity. Show, don’t just tell, the recipient about the candidate’s strengths. Use vivid language and quantify achievements whenever possible.
Conclusion: Crafting a Powerful Recommendation
Writing a letter of recommendation is an important responsibility. By understanding the purpose, gathering the necessary information, structuring your letter effectively, and tailoring it to the specific situation, you can create a powerful and impactful recommendation. Remember to be specific, provide concrete examples, and always be honest and enthusiastic in your support. Following these steps will help you craft a letter that truly showcases the candidate’s potential and makes a positive impression.