How To Properly Write A Letter Of Recommendation – At some point in your learning path and career, you may need a letter of recommendation, which may go by various names such as letter of recommendation, letter of recommendation, letter of reference, or work reference. Whatever the term, this formal document is usually associated with job and university applications.
A letter of recommendation is usually written by a candidate’s previous or current professional contact. A letter of recommendation serves as detailed support that allows companies and schools to better understand a candidate from the perspective of someone they know or know.
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How To Properly Write A Letter Of Recommendation
If you are looking at this article, it is safe to assume that you were asked to write it. Whether it is a letter of recommendation for students or a letter of recommendation for professionals, both types follow the same format as a regular letter. However, there is a slight difference between the type used.
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In this article, we share exactly how to write a letter of recommendation, a letter sample, and a professional one.
Even if you’ve seen it before, let’s look at its definition: A letter of recommendation is a formal document in which you vouch for someone’s character or work ethic. This is usually done by briefly describing examples of past achievements where an individual has demonstrated certain characteristics or skills that are of interest to organizations and institutions.
Companies and schools often ask for letters of recommendation to verify the accuracy of candidates’ applications, as they are usually written by former or current employers or professors.
There are many situations where letters of recommendation may be necessary, such as applications for:
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In addition to the list above, letters of recommendation are great for potential candidates to have on hand, especially if they want to boost their resume. Whether the job requires it or not, a simple letter of recommendation should always be in their arsenal.
Wait a minute. Is a letter of recommendation not just a referral or reference letter? Can you use them interchangeably? To be clear – no. While a reference letter serves as an endorsement of a character, a recommendation letter provides specific examples that discuss the candidate’s skills and abilities.
The two most common uses for letters of recommendation are for new job applications and university applications (including relevant internships, scholarships, and graduate school opportunities). This being the case, we have created two recommendation letter samples:
Let’s be real: writing a letter of recommendation is just like writing a regular letter except for the content. If you ignore this critical caveat, a recommendation letter format is similar to your cover letter.
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The letterhead for letters of recommendation is the main analogy for any formal letter you’ve ever written. Taken from the top left corner of the document, the letterhead consists of:
When writing a greeting for a letter of recommendation, it is advisable to avoid the classic, solemn opening address of ‘To whom it may concern’. If the applicant does not know who the recipient is, a greeting for a professional letter of recommendation should read: “Head of Admissions at Swarthmore College” or “Dear Hiring Manager.”
The introduction is the first of three sections included in a recommendation letter. For this opening section it is essential:
All of the above are important to set the context and relevance of the recommendation letter. This section should fit into two or three sentences. An optional sentence that complements the introduction is to highlight key strengths that relate to why you feel the candidate is special.
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Now this is the main part of the recommendation letter where you try to answer the question ‘Why should the candidate get this role?’ There is no pressure.
To answer this question correctly, it is a good idea to mention at least two specific skills and qualities, as well as two characteristics that you think will enhance the candidate’s application. This may include the candidate’s academic or professional skills and personality traits that fit their specific role or position.
After writing about the recommendation section, it’s time to reinforce your points with some examples in your recommendation letter. For every claim of ability, character, personality, quality, etc., you should always give an example – a justification if you want.
The third section of any recommendation letter, also known as the conclusion or closing, should give you some final thoughts about the candidate’s application, then confirm your support and briefly talk about why the candidate deserves your recommendation.
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The last part of a letter of recommendation should include your encouragement to accept the candidate and to contact you for more information if needed.
The letter of recommendation is then properly closed with a sign-off, usually ‘best’, ‘best regards’ or ‘kindly.’
Don’t forget to add your contact information before signing a letter of recommendation. Although not mandatory, providing your contact information is a great way to show sincerity. You can add two contact methods in case the recipient wants to discuss further.
Letter of recommendation contact information can be included in a paragraph by itself, wrapped in the conclusion, or placed under your signature.
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While some may consider this addition a bit fancy, your signature is actually expected in a professional letter of recommendation. Immediately after your graduation message, the signature should include your full name, position, company/school name, and any other contact information you wish to add.
Now that we’ve seen two examples of letters of recommendation and learned how to write a strong one, the next step is to create your own.
If this seems like a big step, use our general recommendation template. Whether you’re writing a recommendation for a former employee or student, this recommendation template is sure to make the process easier.
For the past [length of relationship, [name of company/university] I have the honor of [your position] [job/teaching staff] at [name of candidate]. During our time together, [candidate name] has performed exceptionally well at [company/school] and I have every confidence that she will be an invaluable asset to your [company/school].
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Among [candidate’s name] many [professional/academic] achievements, their [at least one quality or skill] has greatly contributed to our [department/company/school]. [If referring to a relevant situation that happened], mention how they helped resolve it and the impact it would have had psychologically and financially.
Outside of the [classroom/office], [candidate’s name] [characteristics that influenced company/school culture] greatly benefited our department. Her [example of this behavior and its influence].
During her [degree/time at the company], [candidate name] had the pleasure of [learning/working]. Her [state a skill, character, or quality related to what you’ve already mentioned] would be an incredible addition to our [team/department/school], and I highly recommend her to accept this [program/role].
If you would like to discuss [candidate name]’s application further, please feel free to contact me by phone, [your phone number] or email at [your email].
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Regardless of who your letter of recommendation is for, here’s how to write a good letter of recommendation:
Before you begin the process, you need to make sure you understand the purpose of the letter of recommendation. Is it a job recommendation letter? Or a letter of recommendation for a student applying for an internship or higher education? These are the kinds of things that affect not only how you approach the recommendation letter, but the tone and content of the letter.
Different purposes call for highlighting different skills and qualities. If it is a general letter of recommendation that a candidate should have in their arsenal, not for a specific position or application, this will change what you want to mention and discuss.
In summary, it is important to understand the purpose of the letter of recommendation before you begin writing a recommendation. If you already know what that is, great. If not, ask for more specific requirements or instructions.
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Writing a professional recommendation letter for a former employee or student can be challenging, especially if you struggle to find enough recommendations and examples to include. If the going gets tough, it doesn’t hurt to ask the candidate for more information, especially what they would like you to mention.
Most of the time, a candidate will have chosen you as a reference for a reason and will have an idea of what you should mention in your letter of recommendation. If it’s hard to figure out what that idea might be, ask the candidate to give you:
With the above, you should be able to adapt the letter of recommendation to fit their application. Remember to repeat something if it doesn’t seem of essential importance to creating the ideal applicant.
When writing a recommendation, you should aim to provide at least two specific examples that reflect the candidate’s qualities and attest to positive characteristics. Remember to make these relevant to the workplace or academic application.
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