How To Write a Recommendation Letter That Gets Results
Writing a recommendation letter can feel like a big responsibility. You’re essentially vouching for someone, putting your reputation on the line, and hoping to help them achieve a significant goal. Whether it’s for a job, a scholarship, or a volunteer opportunity, a well-crafted recommendation letter can make all the difference. This guide will walk you through the process step-by-step, ensuring you know how to write a recommendation letter that truly stands out.
Understanding the Purpose of a Recommendation Letter
Before you even put pen to paper (or fingers to keyboard!), it’s essential to understand the purpose of a recommendation letter. It’s more than just a formality; it’s a powerful tool. The letter provides the recipient with an independent, objective assessment of the applicant’s skills, character, and potential. It offers a glimpse into the applicant’s qualities that might not be readily apparent from a resume or application alone. Think of it as a personal endorsement, adding weight to the applicant’s claims and showcasing their value.
Gathering the Necessary Information
Starting without the right information is like trying to build a house without blueprints. To write an effective recommendation letter, you need to collect as much relevant data as possible. This includes:
- The Applicant’s Resume/CV: This provides a baseline of their experience and accomplishments.
- The Job Description/Program Details: Understanding the specific requirements of the opportunity allows you to tailor your letter to highlight the most relevant skills and qualities.
- The Applicant’s Goals: Knowing what the applicant hopes to achieve helps you frame your letter in a way that resonates with the recipient.
- Examples of the Applicant’s Work (if applicable): Samples of their work, such as presentations, projects, or publications, can provide concrete evidence to support your claims.
- Your Relationship with the Applicant: How long have you known them? In what capacity? This context adds credibility to your assessment.
Structuring Your Recommendation Letter: A Winning Formula
A well-structured letter is easy to read and highlights the most important information. Here’s a proven framework to follow:
The Opening Paragraph: Establishing Your Relationship and Offering Support
The first paragraph is crucial. It immediately establishes your connection to the applicant and your willingness to support their application. Be clear and concise:
- State your name and your relationship to the applicant.
- Specify the capacity in which you know them (e.g., supervisor, professor, mentor).
- Clearly state your enthusiastic support for their application.
The Body Paragraphs: Highlighting Key Skills and Qualities
This is where you shine a light on the applicant’s strengths. Focus on specific examples and evidence to support your claims.
- Choose 2-3 key qualities that are relevant to the opportunity.
- Provide specific examples that demonstrate those qualities. Use the STAR method (Situation, Task, Action, Result) to illustrate their accomplishments.
- Quantify their achievements whenever possible. Numbers and data add credibility.
- Focus on positive qualities and avoid negative comments.
The Closing Paragraph: Summarizing and Recommending
The final paragraph should reiterate your strong recommendation.
- Summarize the applicant’s most impressive qualities.
- Reiterate your enthusiastic support.
- Provide your contact information for further inquiries.
Crafting Compelling Content: Tips for Success
Beyond the basic structure, several techniques can elevate your recommendation letter.
Using Action Verbs to Showcase Achievements
Instead of saying “He was a good team player,” try “He collaborated effectively with team members, leading the project to a successful conclusion.” Action verbs make your descriptions more vivid and impactful.
Providing Specific Examples and Anecdotes
General statements are forgettable. Specific examples are memorable. Instead of saying “She is a hard worker,” try “During the project, she consistently stayed late to ensure all tasks were completed on time, even going the extra mile to help colleagues.”
Tailoring Your Letter to the Specific Opportunity
Generic letters are easily spotted. Customize your letter to the specific job or program. Highlight the skills and qualities that are most relevant to the requirements.
Maintaining a Professional Tone
Even if you know the applicant well, maintain a professional tone. Use formal language and avoid slang or overly casual expressions.
Proofreading and Editing
Before sending your letter, proofread it carefully for any grammatical errors or typos. Ask someone else to review it as well; a fresh pair of eyes can catch mistakes you might miss.
Formatting Your Recommendation Letter for Maximum Impact
The presentation of your letter is just as important as the content.
Choosing the Right Format
Use a standard business letter format. This includes:
- Your contact information (at the top).
- The date.
- The recipient’s contact information (if known).
- A formal salutation (e.g., “Dear [Recipient’s Name]”).
- A clear and concise subject line (e.g., “Recommendation for [Applicant’s Name]”).
Font and Spacing
Use a professional font like Times New Roman or Arial, size 11 or 12. Use single-spaced text with a double space between paragraphs.
Proper Addressing
If you know the recipient’s name, address the letter directly to them. If not, use a general salutation like “To Whom It May Concern.”
Avoiding Common Pitfalls in Recommendation Letters
There are several common mistakes to avoid when writing a recommendation letter.
Writing a Letter Too Late
Give yourself ample time to write a thoughtful and well-crafted letter. Avoid rushing the process.
Being Too Generic
Avoid using generic phrases that could apply to anyone. Provide specific details that showcase the applicant’s unique qualities.
Writing a Negative Letter
If you cannot provide a positive recommendation, it’s best to decline the request. A lukewarm or negative letter can damage the applicant’s chances.
Forgetting to Proofread
Typos and grammatical errors detract from your credibility. Always proofread your letter carefully.
Ignoring the Applicant’s Instructions
Follow the applicant’s instructions regarding deadlines, formatting, and content.
Frequently Asked Questions About Recommendation Letters
Here are some common questions, answered in a way that helps you understand the nuances of writing a great recommendation letter:
What if I don’t know the applicant very well?
If your knowledge is limited, consider declining the request. It’s better to be honest about your limitations than to provide a weak or unconvincing letter. If you feel you can still provide a valuable letter, focus on the specific interactions or observations you do have, even if they are limited. Be transparent about the scope of your knowledge.
Is it okay to use a template?
While templates can be a helpful starting point, avoid using them verbatim. Customize the template to reflect your specific knowledge of the applicant and the requirements of the opportunity. The more personalized the letter, the more impactful it will be.
Can I see the applicant’s resume before writing the letter?
Yes, absolutely! Reviewing the applicant’s resume (or CV) is essential. It provides you with a framework of their experience and achievements, which you can then use to highlight specific examples and provide context for your recommendations. It also helps ensure you are focusing on the most relevant skills and qualities.
What should I do if I disagree with the applicant’s goals?
If you genuinely believe the applicant is not a good fit for the opportunity, it’s often best to decline the request. If you choose to write a letter, focus on their strengths while being honest about your reservations, but avoid directly discouraging the applicant.
How long should a recommendation letter be?
There’s no strict rule, but generally, a recommendation letter should be between one and two pages long. The length depends on your relationship with the applicant, the nature of the opportunity, and the amount of information you need to convey. Focus on quality over quantity; a concise and compelling letter is always better than a long, rambling one.
Conclusion: Writing a Letter That Makes a Difference
Writing a recommendation letter is a valuable service. By following the guidelines outlined in this guide, you can create a letter that is not only well-written and professional but also truly impactful. Remember to gather the necessary information, structure your letter effectively, use compelling content, and tailor your letter to the specific opportunity. Proofread carefully, and always maintain a professional tone. A well-crafted recommendation letter can significantly increase an applicant’s chances of success, and by taking the time to do it right, you’re helping them achieve their goals.