How To Write Recommendation: A Comprehensive Guide
Writing a compelling recommendation can feel like a daunting task. You want to capture the essence of someone’s skills, character, and potential, all while crafting a piece that resonates with the reader. This guide will walk you through the process, breaking down each step to help you write a standout recommendation that leaves a lasting impression.
Understanding the Purpose of a Recommendation
Before you even begin to write, it’s crucial to understand why the recommendation is needed. Is it for a job application, a scholarship, or a program acceptance? The purpose dictates the tone, focus, and specific details you’ll include. Knowing the context allows you to tailor your writing to the specific needs of the recipient and the recommending party.
Identifying the Applicant’s Goals
What are they hoping to achieve with this recommendation? Are they aiming for a specific role, a particular academic program, or a career change? Understanding their ambitions helps you frame your recommendation to highlight the skills and experiences most relevant to their goals. This targeted approach makes the recommendation significantly more valuable.
Gathering Information: The Foundation of a Great Recommendation
A strong recommendation is built on a solid foundation of information. You can’t effectively vouch for someone without knowing them well.
Requesting a Resume and Other Supporting Documents
Start by requesting the applicant’s resume or CV. This document provides a concise overview of their work history, education, and skills. It also serves as a reminder of their accomplishments and responsibilities. Furthermore, ask for any other documentation that might be relevant, such as a portfolio, writing samples, or project proposals.
Conducting a Conversation or Interview
A conversation with the applicant is invaluable. This is your opportunity to delve deeper into their motivations, aspirations, and specific experiences. Ask open-ended questions about their skills, strengths, and weaknesses. Discuss specific projects they’ve worked on and their contributions. This dialogue provides rich material for your recommendation.
Reviewing Previous Interactions and Performance
If you’ve worked with the applicant previously, review your past interactions and performance evaluations. Recall specific instances where they demonstrated their skills, problem-solving abilities, or positive qualities. This provides concrete evidence to support your claims.
Structuring Your Recommendation: A Framework for Success
A well-structured recommendation is easy to read and highlights the most important information. Here’s a suggested framework:
Introduction: Establishing Your Relationship and Stating Your Recommendation
Begin by clearly stating your relationship to the applicant (e.g., supervisor, professor, colleague) and how long you’ve known them. Then, immediately state your overall recommendation: are you enthusiastically recommending them, or do you have reservations? This provides immediate clarity and sets the tone for the rest of the letter.
Body Paragraphs: Highlighting Key Qualities and Accomplishments
This is the heart of your recommendation. Use several body paragraphs to highlight specific skills, qualities, and accomplishments. Focus on concrete examples rather than generic statements. Use the information you gathered to illustrate their strengths. For example, instead of saying “They are a good communicator,” describe a specific instance where they effectively presented a complex project, or mediated a disagreement.
Using the STAR Method
The STAR method (Situation, Task, Action, Result) is a great way to structure your examples. Briefly describe the situation, the task the applicant faced, the action they took, and the result of their efforts. This provides a compelling and memorable narrative.
Conclusion: Reiterate Your Recommendation and Offer Contact Information
Summarize your overall assessment of the applicant and reiterate your recommendation. End with a strong, positive statement. It’s also helpful to offer your contact information, in case the recipient has any further questions. This shows your willingness to stand behind your recommendation.
Key Qualities to Emphasize: Tailoring Your Recommendation
The specific qualities you highlight will depend on the context of the recommendation. However, some qualities are universally valued.
Skills and Expertise: Demonstrating Competency
Focus on the applicant’s relevant skills and expertise. What specific skills do they possess that make them well-suited for the opportunity? Provide concrete examples of their proficiency. Consider technical skills, soft skills, and any specialized knowledge they possess.
Work Ethic and Professionalism: Assessing Reliability
Highlight the applicant’s work ethic, including their dedication, reliability, and ability to meet deadlines. Describe their professionalism, including their communication skills, teamwork abilities, and how they conduct themselves in a professional environment.
Character and Personal Qualities: Showcasing the Whole Person
Don’t just focus on skills; also describe their character and personal qualities. Are they a team player? Are they innovative? Are they resilient in the face of challenges? These qualities add depth and make the recommendation more compelling.
Avoiding Common Pitfalls: Writing a Stronger Letter
There are several common mistakes to avoid when writing a recommendation.
Avoiding Generic Statements and Clichés
Generic statements like “They’re a hard worker” or “They’re a great person” lack impact. Instead, provide specific examples that illustrate these qualities. Specificity is key.
Being Honest and Authentic
Be honest in your assessment. Don’t exaggerate or fabricate information. Your credibility is on the line. If you have any reservations, address them honestly, but constructively.
Proofreading and Editing: Ensuring Accuracy and Clarity
Always proofread and edit your recommendation carefully. Check for grammatical errors, typos, and inconsistencies. A polished, well-written recommendation reflects positively on both you and the applicant.
Writing Recommendations for Different Purposes: Adapting Your Approach
The focus of your recommendation will change depending on the purpose.
Job Applications: Highlighting Relevant Skills and Experience
For job applications, emphasize the applicant’s skills and experience that align with the job requirements. Use keywords from the job description and provide examples of their accomplishments.
Academic Programs: Assessing Potential for Success
For academic programs, assess the applicant’s potential for success in the program. Highlight their academic achievements, research experience, and intellectual curiosity.
Scholarship Applications: Emphasizing Character and Potential
For scholarship applications, focus on the applicant’s character, leadership potential, and commitment to their field of study. Highlight their achievements and their contributions to the community.
FAQs About Recommendation Writing
Here are some frequently asked questions to further clarify the recommendation writing process.
What is the ideal length for a recommendation letter?
There’s no strict rule, but aim for one page, or at most, two pages. Focus on quality over quantity. A concise, well-written letter is more impactful than a lengthy, rambling one.
How long should I take to write a recommendation?
Allocate enough time to gather information, write a draft, and revise your letter. This can vary depending on the complexity of the recommendation, but plan for at least a few hours.
Should I share my recommendation with the applicant before submitting it?
It depends on your relationship with the applicant and the context. Some recommenders share their draft for feedback, while others prefer to keep it confidential. Always respect the applicant’s wishes.
What should I do if I don’t feel qualified to write a strong recommendation?
It’s perfectly acceptable to decline the request. It’s better to decline than to write a weak or unenthusiastic recommendation. Explain your reasons to the applicant, and suggest someone else who might be a better fit.
How can I make my recommendation stand out from the crowd?
Go beyond the basic requirements. Inject your personality and genuine enthusiasm into the letter. Provide specific, compelling examples and tailor your writing to the specific needs of the applicant and the opportunity.
Conclusion: Crafting a Powerful Recommendation
Writing a recommendation is a valuable opportunity to support someone’s aspirations and contribute to their success. By understanding the purpose, gathering comprehensive information, structuring your letter effectively, highlighting key qualities, and avoiding common pitfalls, you can craft a powerful recommendation that makes a lasting impression. This guide has provided the tools and knowledge you need to write a standout recommendation that helps the applicant achieve their goals.