Writing a strong recommendation letter is an important skill for many jobs and roles. Whether you are an employer, teacher, counselor, or colleague, at some point you may be asked to write a recommendation for someone applying for a job, internship, scholarship, or college program. Writing an effective recommendation involves following a few key steps to ensure you craft a letter that positively highlights the applicant’s skills, experiences, and personality.
What is the purpose of a recommendation letter?
A recommendation letter provides a written account of someone’s capabilities, character, and accomplishments. It provides insight into the applicant that a transcript or resume may not fully capture. Recommendation letters are used for:
- Jobs – A letter can provide information about an applicant’s work ethic, skills, and experience that a resume cannot.
- College applications – Letters complement a student’s grades and test scores, providing perspective into their abilities.
- Scholarships/fellowships – Recommenders detail a student’s academic achievements as well as character and motivations.
- Internships – Letters provide employers with a character reference and supplement an applicant’s qualifications.
- Memberships – Many professional organizations require recommendation letters for membership.
A detailed, thoughtful recommendation letter can help give your applicant an edge in a competitive environment by highlighting their best assets.
How to Write an Effective Recommendation Letter
Follow these best practices to craft a compelling recommendation letter:
1. Accept the request if you can write a positive recommendation
Before agreeing to write a letter, ensure you know enough about the applicant and their qualifications to endorse them without reservations. If you cannot strongly recommend the person, politely decline the request.
2. Confirm details with the requestor
Verify you have all the information you need, such as:
- Student’s full name, application deadline, requirements
- Job applicant’s desired position and qualifications
- Your relationship to the applicant (supervisor, teacher, colleague)
- How to submit the letter (application portal, email, mail)
3. Collect information about the applicant
Ask the applicant for resources, such as:
- Resume or CV
- Transcript or other academic records
- Personal statement or essay
- Information about their goals and aspirations
Reviewing relevant materials can provide context and help you describe specifics.
4. Consider the audience for the recommendation letter
Tailor the letter to the intended recipient. For example, a job recommendation should focus on skills and professional capabilities, while a graduate school letter can include more details about drive and potential.
5. Start with a strong opening statement
Begin with 1-2 sentences briefly explaining your relationship, length of time you’ve known the applicant, and general endorsement. This immediate vote of confidence sets a positive tone.
6. Provide specific examples
Back up your endorsement by including stories, facts, and details about the applicant’s achievements. This shows you have an in-depth knowledge of their abilities.
7. Mention any challenges or obstacles
Addressing difficulties the applicant has overcome demonstrates perseverance, determination, and strength of character.
8. Cite relevant skills and qualifications
Match the applicant’s capabilities and experiences with the specifics of the position or program. Make clear why they are well prepared.
9. Close with a summary and emphasis on your recommendation
Summarize why you highly recommend the applicant. State that you believe they have the abilities to excel and succeed.
10. Proofread carefully
Be sure you have the right name, dates, and other details. Also check for typos, grammar, spelling, and clarity.
Recommendation Letter Template
Use this template as a guide when structuring your own letter:
Section | Elements to Include |
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Introduction |
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Body Paragraph(s) |
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Conclusion |
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This basic framework highlights the applicant’s assets while maintaining a personalized tone. Expand each section with specific details and stories.
Recommendation Letter Sample
Use this example recommendation for a job applicant as inspiration:
April 19, 2023
Hiring Manager
Acme Marketing Group
123 Business Rd.
New York, NY 12345
Dear Hiring Manager,
I am writing this letter to highly recommend Jane Doe for the Marketing Associate position with Acme Marketing Group. In my role as Jane’s supervisor at Smith PR for the past two years, I have seen her develop into an exceptionally talented, driven, and passionate marketing professional.
Jane is organized, detail-oriented, and possesses excellent time management abilities. She can effectively juggle competing priorities to deliver projects on-time and to the highest standards. For example, when our team was overwhelmed with launching three new client campaigns in one month, Jane spearheaded the initiatives, identified efficiencies, and completed each campaign launch ahead of schedule.
Additionally, Jane has contributed innovative marketing strategies that have delivered real results. The social media influencer outreach campaigns she has designed have consistently exceeded engagement goals and helped boost our clients’ brand awareness. Her creative solutions and ability to adapt in a dynamic industry make Jane an invaluable team member.
Jane is also poised and professional when interfacing with clients. She establishes strong rapport and remains dedicated to understanding clients’ business needs. I often receive praise from clients about the polished presentations Jane delivers. Her account management skills help ensure our clients’ satisfaction and retention.
With her impressive work ethic, creativity, and professionalism, I am confident Jane would excel in the Marketing Associate role at Acme. I highly recommend Jane for your consideration. She is a talented marketing professional who will bring immediate value to your organization.
Please feel free to contact me if you would like any additional information. I would be happy to expand on my recommendation of Jane Doe.
Sincerely,
John Smith
Senior Account Manager
Smith PR
In this recommendation letter sample, specific stories and details provide evidence for the strong endorsement of the applicant. The introductory paragraph outlines the relationship between the recommender and applicant. The body paragraphs give relevant examples that showcase the applicant’s key abilities, achievements, and character traits. Finally, the conclusion emphasizes the recommendation and offers to provide more details.
Following this template as you draft your own letter can help you effectively highlight an applicant’s strengths while also maintaining professionalism. Personalizing your letter with specific anecdotes and details will help make your recommendation stand out.
Key Takeaways
Writing a compelling recommendation letter provides valuable information to potential employers, schools, or organizations. Keep these best practices in mind:
- Accept only if you can strongly endorse the applicant
- Confirm important details with the requestor
- Collect information and anecdotes that support your recommendation
- Tailor the letter to the specific opportunity
- Use a template to guide your structure and content
- Focus on relevant skills, capabilities, and qualities
- Proofread carefully to avoid mistakes
With some time and planning, you can craft an effective recommendation letter that gives your applicant an advantage. The more detailed and enthusiastic your recommendation, the more influence your letter will carry.
Our team of experienced writers is ready to help you craft a professional recommendation letter. Get help writing your scholarly, work, or personal reference letter!