Gather specifics: Have a conversation with the person you’re recommending. Get details about the specific position or program they’re applying for. This will ensure your letter directly addresses the relevant skills and experiences the recipient is seeking. Review the job description or program requirements if possible.
Be upfront and honest: Only agree to write a recommendation if you feel genuinely comfortable endorsing the applicant. A lukewarm letter can be more detrimental than no letter at all. If you have any reservations, discuss them with the person openly and honestly.
Structure and Presentation:
- Professional presentation: Use a standard business letter format. Include your contact information, date, recipient’s information (including title and organization if possible), and a formal salutation (Dear Mr./Ms. Last Name if possible).
- Conciseness is key: Aim for a concise and impactful letter, ideally one page long. Focus on the most relevant qualifications and achievements of the candidate.
Content:
- Introduce yourself and the applicant: Briefly establish your credentials and your connection to the person you’re recommending. How long have you known them? In what capacity (supervisor, professor, colleague)?
- Highlight strengths and fit: Showcase the applicant’s strengths and qualifications that directly align with the specific opportunity they’re pursuing. For example, if they’re applying for a leadership role, emphasize their experience motivating and guiding teams.
- Showcase with stories: Don’t just list skills; bring them to life with specific examples and anecdotes. Describe a situation where the candidate exhibited a particular skill or character trait relevant to the position. Quantify results whenever possible. Did their actions lead to increased efficiency? Improved customer satisfaction?
- Positive and enthusiastic tone: Maintain a positive and enthusiastic tone throughout the letter. Your endorsement should be clear and convincing.
- Conclude with confidence: Summarize the key reasons why you’re recommending the candidate. Express your confidence in their potential to succeed in the position or program.
- Open the door for further contact: You can conclude by offering to provide additional information or answer any questions the recipient might have. Include your contact information, like your email address or phone number, if appropriate.
Additional Tips:
- Proofread meticulously: Proofread the letter meticulously for typos, grammatical errors, and any factual inaccuracies. A polished letter reflects well on both you and the candidate.
- Confidentiality matters: Be mindful of confidentiality. If you include any sensitive information about the candidate, ensure it’s with their consent and doesn’t violate any privacy agreements.
By following these steps and focusing on specific details and achievements, you can craft a compelling letter of recommendation that will make a strong case for the person you’re endorsing.