Instructions

Things You'll Need

• Reference Letter Template

1. Tips for Wording a Reference Letter: First off, it's best to choose a person that has worked close by you in the past, or one of your past managers in which you are in good standing with. Potential employers often prefer to hear from those who know your character inside a working environment.

2. Example Letter of Recommendation: Second off, it's best for the applicant to have the person describe examples of why you are a good match for that particular job title, how reliable you are and what your character is like. If the employer gets a feel for who you are and what your character is like, this will help them decide whether or not you are a good match for the job title.

3. 3. Template for Letter of Recommendation: It's also important to create a professional letter of recommendation. By following these particular guidelines, you will be able to create an informative reference letter for your potential employer.

1.) Opening: Start out with a salutation, such as; Dear Hiring Manager, 2.) Paragraph 1: The 1st paragraph should clearly state the individual's connection with the applicant. This will show the employer why the reference letter writer is a good candidate for writing a letter of recommendation. 3.) Paragraph 2: The 2nd paragraph should state specific information about why the applicant is a great candidate for the job, including the applicant's qualifications. 4.) Paragraph 3: The 3rd paragraph should include specific examples showing the applicant's character. 5.) Summary: The summary of the reference letter should state why the reference letter writer recommends the applicant, showing their personal opinion regarding the applicant's qualifications. 6.) Conclusion: Last, the conclusion of the recommendation letter should state the contact information, such as; phone number and address. Finally, the reference letter writer must include their personal signature.

How to Write a Letter of Recommendation

Edited byC. L. Kennedy

If you've been asked to write a letter of recommendation, take the time to do it well. You have been asked for your opinion because it counts. A letter of recommendation need not be too lengthy or wordy -- a couple of concise paragraphs should already be enough to give a general idea of the credentials of the person you are recommending. The following article provides tips on how to craft a well-written letter of recommendation. It counts.

Steps

1. Determine what the recommendation is for. Is it for a job, a volunteer position, a background check, personal reference, or an academic post? Write your letter so that it is focused on this purpose. For instance, if the letter is for a job, it should focus on the professional qualifications and conduct of the candidate.

2. List the qualities needed for the position. Get a copy of the job description, if you can. Otherwise, talk to the person you will recommend (and, if you know him/her, the recipient of the letter) and learn what you can about the requirements of the position. You do not have to know it in as much detail as you would if you were the candidate, but try to have some idea what it is about.

3. Know who you are recommending. If it's somebody you don't know as well as you would like, or haven't seen in a while, ask for a resume or C.V. to be better informed. Spend some time talking to the person, too.

• If it is somebody you don't know at all, you should probably simply state that and decline to recommend him or her.

• As you write the letter, do not simply parrot the resume. Instead, use it as a reference to support and expand upon your own impressions of the candidate and, if applicable, to remind yourself of the candidate's accomplishments when you worked together.

4. If you can, find out to whom the letter should be addressed. Ask how to spell the name, if you need to.

5. Open the letter with a formal business greeting:

• Dear Ms. Smith:

• Dear Sir or Madam: (if you don't know the recipient's name)

6. State that you recommend the candidate:

• It is my pleasure to recommend Jane Murphy as a candidate for Senior Cartographer.

7. State briefly how you know the person you are recommending and, if appropriate, explain your own qualifications to recommend the person. Put your title and company in the return address or under your signature. This portion might read as follows:

• Dr. Murphy worked under my supervision for three years at Acme Industries. During that time, I managed the Department of Cartography, so I am quite familiar with her work there.

8. Describe which necessary qualifications the person has and how they're important for the position. Be specific.

• Dr. Murphy's thorough knowledge of databases saved our company time and money, is far stronger than I have enjoyed working with Jane.

9. Include personal qualities and impressions of the person, if you can do so confidently. Again, be specific.

• Dr. Murphy's dedication to her work set a great example for the whole team, and her encouragement and mentoring of her younger colleagues will continue to benefit Acme for some time to come.

10. Close the letter by reiterating that you recommend the candidate and, if appropriate, invite the recipient to contact you.

• For all of these reasons, I think Dr. Murphy will make a fine addition to your team. Should you have any questions, I invite you to call me at the number above.

11. Use a business closing and sign your name.

• Sincerely,

• Best regards,

• thanks

Tips

• Type the letter. It is more formal and businesslike, and your recipient won't have to decode your handwriting.

• The first time you name the candidate who is the subject of the letter, use his or her full name. After that, use either the first name or a title (Ms., Mr., Dr.) and the last name, depending on how formal you want to be. Whichever you choose, be consistent.

• Keep the tone and the content factual, businesslike, and specific throughout.

• Be complimentary and positive, but be honest.

• Avoid putting negative information in the letter. If you feel very strongly that you must mention a shortcoming of the candidate, be very specific and state clearly why you recommend the candidate anyway:

  • Mr. Forbes must occasionally miss work to care for his elderly mother, but he consistently makes up for this missed time, and I am confident that he will prove a dedicated employee, nonetheless.

• If you are put in the position of writing your own letter of recommendation, perhaps for somebody else to sign, be honest and specific. Try to write as you would write about a candidate with your qualifications. Get help from a friend or colleague seeing yourself as others see you. Ask your friend to tell you how your letter comes across.

• If you ask a candidate to write his/her own letter of recommendation, recognize that many people find it difficult to write about themselves in this way. Read the letter and make sure that you agree with what they have written before you sign it.

• Don't shy away from adding something a little negative in a letter of recommendation. This often shows that you are trying to be completely honest. However try and put the negatives in a positive ways, for example She has put a lot effort in her organisation skills, and while working here they have improved immensely".

Warnings

• A letter of recommendation should focus on the key knowledge, skills, and abilities of an individual. Don't spend your time inflating your letter of recommendation with excessive positive tones, as this is generally overlooked by recruiters.

• Decide carefully whether to give a copy of the letter to the candidate, particularly if you express reservations. A recommendation may hold more sway if the recipient knows that the views in it are candid, and not written for the gratification or flattery of the candidate.

How to Write Letter of Recommendation

A letter of recommendation also known as recommendation letter is a document in which the writer gives his assessment of the person, who is being recommended. The purpose of the letter is to recommend a certain person, who is well known to the writer, for a certain employment or for availing educational admission. Such a letter can also give positive recommendations of a person's personal integrity as is given by police authorities for completing certain legal requirements.

Writing a letter of recommendation is not that difficult if you have a clear idea of what you are writing. Here are some general guidelines on how to write letter of recommendation:

• First and most important, write such a letter only if you know the person well and are convinced, beyond reasonable doubt, that the person possesses the abilities you are vouching for. Also, write this letter only when you have known the person for a considerable period of time. A person's true qualities and true nature are revealed only when you know him for quite some time. Do not be weighed down by personal or professional relations. The reason for this is that if you write false things, in the long run even your reputation and integrity will be under question

• Next make a list of the genuine qualities of the person. From among these, select those that are noticeably different. This will make the letter of recommendation appear genuine and not one that is written just for the sake of it. For e.g. do not mention hard working as a quality, instead mention that the person has an eye for detail or is very specific or is one who can figure out things without being told

• If you want to really make a difference through the letter, ask the person to sit down with you and discuss the purpose for which he is seeking the letter. This will give you an idea of those virtues of the person that should be emphasized in the recommendation letter

• The style of the letter has to be such that there is an element of personal touch in it. Although the letter of recommendation is usually a professional document, you are personally vouching for the person's abilities. This personal touch will make the letter appear much more authentic

• The length of the letter is another important factor. Since the letter is a professional document, it has to be to the point and not exceed one page in any case

• The standard format for the letter of recommendation includes three paragraphs. This is how you can go about writing them:

  • Start the letter by writing To Whom It May Concern. This is because in most cases, you will not know who will be reading your letter of recommendation

  • In the first paragraph mention the capacity in which you are writing the letter. Also mention how and for how long you know the person being recommended. It is a good idea to mention the name of the person being recommended, to prevent its possible misuse

  • The second paragraph is the most important and the lengthiest part of this letter. Here, you mention your experiences with the person being recommended. These experiences along with specific examples should bring out the qualities of the person that you are vouching for. Mentioning these qualities in the context of experience and examples makes them look authentic and provides the broad setting for the qualities

  • The third paragraph contains the actual recommendation (like I am pleased to recommend... or I enthusiastically recommend... etc.) preceded by a summary of the traits and your continued belief in the person being recommended

On the whole, it can be said that writing a letter of recommendation is not very difficult if you make it an objective and sincere exercise with an added touch of creativity that never goes waste.