A recommendation letter for an employee is a formal document providing a prospective employer with insights into a candidate’s abilities, work ethic, and character. It serves as a personal endorsement that validates the information on a resume and offers a third-party perspective on their performance. This document can distinguish a candidate by adding a layer of credible, personal testimony to their application.
Gather the Necessary Information
Before writing, collect specific information to ensure the letter is comprehensive and relevant. Request an updated resume from the employee for an overview of their professional history, along with the job description for the position they are seeking. This allows you to tailor the letter, highlighting the skills and experiences most pertinent to the new role.
Ask the employee for a summary of their key accomplishments and projects they are most proud of. This can help you recall specific instances where they excelled and provide concrete examples. Finally, confirm the submission deadline and the recipient’s contact information to ensure the letter is addressed correctly and arrives on time.
Follow a Professional Letter Format
The letter’s structure should follow standard professional correspondence formats. Begin with your contact information at the top, including your name, title, company, and email address. Below this, include the date, followed by the recipient’s contact information, such as the hiring manager’s name, title, and the company’s address.
Open with a formal salutation, such as “Dear [Hiring Manager Name],” or “To Whom It May Concern” if the recipient is unknown. The body of the letter follows, organized into clear paragraphs. Conclude with a professional closing like “Sincerely,” or “Respectfully,” followed by your typed name and signature.
What to Include in the Letter
The Opening
The initial paragraph should clarify the letter’s purpose and your relationship with the candidate. State that you are writing to recommend the individual for a specific position. Mention your job title, the capacity in which you worked with the employee, and for how long.
The Body Paragraphs
The central paragraphs make the case for the candidate. Focus on two or three of their most significant skills or accomplishments that align with the new job’s requirements. Provide specific, quantifiable examples to demonstrate their impact. For instance, instead of saying an employee improved efficiency, state that they “implemented a new workflow that reduced project completion time by 15%.”
Connect these achievements directly to the needs of the prospective employer. Review the job description and highlight how the employee’s past successes make them a strong fit for the new role’s challenges. You can discuss their technical abilities, interpersonal skills, or work ethic, using brief anecdotes to illustrate their strengths in action. This approach provides concrete evidence of their value and helps the hiring manager visualize their potential contributions.
The Closing
In the final paragraph, summarize your endorsement and reiterate your confidence in the employee’s capabilities. Briefly restate why you believe they are an excellent candidate, reinforcing the main points from the body of the letter. End by offering to provide additional information if needed, including your email address and phone number so the hiring manager can reach out with follow-up questions.
Best Practices for an Effective Letter
Maintain a positive and professional tone throughout the letter. The language should be enthusiastic but grounded in facts, avoiding casual phrasing or clichés. Using strong action verbs to describe accomplishments will make the content more dynamic.
Be specific to create a memorable letter. Instead of vague statements like “good team player,” describe a situation where the employee successfully collaborated on a project. Before sending, proofread the letter multiple times to eliminate spelling or grammatical errors, as a polished document shows attention to detail.
How to Decline a Request
There may be situations where you cannot honestly provide a positive recommendation. If you find yourself in this position, it is best to decline the request politely and professionally to avoid harming your relationship with the employee or creating potential liability. You are not obligated to provide a detailed explanation for your refusal.
A simple and direct approach is most effective. You could state that you do not feel you are the best person to write the letter or that you don’t believe you have enough specific information to write a compelling recommendation. For example, you might say, “I don’t feel I have the detailed knowledge of your project work to do your contributions justice.” This allows you to decline gracefully without being dishonest.