A recommendation letter serves as a personal testament to a candidate’s abilities, character, and achievements. It provides a hiring manager or admissions committee with a perspective that a resume or application cannot convey. A thoughtfully composed letter can offer a detailed, credible endorsement of a candidate’s qualifications, potentially becoming a significant factor when differentiating between similarly qualified applicants.
Before You Agree to Write
Before committing to writing a recommendation, honestly assess if you are the right person for the request. A lukewarm or generic letter can be more detrimental than no letter at all. You should only agree if you can genuinely speak to the person’s strengths and provide specific, positive examples of their work and character. If you do not know the candidate well, cannot recall specific accomplishments, or feel you cannot advocate for them with enthusiasm, it is appropriate to politely decline the request.
Once you agree, the next step is to gather the necessary information to write a tailored and impactful letter. Request a copy of the candidate’s resume or curriculum vitae, the specific job description or program information, and any application materials they have prepared. It is also helpful to ask the candidate for a summary of the key skills or experiences they would like you to emphasize. This ensures your letter aligns with the position’s requirements and the candidate’s own application narrative.
Components of a Powerful Recommendation
Specific Examples and Anecdotes
Generic praise is forgettable, but specific stories are persuasive. The most impactful letters move beyond broad statements like “is a hard worker” and instead illustrate that quality through a brief anecdote. For instance, describing a time the candidate stayed late to help the team meet a deadline provides concrete evidence of their dedication. These short narratives should highlight the applicant’s skills in action, demonstrating qualities like problem-solving, teamwork, or leadership in a real-world context.
Relevant Skills and Qualifications
A targeted letter directly addresses the needs of the recipient. Using the job description or program details as a guide, focus on the skills and qualifications that are most pertinent to the role. If the position requires strong analytical abilities, your letter should provide examples of when the candidate demonstrated those exact skills. This direct alignment shows the reader that you have not only endorsed the candidate but have also thoughtfully considered their fit for this specific opportunity.
Quantifiable Achievements
Incorporating numbers and data transforms abstract claims into tangible accomplishments. Stating that a candidate “improved efficiency” is less powerful than specifying they “developed a new workflow that reduced project completion time by 15%.” Quantifiable results provide clear, indisputable evidence of the candidate’s impact. Look for opportunities to mention metrics related to growth, savings, or performance improvements to make their contributions concrete.
An Enthusiastic Closing Endorsement
The conclusion of your letter should summarize your support in a confident and enthusiastic tone. This is your final opportunity to make a strong statement about the candidate’s potential. Phrases like “I recommend her without reservation” or “He is one of the most promising students I have taught in my decade-long career” can leave a lasting impression. A strong, positive endorsement serves as a powerful final testament to your belief in the candidate’s future success.
How to Structure the Recommendation Letter
Your letter should begin with a direct and purposeful opening paragraph. State the name of the person you are recommending and the specific position or program for which they are applying. This section should also include a brief statement about your relationship with the candidate, establishing how you know them and for how long. This immediately provides the reader with the essential context needed to evaluate the rest of the letter.
The body of the letter, consisting of two to three paragraphs, is where you will elaborate on the candidate’s qualifications. This is the space to weave in the specific examples, quantifiable achievements, and relevant skills discussed earlier. You might dedicate one paragraph to their technical abilities and another to their soft skills, such as teamwork or leadership. Each paragraph should focus on a distinct theme to keep the narrative organized and impactful.
The closing paragraph should summarize your endorsement and reiterate your strong support for the candidate. It is effective to restate your main point, such as “For these reasons, I highly recommend [Candidate’s Name] for this opportunity.” Conclude with an offer to provide further information, including your contact details like an email address and phone number. Finally, end the letter with a professional closing, such as “Sincerely,” followed by your typed name and official title.
Finalizing and Submitting Your Letter
Before sending your recommendation, thoroughly proofread the document. Check for any errors in grammar, spelling, or punctuation, as a polished letter reflects positively on both you and the candidate. Reading the letter aloud or having a trusted colleague review it can help catch mistakes you might have otherwise missed.
It is important to adhere to the specific submission instructions provided to the candidate. Some organizations require the letter to be uploaded to an online portal, while others may request it be sent directly via email to a specific person. Confirm the required format, whether it’s a PDF or another file type, and double-check the recipient’s contact information and the deadline. Following these instructions precisely prevents any logistical issues that could delay or invalidate the recommendation.
As a final professional courtesy, inform the candidate after you have submitted the letter. A simple email or message lets them know their application package is complete on your end and provides them with peace of mind. This small step helps maintain a positive professional relationship and shows your continued support for their endeavors.