A work recommendation letter provides a hiring manager with a third-party account of a candidate’s abilities, work ethic, and character. It serves to validate claims made in a resume and interview, offering a contextual view of their professional history. This endorsement can influence a hiring decision by adding credibility to a person’s application.
Information to Gather Before Writing
Before you begin to write, it is important to gather specific documents to ensure your letter is both personal and relevant. Start by requesting the candidate’s most up-to-date resume. This provides a comprehensive overview of their work history, skills, and the specific language they use to describe their accomplishments.
Next, ask for the job description of the position the individual is applying for. This document details the specific qualifications, skills, and experiences the employer is seeking. By reviewing the job description, you can tailor your recommendation to highlight the candidate’s most relevant attributes, directly addressing the needs of the role and the company.
Finally, ask the candidate to provide a few key points or projects they would like you to emphasize. This could include specific achievements, skills they are proud of, or instances where they demonstrated particular strengths. This input allows you to focus on the accomplishments the candidate feels are most significant and relevant to their career goals.
How to Structure and Write the Letter
A properly structured letter ensures your recommendation is clear, professional, and easy for a hiring manager to read. The physical layout and flow of information can underscore the credibility of your endorsement.
Professional Header and Salutation
Begin with a professional header that includes your contact information: your full name, title, company, address, phone number, and email. Below this, include the date, followed by the recipient’s information if you have it, including their name, title, and the company’s address.
For the salutation, address the hiring manager by name if possible (e.g., “Dear Ms. Smith,”). If the recipient’s name is unknown, use a general but professional greeting such as “To Whom It May Concern” or “Dear Hiring Manager.”
The Introduction
The opening paragraph should immediately establish your relationship with the candidate. Clearly state who you are, your professional title, and the capacity in which you know the individual. It is important to specify the length of time you have worked with or known them, as this provides context for the depth of your recommendation. For instance, stating “I was Sarah’s direct supervisor at XYZ Company for five years” quickly establishes your authority and the basis of your assessment.
The Body Paragraphs
The body of the letter, typically one to two paragraphs, is where you will provide the substantive evidence of the candidate’s qualifications. This section should focus on specific, concrete examples of their skills and accomplishments. Rather than simply listing attributes, describe situations where the candidate successfully applied their skills, connecting their past performance to the requirements outlined in the job description.
For example, instead of stating the candidate has “strong leadership skills,” describe a project they led, their specific responsibilities, and the positive outcome. You might write, “John successfully led a team of five to launch our new software, delivering the project two weeks ahead of schedule and 10% under budget.”
The Conclusion
In the concluding paragraph, summarize your endorsement with a strong, clear statement of recommendation. Reiterate your confidence in the candidate’s ability to succeed in the new role. You can briefly restate their most compelling qualifications as a final reminder to the reader.
This section should also include an offer to provide further information. A sentence such as, “Please feel free to contact me if you require any additional information,” shows your willingness to stand by your recommendation and assist in the hiring process.
The Closing and Signature
End the letter with a professional closing, such as “Sincerely,” or “Respectfully,”. Follow the closing with your typed full name. If you are sending a physical letter, leave space between the closing and your typed name to provide a handwritten signature.
Tips for Writing a Powerful Recommendation
To make your letter as effective as possible, maintain a positive and genuinely enthusiastic tone throughout the document. Your goal is to convey authentic confidence in the candidate’s abilities and potential. This tone should be professional but also reflect your personal endorsement.
One of the most effective strategies is to quantify the candidate’s achievements with specific numbers and data. Vague statements are less impactful than concrete evidence of success. For instance, instead of saying a candidate “improved efficiency,” specify that they “implemented a new workflow that reduced project completion times by 20%.”
Keep the letter concise and focused, ideally limiting it to a single page. Hiring managers are often short on time, so a lengthy, rambling letter may not be read in its entirety. Focus on two or three key strengths and provide detailed examples for each, rather than trying to cover every aspect of the candidate’s work history.
Common Mistakes to Avoid
When writing a recommendation, it is important to avoid using generic clichés or vague phrases. Statements like “is a great team player” or “is a hard worker” lack substance and do not provide the hiring manager with any real insight. Instead of relying on these overused expressions, provide specific anecdotes and evidence that demonstrate these qualities in action.
A significant error is to exaggerate or fabricate information about the candidate. While your intention may be to help, dishonesty can damage both your own reputation and the candidate’s chances if discovered. A truthful, accurate portrayal of their skills and accomplishments is always the best approach.
Finally, resist the temptation to use a standard template without significant personalization. A generic letter is easy to spot and suggests a lack of genuine effort or endorsement. Each letter should be tailored to the specific candidate and the job they are applying for.