Being asked to write your own letter of recommendation is a common professional practice. The goal is to create a compelling, authentic document that accurately reflects your qualifications through the eyes of a supervisor or professor, balancing self-promotion with objective assessment.
Understanding Why Recommenders Ask for a Draft
The request to draft your own recommendation letter is a standard procedure in many academic and professional settings. Recommenders, often having numerous obligations, rely on this practice to manage their time efficiently and meet submission deadlines. Providing a draft streamlines their workload and ensures the final letter includes the specific, relevant details necessary for your application.
Essential Preparation Before Drafting
Before beginning the writing process, applicants must thoroughly organize all necessary materials to ensure the draft is comprehensive and accurate. Start by compiling your most current curriculum vitae or resume, which serves as the foundational timeline of your professional experience. You should also secure the exact description of the job or academic program you are applying for to align the letter’s focus precisely. Understanding the submission requirements, such as the portal link or specific formatting mandates, prevents last-minute complications for the recommender. Finally, create a detailed list of three to five specific achievements or anecdotes that directly relate to the application’s requirements, preparing the evidential backbone of the letter.
Establishing the Proper Format and Structure
A professional recommendation letter must adhere to a formal business correspondence structure to maintain its credibility. Ideally, the document should be presented on the recommender’s official letterhead, followed by the date and the recipient’s full address, or the generic “To Whom It May Concern” if a contact is unknown. The body of the letter typically follows a focused structure of three to four main paragraphs:
- The introductory paragraph must immediately establish the recommender’s identity, specify their relationship to the applicant, and clearly state the duration and context of their professional interaction.
- The subsequent one or two body paragraphs are reserved for detailed evidence supporting the applicant’s qualifications and specific accomplishments.
- The concluding paragraph summarizes the overall endorsement and provides a clear, unambiguous statement of support for the applicant’s admission or hiring.
A formal closing, such as “Sincerely,” precedes the recommender’s full typed name, official title, and contact information in the signature block.
Adopting the Recommender’s Voice and Tone
The most significant challenge in self-drafting is shifting the perspective from the applicant to the supervisor or professor. The language must maintain a professional, slightly formal, and objective tone, reflecting an external assessment rather than an internal monologue. Avoid first-person pronouns like “I” or “my” that refer to the applicant, as the recommender is the voice authoring the document. The recommender’s voice is established by using phrases that directly reference their supervisory capacity and observations. For instance, statements should begin with language such as, “I have supervised this individual’s work for two years,” or “In my capacity as Department Head, I observed their dedication to the project.” This approach lends authenticity by framing the praise as verified, firsthand evidence. While the letter should convey genuine enthusiasm for the applicant’s potential, it must strictly avoid hyperbole or exaggerated claims. Focus on observed facts and measured assessments of performance to preserve credibility.
Highlighting Accomplishments with Specificity
The substance of the body paragraphs is where the draft truly sells the applicant’s suitability for the target opportunity. General statements of praise, such as describing someone as “hard-working” or “intelligent,” carry minimal weight without concrete substantiation. Instead, the letter must be populated with specific, quantifiable achievements that demonstrate the applicant’s skills in action. For example, referencing specific metrics like “increased departmental efficiency by 15% through process automation” or “successfully managed a $50,000 budget for the annual research symposium” provides objective evidence of capability. These details transform subjective adjectives into objective data points that admissions committees and hiring managers value. The most effective way to structure these anecdotes is by utilizing a Challenge-Action-Result (CAR) framework. Begin by describing a specific challenge the applicant faced, detailing the actions they took to address it, and concluding with the measurable positive result of those efforts. This narrative approach demonstrates problem-solving skills and accountability, showing how the applicant operates under pressure. Furthermore, every achievement highlighted must be directly linked back to the stated requirements or core competencies of the position or program being applied for. The letter should function as a bridge, connecting the applicant’s proven past performance with the future demands of the new role.
Review, Delivery, and Follow-Up
After completing the draft, a meticulous review is necessary to catch any instances where the applicant’s voice may have inadvertently slipped through. Specifically, proofread carefully for any accidental use of first-person pronouns (“I,” “me,” “my”) that refer to the applicant, which would immediately undermine the recommender’s authority. Once finalized, the draft should be delivered to the recommender alongside a comprehensive package of supporting materials. This package must include the applicant’s most recent CV, a clear copy of the application instructions, and any required forms or submission links. If the letter is to be mailed, a pre-stamped and addressed envelope should be included for maximum convenience. Regardless of the application outcome, a professional follow-up and sincere thank you note to the recommender is a necessary step to maintain the professional relationship.