A letter of recommendation (LOR) is a formal document endorsing a candidate’s qualifications for an academic program, employment opportunity, or other selective pursuit. The format of the letter is as important as its content, serving as the professional framework that conveys credibility and respect for the recipient’s time. A well-structured LOR ensures the writer’s views are presented clearly. This professional presentation reinforces the substance of the endorsement.
Essential Technical Formatting Rules
The letter should adhere to the conventions of formal business correspondence. Standard formatting dictates using one-inch margins on all four sides of the document for readability. The text should be single-spaced and left-justified, using the standard block format for business letters. A double space should separate individual paragraphs to visually break up the text.
Selecting a clean font is necessary for maximizing readability. Recommended professional fonts include Times New Roman, Arial, Calibri, or Garamond. The font size should be set between 10 and 12 points, with 12 points being the standard choice for body text. Ideally, the LOR should fit onto a single page, though a second page is acceptable if the content is substantive. The letter should be printed or converted from official letterhead if the writer is affiliated with an institution or company, lending institutional weight to the endorsement.
Standard Structural Components
The body of the letter requires a clear paragraph structure to guide the reader through the endorsement logically. The initial paragraph serves as the introduction and must establish the writer’s credentials and connection to the candidate. This section should state the candidate’s name, the program or position they are applying for, and the nature and duration of the writer’s relationship. Defining the capacity in which the writer knows the applicant, such as a supervisor or professor, frames the context for the subsequent praise.
The following two to three paragraphs form the core of the letter and must contain specific evidence supporting the recommendation. These sections should use quantifiable examples and brief anecdotes to demonstrate the candidate’s qualities, such as problem-solving skills or project leadership. A strong body paragraph should focus on a particular project, detailing the challenge, the candidate’s action, and the resulting positive outcome. This narrative approach provides tangible proof of the candidate’s abilities, moving beyond general statements of praise.
The final paragraph provides an unequivocal statement of support. This closing should offer a strong and confident recommendation, often explicitly using words like “unreservedly” or “without hesitation.” The writer should also include a line offering to provide further information or clarification should the recipient require it. This concluding structure signals the writer’s commitment to the candidate’s success.
Professional Addressing and Sign-Off
The formal addressing of the letter begins with the recipient’s contact information, positioned above the salutation, following standard business letter conventions. The best practice is to address the letter to a specific person, including their formal title (e.g., “Dr. Eleanor Vance”). If the specific recipient’s name is unavailable, use a professional and specific title, such as “Dear Admissions Committee,” instead of the generic phrase “To Whom It May Concern.”
The body of the letter is then followed by the formal closing block, which includes the complimentary closing and the writer’s professional identification. A standard professional closing phrase, such as “Sincerely” or “Best Regards,” should be used, followed by a comma. A space of four to six lines should be left below this closing to accommodate the writer’s handwritten signature if the letter is being printed or scanned.
The writer’s full, typed name must appear directly beneath the signature space, followed immediately by their official professional title on the next line. This section should also include relevant contact information, such as a professional phone number and email address, to facilitate any follow-up questions from the recipient. Providing complete and accurate contact details confirms the letter’s authenticity and demonstrates the writer’s willingness to engage further in the evaluation process.
Finalizing and Submitting the Recommendation
The final step involves preparing the document for submission, which almost always entails converting it into a Portable Document Format (PDF) file. Saving the letter as a PDF is necessary because it locks the formatting, ensuring the margins, spacing, and chosen font remain consistent regardless of the recipient’s operating system or software. This prevents distortion during digital transmission or printing. The document should be checked one last time to confirm all components, including the letterhead and signature, are positioned correctly on the page.
Logistics for delivery vary significantly, requiring the writer to follow the specific instructions provided by the requesting institution. Most modern applications use secure online portals that require the recommender to upload the finalized PDF directly, bypassing the candidate entirely. In some cases, a hard copy may be requested, requiring the letter to be printed on institutional letterhead and placed in a sealed, signed envelope. The writer should also be aware of any confidentiality waivers the candidate may have signed, as this impacts the submission channel.