Ever found yourself in a position where someone asked you to write a letter of recommendation?
You want to help, but you also want to ensure the letter truly benefits the person. This article is here to help you with just that.
We’ll break down everything you need to know about writing a compelling letter of recommendation, from who to ask, when to ask, and how to ask, to tips and templates to make your life easier.
Who Should I Ask to Write a Letter of Recommendation?
Choosing the right person for recommendation is the first and most important step.
Ideally, you should ask someone who knows you well and can speak positively about your skills and character.
Here are some options you might consider for recommendation:
- Current or Former Boss. Your current boss’s opinion about you matters a lot. Recruiters will likely trust their opinion about you regarding your work ethic and accomplishments.
- Colleagues or Peers. They can vouch for your teamwork and collaboration skills and qualifications.
- Professors or Academic Advisors. Perfect for academic or research-related recommendations.
- Clients or Customers. If you’re in the service industry, they can speak to your customer service skills and results.
When Should I Ask for a Recommendation Letter?
Timing is everything. Ask well in advance- at least a month before you need the letter. This gives the person ample time to craft a thoughtful recommendation.
Generally, it is advised that you should start looking for recommendations as soon as you start your job search. You may want to ask for a recommendation letter at the end of a project when your achievements are fresh in their mind. Or when you’ve just completed a successful task or received praise.
How to Ask for a Letter of Recommendation?
Requesting a letter of recommendation can feel awkward, but it doesn’t have to be.
Just go through the checklist we have provided below and you are good to go.
- Ask politely and early. It shows that you respect their time and give them enough notice to write your letter.
- Explain why you need the letter and what it’s for. Context is important.
- Make it easier by offering to provide your resume, a list of achievements, or specific points you’d like them to mention.
- Always thank them for their time and effort.
Types of Recommendation Letters
Different situations call for different types of recommendation letters.
Here are a few common ones:
- Academic Recommendation: For college or scholarship applications.
- Employment Recommendation: For job applications.
- Character Reference: For personal references, often used in legal situations.
- Graduate School Recommendation: These are specific to graduate program applications.
How to Write a Recommendation Letter
Writing a recommendation letter is tougher than asking for one. Are you wondering how to write a letter of recommendation that really helps the candidate? We have got you covered!
Here is a detailed detailed step-by-step guide to help you craft a compelling letter that will definitely increase the candidate’s chances of getting the job:
Start with a greeting
Address the letter to a specific person if possible. This adds a personal touch and shows that you’ve put thought into the letter.
For Example: “Dear Ms. Johnson,” or “Dear Admissions Committee,”
Avoid using a generic greeting if you can find the recipient’s name. It can come across as impersonal.
Do not use “To Whom It May Concern” ; it might work if you absolutely can’t find a specific name.
Introduce yourself
Mention who you are, your relationship with the person you’re recommending, and how long you’ve known them. This establishes your credibility and context for your recommendation.
For Example: “My name is Dr. Emily Clark, and I have had the pleasure of supervising John Doe during his internship at XYZ Company for the past six months. As the Director of Research, I worked closely with John on various projects.”
Avoid skipping your introduction or being too vague about your relationship with the applicant.
Do not just say, “I am Dr. Emily Clark. I know John Doe.”
State the purpose
Clearly explain why you’re writing the letter. This helps the reader understand the context and importance of your recommendation.
For Example: “I am writing to recommend John for the position of Research Analyst at your esteemed organization. John has consistently demonstrated exceptional analytical skills and dedication during his time with us.”
Highlight key qualities and achievements
Use specific examples to back up your claims about the applicant’s skills, qualities, and achievements. This makes your recommendation more credible and impactful.
For Example: “John has a remarkable ability to analyze complex data sets. During his internship, he led a project to optimize our data processing system, resulting in a 30% increase in efficiency. His innovative approach and attention to detail were key to this success.”
Conclude with a strong endorsement
Clearly state your recommendation and offer your contact information for any follow-up questions. This shows your confidence in the applicant and your willingness to support them further.
For Example: “I wholeheartedly recommend John for the Research Analyst position at your company. I am confident that he will be a valuable asset to your team. Please feel free to contact me at (555) 123-4567 or dr.emily.clark@example.com if you have any further questions.”
Avoid a weak or non-committal endorsement.
It is not enough to just say, “I think John might be a good fit.”
Letter of Recommendation Template
Here’s a sample recommendation letter that incorporates all of the above elements:
Employment Recommendation Template
Dear [Recipient’s Name],
I am pleased to recommend [Applicant’s Name] for [the position] at [Company]. I have had the privilege of working with [Applicant’s Name] at [Your Company] for [duration], during which [he/she/they] demonstrated exceptional [skills or qualities].
[Applicant’s Name] consistently exceeded expectations in [specific task or project]. For example, [provide a specific example]. [He/She/They] is highly skilled in [specific skills] and has a remarkable ability to [specific positive attribute].
I am confident that [Applicant’s Name] will be an asset to your team. Should you require further information, please do not hesitate to contact me at [your phone number] or [your email address].
Sincerely,
[Your Name]
Academic Recommendation Template
Dear [Recipient’s Name],
I am writing to enthusiastically recommend [Student’s Name] for [the program/scholarship]. As [his/her/their] [teacher/professor/advisor] at [School/University], I have had the pleasure of observing [him/her/them] in [class or context] for [duration].
[Student’s Name] has demonstrated outstanding [qualities such as dedication, intelligence, creativity]. For instance, [provide a specific example of their work or achievements]. [He/She/They] consistently impresses with [specific skill or attribute].
I am confident that [Student’s Name] will excel in [the program/scholarship]. Should you have any questions, please feel free to contact me at [your phone number] or [your email address].
Sincerely,
[Your Name]
Character Reference Template
Dear [Recipient’s Name],
I am writing to provide a character reference for [Person’s Name]. I have known [Person’s Name] for [duration] in [context of relationship, e.g., as a neighbor, friend, colleague].
During this time, I have found [Person’s Name] to be [mention positive qualities such as trustworthy, dependable, and kind]. For example, [provide a specific example demonstrating their character]. [He/She/They] consistently shows [specific positive traits].
I believe [Person’s Name] would be an excellent candidate for [the situation or position they are applying for]. Please feel free to contact me at [your phone number] or [your email address] if you need further information.
Sincerely,
[Your Name]
Graduate School Recommendation Template
Dear [Recipient’s Name],
I am writing to strongly recommend [Applicant’s Name] for admission to [Graduate Program] at [University]. As [his/her/their] [professor/research advisor] at [University], I have had the pleasure of working with [Applicant’s Name] on [specific project or course] for [duration].
[Applicant’s Name] has demonstrated exceptional [qualities such as analytical skills, research abilities, academic performance]. For example, [provide a specific example]. [He/She/They] is particularly skilled in [specific area or subject].
I am confident that [Applicant’s Name] will make significant contributions to your program. Should you require any additional information, please do not hesitate to contact me at [your phone number] or [your email address].
Sincerely,
[Your Name]
Volunteer Recommendation Template
Dear [Recipient’s Name],
I am delighted to recommend [Volunteer’s Name] for [the position/program]. [He/She/They] has been an invaluable volunteer at [Organization] for [duration], contributing significantly to [specific projects or tasks].
[Volunteer’s Name] is [mention positive qualities such as dedicated, hardworking, compassionate]. For instance, [provide a specific example of their volunteer work]. [He/She/They] has shown remarkable [specific skills or attributes].
I believe [Volunteer’s Name] would be an excellent addition to [the position/program]. Please feel free to contact me at [your phone number] or [your email address] if you need further information.
Sincerely,
[Your Name]
Tips for Writing a Strong Letter of Recommendation
What to Prepare Before Requesting a Recommendation Letter?
Are you prepared? Let’s check!
Before you ask someone to write a letter for you, make sure you have:
- An updated resume ready to share with them.
- Have you listed all of your accomplishments and relevant experiences? Do it beforehand.
- Give them details about what you’re applying for and why.
- Clearly state when you need the letter by. Yes, that may sound a little arrogant, but you need to mention the deadline for the timely completion of the procedure.
FAQs
How long should a recommendation letter be?
Aim for one page. Concise and focused letters are more effective.
Can I see the letter before it’s sent?
It’s polite to offer, but be prepared that some writers may prefer not to share it.
What if the person I ask says no?
Don’t take it personally. Thank them and ask someone else.
How many recommendation letters should I submit?
Follow the guidelines of the application. Typically, 2-3 letters are sufficient.
Can a family member write a recommendation letter?
It’s best to avoid family members. Choose someone who can provide an unbiased and professional perspective.
Conclusion
Both requesting a recommendation letter and writing one for someone seen stressful tasks. But with the right approach and preparation, you can craft a letter that truly highlights the applicant’s strengths and potential. Use the tips and templates provided here to make the process smoother and more effective.
Manisha is a digital writer providing guidance in career development and growth. She facilitates skill development and implementation of the right strategies for advancement. At Jobera, She documents content around the latest market trend analysis, insights, and career planning.