Writing a letter of recommendation is a great way to show your support for a friend, colleague, or acquaintance who is applying for a job. A well-written letter of recommendation can highlight the applicant's skills, experience, and personal qualities, and can make a big difference in the hiring manager's decision.
If you've been asked to write a letter of recommendation, don't panic! We're here to help. In this article, we'll walk you through the process of writing a letter of recommendation, step by step. We'll cover everything from gathering information about the applicant to formatting your letter.
Now that you know a little bit more about what goes into a letter of recommendation, let's get started on writing one.
how to write a letter of recommendation
Follow these eight tips to write a strong letter of recommendation:
- Know the applicant well.
- Use a professional format.
- Highlight the applicant's skills.
- Provide specific examples.
- Be persuasive.
- Proofread carefully.
- Send it on time.
- Follow up.
By following these tips, you can write a letter of recommendation that will help your friend or colleague get the job they want.
Know the applicant well.
The first step to writing a strong letter of recommendation is to know the applicant well. This means understanding their skills, experience, and personal qualities. It also means being able to speak to their character and work ethic.
- Spend time with the applicant.
The best way to get to know someone is to spend time with them. This could involve working on a project together, volunteering side-by-side, or simply socializing. The more time you spend with the applicant, the better you'll be able to understand their strengths and weaknesses.
- Ask questions.
Don't be afraid to ask the applicant questions about their skills, experience, and goals. This will help you to get a better understanding of their background and qualifications.
- Pay attention to the applicant's work.
If you're a colleague of the applicant, pay attention to their work. This will give you firsthand experience of their skills and abilities.
- Get feedback from others.
If you're not sure how to evaluate the applicant's skills and experience, ask for feedback from others who know them well. This could include their manager, co-workers, or friends.
Once you have a good understanding of the applicant, you'll be able to write a letter of recommendation that highlights their best qualities and makes them stand out from the competition.
Use a professional format.
A letter of recommendation is a formal document, so it's important to use a professional format. This means using a standard font (such as Times New Roman or Arial), 12-point font size, and single line spacing. You should also left-align your text and use one-inch margins all around.
- Use a letterhead.
If you have a letterhead, use it to create your letter of recommendation. This will give your letter a more professional appearance.
- Include your contact information.
Make sure to include your name, address, phone number, and email address at the top of your letter. This will make it easy for the hiring manager to contact you if they have any questions.
- Address the letter to the hiring manager.
If you know the name of the hiring manager, address the letter to them directly. If you don't know the hiring manager's name, you can address the letter to "Dear Hiring Manager."
- Use a professional salutation and closing.
Start your letter with a professional salutation, such as "Dear Mr./Ms. [Hiring Manager's Name]." End your letter with a professional closing, such as "Sincerely" or "Respectfully."
By following these tips, you can create a letter of recommendation that is professional and easy to read. This will make a good impression on the hiring manager and help your friend or colleague get the job they want.
Highlight the applicant's skills.
The body of your letter of recommendation should focus on highlighting the applicant's skills and qualifications. This is your chance to sell the applicant to the hiring manager and convince them that they're the best person for the job.
- Start with the applicant's most relevant skills.
When highlighting the applicant's skills, start with the ones that are most relevant to the job they're applying for. For example, if the applicant is applying for a job as a marketing manager, you might start by highlighting their skills in market research, data analysis, and campaign management.
- Use specific examples.
Don't just list the applicant's skills; use specific examples to show how they've used those skills to achieve success. For example, you might talk about a time when the applicant led a marketing campaign that resulted in a significant increase in sales.
- Quantify the applicant's accomplishments.
Whenever possible, quantify the applicant's accomplishments. For example, instead of saying that the applicant is a "great salesperson," you could say that they "increased sales by 15% in their first year on the job."
- Tailor your letter to the job description.
When highlighting the applicant's skills, be sure to tailor your letter to the specific job description. This will show the hiring manager that you've taken the time to understand the role and that you believe the applicant is a good fit for the job.
By highlighting the applicant's skills and accomplishments in a clear and concise way, you can help them stand out from the competition and increase their chances of getting the job.
Provide specific examples.
Using specific examples is one of the best ways to make your letter of recommendation stand out from the competition. When you provide specific examples of the applicant's skills and accomplishments, you're showing the hiring manager exactly what the applicant is capable of.
Here are some tips for providing specific examples in your letter of recommendation:
- Use anecdotes.
Anecdotes are short stories that illustrate a particular point. They're a great way to bring the applicant's skills and accomplishments to life. For example, you might tell a story about a time when the applicant went above and beyond to help a customer or a time when they came up with a creative solution to a problem.
- Use data.
Data can also be used to provide specific examples of the applicant's skills and accomplishments. For example, you might mention that the applicant increased sales by 15% in their first year on the job or that they reduced customer churn by 20%.
- Use quotes.
Quotes from other people can also be used to provide specific examples of the applicant's skills and accomplishments. For example, you might include a quote from a customer who says that the applicant is "the best salesperson I've ever worked with" or a quote from a colleague who says that the applicant is "a great team player."
- Be specific.
The more specific you are, the better. Don't just say that the applicant is a "hard worker"; give specific examples of how they've demonstrated their hard work. For example, you might say that the applicant "consistently arrives early to work and stays late to finish projects" or that they "never misses a deadline."
By providing specific examples of the applicant's skills and accomplishments, you can help them stand out from the competition and increase their chances of getting the job.
Be persuasive.
The goal of a letter of recommendation is to persuade the hiring manager to hire the applicant. To do this, you need to be persuasive in your writing. Here are some tips for being persuasive in your letter of recommendation:
- Use strong language.
When describing the applicant's skills and accomplishments, use strong language that will make the hiring manager sit up and take notice. For example, instead of saying that the applicant is a "good salesperson," you could say that they are a "top-performing salesperson who consistently exceeds their sales goals."
- Use emotional appeals.
In addition to using strong language, you can also use emotional appeals to persuade the hiring manager. For example, you might talk about how the applicant's work has made a positive impact on your company or on your customers. You could also talk about how the applicant's skills and experience would be a valuable asset to the hiring manager's company.
- Use social proof.
Social proof is the idea that people are more likely to do something if they see others doing it. You can use social proof in your letter of recommendation by mentioning that other people have also been impressed with the applicant. For example, you might say that the applicant has received positive feedback from their colleagues or customers.
- Use a call to action.
At the end of your letter of recommendation, you should include a call to action. This is a statement that tells the hiring manager what you want them to do. For example, you might say that you "highly recommend" the applicant for the job or that you "urge" the hiring manager to interview the applicant.
By using these tips, you can write a persuasive letter of recommendation that will help the applicant get the job.
Proofread carefully.
Once you've finished writing your letter of recommendation, it's important to proofread it carefully for any errors. This includes checking for typos, grammatical errors, and formatting issues. Even a small error can make a bad impression on the hiring manager, so it's important to make sure your letter is error-free.
Here are some tips for proofreading your letter of recommendation:
- Read your letter aloud.
When you read your letter aloud, you're more likely to catch errors that you might miss when you're just reading it silently. This is because you're able to hear the words and phrases as they're meant to be spoken, which can help you identify any awkward phrasing or grammatical errors.
- Use a spell checker.
While spell checkers aren't perfect, they can be helpful for catching typos and other common errors. However, it's important to remember that spell checkers don't catch all errors, so it's still important to proofread your letter carefully even after you've run it through a spell checker.
- Have someone else proofread your letter.
If you're not confident in your proofreading skills, you can ask someone else to proofread your letter for you. This could be a friend, family member, or colleague. Getting a second pair of eyes on your letter can help you catch any errors that you might have missed.
- Take your time.
Don't rush through the proofreading process. Take your time and carefully read your letter over multiple times. The more time you spend proofreading, the more likely you are to catch any errors.
By proofreading your letter of recommendation carefully, you can make sure that it's error-free and that it makes a good impression on the hiring manager.
Send it on time.
Once you've finished writing and proofreading your letter of recommendation, it's important to send it to the hiring manager on time. This shows that you're organized and that you respect the hiring manager's time.
Here are some tips for sending your letter of recommendation on time:
- Check the deadline.
Before you send your letter of recommendation, be sure to check the deadline for applications. This information is usually included in the job posting. If there is no deadline specified, you should aim to send your letter within two weeks of the application deadline.
- Use a reliable method of delivery.
There are a few different ways to send a letter of recommendation: you can mail it, email it, or hand-deliver it. If you're mailing your letter, be sure to allow enough time for it to arrive before the deadline. If you're emailing your letter, be sure to include the applicant's name and the job title they're applying for in the subject line.
- Follow up.
After you've sent your letter of recommendation, you should follow up with the hiring manager to make sure they received it. You can do this by sending them a brief email or giving them a call. Following up shows that you're interested in the applicant and that you're confident in their abilities.
By sending your letter of recommendation on time and following up, you can show the hiring manager that you're a reliable and professional individual. This will make a good impression and increase the applicant's chances of getting the job.
Follow up.
Following up after you've sent your letter of recommendation shows the hiring manager that you're interested in the applicant and that you're confident in their abilities. It also gives you an opportunity to answer any questions that the hiring manager may have.
- Send a thank-you note.
After you've sent your letter of recommendation, send the hiring manager a thank-you note for their time and consideration. This is a simple gesture that shows your appreciation and professionalism.
- Follow up with the applicant.
After you've sent your letter of recommendation, follow up with the applicant to let them know. This shows that you're supportive of their job search and that you're confident in their abilities. You can also ask the applicant if they have any questions about the job application process.
- Reach out to the hiring manager.
About a week after you've sent your letter of recommendation, you can reach out to the hiring manager to see if they have any questions. You can also ask them if they've had a chance to review the applicant's materials. This shows that you're interested in the applicant's job search and that you're confident in their abilities.
- Offer to provide additional information.
If the hiring manager has any questions about the applicant or your letter of recommendation, be prepared to provide additional information. This could include providing more details about the applicant's skills and experience, or it could involve answering questions about your relationship with the applicant.
By following up after you've sent your letter of recommendation, you can show the hiring manager that you're a reliable and professional individual. This will make a good impression and increase the applicant's chances of getting the job.
FAQ
Here are some frequently asked questions about writing letters of recommendation:
Question 1: How long should a letter of recommendation be?
Answer: A letter of recommendation should be no more than one page long. It's important to be concise and to focus on the applicant's most relevant skills and accomplishments.
Question 2: What should I include in a letter of recommendation?
Answer: A letter of recommendation should include the following information:
- Your contact information
- The date
- The hiring manager's name and company
- A salutation
- An introduction of yourself and your relationship to the applicant
- A description of the applicant's skills and accomplishments
- A statement of your recommendation
- A closing
Question 3: How can I make my letter of recommendation stand out?
Answer: There are a few things you can do to make your letter of recommendation stand out:
- Use specific examples to illustrate the applicant's skills and accomplishments.
- Use strong language and persuasive appeals.
- Proofread your letter carefully for any errors.
- Send your letter on time.
- Follow up after you've sent your letter.
Question 4: What should I do if I don't know the applicant well?
Answer: If you don't know the applicant well, you can still write a letter of recommendation. Focus on the applicant's skills and accomplishments that you're aware of. You can also ask the applicant for a copy of their resume and cover letter, and you can talk to their colleagues or supervisors to get more information.
Question 5: Can I write a letter of recommendation for someone who is a friend or family member?
Answer: It's generally not a good idea to write a letter of recommendation for someone who is a friend or family member. This is because it can be seen as a conflict of interest. However, if you do decide to write a letter of recommendation for a friend or family member, be sure to be objective and to focus on their skills and accomplishments.
Question 6: What should I do if I'm asked to write a letter of recommendation for someone who I don't think is qualified for the job?
Answer: If you're asked to write a letter of recommendation for someone who you don't think is qualified for the job, you can politely decline. You can also offer to write a letter of recommendation that focuses on the applicant's potential and their willingness to learn.
These are just a few of the most frequently asked questions about writing letters of recommendation. If you have any other questions, be sure to consult a career counselor or a human resources professional.
In addition to answering these FAQs, here are a few bonus tips for writing a great letter of recommendation:
Tips
Here are a few bonus tips for writing a great letter of recommendation:
Tip 1: Be specific. When describing the applicant's skills and accomplishments, use specific examples to illustrate your points. For example, instead of saying that the applicant is a "great salesperson," you could say that they "increased sales by 15% in their first year on the job."
Tip 2: Be persuasive. Use strong language and persuasive appeals to convince the hiring manager to hire the applicant. For example, you could say that the applicant is "the best candidate for the job" or that you "highly recommend" them.
Tip 3: Proofread carefully. Before you send your letter of recommendation, proofread it carefully for any errors. This includes checking for typos, grammatical errors, and formatting issues. Even a small error can make a bad impression on the hiring manager.
Tip 4: Send it on time. Be sure to send your letter of recommendation on time. This shows that you're organized and that you respect the hiring manager's time. If you're mailing your letter, allow enough time for it to arrive before the deadline.
By following these tips, you can write a letter of recommendation that will help the applicant get the job.
Now that you know how to write a great letter of recommendation, it's time to put your skills into practice. The next time someone asks you to write a letter of recommendation, be confident and say yes. You have the skills and knowledge to write a letter that will make a difference.
Conclusion
Writing a letter of recommendation is a great way to support a friend, colleague, or acquaintance who is applying for a job. By following the tips in this article, you can write a letter of recommendation that will help the applicant stand out from the competition and increase their chances of getting the job.
To summarize the main points of this article:
- Get to know the applicant well so that you can write a letter that is specific and persuasive.
- Use a professional format and tone.
- Highlight the applicant's skills and accomplishments using specific examples.
- Be persuasive and use strong language to convince the hiring manager to hire the applicant.
- Proofread your letter carefully for any errors before you send it.
- Send your letter on time.
- Follow up with the hiring manager to see if they have any questions.
By following these tips, you can write a letter of recommendation that will make a difference.
So next time someone asks you to write a letter of recommendation, don't be afraid to say yes. You have the skills and knowledge to write a letter that will help the applicant get the job.