Here are some simple easy to follow rules for writing a letter of recommendation. Just follow these steps and you’ll have it completed in no time.
- Explain how you know the applicant. How long have you known the person and in what relationship or circumstance?
- State your qualifications for writing the recommendation letter. Why should the reader be interested in your recommendation? How many other people of the applicant’s caliber have you known, and why does the applicant stand out?
- List the applicant’s exceptional qualities and skills, especially those that are specific to the applicant’s field of interest or job requirements. For example, competency in his/her field or prior experience, organizational and communication skills, academic or other achievements, interaction with others, sound judgment, reliability, analytical ability, etc.
- Emphasize key points that you want the reader to note on the applicant’s resume or job application. Be sure to meaningfully elaborate, don’t simply restate.
- Give your judgment of the applicant, his/her qualifications and potential. Why should he/she be considered over other people? How does he/she compare to other people you have known? Do not state weaknesses. If you can’t write a positive letter of recommendation, you should respectfully decline.
- Give specific examples to back up what you have said about the person’s qualifications and character. Remember, generalized praise is a waste of space.
- Unless it is absolutely relevant, do not state (directly or by implication) the applicant’s race, religion, national origin, age, disability, gender or marital status.
- Don’t be too brief. One or two short paragraphs are death to a recommendation letter. On the other hand, be succinct. Make every word count. Here is a rule of thumb: a letter of recommendation for employment should be one page; a letter of recommendation for school should be 1-2 pages.
- Make the ending statement strong without overdoing it. Undo praise can be viewed as biased or insincere.
- List your contact information if you are willing to field follow-up correspondence.
- Proofread! The letter of recommendation represents both you and the applicant.