When you write a letter of recommendation, the information you give and the details you disclose can make the difference between the person getting the position or being passed over. Letters of reference can be for college entrance or a job application, a volunteer position or a personal reference to secure an apartment. Before you start to write a letter of recommendation, it’s important to know who the letter is intended for.
Letter Samples
The content of a letter of recommendation for a job will be different from a letter for a college student, but all reference letters follow more or less the same structure. For a business format letter, write the recipient’s name and address the person as “Dear Mr. or Ms. X” If you don’t know the name, start with “To whom it may concern.” Introduce yourself in the first paragraph of the letter. Keep it brief; your name, position in the organization and relationship to the candidate will suffice.
In the second paragraph confirm the information the candidate would have supplied in the interview job title, responsibilities, and length of employment. If you’re smiting an academic reference letter, confirm the candidate grades and extracurricular activities where they excelled.
In the third paragraph, mention the candidate’s qualities and drills. For instance, you could say that the person was knowledgeable, trustworthy, loyal, dedicated, enthusiastic, driven, had an eye for detail, and that the person was a leader and/or a team player.
In a fourth paragraph, give a specific example of what made this candidate special. Did the person find a way to save the company money? Did the person boost sales? Was the person willing to stay late or work weekends to get a project finished?
Close the letter with a positive comment, such as indicating that you would re-hire the candidate should he or she want to rejoin your organization. You could also include your contact details for any future correspondence. Sign off with a simple “Sincerely” or “Yours sincerely.”
Topics to Avoid
Avoid casual language, slang, and jokes. Don’t make reference to the candidate’s race, age, health, marital status religion, or political stance. Don’t overly praise the candidate by putting him or her on a pedestal. Not only is this unrealistic, the candidate might have a hard time living up to such expectations. Be sure to proofread the letter for spelling mistakes and typos. Mistakes of this kind take away credibility from the letter.
Word Count
A letter of recommendation should run between 300 to 500 words and be divided into three or four paragraphs You can’t go into much detail in less than 500 words, and the reader’s attention might waver in any letters of reference over 500 words.
Never underestimate the power of a well-written letter of recommendation. The information you provide could tip the scale in the candidate’s favor.