How to Write a Letter of Recommendation

To learn how to write a letter of recommendation, you first need to understand the different types of recommendation letters. Sometimes people only need a character reference; however, the types of recommendations needed most often are for employment or acceptance to a college.

An employer will sometimes ask for a letter of recommendation from an applicant’s former boss. A resume will give the basics of experience and skills, but a letter of recommendation will help explain work habits and job performance. 

Usually this type of letter will come from a person’ direct supervisor so an accurate assessment can be given. The letter can include personal characteristics like dedication and motivation. If an employee asks for a recommendation and you do not feel you can give a positive one, you should decline. Perhaps the person can find a co-worker or another supervisor that will give a more favorable endorsement.

College Letters

Colleges and universities many also, at times, require a letter or two of recommendation for admission. Graduate programs may even require more than two. Letters of recommendation can help the committee in charge of admissions to see each applicant as a real person and a glowing letter can make an applicant stand out among hundreds. These recommendations are usually written by a member of the school staff or administrator.  

How to Write a Letter of Recommendation for Employment

When writing a letter of recommendation, it is important to be honest and straightforward. An employer can sue you if the employee does not live up to the information given in a letter. Because of this fact, many letters are now very short and dry, containing only obvious and verifiable facts about the employee.  However, a letter addressed “To Whom It May Concern” is not legally binding and can address more personal qualities of the employee.

Things to remember when learning how to write a letter of recommendation for employment, are the person’s:

• Position in the company

• Skills
• Reliability
• Dedication
• Strengths
• Ability to work alone or with a team

The letter of recommendation does not have to be lengthy, but should give enough information that you are a credible source that knows the employee well.

As to the format of the letter, there are templates available for you to use online.  The letter should have an opening paragraph introducing yourself, explaining your relationship to the applicant, and stating your overall impressions of the applicant.  The body of the letter should be two or three paragraphs giving examples of the applicant’s qualities. Put the most important ones first, and give specific examples. End with a paragraph that includes a positive statement about the applicant, and let the employer know that he may contact you. Remember to sign the letter.  

Academic Letters

Following is information to help you learn how to write a letter of recommendation for admission to a college or university. You need to find out if there are special forms to use or procedures to follow in writing the letter. Sometimes, the letter has to be in a sealed envelope with your signature across the seal.  

To write a good letter, you need to know about the student’s academic activities, adherence to school policies, any awards that he received, and personal characteristics like integrity and initiative. The letter should be like the letters for employment, with an opening paragraph, several in the body, and a closing paragraph. Don’t forget to sign the letter and always keep a copy in case the student needs another letter of recommendation.    

Final Tips

Here are a few more considerations:

• The length of the letter should be one or two pages long.
• Do not give vague compliments. Be sincere and honest.
• Take into account why you are writing the letter. For academic letters you should point out achievements and intelligence whereas for employment, you would want to focus on work habits and skills.    
• If you do not have time to write a letter, you may ask the applicant to write it for you, depending on the person. It may be a good idea to do that anyway, because he may mention something that you would not have put into the letter. You can read it over and make changes as necessary.