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 Let's face it, being asked to write a letter of recommendation for someone is an honor. We all feel good inside when we help someone in need. So when we're asked to write a reference letter for a coworker or colleague, it's only natural to agree to write the letter. Unfortunately, it's easier to say "yes" than it is to put the note together.
In this publication, we're going to explain how to go about writing a letter of recommendation. As part of that explanation, we'll first talk about when it is, and when it's not, appropriate to write a letter. We'll also run through the types of information that makes for a great letter, and the information that is best left off the memo. Finally, we'll run through the standard structure for a letter as well as provide an example.
Letters of Recommendation
Also referred to as reference letters, character reference, and employment reference, a letter of recommendation is a document that makes supportive statements for a job candidate. Ideally, the letter should provide a factual evaluation of the candidate's knowledge, skills, and capabilities. The overall objective of the letter is to help the job candidate find employment.
If you've been asked to write a letter by a colleague or coworker, accepting this responsibility should be taken very seriously. Essentially, someone is asking you to assist them with their personal finances. Finding a job quickly could mean the difference between losing a home to foreclosure and rebuilding the family's rainy day fund.
Deciding to Write a Letter
You might find yourself in the situation where someone has asked you to write a letter of recommendation, and you're not comfortable saying "yes" to the opportunity. This brings up several important points to consider when deciding to write a letter:
- If you're too busy and cannot make a deadline or commitment, then don't agree to write a letter.
- If you don't know the individual well enough, then don't agree to write a letter.
- If you're uncomfortable with the individual's work habits or on-the-job performance, then don't agree to write a letter.
You should know right away if you're comfortable, willing, and able to write the letter. It's an awesome responsibility, and a well-written note will take time. If you're comfortable writing a letter, but you don't know how to structure the document, then we have some good news. That's our next topic.
Recommendation Letters
By now, the recruiter or hiring manager will have read job applications, cover letters, and resumes. An effective letter of recommendation needs to be personal, relevant, factual, and brief:
- Personal - The letter can be made personal by including information about your working relationship to the job seeker.
- Relevant - The letter can be made relevant by asking the job applicant about the types of jobs they're seeking, and including related work observations.
- Factual - The letter can be made to appear more factual by including your job title, an actual signature, as well as specific observations or achievements of the individual.
- Brief - The letter can be made as brief as possible by following a prescribed format. More on that in the section below.
Letter of Recommendation Outline
Our outline for putting together a letter of recommendation is going to follow the "tell them what you're going to tell them, tell them, then tell them what you told them" approach. We're also going to do this in a very professional / business-like manner. The elements of the letter will include:
Formal Greeting
Suggestions for the greeting include:
- To Whom It May Concern:
- Dear Sir or Madam:
First Paragraph
The first sentence will include a recommendation statement, while the remainder of the first paragraph will be dedicated to explaining how you know the individual, how long you've known the individual, and the working relationship you had with the job applicant.
For example, the first paragraph might take the following form:
It gives me great pleasure to write this letter of recommendation for John Smith. I have worked side-by-side with John for the last seven years in the finance department at 3M Corporation. For three years John served as a financial analyst and was a direct report to me. John was later promoted to the Manager - Project Finances position, where we worked together as peers.
Second and Third Paragraphs
The second and possibly third paragraphs need to include specific examples of the behaviors, knowledge, and results you observed when working together with the job applicant. It's important to be as factual and precise as possible since this approach will add credibility to the letter.
An example of the second and third paragraphs for this letter would be:
As a direct report, John was a successful, easy to manage associate, and he always gave that extra effort to meet deadlines. John demonstrated superior analytical capabilities and soon became an expert in the area of corporate finance. John demonstrated his leadership capabilities when a fellow manager became ill and he was asked to temporarily step into that role. John was permanently promoted after his team successfully developed a new quarterly closing process that reduced the number of days required to close the company books from four days to two, saving the organization over $500,000 annually.
As a member of the company's Global Strategies and Finance Committee, John played a key role in leading a group of fifty associates through a process that would standardize project finance practices across the enterprise.
Closing Paragraph
The letter of recommendation should close out the same way it started - with a statement of sincere recommendation. If appropriate, offer to answer questions the reader might have concerning the job applicant.
An example of a good closing paragraph would take the following form:
While I'll certainly miss the working relationship I had with John through the years, I'm confident he will be able to make an immediate as well as positive impact on your organization. If you have any questions or concerns about John's capabilities, experience, or credentials don't hesitate to call me at the number below.
Signature
It's important to provide a "wet" signature on the letter if at all possible. The signature would include a business sign-off as well as your name and contact information. An example of the signature used on a written letter of recommendation would be:
Sincerely,
Tom A. Workerbee
Manager - Project Finances, 3M Corporation
Office: 800-555-1212 Extension 1234
Letter of Recommendation Example
As promised, we're providing a sample of a letter of recommendation that you can download for free. We've taken the above elements and formatted the example for you here - Letter of Recommendation Example. After you've composed a letter, remember to use the same practices you would with a resume, including proofreading the document. You're trying to help a former colleague or coworker find a job, so it's important to help them make a good first impression with a flawless letter.
About the Author - Writing a Letter of Recommendation
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