There are several different types of recommendation letters; this article focuses on the kind that a business owner or manager uses to recommend a current or previous employee for another job, educational opportunity or promotion.
What's the Point of a Letter of Recommendation?
For many businesses and educational facilities, a letter of recommendation serves as the last hurdle for an applicant prior to hiring and/or acceptance. The end user will use the letter you craft to determine how you know the person in question, why you want to recommend them, and what relevant skills and/or knowledge you've personally witnessed that they possess. They may also contact you for further information or questions, so put forward several means of contact too.
Letter of Recommendation Sample Format
A reference letter directly covers specific information, and they usually follow a set format: introduction, several paragraphs, summary and conclusion. The type of reference will determine what information belongs in each area - which we'll cover next.
Letter of Recommendation Sample Greeting
For those writing personal letters of recommendation, address the person receiving the reference directly, i.e Dr. Clarke or Mr. Gleeson, whereas professional letters of recommendation are better off using the standard, "To Whom It May Concern."
Letter of Recommendation Sample First Paragraph
Introduce yourself in the first few lines of the reference letter, explaining how you know the person you are writing about and what qualifies you to address their skills and/or experience. For example, "My name is Bonny Albo and I am a professional freelance writer. I've worked with Ms. Joe for the past thirteen years as her Editor and mentor, and am pleased to recommend her for the position of ____ with _____."
Letter of Recommendation Sample Second Paragraph
The person asking you to write the letter of reference should provide you with a list of information that they'd like you to cover such as education and qualifications. The second paragraph is the place to address all of these topics. Don't forget to include why you want to write the reference letter here too. Some second paragraphs become several paragraphs; depending on the needs of the organization receiving the recommendation letter, that's normally not a problem.
Need an example? Here's one: "Of all the writers I've worked with, Ms. Joe is the only one who has consistently provided accurate, timely copy over a long period of time. I've yet to hear her ask for an extension, and she clarifies the needs of the publication and reader before setting off to work independently. I feel strongly that Ms. Joe would be an asset to any organization, although her skill seem especially suited for your ____ program."
Letter of Recommendation Sample Third Paragraph
If you didn't already cover it in paragraph three, focus on the applicant's skill set(s) that cater to the position or educational program in this section. Since you may not know these items off the top of your head, don't be afraid to ask the applicant for a copy of their resume.
Letter of Recommendation Sample Summary
Take all of the information already shared in the reference letter and summarize it in a few sentences here. Make sure to state as well that you do recommend the person in question, such as, "Ms. Joe works well collaboratively as well as independently, and possesses excellent communication skills. I wholeheartedly recommend her for _____."
Letter of Recommendation Sample Conclusion
The last paragraph of any reference letter includes ways with which the company or educational institution can contact you, such as telephone, email, fax, and/or mailing address. Sign off the letter with your name and position title, and after a quick edit, you're finished.
Bonny Albo - Bonny offers 20 years of writing experience to her readers. CNN, MSNBC, The LA Times and Macleans all reference her for expert advice.
