How to write a recommendation letter

So you’ve been tapped to write a recommendation letter, and you’re beaming with pride—after all, it’s nice to know your opinion matters. But pride won’t get the job done, will it? It’s not something you whip up in half an hour. Like any form of correspondence, there are rules to writing a letter of recommendation, and it takes a fair bit of skill to write one that works. Here’s a quick guide to help you get started.

Are you the right person to write this recommendation letter?

It goes without saying that you should know your subject well enough to write a good recommendation. Before you sit down to write, ask yourself if you have enough to say about them—ideally good—to fill at least half a page. Discuss this with the requester if you need to. Remember, it’s better to reject a request than to do a botched job of it.

Also, consider who would be the best person to write this recommendation letter. If you know of someone with better credentials than yourself that could also recommend the requester, by all means, defer to that person!

Defining your style

Different styles work for different recommendation letters. What you disclose to a potential employer may not matter as much to an admissions official, and vice versa. Most recommendation letters fall under three main types:

Academic. These letters are written by teachers, professors, coaches, trainers, or anyone who has given some form of instruction. If you’re listed as an academic reference, your letter should speak about the person’s skill and learning abilities. Mention things about the person that isn’t measured by grades or test scores. Anything numerical is unnecessary, as they’ll probably be in transcripts and other such documents.

Character. Character recommendations are written from the point of view of a close friend or relative. These letters should talk about the person’s individual qualities, particularly those that aren’t professional or academic. You’re basically vouching for the person’s character. Make sure to establish how long you’ve known the person so they’ll know your word can be trusted.

Employment. Recommendations for employment are more professional in nature. These are best written by bosses, supervisors, or immediate superiors in the workplace. Think of it as the paper equivalent of a phone reference check. Your letter should save the potential boss the trouble of calling you up for an interview. Talk about the person’s work ethic, workplace attitude, and efficiency at his or her specific task.

Structuring your letter

If you’re familiar with basic composition, you’ll find that many of the same rules apply to recommendation letters. You’ve got your three basic parts: an introduction, a body, and a conclusion. Here’s what should go into each one.

Introduction. First, say who you are and why you’re in a good position to write a recommendation. This is where you build your credibility. Indicate your relationship to the person, state how long you’ve known him or her, and end with a brief overview of what you think of the applicant.

Body. Usually the longest part of the letter, the body is where you go into detail about the applicant’s character. Before writing the body, list down the things you have to say about the applicant, then rate them in order of relevance. Discuss each trait in one brief paragraph, starting with the most important. Limit yourself to two to three qualities—bosses tend to be rather busy and won’t spend more than five minutes reading your letter.

Conclusion. This part basically wraps up what you’ve said in the previous paragraphs. Start with a brief but compelling summary of the person’s traits, explaining why you would (or would not) recommend him or her for the position. Your last sentence is ideally an encouragement to contact you for more information, providing your phone number and other contact details. Don’t forget to sign at the bottom of the page.

Finding the right tone

Your reader probably goes through dozens of letters in one sitting, so it’s important to make yours easy to read. Recommendation letters are generally formal in nature, so slang and street lingo are big no-nos. However, it’s also possible to sound too professional. If the reader is from a different field of work, avoid professional jargon or words they’re not likely to understand. Instead, talk in simple terms and state how each skill will be relevant to the particular job or program.

Also, there’s a fine line between professional endorsement and hard-sell. Use strong words, but don’t urge the reader to take a particular action. Instead of directives such as “Hire this person,” use phrases like “I highly recommend…” and “I believe _____ is qualified because…,” and of course, back up your claim with solid facts. 

Should you ask for a draft?

If you’re still stuck for ideas, it’s perfectly fine to ask for a rough draft you can work with. A draft should give you a good idea of what goes into the letter and how your requester wants it presented. Most people would be more than happy to help you out—you’re doing them a favor, after all. Just make sure that it’s still your words that make the final print; don’t let the draft dictate your opinion of the applicant.

Some final tips

• Be honest. False or exaggerated claims will be found out sooner or later, and they will put both you and the applicant in trouble.
• Keep it short and sweet. A recommendation letter should be no more than four paragraphs long. One page should be enough for employment references, while one or two is ideal for academic letters.
• Avoid judgments. As much as possible, avoid any judgments based on the person’s age, race, religion, or gender. If you really have to, do so in an impartial tone and make a strong justification of your point.
• Use company letterhead. If your company allows, print your letter on a company letterhead to add a touch of credibility.
• Proofread. Typos and grammatical errors make you look unprofessional. Remember, the recommendation letter says as much about you as it does about its subject.