By: Lauren Beth Kelly
If you’re ever asked to prepare a letter of recommendation for an employee, colleague, or even a friend, there are some basic points that might be helpful with the process.
Before composing a recommendation letter (i.e., letter of reference), you should first have a working knowledge of how the person you’re writing about acts and performs in a professional setting. To better inform yourself about the applicant, be sure to ask them about their goals as they relate to the position. Analyze their current resume and any other information that will help you with the writing process.
Next, familiarize yourself with the position for which the candidate is applying. Try to obtain a copy of the job description. If possible, ask the recipient of your letter about the position as well. By learning about the position, you are better able to help both the recipient and applicant by describing how specific duties for the position would be performed.
When composing the first line of your letter, use a formal greeting that includes a salutation addressing the recipient by name and title. If this is unknown, address the letter as “to whom it may concern” (although try to avoid this when possible)
In the first paragraph of the letter, give a brief introduction by explaining who you are and your relationship with the candidate. Include how long you have known them, and explain why you’re qualified to recommend them.
The second paragraph should outline the applicable strengths of the applicant. Include specific examples of the person’s qualifications and accomplishments. For example, “Mark Jenkins successfully onboarded 30 news employees over a 5 month period.”
In the third paragraph, include a personality trait description of the candidate using one or two examples.
The closing statement should summarize why the person you’re recommending would be a good fit for the position. When concluding the letter, be sure to invite the recipient to contact you with any questions.
In terms of formatting, a standard reference letter should usually be limited to one page. Utilize a 12-point basic style font, like Times New Roman. Margins should be left aligned at 1”–1½”.
Lastly, at the beginning of the top-right side of the page, include the date, recipient name and title, and company or school name with an address. On the top-left side of the letter, include contact information and letterhead.
Good luck, and happy writing!
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