No matter what career or industry you’re in, you’re likely going to reach a point where you need to request a letter of recommendation or write one for someone.
This is an exciting opportunity, but you need to know what a letter of recommendation is to make the most of it.
It’s kind of self-explanatory, isn’t it? The letter acts as a vote of confidence in the person under question. It’s the writer’s objective to highlight specific character traits and skills for the subject of the letter.
They’re known by several different names too. If you ever hear someone mention a letter of reference, reference, or recommendation letters, then they’re talking about the same thing.
You’ll usually hear them brought up in conversations about potential hires. Employers will ask for a letter of recommendation to verify someone’s skills and experience.
For example, say you’re applying for a project management position. You can request a letter of recommendation to validate your ability to manage responsibilities.
Some graduate schools and academic programs will request a reference as well, and they can be approached in the same way.
This can be a tough decision to make. You’ll want to make sure you can trust who you’re asking to devote enough time and energy into it.
While it’s more common to ask a former manager to provide a reference, you can actually pursue both personal and professional references.
It can feel a bit awkward to ask someone to essentially brag about you on paper. But, if you choose wisely, the right person will be more than happy to support your career efforts. Keep these tips in mind when you need a reference:
On the flip side of the coin, as you progress in your career, you’ll probably be asked to write a letter for a co-worker. It’s time to return on that good will.
Before you start writing though, you should always be sure that you feel like you can write a positive letter of reference for the person asking.
If you feel like you can’t be honest or clear on their behalf, then politely decline the offer and encourage them to approach someone they’ve worked closer with.
If you can vouch for them, then ask all the right questions so you can write a detailed, up-to-date reference.
Request a current resume and ask for the job position so that you can tailor your messaging to be in line with their personal brand and skill set. Make sure that you have a clear understanding of who you’re going to be sending the letter to and what the deadline is.
Let’s cover some commonly asked questions that will help you write the letter.
On average, it should be between two and four paragraphs. Too short and it can look like you don’t know the person well or can’t fully endorse specifics for them. Run it too long and you can deter the recipient from reading it.
There’s a sweet spot that you should aim for: single page, single space, and doesn’t require more than a couple of minutes to read.
With such limitations on length, it can be hard to decide what to put into the body of your letter. There are a few key elements that you shouldn’t skip out on.
Provide an explanation of how you know the person who you’re writing about. Technically, they could have asked a stranger on the street to do it, but that doesn’t necessarily make that stranger’s word credible, now does it? Establish your authority as someone who can speak on behalf of the subject.
You’ll want to give a clear assessment of their character. Avoid using general adjectives, like “great” or “awesome” when discussing their traits. Be specific about what makes them “cool to be around.” Are they compassionate? Organized? Loyal? Dive deep.
A detailed explanation of their unique strengths and specialties is what is going to be the most valuable in the eyes of the employer. If you can provide specific examples of great work that you’ve experienced with or received from the person in question, include them.
This is your opportunity to explain why and how you think this person is going to bring something to the position that another applicant can’t.
Formatting is excellent because it will guide you through outlining the entire letter. It should look something like this:
If you know the contact information of the individual or hiring team that you’re writing to, be sure to use it at the beginning when you address them.
Always begin with “Dear Mr./Ms. Last Name” if you have those details. Otherwise, you can write a general “To Whom it May Concern” before starting your first paragraph.
This is where you want to establish how you know the person that you’re writing the letter for. Introduce yourself and your job title (if it’s a professional letter).
Mention how long you’ve known them and why you agreed to write it for them. Don’t forget to acknowledge the position that they are applying for. Your introduction doesn’t need to go on for too long. Just enough to explain the purpose of the letter.
The first paragraph needs to provide a lot more detail on your connection to the person in question.
Be specific about how you know them, in what capacity, and why you’re qualified to write this letter. Be clear about whether you’re speaking from a personal or professional point of view.
Here is where you get to the meat and potatoes of it all. You’re no longer talking about them in the context of yourself, you should be highlighting them as an individual.
What makes them qualified for the position? How are they going to contribute toward the organization? This is where you’ll want to describe those examples of skill and success that you thought up earlier.
The closing paragraph doesn’t have to be lengthy. Offer the opportunity to share more information if needed and provide your preferred contact information.
Some employers seek out verbal recommendations in order to get more detail or ask more specific questions. Before wrapping up, reiterate your recommendation.
Want a faster way of writing a recommendation? Check out this template:
Dear Mr./Ms. [Last Name],
It’s with great pleasure that I recommend [Name] for [position] with [Company].
[Name] and I are/were [relationship] at [Company]for [length of time].
I thoroughly enjoyed my time working with [Name] and came to know [him/her] as an invaluable asset to absolutely any team. [He/she] is honest, dependable, and has an incredible work ethic. Even more so, [he/she] is a remarkable [skill] who is always [result].
[Name]'s knowledge of [specific subject] and expertise in [specific subject] provided a great service to our entire office. [He/she] put this skillset to work in order to [specific accomplishment].
Along with [him/her] undeniable talent, [Name] has always been a positive influence to have around. [He/she] is a true team player, and always manages to spark positive, engaging conversations and bring the best out of other employees.
I can confidently recommend [Name] to join your team at [Company] with ease. As a dedicated, professional and knowledgeable employee, I know that [he/she] will be a truly valuable addition to your organization.
Please feel free to contact me at [your contact information] should you like to discuss [Name]’s qualifications or experience further. I’d be happy to expand on my recommendation.
Best wishes,
[Your Name]
Depending on who you are writing the letter for, there are certain elements and details that you should include based on your relationship. We’ll go over what to focus on for each professional scenario.
As a supervisor or manager, your word carries a lot more weight than another person’s. You can give valuable insight to how the applicant operates and performs. Here’s what to mention from a management perspective:
Co-workers can provide a unique point of view since they have a more intimate and direct relationship with a person’s work. Leverage your work relationship by talking about these details specifically:
There will be times when you’re asked to vouch for a friend or colleague on a personal level and speak to their character. These types of letters should still be polite and professional, if not a little less formal. Here’s what to specifically address:
For a better frame of reference, here are a few samples:
Mr. Fred Rogers
City Planner
Dear Mr. Rogers,
It’s with great pleasure that I recommend Steve Stripes for your open position as a park planner.
I have been teaching Steve in my advanced 2D art class at our local community center for five years now.
I have thoroughly enjoyed my time working with Steve and have come to know him as an attentive and detailed student, worker, and friend. He is honest, dependable, and has an incredible work ethic. Even more so, he has an incredible gift for looking at an empty space and creating something innovative within it.
His knowledge of dimension and space and expertise in design made him an incredible student, whom I trusted to tutor others in my class. He has put this skillset to work in order to elevate his peers and even create some of the art hanging in Town Hall.
Along with his undeniable talent, Steve has always been a positive influence to have around. He is a collaborative and compassionate colleague, and always manages to spark positive, engaging conversations and bring the best out of the other students.
I can confidently recommend Steve to join your planning team. As a dedicated, inventive, and knowledgeable creator, I know that he will be a truly valuable addition to your organization.
Please feel free to contact me at (321) 987-6540 should you like to discuss Steve’s qualifications or experience further. I’d be happy to expand on my recommendation.
Best wishes,
Bob Ross
Dear Mrs. Smith,
It’s my absolute pleasure to recommend Joe Black for the Sales Manager position with The Big Company.
Joe and I worked together at Things & Stuff, where I was his manager and direct supervisor from 2014-2018.
I was thoroughly impressed during my time working with Joe, and came to know him as a truly valuable asset to any team. He is independent, reliable, and incredibly hard-working. Beyond that, he is an impressive problem solver who is always able to address complicated matters with strategy and confidence. Joe doesn’t see challenges. He sees inspiration and is rarely intimidated.
His knowledge of sales etiquette and expertise in handling disgruntled customers was a huge advantage to our entire office. He put this skill set to work in order to increase our customer retention by over 19% in just one quarter. I know that Joe was a huge part of our success.
Along with his incredible professional skill set, Joe has always been an absolute blast to work with. He is a true team player, and always manages to foster friendly and fun banter to bring the other employees together.
I can confidently recommend Joe to join your team at The Big Company. As a dedicated, professional, and knowledgeable employee, I know that he will be a beneficial addition to your organization.
Please feel free to contact me at (987) 654-0321 should you like to discuss Joe’s qualifications and experience further. I’d be happy to expand on my recommendation.
Best wishes,
Jane White
Sales Director
Things & Stuff
As you can see, both writing and receiving a letter of recommendation is powerful. You can now feel confident and prepared in either asking for or providing one in the future.