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Recommendation Letters: Writing and Requesting
by Dr. Melvin Luthy, WriteExpress Chief Editor
Alice Feathers, Professional Writer
New Developments
There is a new development concerning reference letters when someone leaves your employ. Because of liability laws, employers are now being very careful about what they write in recommending people who they have fired or who have quit. New employers often sue if they find the employee does not measure up to the recommendations made in the letter; therefore, these letters are now very brief and only state absolutely verifiable information about the person, such as time of employment, job description, work produced, etc. A reference letter, in which a person has listed an individual as a reference for a new job, is a different matter. It is not considered a legal or binding matter and can be more descriptive of his/her qualities.
Tips
If you need to secure a good position in the work force or be admitted to a school
of higher learning, you will probably need one or more letters of recommendation. Both
employers and admissions boards need to know as much as possible about an applicant
to determine his or her ability to perform adequately. Letters of recommendation
provide information from a former employer or a credible associate who has been
personally involved with the candidate. This outside source provides a valuable record of
the candidate's previous experience and can testify to his or her skills and abilities. An
effective letter of recommendation:
- verifies experience
- confirms competence
- builds credibility
- bolsters confidence
The information contained in a letter of recommendation depends on the type of letter
and its intended audience. Information is often different for a letter written for an
academic admissions board than one written for a prospective employer.
Types of Recommendations
Employment Letters
Letters of recommendation provide a vehicle for a former employer to provide
you with a credible perspective regarding your skills, abilities, job performance, and
accomplishments. A potential employer may or may not request a letter, but having one
or more available upon request is part of careful preparation for the interview. Even if
not requested, a well-written letter of recommendation may help you stand out in the
evaluation process.
The employee usually requests the letter of recommendation from a direct
supervisor or other manager with personal knowledge of the employee's performance on
the job and positions held. This person might also add comments regarding individual
qualities such as initiative and dedication. A potential employer may also request
character references testifying to the candidate's work ethic, dependability, and
motivation level. The credibility of the letter writer is very important in a character
reference. These letters may or may not be addressed to a specific person, and may either
be mailed to the recipient by the writer or hand-delivered by the employee at the
interview. Ask for this type of letter only if you are on good terms with a current
employer and he or she is able to respond positively to news that you are leaving. If you
have already secured a new position, it may not be necessary to ask your current
employer for a letter of recommendation. Letters of recommendation from employers
may contain evidence or confirmation of some or all of the following:
- Previous positions held in the company
- Summary of job responsibilities
- Strengths, skills, and talents
- Initiative, dedication, integrity, reliability, etc.
- Ability to work with a team
- Ability to work independently
Academic Letters
Admission to any institute of higher learning usually requires one or more letters
of recommendation. Graduate programs often require the submission of two or more
letters and frequently follow specific outlined procedures for their creation and
submission. Be sure to follow these instructions carefully.
Letters required for admission to post-graduate studies are typically written by a
faculty member, academic advisor, or administrator. In some cases, an employer can
write the letter if academic recommendations are not available. These letters provide the
admissions committee with information not found in the application--information that
shows the applicant matches the school's expectations and requirements. The letter also
provides an opportunity for an applicant to be seen as an individual, and helps him or
her to stand out from the hundreds or thousands of other applicants.
It is important that the person providing the recommendation has a good
understanding of your academic history, interests, goals, and direction. Normally, this
type of recommendation letter is addressed to a specific person and should be submitted
along with the admission application or as outlined in the admissions procedure. In
many cases, accredited universities require that letters of recommendation be sent
directly to specific departments or to the admissions office. If this is the case, the
applicant may be required to sign a waiver of confidentiality and relinquish his or her
right to access the information contained in the letter or forms. Academic letters of
recommendation may contain evidence or confirmation of the following:
- Academic performance
- Honors and awards
- Initiative, dedication, integrity, reliability, etc.
- Willingness to follow school policy
- Ability to work with others
- Ability to work independently
The Letter Writer
Choose who will represent you wisely. No one person can represent you
accurately in all areas. Find someone who knows your strengths in the areas you need
to satisfy the requirements of a particular employer or admissions board. Schedule a
convenient time for you and your employer or advisor to meet. Review the
requirements and expectations of the recommendation letter. This process helps the
person who is writing the letter answer questions, clarify points that may need
elaboration, and point out additional information that may be required. Make this
process easy by providing all of the information needed so that you can obtain an
accurate and positive recommendation.
When you request a recommendation, communicate your needs in a
straightforward way. Explain what you are applying for and ask if the person can
provide you with a good recommendation. If someone exhibits any uneasiness about
providing you with a strong recommendation, be polite, thank him or her for their time
and then look elsewhere. Choose someone who:
- can provide a well-written letter
- knows you well enough to be credible
- thinks highly of you and your abilities
- holds a respected position
Keep in mind that the recommender is doing you a favor and has a busy schedule with other commitments. Make sure you allow enough time so that he or she can provide you with a well-written and effective letter.
Writing Your Own Letter of Recommendation
Do not be surprised if a person you are asking for a recommendation asks you
to write a first draft of the letter that he or she will then modify and sign. Begin by
providing an accurate assessment of your strengths without dwelling on limitations.
Letters of recommendation are intended to be positive and realistic evaluations of
performance, competence, and capability. Do not be shy in communicating your
strengths. Look at the following suggestions:
- List your strengths, talents, and abilities. These may include diligence, punctuality, leadership, reliability, enthusiasm, creativity, independence, teamwork, organization, etc.
- Highlight your strengths and accomplishments without bragging.
- Choose several of your qualities and strengths that match the current situation; do not list everything you have ever done.
- Use a professional vocabulary and style; write as if you were the employer providing the letter.
Writing a Letter of Recommendation for Someone Else
When you are asked to write a letter of recommendation, be honest in your assessment. Put yourself in the reader's position and consider what you would want to know if you were reading the letter. If you have concerns about specific areas, be up front with the requester when you are asked to write the recommend. There should be no surprises. A good way to create a letter of recommendation is to use pre-designed templates available in letter-writing products. Additionally, you should review writing samples to better understand the structure before you begin to write. Follow these steps to be fair to everyone involved:
- Be honest about your feelings, intentions, and concerns. This will save time and
embarrassment for both parties if you feel that you cannot provide a good recommendation.
- If you are not sure what to write, ask the requester to provide a draft letter for you to review, edit, finalize, and sign.
- Find out when the requestor needs the letter and be sensitive to deadlines.
Letters of recommendation may be written in a classic format that includes an
introduction, body, and conclusion. There may also be specific requirements for certain
letters that you may need to follow. In most cases, however, any well-organized format
will be acceptable. Look at the following sample format:
Introduction
- Introduce yourself as the recommender. State your professional position, how you know the applicant, the length of your relationship, and any other pertinent information to build your credibility as a knowledgeable contributor.
- Provide an overview of your general impressions of the applicant.
Body
- Cover one exceptional quality of the applicant in each paragraph
- Use specific examples to show how you observed each quality
- Address qualities in order of importance
- Keep the body of the letter to two or three paragraphs
Conclusion
- Confirm that the applicant would be a desirable employee, adding any other comments you feel appropriate.
- Encourage the reader to contact you for additional information or with any questions.
- Don't forget to personally sign the letter.
Sincerely
(four single returns)
John Doe
Don't forget to personally sign the letter.
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- Advocate legislation
- Decline to write a letter of recommendation
- Endorse a political candidate
- Endorse or nominate a candidate for an award
- Recommend a course of action or support a decision or policy change
- Recommend a service or product
- Recommend a teenager for a job (strong recommendation letter)
- Request information about an applicant
- Request that someone write a letter of recommendation in your behalf
- Thank someone for a referral or recommendation
- Thank someone for accepting your advice or recommendation
- Thank someone for writing a reference or recommendation for you
- Use a referral in a sales letter
- Write a credit reference
- Write a recommendation or a reference about someone
- Write a weak recommendation for a job candidate
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