What is a letter of recommendation?
A letter of recommendation is a document you may be asked to prepare for someone who is applying for a job, internship, university, leadership position or volunteer opportunity. The purpose of a recommendation letter is to validate what the employer has learnt about the applicant and gain more insight into their performance or habits.
An honest recommendation provides the recipient with a personalised account of your experiences with the applicant. You should, therefore, have at least some knowledge of how the candidate acts and performs in a work environment. Consider the following before you accept a request for a letter of recommendation:
- Have you worked with or directly observed the applicant?
- Do you know their relevant strengths and skills you can personally elaborate on?
- Do you have specific examples of the individual’s work?
Can you provide positive feedback about this individual?
It’s important to consider whether or not you can provide a quality recommendation letter before accepting a request. If you do not have enough experience with or positive stories to tell about the applicant, let them know quickly and respectfully that you are unable to meet the request. This way they have plenty of time to find someone else.
Recommendation letter format: what to include
Your letter of recommendation should include four items:
A brief introduction that states who you are, your relationship to the applicant and your personal experience or expertise.
An overview of the applicant’s strengths as you’ve experienced them and as they relate to the recipient.
A personal story that elaborates on one to two traits the applicant possesses.
A closing statement that summarises why the individual you are recommending would be a good fit for the opportunity.
Signature including your name and contact information.
If the candidate hasn’t provided you with an up-to-date resume and the job description, ask them to send those to you so that you are fully prepared. You can use their resume to get a full understanding of their experiences and achievements.
You should review the job description to understand what the employer is looking for in a candidate. Use the description to decide what you should include from their resume and your personal experiences in working with the applicant.
Letter of recommendation template
Whether you are writing a letter of recommendation for a student or a working professional, your letter should have a similar structure. You should include a brief introduction, the applicant’s background and experience, a personal story, and a closing statement.
Use the following recommendation letter template as inspiration when drafting your own:
To Whom it May Concern:
It is my pleasure to strongly recommend [Applicant Name] for [Position With Company or Acceptance to Institution].
I am [Your Name], a [Your Position] at [Your Institution or Company]. I have [Number] years of experience working in [Your Industry or Academic Focus], and have seen many young professionals come and go. [Applicant Name] is one individual I have worked with who uniquely stands out.
During our time together, [Applicant Name] displayed great talents in [Skill, Trait, Experience, Class, etc.]. When we first met, I was immediately impressed with [Applicant’s Name], but during the time worked together, her understanding of [Key Topic] grew far more than that of her peers.
[Insert Personal Story Elaborating on Key Skills, Trait, Experience].
It’s not just her technical skills that impress me, however. [Applicant Name] was a joy to work with because of her amazingly positive attitude and [Positive Trait]. Her [Positive Trait] and [Positive Trait] were also necessary and valued not just by myself, but by her peers, who often relied on her to get the job done.
I am absolutely confident that [Applicant Name] would be a great fit for your [Institution/Company]. Not only will she bring the kind of skills and experiences you’re looking for in an applicant, but she will also quickly become an asset and help your [Institution/Company] grow in any way she can.
If you need more information or specific examples, please do not hesitate to contact me at [Contact Information]. As a recommendation letter likely only provides a snapshot of her talents and achievements, I would be happy to further elaborate on my time working with her.
[Your Name, Company, and Title]
Letter of recommendation example
There are many different ways to format your recommendation letter. Here’s a specific example of what a completed letter may look like for a job applicant using the above framework:
To Whom it May Concern:
It is my pleasure to strongly recommend Annie Chiu for a position as a Data Analyst for XYZ Company.
I am Matt Jones, a Regional Manager at ABC Commpany. I have 15 years of experience working as a statistician and client services specialist and have seen many young professionals come and go. Annie Chiu is one individual I have worked with who uniquely stands out.
During our time together, Annie displayed great talents in technical applications, such as ArcGIS, R coding, Python, and several other data visualisation tools. When we first met, I was immediately impressed with Annie and the technical skills she had on day one, but during the time worked together, her understanding of data analysis and the tools of the trade grew far more than that of her peers.
My first experience with Annie’s adaptability came not long after she was hired. Last year, we had one client who sent data in Excel that needed extensive cleanup. At that time, Annie’s experience with Excel was limited, but she worked extra hours to learn how to properly clean up data in Excel through the use of functions. Within the week, the client’ data was properly formatted so that it could be effectively analysed and visualised. Annie even handled the data visualisation with skill and the client had nothing but praise for the end result.
It’s not just her technical skills that impress me, however. Annie was a joy to work with because of her amazingly positive attitude and eagerness to stick tightly to deadlines. Her can-do attitude and team building skills were also necessary and valued not just by myself, but by her peers, who often relied on her to get the job done.
I am absolutely confident that Annie would be a great fit at XYZ Company. Not only will she bring the kind of skills and experiences you’re looking for in an applicant, she will quickly become an asset and help your organisation grow in any way she can.
If you need more information or specific examples, please do not hesitate to contact me at 0457-329-520, or by email at email@example.com. As a recommendation letter likely only provides a snapshot of her talents and achievements, I would be happy to further elaborate on my time working with her.