A compelling reference letter can assist an applicant in achieving a professional or academic goal. When a friend asks you to recommend them for a job, it’s a good idea to highlight their qualifications and discuss your previous experiences working with them. Learning how to write a reference letter will help you style the document, contain specific, relevant information, and fulfill the deadlines set by the organization. We’ll look at the purpose of a reference letter and the dos and don’ts of writing one in this article.
What is a letter of recommendation?
A reference letter describes a candidate’s qualifications for a position, usually as a student or employee. The letter’s author is someone who knows the candidate from school or work, and the letter’s recipient is a representative of the employer or academic institution. Candidates may be asked to produce reference letters as part of the application process to establish their suitability with the education programs or employment they’re applying for. You may be asked to write reference letters for former pupils or coworkers as a professional.
5 do’s of drafting a letter of recommendation
Here are five tips to follow for writing a striking letter of recommendation.
- Do not hesitate to inquire about the candidate
Before you start writing, get information from the candidate about the academic program they want to pursue or the profession they want to follow. Knowing their background can assist you in deciding which qualifications to highlight in the reference letter. You can personalize your material to grab the reader’s interest. Your letter may also be useful in supporting their application. If the candidate wishes to enroll in a PhD program, for example, you may talk about your experiences teaching them in the classroom. If they’re looking for a job promotion, your letter can focus on times when they showed leadership qualities.
- Use a straightforward format
A basic format for your reference letter can help keep the hiring manager or admissions counselor’s attention by making the text easy to read. Consider keeping your material to one page and following the standard letter format. It can have an open salutation that addresses the reader by name, as well as your printed name and signature at the bottom to verify its authenticity. Large blocks of text can be separated with white space in the body of your letter. Also, include an introduction and conclusion so that the reader may easily follow your ideas.
- Do clarify positive experiences with the candidate
Make the majority of your recommendation letter about why you’re suggesting the individual. Consider and discuss instances where the candidate demonstrated their skill set and industry understanding to the reader. Giving the reader insight into the professional’s performance can demonstrate to the reader that the candidate is qualified for the program or position. For example, in a master’s program reference letter, you could state that the student maintained a good GPA while excelling in an internship and leading a campus organization. Use instances of the candidate demonstrating abilities that are relevant to their goals.
- Do not undervalue the candidate’s potential
Describe the positive contributions the candidate could make if hired by the company or university. By mentioning their potential, you can reinforce your recommendation and give the reader greater confidence in making a decision in favor of the candidate. If the professional is seeking support for a managing position, for example, you may underline that they have the emotional intelligence and time management abilities necessary to effectively lead a team. Examine the admissions requirement or job description to see what the candidate can do. Make sure your explanation aligns with the reader’s objectives.
- Be sure to include different ways to contact you
The institution or firm may call you after you submit the reference letter to ask you more information about the individual. At the end of the document, include your contact information, such as a phone number and an email address. In the letter’s conclusion, you can also inform the reader that they can contact you, which can help you emphasize your support for the candidate in a later encounter. Remember to check your phone and email inboxes for any messages from the reader or candidate and respond as soon as possible.
5 don’ts of drafting a letter of recommendation
When drafting a latter of recommendation, avoid the following five mistakes:
- Don’t forget to state your relationship with the candidate
Your capacity to see the candidate’s favorable qualities is determined by your relationship with them. It can strengthen your recommendation, especially if you and the reader have similar experiences with the candidate. When endorsing a professional for a promotion, for example, the company may value your perspective as a former supervisor of the candidate. In the opening of the reference letter, mention the source of your connection to the receiver. You can also mention the length of your relationship, which demonstrates that you are familiar with the prospect and their potential.
- Be specific in your explanations
The larger the impact of your reference letter on the recipient’s candidacy, the more precise your endorsement. By avoiding ambiguity, the reader will be able to imagine the candidate’s accomplishments and potential. They may also have more faith in the qualifications listed on the candidate’s job or school application. If the professional’s resume includes programming languages, your reference letter can highlight how they mastered the languages and used the skill set to a variety of tasks. Consider using your letter to bolster the credentials mentioned by the candidate.
- Avoid using the passive voice
To make your writing more interesting to the reader, use active voice instead of passive voice to describe the candidate. Select verbs that encapsulate the candidate’s qualifications. Instead of stating, “the candidate was focused on fulfilling expectations,” you could write, “the candidate exceeded expectations.” Active verbs can also help keep text short, requiring the reader to read and interpret your proposal in less time.
- Don’t forget to send the letter before the deadline
For submitting the reference letter, the application process may have certain rules. Pay attention to the directions to ensure that you have enough time to plan, write, and proofread the work before submitting it. Meeting the organization’s expectations might reflect favorably on the candidate, and it can influence their choice to hire or admit them. Before you begin crafting your material, inquire about possible deadlines with the candidate. If the candidate requires additional time to complete the application, you might try to deliver the reference letter as soon as possible. Your decision to write the letter may be influenced by the deadline.
- Don’t use the same information for different letters
Start the writing process afresh if another student or colleague asks a reference letter. Make the candidate who contacted you the focus of your referral. Using concrete examples from your interactions with the candidate might help the letter appear more authentic. The reader will also get a better idea of who the recipient is as a potential student or employee. A letter of recommendation for a previous student applying to medical school may differ from a letter of recommendation for a surgical residency program. Make sure the content of your recommendation letter is relevant to the candidate’s aim.
