How to Write a Letter of Recommendation

Your colleague, as much as you hate it, is leaving and has asked you to write a letter of recommendation for another job he has applied for. Your first instinct is to write a bad one so he doesn't get the job and stays on, but that would be really juvenile. You want what is best for him, personally and professionally. Hence you are going to write him an exceptional letter of recommendation. Now the point is: How to write a letter of Recommendation? And not just any letter of recommendation, but a good one that is as effective as it is meant to be.

Steps on how to write a letter of recommendation

Here are some steps to guide you while writing a letter of recommendation:

• Find out the reason for which you are writing a letter of recommendation. Is the person concerned applying for a job or is he trying to volunteer or is it for a background check, as a personal reference or for an academic position. Once you know the purpose of the letter of recommendation, you can focus on that very purpose.
• Make a list of the qualities that the person would require for that particular position. Also try to get a copy of the job specifications or description. This is so that you can learn more about the requirements of the applied post. The idea is to have an idea of the position in question.
• If you know the person well, for whom you are writing the letter of recommendation, your task is that much easier. But if it is a person who you do not know personally, or with whom you haven't had contact for a while, in such a case it is best to get your hands on resume to be well informed. Also talk to the person to know more about him. But remember that while you are referring to a resume for a recommendation, do not include the exactly the same things as in the resume. Try to give your own impressions about the candidate.
• Find out to whom the letter must be addressed, it is a much better approach than "To whomsoever it may concern". Also spell the name right and get the right designation of the person.
• Open the letter with the appropriate salutation. Remember this is a formal letter so Dear Ms/Mr. or Dear Sir/Madam (when the name is unknown) is acceptable.
• Clearly state at the beginning of the letter that you are in fact recommending the candidate and for which position. This will help the reader and save precious time if you are not recommending the concerned person.
• Inform in brief how you know the concerned person and also give your qualifications and job designation and company name. This gives you some credibility and adds to the person in concern's overall application.
• Give a description of the person's qualification and valued he or she has been to the organization. Also stress on the person's strengths and team player abilities.
• Also give a brief note on the candidate's personal qualities. Use words like mentor, encouragement and team spirit.
• End the letter by restating that you are recommending the person and also if possible include an invitation for further correspondence if necessary.
• Close the letter with a business closing and also with your signature. Appropriate closing lines would be 'sincerely' and 'best regards'

Tips for writing letter of recommendation

Here are some tips to keep in mind while writing a letter of recommendation:

• Do not write the letter by hand always type it.
• If you are writing the letter for the first time always use the recipient's full name.
• Set the tone of the letter by keeping it fact-based and business like.
• Be honest yet complimentary.
• Do not put negative comments about the candidate.

A recommendation letter can make or break a person's career, so think before you agree to write or before you write it.