Master crafting a potent recommendation letter—key strengths, achievements, format tips, and a template included.
A letter of recommendation is a formal letter written by someone who can recommend an individual's qualifications for a job, college, award, or other opportunity. Letters of recommendation provide valuable information about a candidate beyond what is listed on a resume or transcript. They offer a personal perspective that helps reviewers better understand an applicant's skills, accomplishments, personality, and potential.
An effective letter of recommendation can make the difference between an applicant being accepted or rejected. That's why it's so important for letter writers to take the task seriously and provide a thoughtful, honest, and detailed endorsement. The best letters don't just describe qualifications - they bring a candidate to life on paper, compelling reviewers to want to meet and work with them. With the right approach, you can write a letter that gives your candidate an edge over the competition.
When writing a letter of recommendation, it is critical to understand who will be reading it and tailor your letter accordingly. Do some research on the school, company, or program the person is applying to so you can customize your letter.
For example, if the person is applying to medical school, you'll want to focus on showcasing their competency in science courses, dedication to helping others, ability to work under pressure, and other relevant skills. Or if they are applying for an engineering job, emphasize technical expertise, problem-solving abilities, and attention to detail.
The more specific you can be in linking the applicant's qualifications to the requirements of the position or program, the better. Avoid just writing a generic letter that could apply to any situation. Demonstrate you understand what the reader is looking for in strong applicants.
It's important to provide context for your relationship with the person you are recommending and to establish your credibility. Mention how long you have known them and in what capacity - as a student, employee, volunteer, mentee, etc. If you worked together on a project or in a class, give a brief overview.
For example, if you were their professor:
I had the pleasure of teaching John in several marketing courses over his 2 years in our program. As his capstone project advisor, I worked closely with him for 6 months as he researched and developed his final paper on emerging social media strategies.
Or if you volunteered together:
I have known Jane for 3 years in my capacity as a volunteer coordinator at the community center. She has dedicated over 100 hours volunteering as an English tutor and conversation partner for new immigrants and refugees. I supervised her work and met with her regularly to provide feedback.
Providing this context upfront allows the reader to better evaluate the rest of your recommendation.
When writing a letter of recommendation, it's important to highlight the applicant's most relevant skills, experiences, and personal qualities based on the specifics of the position or program they are applying to. Make sure to focus on details that emphasize their academic performance, work ethic, and leadership abilities.
For academics, mention specific coursework they excelled in, any honors or awards received, GPA (if strong), and their overall motivation and curiosity as a student. Provide examples that demonstrate their work ethic, such as consistently turning in high-quality work on time, going above and beyond on assignments, or showing dedication to academics despite challenges.
Discuss any formal or informal leadership roles they have held, such as team captain, club president, group project leader, tutor or mentor to other students, or volunteering. Use specific anecdotes that provide evidence of their leadership qualities like taking initiative, motivating others, and demonstrating responsibility. Quantify their impact as a leader by highlighting any accomplishments their team or organization achieved under their direction.
Focusing on these relevant skills and qualities provides compelling evidence to admissions committees or employers that the applicant has what it takes to thrive and contribute value in their program or role.
Specific examples and anecdotes about the person are some of the most effective ways to bring a letter of recommendation to life. Vivid stories and details make the person come across as a real, complex human being rather than just a list of accomplishments.
When possible, provide 1-3 stories that illustrate the applicant's strengths. For example, you might tell a story about how the person took initiative and led a successful project, overcame obstacles to achieve an important goal, went above and beyond normal expectations to help others, or made an innovative contribution.
Anecdotes are powerful because they provide evidence for claims you make about the applicant. Anyone can say a person is kind or determined, but by telling a detailed story you provide proof through a real-life example. Stories also make your letter more engaging and memorable.
Admissions officers often read hundreds of recommendation letters, so using vivid stories helps the person stand out. Just make sure to keep any anecdotes focused and relevant to the skills and qualities you want to highlight.
A strong letter of recommendation focuses on the applicant's future potential, not just past accomplishments. Admissions committees and hiring managers want candidates who will continue to grow, learn, and contribute.
When speaking about potential, emphasize the applicant's growth mindset. Note how they seek out challenges, value effort and learning over innate ability, and believe they can improve with hard work. Provide examples of how the applicant has developed new skills or taken on increasingly complex assignments over time.
You can also highlight how the applicant has overcome challenges and setbacks. Give specific instances that demonstrate resilience, persistence, and the ability to bounce back. Rather than glossing over failures, show how the applicant learned from the experience and became better as a result.
Discuss the applicant's drive and internal motivation. Explain how they have initiative to go above and beyond expectations and pursue excellence. Convey your confidence that they will continue to excel and have an even greater impact in the future.
Explaining the impact the person had shows how they positively affected an organization, project, or team. Quantify their contributions and achievements when possible to demonstrate their value. For example:
Focus on the difference they made compared to expectations. How did they exceed what was required or do more than their role entailed? Recommendation letters shouldn't just meet a minimum bar, but should aim to showcase exemplary accomplishments.
When writing a letter of recommendation, it's important to use strong, descriptive language to portray the subject in the best possible light. Avoid generic praise like "good," "nice," or "hardworking." Instead, use powerful adjectives and vivid details to highlight the person's strengths.
For example, rather than saying the person is responsible, you could say:
"As project manager, John demonstrated incredible responsibility in overseeing multiple complex initiatives. He proactively managed risks, created detailed project plans, and ensured deliverables were completed on time."
Focus on using active, compelling verbs like "spearheaded," "transformed," and "excelled." Paint a picture of someone who is passionate about their work and stands out from the crowd. Sentences like "Sue spearheaded the website redesign that transformed our company" have more impact.
Superlatives like "exceptional" or "unparalleled" also strengthen your endorsement when used judiciously. Just be sure you can provide evidence to back up these claims. The goal is to highlight what makes this person special compared to their peers. With vivid language and real-world examples, you can write a persuasive letter that gives your subject the strongest possible advantage.
A letter of recommendation should be 1-2 pages in length and follow a formal business letter format. Here are some tips for formatting:
Keeping the letter concise, well-formatted, and professional looking will ensure it represents you and the applicant well. The content and substance are most important, but formatting also makes an impression.
It's important to proofread your letter of recommendation to check for any errors before sending it out. This ensures the letter is polished and professional.
Specifically, double check the following:
Reading the letter aloud can help catch any awkward phrasing or inconsistencies in tone. Always proofread recommendation letters before submitting them. A strong letter can make all the difference, so take the time to polish the writing.
John Anybody
Director of Marketing
ACME Corporation
Dear Mr. Anybody,
It’s my absolute pleasure to recommend Susan Davis for the role of Marketing Support Specialist with ACME Corporation. Susan worked with XYZ Agency for three years, and served as Support Specialist for my project team for two of those years.
I began working with Susan in 2016. She supported my team for two years and I had a chance to work with her directly on several high demand projects. She supported a team of five project managers, with several projects running concurrently.
I was immediately impressed with Susan’s willingness to ask questions about the unfamiliar, her ability to learn new tasks and jump in when an extra set of hands was needed. She quickly proved to be an asset beyond her formal role.
Susan is an excellent analytical and critical thinker, who looks at every part of a process to ensure they will result in the best outcomes. During her time with my team, she identified two major inefficiencies, resulting in process improvements that will save our organization thousands of dollars over the next several years. Along with her lighthearted personality and calm nature, she became a champion that the team respected and relied upon.
Though I would gladly have her back on my team, I am excited to see Susan’s continued growth. She would make a fine addition to any team, and I recommend her without hesitation. Should you have questions, you are invited to contact me at the phone number or email address below. Thank you for your time.
Sincerely,
Jane Smith
PMO Lead
XYZ Agency
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