How to Write a Letter of Recommendation for Anyone

A letter of recommendation is a positive statement about someone you know.

Institutions request letters of recommendation from field or subject matter experts and character references. College professors and research directors are examples of field experts who can speak authoritatively on the candidate's technical qualifications. Volunteer coordinators and work supervisors are examples of character references who know the candidate's human qualities, such as decency and reliability. Academic institutions often ask candidates to enclose or forward letters of recommendation with their applications. A letter of recommendation should be about a page or two.

Instructions

1. Gather information from the candidate, such as a recent curriculum vitae and the application deadline. Some institutions may ask you to print the letter on a form or to a specific format. If no such restriction exists, print the letter on your department or company letterhead.

2. Introduce yourself and explain how you know the candidate. This establishes credibility. However, remember that the letter is not about you, but the candidate. So, keep it brief. For example, you could say, "My name is Joe Smith, professor of biology at ABC University. I have known the candidate, Andrew Taylor, for more than five years as one of our undergraduate students, and now as one of our best graduate students."

3. Elaborate on the candidate's qualifications. Select two to three strengths and write a paragraph for each. Use memorable examples and anecdotes. For example, a character reference letter could say, "Sara has been volunteering for us ever since she started her undergraduate studies at ABC. She is very dependable. Last year, she coordinated the community outreach activities as part of our annual fall fund-raising drive. We surpassed our donation targets, and Sara was a significant part of that effort."

4. Highlight one significant accomplishment that makes the candidate stand out. For example, if the letter is for a postgraduate research fellowship application, highlight the candidate's contributions in compiling and editing the proceedings for a recent scientific conference hosted by your department.

5. Quantify the candidate's abilities, suggests Laura Bonetta of the Howard Hughes Medical Institute. You could use university stats to rank the candidate, or use your own evaluation methodology to compare a candidate with his peers. Research abilities, diligence, reliability and collegiality are some of the factors you can use for evaluation and ranking purposes.

6. Recommend the candidate. For example, say, "I have no hesitation in recommending Joseph for a research position. I am quite certain that he will make a significant contribution to your research and teaching program in the months and years ahead." If you agree to write a letter of recommendation, remember that the candidate is counting on you to provide a good recommendation. If you are uncomfortable recommending a candidate for whatever reason, do not agree to write the letter.

7. Close with your name, title and contact information. Sign the letter if you are transmitting it by mail, fax or sealing it in an envelope that the candidate encloses with her application.

References

• Howard Hughes Medical Institute; Writing a Letter of Recommendation (Electronic Addendum); Laura Bonetta; 2009
• Tufts University Career Services: Writing Letters of Recommendation
• Yale College Office of Fellowship Programs: Writing Letters of Recommendation