Letters of Recommendation and Reference Letters are often confused and misunderstood. Ensure you know the difference. A letter of recommendation is a personal testimonial from you about whom or for whom you are writing. It is understood that your will write positive words about the person. If you cannot write positive words, decline to write the letter. Although, Reference Letters convey much of the same information, they are simply an information letter explaining, among other things, your relationship to the subject and the job the subject performed.
When writing your Recommendation Letter, follow this outline:
Format
1.) Use the Full Block format arrangement for your Letter of Recommendation.
a. to the left margin of the letter header place the return address
b. make two carriage returns
c. directly below the return address, place the date
d. make two carriage returns
e. directly below the date, place the reader’s address
f. make three line feeds
g. if necessary, include a reference line
h. begin your letter
i. begin each paragraph at the left margin
j. place the closing, signature and typed signature at the left margin.
Wording
1.) Explain how you know the person
2.) Describe any outstanding qualities and professional skills you’ve witnessed and admired
3.) Highlight a personal quality they possess, i.e., generosity, patience, mentorship, care, etc.
4.) The first paragraph of the letter above is worded to explain that the writer’s recommendation does not come lightly
5.) The second paragraph is worded to give some explanation of the type of business the writer works in
6.) The third paragraph may seem wordy, but it gives a lot of options for common phrases and explanations that will support the letter
7.) The final three paragraphs give personal information applicable to the new job and the writer’s warm recommendation
Tone
1.) Use a positive, upbeat, professional tone throughout the letter.
1.) With time being as critical to everyone as it is, sending a Letter of Recommendation via email, once considered a faux pas, is now becoming increasingly more accepted.
a. Send your letter in the same format as you would for snail mail - this conveys to the reader that you took the time to create a professional correspondence.
b. Depending on the circumstances, send the message from the appropriate email account: personal email account for a personal correspondence, professional email account for professional correspondence.
Printing
1.) Before printing, decide on what paper to use. For Letters of Recommendation, it is best to use heavy, card stock, bond paper.
2.) Make three carriage returns between the closing and your typed signature. Inside this space, sign your name for professional correspondence. For personal correspondence, there is no need for a typed signature. Simply, sign your name.
3.) Print your letter and envelope on the same printer using the same font and an envelope that matches the stationery.
Following Up
1.) Many professional letters are, in reality, a correspondence used to ensure the doors of communication stay open between you and the reader. In many cases, the person to whom you are sending a letter is in a position to help your business.
a. Mark your calendar to contact the addressee again in a given time span.
b. With this second correspondence, ask to arrange a meeting.
Rob Noyes owns and operates the Internet’s premiere Personal and Business Letter-writing site, LetterRep.com. Contact Rob at admin@letterrep.com for answers and solutions to common letter-writing situations.
