Generic Reference Letter – When someone — a current or former student, friend, intern, co-worker, or mentor — asks you to write a letter of recommendation, take a moment to be proud of yourself. You’ve made an impression on them, and they trust you enough to ask you to help them advance in their careers, studies, or otherwise.

After putting them on hold, work on writing the kind of letters of recommendation that will make them appear as the perfect candidate for the position they are looking for. That’s the key to writing an effective recommendation letter: It’s not enough to show that you’re great; They must demonstrate that they are of benefit to the company, school, or program they are applying to.

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A letter of recommendation is an honest testimony about an individual recommending a specific role, grant, or acceptance of a program. Although the goal is to present the subject of the letter as best as possible, you must present the information realistically.

There are several common reasons a person may request a letter of recommendation. The goal of any letter of recommendation is the same: present the candidate as a good fit for the job or program they are looking for. But the exact themes you want your work to explore vary from genre to genre.

If you are asked to write a letter of recommendation for a student, your letter should specifically address their academic achievements as well as the qualities that make them a strong candidate for the program position or scholarship they are seeking. There can be different application situations in which a student can ask for a letter of recommendation:

If possible, tailor your letter of recommendation to the specific institution or program to which the student is applying for admission.

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Professional recommendation letters are another legitimate type of recommendation letter. Many candidates ask former employers and consultants to help them find a job by recommending jobs.

Here is an important difference between an academic letter of recommendation and a professional letter of recommendation: A professional letter of recommendation should focus almost exclusively on the candidate’s professional merit and qualifications for the specific position sought.

Another type of recommendation letter is rental. Landlords often ask potential tenants for recommendations from previous landlords about their experiences with tenants. If you are asked to write such a letter of recommendation, think of the new owner’s concerns and highlight experiences that have made your relationship with the tenant positive, such as:

Your letter of recommendation should be no longer than one page. Keep it as long as the cover letter: a few paragraphs that are concise, focused, and get your point across without being confusing.

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Wisely, a letter of recommendation should be professional. Write in the same tone you would use to write a professional contact email or reference letter. It shouldn’t be in the same formal tone you would use in an academic letter, but it shouldn’t feel familiar to the recipient or read like a regular letter either. An inappropriate tone in your recommendation letter can reflect poorly on the person you’re recommending, so make sure you get your tone right.

Address the recipient directly in the first line of your letter. Don’t try to get creative here; A simple “Dear Mr./Ms./Ms./Mx./Dr. ____” is the best choice. If you don’t know the recipient’s name, start the letter with “To whom it may apply.”

On the next line, clearly state the candidate’s name and the position you are proposing. You can also introduce yourself in this area. Here are some examples of effective introductory lines:

“I am writing to recommend [candidate’s last name] for admission to [university name]. I have had the pleasure of teaching [candidate] at [name of high school] for the past three years.”

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“It is my pleasure to recommend [candidate’s last name] for the position of writer at [organization name]. [Candidate] and I have worked together at [company] for the past six years.”

In this section, clearly indicate the qualities that make the candidate an ideal choice for the position sought. Depending on the type of recommendation, this can be a combination of personal characteristics and skills or based solely on the skills and achievements of the candidate.

Explain the qualities you discussed on your resume with personal stories that highlight the candidate’s qualities and skills. Be as specific as possible here – if there was a specific project the candidate took the lead on, or if there are any stats you can share about their work, include them here.

Close your letter with a note repeating your recommendation. This statement may include personal testimonies such as the following:

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“Having rented to [candidate] for the past two years, I can confidently recommend her as a responsible and conscientious tenant.”

Just like a professional email signature, your recommendation letter signature should include more than just your name. Although you likely mentioned your relationship with the candidate in your cover letter, include your job title below your title.

The recipient of the letter may wish to contact you to discuss the candidate. So make it easy for him to reach you by including your contact information in your signature. Typically, a phone number and email address, along with your business hours, are the best options.

Perhaps the candidate saved a family of lambs from a burning barn. That’s bold and beautiful, but unless you’re applying for a job with the local animal fire department, it probably doesn’t apply to your letter.

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Like a cover letter, your letter of recommendation should be short. It should highlight the main reasons why the candidate is the best choice for the position sought and any details you provide should support those reasons. It can be helpful to discuss the candidate’s character, but connect it to suitability for the position they are looking for – if they are applying to nursing school, it is an important detail to talk about their ethical decision. If the request is for a grant to conduct archaeological research, be sure to mention the research projects they conducted while working with you.

The more concretely you know the candidate’s work, the more meaningful your letter of recommendation will be. For example, if you’re writing to a colleague who is looking for a job in digital marketing, mention specific conversion rates they’ve achieved while working with you. Also, if you are recommending a high school student to a university, be sure to include stories about their performance in specific activities and/or extracurricular activities in your writing.

As mentioned above, the right tone for a letter of recommendation is professional, yet approachable. Your relationship with the candidate and the appreciation you have for them should be reflected in your letter.

You may find yourself in a situation where you cannot write an honest and effective letter of recommendation to someone who asks for it. This may be because you just don’t know the person or their work well enough, or you found their work poor or unsatisfactory.

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However, the professional way to turn down an application is to simply say that you don’t know enough about their work to discuss it effectively, or that you don’t think you’re the best person to write a letter of recommendation. Depending on the situation, you can recommend someone else in your organization who is familiar with their work and therefore able to write an effective letter of recommendation. If that’s not possible, just let them know that you can’t write a letter of recommendation and leave it at that. This is not the time to shame their work or tell them why you are not impressed.

“Luis was a great student. He is very intelligent and hardworking. Because of those qualities, I know he will be successful at Rutgers University.”

“When he took his Chem I and Chem II courses, Luis consistently put 100 percent into his work. He displayed his innate intelligence and dedication to schoolwork in response to his often creative thinking, of questions and tasks using critical thinking. Because of his passion, dedication and ability to complete challenging coursework, I know he will be successful at Rutgers University.”

In the second example, the letter writer talks about certain courses that Luis has taken and how hard he has worked in those courses. There are many excellent students out there (and they apply for an equal number of places), so it’s important that your cover letter spells out exactly what makes the candidate an ideal choice.

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