How to write a letter of recommendation

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1. Recommender Contact Details

Your contact information is the trust builder to the recipient. All sorts of letter patterns are readily available online. There is a possibility of fake the recommendation letter simply stuffing the details. Your valid contact information will add more assurance and benefits to both the receiver and the person to whom you recommend.

Required Contract Details

• Name
• Address
• Phone Number
• Email Address

Generally, the contact details should be at the top middle of the page or right side of the page.

2. Addressee Contact Details

Followed by your contact details spot the date of the letter and then correctly mention the details of your target recipient. Make sure your addressee is an individual or an establishment and mention accordingly. Once again review the addressee details as it shouldn’t occur any disrespect to the addressee.

3. Opening Salutation

Cite the salutation appropriately. For example, “Dear Sir, Dear Madam, Dear Admission Officer, Dear Mr/Ms{Name) or To whom It May Concern”

4. Subject line

Let know the recipient what the letter is all about. State the subject line the letter is about your recommendation to your student or employee or a colleague. As soon as the subject is captured the eyeballs the receiver stays focus to know more.

5. Begin with pleasing connect

Typically, the first sentence of the letter makes the reader go ahead with the rest of the contents. Open with pleasing words to convey your interest in recommending an individual. For example, 

• I am pleased to recommend
• It’s my privilege to recommend
• I would be happy to recommend 

6. Introduce how you know the applicant

State that what you are at the place (establishment, school, college) and the relationship between you and the person you are referring to. How long you know him better as a professional or a student. For example,

I am the floor supervisor in XYZ Company for the past 10 years. And, Mr.(person name) has been associated with my team for the past 3 years under my supervision. 

I am a teacher at Hansford School for 9 years. I have known Ms.(Janvi) for 4 academic years at my school.

7. Share your experience about the person

Followed by the introduction, quote some of the goodwill about the person. Share some experience you found he/she had a great association with you and through which you observed the remarkable qualities of the applicant. For example;

Mathew was an outstanding performer throughout the time he had been associated with us. During the tenure, he contributed his services in various aspects. His innovative idea towards data management was a highlight through which the entire data management system was improvised. 

8. give details of personal traits

One of the essential things that a receiver would expect from a recommendation letter is the personal qualities of the applicant. They seek details of how the applicant as an individual and attitude. Your recommendation letter should describe the applicant’s traits in the most positive manner.

Mark was an intelligent student and be willing to contribute more than expected. He always demonstrated his passion for his studies and school. 

9. How they benefit

You narrated sufficient details about you and the applicant. The question lies ahead as to how the receiver would benefit if the recommended applicant is taken onboard. Think from their perspective; mention some of the key skills that would certainly advantageous to other stack holders too.

Craig was a highly energetic team player with excellent (mention industry)industry knowledge

10. Why the candidate is an exit

Though you gave healthy credentials to the applicant, the doubt prevails at the back of the receiver’s head as to why the applicant left the previous company or school. You can give a solution to this hesitation. Write the genuine reason for the applicant’s shift. The reasons such as

• Better career opportunity
• Poor Health reason
• Relocation

11. Recommend to accept the aspirant

This is an important note. The whole walk of the letter is intended to make the receiver to accept the applicant. Emphasize the applicant’s worthiness to accept and express your confidence with authority.

 I have no doubt that Mark would be a great asset and an outstanding member of your team. 

12. Signature Salutation 

Signature salutations are also one of the important factors to be noticed while closing any letter to write. Make the closing polite and formal. Use “Best regards, warm regards, sincerely” or whichever is apt. 

A flow chart to write a letter of recommendation (Step by step)

Recommendation Letter Sample Letters

Check these things before and then write a recommendation letter

As soon as you have been asked to write a recommendation letter, you are supposed to collect details in this regard. Following tips are best recommended

• Get Personal details: Ask the applicant about his details in the form of Resume or Personal Essay
• Research your own: Investigate by known sources or social media.
• Get the full details of the addressee

Why do you need to write a recommendation letter?

A deserving person should get the desired position at the place where he/she seek opportunity. When it comes to someone whom you know for quite some time, it’s your privilege to help the person by the way through the recommendation letter. Time and when everyone needs to be recognized by someone. Life revolves in such away.

A recommendation letter from a higher hierarchy or boss is a valuable addition to the candidate’s application. It will score high in the job search as he/she is a deserving candidate and you are certifying that he/she will be an obvious asset for their employer.

As a boss or supervisor, you are providing some solid evidence on applicant abilities, skills, and characteristics that the applicant is worth for recommend and to hire.

If you are boss and one of your subordinates ask for a recommendation letter, have a brief conversation on his next prospect, collect details of the next employer, his role with the new task and other credentials. Your impressive recommendation letter may positively impact his career.

We also recommend you to walk through other similar letter writing articles mentioned below…

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