Have you been asked for a letter of recommendation by your student or employee? Do you want to help them but are not sure where to start? I have provided you with a step-by-step guide to writing a perfect letter that will help the receiver get their dream job or school admission!
Say yes only if you really have the time
If you feel like you don’t have the energy or time to actually write the letter on time or you feel uncomfortable writing one, it is okay to politely refuse. Students are advised to have backup contacts read. It should be a nice process for you, not just an additional burden.
Ask for a cheat sheet and instructions
I also advise people to brainstorm a cheat sheet to provide for their referees. You don’t have to remember everything the student or employee has done, but rather know what they hope that you will write in the letter. It should be coming from you and you have the say, so don’t hesitate to use your own voice. If they write in their cheat sheet that they are a top student but you disagree, write what you think. A cheat sheet is still helpful for you to refresh your memory about the person’s achievements, which is useful especially if you teach or oversee multiple people.
The person should also share with you the detailed instructions for submitting the letter, as well as the detailed job or program description.
Structure
Most letters follow a similar structure:
Greeting: A simple “Dear Mr./Ms./Mrs./Mx./Dr. ____” . If you don’t know the recipient’s name, start your letter with “To whom it may concern.”
Introduction: Here clearly state the name of the candidate and the position for which you are recommending them. You can also introduce yourself in this section. Here is an example of an effective introduction line:
“I am writing to recommend [person’s name] for acceptance into [University’s name]. I have had the pleasure of teaching [Candidate] for the past three years at [School’s name].”
Paragraph about academic/work performance: Here give examples of their achievements at school or work. Examples include “the best student of her cohort”, “employee of the month for a consecutive year”, and “won bronze medal at a Science Olympiad.”
Paragraph about extracurricular performance: Examples of the candidate’s personality. Examples include “helped her peers understand a difficult math concept”, “volunteered for an after-work program at an animal shelter,” and “was voted as Class President.”
Conclusion: Bring your letter to a close with a statement reiterating your recommendation. “After having worked with [Candidate] for the past two years, I am convinced she would be a great addition to your program.”
Elements of a good letter
The letter does not to be exhaustively long, and a good length is around one page with three to four paragraphs.
You should focus on one topic in each paragraph. In one you can, for example, talk about the person’s achievements such as grades or sales numbers. In the next paragraph, you can move on to talk about the person’s likeability and how well they get along with their peers and colleagues.
You should have a consistent narrative: do not just list qualities. You do not have to be a phenomenal writer for this, but the letter should flow well instead of just bullet points after one another. See the sample letter at the end to see an example of a good flow.
Use examples and stories rather than adjectives – show don’t tell. Do not just state that the person is a hard worker – give examples of their work. Did they win an essay contest? Were they chosen as the employer of the month?
Put numbers into context – e.g. “the applicant was the best student in his cohort of 200 students” rather than “she is a good student.”
It is okay to brag about the person! After all, the letter is meant to act as an external validation for the student. They cannot say that they have been the best worker you have seen in 25 years, but you can.
Include your observations on the person’s behavior. For example, the student has pulled up entire class performance by explaining problems to her peers, the student is always engaged in discussions while caring about getting everyone’s opinion involved. Maybe your worker makes everyone in the office feel welcome by listening to their problems.
A sample letter of recommendation
Below I have included an example letter from a school counselor. Notice how the letter uses all the elements described above, such as numbers in context, show not tell, “bragging” and consistent narrative. Each paragraph is short and precise and tells a different part of the person.
To whom it may concern,
It is with pleasure I recommend Ms. Rosanna to you. I have known her for four years in our school as a School Counselor and I have only positive things to tell you about her motivation, drive, and personality I have seen Rosanna’s determination to succeed in her studies and to help those around her.
Rosanna has excelled both in and outside the classroom. For example, she was involved in our new ´Robotics and AI´ after-school program which was done in co-
operation with the University of London and she was one of the driving forces during the project. She led a team of 5 other students and their team won the second prize in a regional AI model competition.
As mentioned, Rosanna is a determined and motivated person when it comes to her studies. In our school, students must do a minimum of 75 courses to graduate from high school. Rosanna took her studies to a totally different level and did 98 courses with great success. This speaks volumes of Rosanna’s eagerness to understand the world better and learn new things all the time. Her school leaving exam score was the best in our school and it belongs to the best 1 percent in the whole nation. In my opinion, there could not be better evidence of her academic ability and her truly exceptional talent.
As a person, Rosanna is warm and reliable and she is a great company for anybody. She does not need to be the center of attention, but instead, she is the one who would take care of a project, and make sure that everybody is feeling welcome and happy. Her peers chose her to give a speech at graduation and that demonstrates how popular character she is among her peers. Put it simply, she is the link between all social groups. I am convinced that Ms. Rosanna would bring warmth, vision, and wisdom to her classes and social community. Please do not hesitate to contact me for any further information.
Sincerely,
Yours sincerely,
Mr. X, School Counselor