Writing Letters of Recommendation

Information & samples for writing letters of recommendation - special tips and persuasive writing techniques.

Quick, what is the most important factor in determining whether something gets read?

It's simple, really: length.

The shorter something is, the easier it is to complete - and the more likely you will be to pick it up in the first place. Every time you come across an article or book, the first thing you do is a quick cost / benefit analysis: given my interest in this topic, is reading this article worth the effort. The longer and denser the pages, the less likely you are to want to plow through it.

Now if you are stranded on a deserted island and you only have one book to read, chances are you'll eventually make the time.

Well, some people might read some of it... if they are more conscientious than most, but how likely are they to be moved by the best selling point the you have going for you that is buried somewhere at the bottom of page three?

Get my point? All too many writers take the vomit-it-all approach. They don't know what the recipient is looking for, so they just inundate them with data, hoping that something somewhere makes an impression. This is rarely effective.

Reviewers are human too. They don't like plowing through tons of dense and mostly irrelevant material to see if you might mention one of the three things that they are looking for. Not when they have lots of other things to do.

QUICK NOTE: In our so-called information age, we are all becoming swamped with data. The ability to summarize massive amounts of data into the few key points needed to make effective decisions is a life-skill that is imperative for individuals (and organizations!) to be successful. Not surprisingly, brevity is well appreciated by most reviewers. It shows you appreciate the importance of their time.

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Less is More

Instead, consider a letter of recommendation that looks like this:

1. Two-page long with large, easy-to-read font; able to be read in less than two minutes
2. Focuses on two or three key points, all of which demonstrate characteristics that the recipient is looking for
3. Is from a credible source that is in a position to observe the characteristics described

This candidate's letter will be noticed, read, and it will strike a good chord. For a letter of recommendation, that is called success!

But Wait a Minute!

At this point, you might be thinking: OK, so this is the theory. What if she doesn't know what the recipient is looking for? What if she picks the wrong three things to focus on? Isn't it safer to make lots of stabs in the hope that at least one works?

Well, let's work backwards here. First of all, taking lots of stabs might allow you to finally make a point that is on the mark, but it also risks saying something that will get you in trouble too.

The key is to know what they're looking for. If you don't know, then you need to find out; research as best you can before writing your letter. The more informed you are, the better your chances.

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Stay in Character

Just recently, I spent the day in traffic court, fighting an outrageously unjust citation (that's another story). While waiting for my turn before the judge, I got to see a lot of sheepish people groveling for mercy to avoid fines.

One woman, though, really stood out. She was bubbly and loud. And instead of groveling quietly like everyone else, she starts with this "I-think-I-know-you-from-somewhere" bit with the judge. All of this is in open court in front of everyone. To her credit, it seems he was the cousin of a close friend in her neighborhood, so there was a connection there - however distant.

So do you think she got off? Not a chance. Not in front of everyone like that. The judge would have to be a fool to risk being accused of playing favorites for someone he barely knows. He was visibly uncomfortable with the whole situation. She would have done better as an anonymous stranger; after all, I found the guy to be more than fair in most instances (judges were elected in that county).

Pushing Relationshps too Far

Here's my point: don't get too chummy in your letters with the reviewer - even if you or the recommender knows this person very well. Letters of recommendation are official business correspondence. As such, they should be written in a very business-like tone.

Using a relationship to your advantage can be an effective tactic, but you need to be subtle about it; you need to stay in character. After all, your friend may have to justify his decision to help you at some point. If this decision is called into question, your letter of recommendation could serve as evidence, if you will. This could mean trouble for both you and your friend. Your friend's boss may very well doubt the wisdom of a decision based on a real chummy letter of recommendation.

What is more, recipients really resent it when people try to use undue influence in this way. Pushing relationships too hard usually backfires quickly. Someone who should be your stalwart supporter could end up being the very one to shoot your application down, just to avoid the implication of any misdeed.

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Some more tips...

Be choosey.
In most cases, agree to writing letters of recommendation only if you can honestly write something supportive. If you cannot portray an individual positively, decline to write the recommendation.

Assemble data.
Ask for a current resume and as complete a description as possible of the position or program to which the person is applying. Assemble and review all other relevant information you may have about the person for whom you are writing letters of recommendation. It is often easy to overlook some important accomplishment.

Be positive.
Writing letters of recommendation is about recommending people, not analyzing them. Present the person truthfully but in a decidedly positive light. A recommendation that focuses on negative qualities may do more harm than intended. Focus on strengths. If you can't, then refuse to write the letter.

Connect yourself in.
Begin writing letters of recommendation by describing how you know the individual you are recommending and the specific contexts upon which you are basing your evaluation. In what situations have you known the individual? For how long? How closely?

Be specific.
Don't just give a general recommendation - highlight specific characteristics that stand out and make the candidate worthy of your recommendation. Present the individual's general qualities relevant to the position along with one or two detailed examples. Including vivid detail will make the recommendation much more effective.

Provide proof.
Naked characteristics (or traits) don't carry much weight either. Give specific examples of things the person did to give you that impression. Don't just say your candidate is a quick learner; give a specific example of when she learned something quickly.

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Differentiate.
Your candidate is likely to be competing with other candidates - often a great number of such competitors. It is important to make your candidate stand out somehow. Say how this person is unlike other people: his or her specific strengths that are somehow unique.

Target.
Tailor the recommendation to the opportunity. A letter recommending an individual for a job as a camp counselor should contain different information from that in a letter recommending the same individual for a job as a computer programmer. Focus on what you believe will be the reviewer's hot buttons.

Compare.
When writing to someone who shares context with you, name names. ("The best student I've graduated since little Al Turing." "The best engineer I've seen at Astro Chemicals in twelve years.") Rankings in class are another example of a helpful comparison.

Be plausible.
Don't make the person out to be perfect. A recommendation that paints an unrealistic picture of a candidate may be discounted. Often shortcomings are just ignored, but it can also be reasonable to note some, particularly if the person has started to overcome them. We all must rely on our strength to overcome our weaknesses. How does your candidate accomplish this?

Qualify yourself.
The reviewer needs to know why you are writing letters of recommendation. Say how well you know the person, and for how long. This should come at the beginning of the letter. State your own credentials. Give the reviewer an idea of the caliber of candidates you typically see. If most of the people you deal with are world class, then you need to make that clear.

Don't be too brief.
One or two short paragraphs is the kiss of death. If you don't know the candidate well and don't have much to say, then highlight the element of the candidate's resume that impresses you most. This won't fool most people, but will soften the blow of a short letter.

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Don't ramble.
Short letters get read. In most cases, a letter of recommendation should consist of five or six paragraphs and one or two pages in length.