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The Perfect Letter of Recommendation: Sincere, Positive & Affirming

The Perfect Letter of Recommendation: Sincere, Positive & Affirming

Writing a perfect letter of recommendation can seem intimidating, especially if you have never written one. The struggle between staying honest to yourself while trying not to destroy one’s future is always challenging. You don’t want to make things up, but you are even more unwilling to write a template-like vague, dull and unconvincing letter.

Letter of recommendation can really decide one’s future. If carefully written, the letter can help someone to stand out from the crowds of talents. Otherwise, it is more like a killing letter rather than a killer letter. Here is a complete guide to help you writer a killer recommendation letter (plus useful letter of recommendation template!)

1. Apply the standard letter format to your letter of recommendation

A letter of recommendation follows the same general rules as any other professional letters.

  • Your address should be on the top right, followed by the date
  • Below your address, on the left, have the recipient’s name and address
  • Start with a formal business greeting. For example, ‘Dear Sir or Madam’

2. Start by express your passionate praise in brief

Let the potential employer of the person you are writing for know that you believed in this person right from the start. Try not to sound overzealous; you do not want them to think it is insincere.

“Any corporation should count themselves fortunate to have an employee as determined, sharp and friendly as Mark.”

3. Show how well you know the person you are writing for

Give some concrete contexts and examples for your recommendation. Inform the reader how you met them, how long you have worked together, your experience working with them and summarise your basic qualifications.

“As MD of Media Central, I was Mark’s direct supervisor from 2007 to 2011. We worked together on several key projects together as I got to know him well, as a hardworking man.”

4. Highlight the candidate’s qualifications and past achievements

Give a clear and concise description of what the person has done, in your company. Cite their greatest achievements in their assigned departments as well as team projects. Use examples, give evidence or summarise a story of their work.

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“Mark’s enthusiasm for solving problems through media combined with his grasp of media technology, polished editorial skills and team spirit, has improved our company’s productivity in the visual and print media departments.

5. Illustrate their success and what makes them stand out through comparisons

Comparisons help the recipient to have some basis to fathom why you are recommending the candidate.

“Mark’s ability to get the job done even before the deadline, keep up with technological trends and serve diversified markets has surpassed the combined efforts of other media efforts I have witnessed during my five years at XXX LTD.”

6. Cite where and how the candidate is improving without any exaggeration

Do not set expectations for the candidates that may be almost impossible to meet. Praise them without looking plausible.

“Mark is always active in seminars, summits and complementary courses as he works hard to improve technical skills in field work.”

7. Mention their good qualities outside of work

Give a basis of their participation whether it is in the company’s sports team or voluntary work.

“Mark is also an active member of the company’s football team where he performs outstandingly.”

8. Maintain action-oriented writing

Start every paragraph with an active affirmation of the candidate’s character traits or qualities.

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Replace “I have been pleased with his ongoing work” with “Mark’s skills have drastically improved in the last couple months. His selfless attitude is inspiring.”

9. Close the letter with an affirmative tone

In few words, restate your recommendation of the candidate and invite the recipient to contact you.

“For all the above reasons, I know Mark will be of great value to your company as an addition to the team. Should you have any enquiries, I invite you to contact me at the phone number and address, above.”

10. Don’t forget to sign your name!

The most important thing it to still sound professional, at the end of it all. If the recommendation letter you are writing is to be sent to a physical address, print and sign it by hand. Otherwise, type your name and sign off.

Remember, make this person look good without putting them on the pedestal. You are putting your reputation on the line for this person, make it perfect. If you aren’t completely confident that you have covered everything in your letter, ask for feedback from an associate who may also know the candidate.

And more tips from professionals to help you write an all-rounded letter of recommendation.

It’s not ending here. We still have some wise words from some professionals in the field for you. Their expertise and experience are the perfect proof of their credibility. And it is highly advisable to listen to them before starting your letter or you may accidentally step on some traps which can be avoided.

Keep the letter of recommendation brief and concise

One-page MAX. This may seem like common sense, but can be hard if you are trying to get across a lot of accomplishments or the person has an extended CV. If you can get to the heart of the matter in one page, highlighting the person, as opposed to waxing poetic about how great they are will keep it authentic. — Brandyce Stephenson, Corporate Culture Consultant[1]

Don’t be vague, list examples to demonstrate the candidate’s qualities instead

My best advice for writing an effective letter of recommendation is to focus the writing and praise on a specific project or area of work that the person completed. Rather than the vague cliches of saying that candidate X is “hard-working, attentive, and detail-oriented”, it helps to say exactly what the person did when you were working for them and what astounded you about that particular practice. Anyone can be a “conscientious worker”, but few may have the fortitude to work long hours and late nights to achieve a goal, or the ability to instantly pick up a new program online, for example. — Jake Tully, Editor In Chief TruckDrivingJobs[2]

Mention the lasting impression

Finish your letter with a statement about how you would be “happy to hire X person again”. This firmly indicates to the hirer that you parted ways on good terms. — Jamie Stone, Human Resources Consultant, Mature Dates Online[3]

Introduce yourself in the letter as well

It may not be very obvious to the reviewer who you are and why you have the standing to recommend this person. State in the letter why you have the experience to make this judgement. So, for example, I would say: “I am a professor of medicine with 25 years of experience. I have mentored hundreds of postdoctoral fellows in a top 20 medical research center. Therefore, I have extensive experience assessing the skills of applicants at this level.” — Dr. Luz Claudio, director of training programs and author of How to Write and Publish a Scientific Paper: The Step-by-Step Guide[4]

Tailor the letter to the job sought

Familiarise yourself with the position so that you can tailor your letter to the specific requirements of the job. If the job heavily entails people management, make sure you mention a time when this person did a great job at that, even if it wasn’t their main responsibility. — Freda Francis, Human Resources Expert, Mums That Work[5]

Get personal and trigger emotions

People like to get their hearts tugged at a bit and if some one can stand someone enough to hire someone or have someone as a student and actually want to recommend them after the experience, they probably think they’re pretty good people. Opt for sincerity versus perfection. People dig it. — Joan Barrett, Freelance Writer, Joan Barrett Media[6]

Emphasise the great attitude of the person you are writing for

A great recommendation letter speaks to the candidate’s stellar attitude. I don’t always expect candidates to meet every requirement of the job as long as they have the basics down. But I do expect them to come with a great attitude and positive energy regarding tackling new challenges. You can train people on skills, but you can almost never train attitude. — Jeff Kear, Founder, Planning Pod[7]

With all these tips and suggestion, you are now capable to write a sound, convincing yet neat killer letter of recommendation. No worries for the possibility of killing now. And be prepared to be a favourite to write more in the coming future!

Featured photo credit: Flaticon via flaticon.com

Reference

[1] Brandyce Stephenson, Corporate Culture Consultant
[2] Jake Tully, Editor In Chief TruckDrivingJobs.com
[3] Jamie Stone, Human Resources Consultant, Mature Dates Online
[4] Dr. Luz Claudio, director of training programs and author of How to Write and Publish a Scientific Paper: The Step-by-Step Guide
[5] Freda Francis, Human Resources Expert, Mums That Work
[6] Joan Barrett, Freelance Writer, Joan Barrett Media
[7] Jeff Kear, Founder, Planning Pod

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Last Updated on March 23, 2021

Manage Your Energy so You Can Manage Your Time

Manage Your Energy so You Can Manage Your Time

One of the greatest ironies of this age is that while various gadgets like smartphones and netbooks allow you to multitask, it seems that you never manage to get things done. You are caught in the busyness trap. There’s just too much work to do in one day that sometimes you end up exhausted with half-finished tasks.

The problem lies in how to keep our energy level high to ensure that you finish at least one of your most important tasks for the day. There’s just not enough hours in a day and it’s not possible to be productive the whole time.

You need more than time management. You need energy management

1. Dispel the idea that you need to be a “morning person” to be productive

How many times have you heard (or read) this advice – wake up early so that you can do all the tasks at hand. There’s nothing wrong with that advice. It’s actually reeks of good common sense – start early, finish early. The thing is that technique alone won’t work with everyone. Especially not with people who are not morning larks.

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I should know because I was once deluded with the idea that I will be more productive if I get out of bed by 6 a.m. Like most of you Lifehackers, I’m always on the lookout for productivity hacks because I have a lot of things in my plate. I’m working full time as an editor for a news agency, while at the same time tending to my side business as a content marketing strategist. I’m also a travel blogger and oh yeah, I forgot, I also have a life.

I read a lot of productivity books and blogs looking for ways to make the most of my 24 hours. Most stories on productivity stress waking up early. So I did – and I was a major failure in that department – both in waking up early and finishing early.

2. Determine your “peak hours”

Energy management begins with looking for your most productive hours in a day. Getting attuned to your body clock won’t happen instantly but there’s a way around it.

Monitor your working habits for one week and list down the time when you managed to do the most work. Take note also of what you feel during those hours – do you feel energized or lethargic? Monitor this and you will find a pattern later on.

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My experiment with being a morning lark proved that ignoring my body clock and just doing it by disciplining myself to wake up before 8 a.m. will push me to be more productive. I thought that by writing blog posts and other reports in the morning that I would be finished by noon and use my lunch break for a quick gym session. That never happened. I was sleepy, distracted and couldn’t write jack before 10 a.m.

In fact that was one experiment that I shouldn’t have tried because I should know better. After all, I’ve been writing for a living for the last 15 years, and I have observed time and again that I write more –and better – in the afternoon and in evenings after supper. I’m a night owl. I might as well, accept it and work around it.

Just recently, I was so fired up by a certain idea that – even if I’m back home tired from work – I took out my netbook, wrote and published a 600-word blog post by 11 p.m. This is a bit extreme and one of my rare outbursts of energy, but it works for me.

3. Block those high-energy hours

Once you have a sense of that high-energy time, you can then mold your schedule so that your other less important tasks will be scheduled either before or after this designated productive time.

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Block them out in your calendar and use the high-energy hours for your high priority tasks – especially those that require more of your mental energy and focus. You also need to use these hours to any task that will bring you closer to you life’s goal.

If you are a morning person, you might want to schedule most business meetings before lunch time as it’s important to keep your mind sharp and focused. But nothing is set in stone. Sometimes you have to sacrifice those productive hours to attend to other personal stuff – like if you or your family members are sick or if you have to attend your son’s graduation.

That said, just remember to keep those productive times on your calendar. You may allow for some exemptions but stick to that schedule as much as possible.

There’s no right or wrong way of using this energy management technique because everything depends on your own personal circumstances. What you need to remember is that you have to accept what works for you – and not what other productivity gurus say you should do.

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Understanding your own body clock is the key to time management. Without it, you end up exhausted chasing a never-ending cycle of tasks and frustrations.

Featured photo credit: Collin Hardy via unsplash.com

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