Writing a recommendation letter might seem straightforward, but it’s easy to make mistakes that can diminish its impact. Whether you’re drafting a letter for a student, colleague, or employee, understanding common pitfalls will help you create a more compelling and effective letter of recommendation.
In this article, we’ll explore the most frequent errors people make when writing recommendation letters and how to avoid them. By steering clear of these mistakes, you can ensure your letter stands out and truly benefits the recipient.
Understanding the Purpose of a Recommendation Letter
A recommendation letter is meant to provide a personal endorsement of someone’s skills, character, and achievements. It’s often used in academic, professional, or volunteer contexts to support the recipient’s application or candidacy.
Why It’s Important
The purpose of a recommendation letter is to add credibility to the applicant’s claims and to provide an external perspective on their abilities. A well-crafted letter can be the deciding factor in whether the person gets accepted into a program, hired for a job, or awarded a scholarship.
Key Elements to Include
- Relationship: Explain how you know the person and the nature of your relationship.
- Specific Examples: Share specific anecdotes that highlight the person’s skills and achievements.
- Personal Qualities: Mention character traits that make the person a good fit for the opportunity.
- Closing Endorsement: Conclude with a strong, positive endorsement of the applicant.
Common Mistakes to Avoid
Lack of Specificity
One of the biggest mistakes is being too vague. Generic statements do little to differentiate the applicant from others. Instead of saying, “John is a hard worker,” provide specific examples like, “John consistently volunteered to lead our team meetings and implemented a new project management system that improved our productivity by 20%.”
Overly Lengthy or Too Brief
While it’s important to be thorough, a letter that’s too long can lose the reader’s interest. Conversely, a letter that’s too short may not provide enough information. Aim for a balanced approach by including sufficient detail without overwhelming the reader. Typically, one page is an ideal length.
Focusing Only on Positive Traits
While highlighting positive traits is crucial, ignoring areas for growth can make your letter seem unrealistic. Mentioning how the applicant has worked to overcome challenges shows their ability to learn and grow. For instance, “While Sarah initially struggled with time management, she took the initiative to attend a workshop and has since excelled in meeting her deadlines.”
Ignoring the Specific Requirements
Each opportunity might have different criteria, so tailoring your letter to the specific requirements is essential. Carefully read any guidelines provided and ensure your letter addresses them. This tailored approach demonstrates your understanding of what the recipient is looking for and strengthens the application.
Using a Template Without Personalization
While using a reference letter template can provide a helpful starting point, failing to personalize the letter can make it seem insincere. Customize each letter to reflect your genuine thoughts and experiences with the applicant. This personal touch can significantly enhance the impact of your letter.
Structuring Your Recommendation Letter
Introduction
Begin by introducing yourself and explaining your relationship with the person you’re recommending. This sets the context for why your opinion is valuable.
Body Paragraphs
Use the main body of your letter to provide specific examples and anecdotes that illustrate the applicant’s skills and character. Include:
- Achievements: Discuss notable accomplishments and how they relate to the opportunity.
- Skills: Highlight relevant skills with concrete examples.
- Personal Traits: Describe the applicant’s work ethic, leadership abilities, and interpersonal skills.
Conclusion
Conclude with a strong statement of endorsement. Reiterate your confidence in the applicant’s abilities and express your enthusiasm for their future success. Offer to provide further information if needed, and include your contact details.
Samples and Templates
Sample Letter of Recommendation
Here’s a brief example to guide you:
[Your Name]
[Your Position]
[Your Institution/Organization]
[Your Contact Information]
[Date]
Recipient Name Recipient Position Recipient Institution/Organization
Dear Recipient Name,
I am writing to recommend Applicant Name for Opportunity. I have had the pleasure of working with Applicant Name for Duration in Context, and I am confident in their ability to excel.
Applicant Name has consistently demonstrated exceptional Skill/Quality by Specific Example. Their ability to Skill/Quality was evident when Anecdote.
Moreover, Applicant Name is Personal Trait, which makes them an outstanding candidate for Opportunity. I am confident that they will bring the same level of dedication and excellence to your Program/Organization.
Please feel free to contact me at Your Contact Information for any further information.
Sincerely,
Your Name
Reference Letter Template
Here’s a simple template to start with:
[Your Name]
[Your Position]
[Your Institution/Organization]
[Your Contact Information]
[Date]
Recipient Name Recipient Position Recipient Institution/Organization
Dear Recipient Name,
I am pleased to recommend Applicant Name for Opportunity. During our time working together, Applicant Name has proven themselves to be Skill/Quality, evidenced by Specific Example.
Their Skill/Quality was particularly apparent when Anecdote. Additionally, Applicant Name possesses Personal Trait, which makes them well-suited for Opportunity.
I am confident in Applicant Name’s potential to contribute positively to your Program/Organization and am happy to provide further information if needed.
Sincerely,
Your Name
Final Thoughts
Writing an effective recommendation letter requires attention to detail and a personalized approach. By avoiding common pitfalls and focusing on specific, relevant examples, you can craft a recommendation that truly benefits the applicant. Remember, a strong recommendation letter not only highlights the applicant’s strengths but also reflects your credibility as a recommender.
Now, armed with the knowledge of what to avoid and include, you can confidently write recommendation letters that make a real impact.