It’s bound to happen at some point in your career: someone you know from a current or previous job has asked you to recommend them for a new role or professional opportunity.
While being asked to write a recommendation is an honor — it means you’re trusted and respected! — it can feel like a lot of extra work on top of your already busy schedule. For people who aren’t confident in their writing, it can be even more daunting.
If you’ve been asked to write someone a recommendation letter, make sure you take a deep breath and consider the following steps.
1. List and link.
Make a list of the first five adjectives that you would use to describe the person you’re recommending; then, see if you can think of one or two examples where the person demonstrated each quality. For example, if you would describe the person as reliable, think of a time of when that person came through for you and why it made such an impact on you. By listing each adjective and linking it to a specific example, you’re helping to build what will become the bulk of your recommendation letter. Not everything will end up being used in the final letter; aim to discuss about three qualities using one thoughtful example for each.
2. Ask for information about the position for which your friend is applying.
It could be that you worked with Jim when he was a marketing assistant, but perhaps he’s looking to go into tech. That will change how you word your letter, so don’t be afraid to ask upfront for details on the new position your colleague is applying for. It always makes sense to highlight qualities that are directly relevant to the job at hand; you’ll also want to mention the role and company by name when you go to write your letter.
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3. Put it all together.
The best recommendation letters start with a basic greeting and open with a line that succinctly spells out the person you’re recommending. For example:
Dear [name of person or company you’re addressing],
It gives me great joy to recommend [person] for the role of [x] at [organization].
You want to convey that you’re positive about this person — using a phrase like “joy to recommend” or “it’s my privilege to recommend” does just that.
From there, provide a brief summary of your thoughts on this person. Example:
I came to know [person you’re recommending] when we worked together at [relationship] and found [him/her] to be a tremendous asset to the team.
Now, here’s where you reference the qualities you outlined in step one. Pick three out of the five you chose, and briefly describe each one, along with an example, in its own paragraph.
Finally, wrap it up with a polite closing:
Given all of [his/her’ talents, skills and achievements, I can’t think of a better person than [anme] for the open position. S/he would be a great addition to the team.
Please feel free to contact me at [your contact information].
Best wishes,
[Signature]
4. Be timely.
The only thing worse than writing a bad recommendation letter is writing a good recommendation letter too late. Make sure you have the deadline straight and leave ample time for your friend to ask you for minor changes or tweaks.
