So you've been asked to write a recommendation letter. Maybe it's for a former employee, a student, or a colleague. Your first thought might be: "How can I write a recommendation letter that doesn't sound generic?" Trust me, I've been there. After writing over 200 letters and reviewing thousands as a hiring manager, I've seen what works and what ends up in the "maybe" pile.
Let me tell you about Sarah. She was a decent intern – showed up on time, did her tasks. When she asked for a recommendation letter, I dashed off something polite but vague. Two months later, she called me frustrated: "They said your letter felt like a template." That stung. Since then, I've learned recommendation letters can make or break opportunities.
Before You Put Pen to Paper: The Crucial Foundation
Most people rush into writing. Big mistake. I learned this the hard way when I wrote a glowing letter for a graphic designer only to realize halfway through I'd confused two projects he'd worked on. Awkward.
Information Gathering Checklist
• Ask for their resume/CV (surprisingly many forget this)
• Get specifics about the opportunity (job description, scholarship requirements)
• Request key achievements they want highlighted (they'll remind you of things you've forgotten)
• Ask how long they worked with you and in what capacity (accuracy matters)
• Discuss any weaknesses to address proactively (yes, really - more on this later)
• Get specifics about the opportunity (job description, scholarship requirements)
• Request key achievements they want highlighted (they'll remind you of things you've forgotten)
• Ask how long they worked with you and in what capacity (accuracy matters)
• Discuss any weaknesses to address proactively (yes, really - more on this later)
Pro tip: Have a 15-minute call. You'll uncover stories and details that emails miss. Last month, a former student mentioned during our chat how she'd redesigned our filing system saving 10 hours weekly - something never on her resume.
Different Letters for Different Needs
| Purpose | Focus Areas | Length Guidance |
|---|---|---|
| Academic Applications | Intellectual curiosity, research skills, academic performance | 1-2 pages |
| Job Applications | Relevant skills, teamwork, problem-solving, achievements | 1 page max |
| Scholarships | Character, financial need, community involvement | 1-1.5 pages |
| Promotions | Leadership, growth, impact beyond job description | 1 page |
A common mistake? Using the same template for everything. I once reviewed a medical school recommendation that talked more about coding skills than bedside manner. Didn't help.
The Anatomy of an Effective Recommendation Letter
Here's where most guides get it wrong. They give you stiff templates that sound robotic. Let's break down what reviewers actually care about.
Opening That Grabs Attention
Ditch "It is my pleasure to recommend..." I've seen that opener 1000 times. Instead, lead with impact:
"I've managed engineers for 15 years, and only twice have I seen someone transform team culture like Jenna did."
"Watching Mark solve our inventory crisis taught me more about supply chain innovation than my MBA did."
"Watching Mark solve our inventory crisis taught me more about supply chain innovation than my MBA did."
Why this works: Immediately establishes your credibility and their exceptionalism. Reviewers read dozens of letters - make yours memorable from line one.
The Evidence Section: Show, Don't Tell
This is where letters fail. Saying "Sarah is a great leader" means nothing. Prove it:
Weak: "Michael is an excellent problem-solver."
Strong: "When our server crashed during holiday sales, Michael created a workaround using Google Sheets that saved $28,000 in potential lost revenue - all while coordinating three departments manually."
Strong: "When our server crashed during holiday sales, Michael created a workaround using Google Sheets that saved $28,000 in potential lost revenue - all while coordinating three departments manually."
Include metrics whenever possible. Percentages. Dollar amounts. Time saved. One study showed letters with specific numbers increased interview chances by 40%.
Addressing Weaknesses Honestly
This terrifies people. Should you mention their freshman year struggles? That project they missed deadline on?
Sometimes yes. I wrote for a brilliant but disorganized researcher. We addressed it head-on:
"Early on, David struggled with documentation consistency. What impressed me was how he systemized his approach - creating checklists that our lab now uses. His growth in this area demonstrates remarkable adaptability."
Why this works: Turns a negative into proof of growth. Admissions committees especially appreciate this authenticity.
The Template That Actually Works
Forget those five-paragraph essays they taught you. Modern recommendation letters follow this flow:
| Section | Key Ingredients | Time Allocation |
|---|---|---|
| Relationship Context | • How you know them • Duration of relationship • Your relevant credentials |
15% |
| Key Story #1 | • Specific challenge • Their actions • Measurable results |
25% |
| Key Story #2 | • Different skill dimension • Contextual details • Why it mattered |
25% |
| Comparison & Ranking | • Where they stand vs peers • Unique qualities • Predictive statement |
20% |
| Confident Closing | • Unequivocal endorsement • Contact invitation • Signature |
15% |
Important: Keep it to one page unless for academic purposes. Hiring managers spend ~30 seconds per letter.
Phrases That Sabotage Your Letter
Some words trigger subconscious skepticism. After reviewing thousands of letters, here's what stands out negatively:
• "Adequate" or "sufficient" (sounds like damning with faint praise)
• "Always on time" (sets low expectations)
• "No weaknesses" (seems dishonest)
• "Young but promising" (undercuts authority)
• "To my knowledge..." (implies uncertainty)
• "Always on time" (sets low expectations)
• "No weaknesses" (seems dishonest)
• "Young but promising" (undercuts authority)
• "To my knowledge..." (implies uncertainty)
Instead, use power language:
Replace: "She was responsible for..."
With: "She owned the redesign of..."
The Comparison Section: Where Top Letters Shine
This is the most underutilized part. When I served on scholarship committees, we looked for context. Where does this person truly stand?
Effective Ranking Language
| Strength Level | What to Write | What to Avoid |
|---|---|---|
| Top 1% | "Among the top 2 interns I've supervised in 10 years" | "The best ever" (seems hyperbolic) |
| Top 10% | "In the top tier of marketing managers I've worked with" | "Better than most" (vague) |
| Strong Performer | "Consistently exceeded expectations for her level" | "Met all requirements" (sounds mediocre) |
Avoid empty superlatives. I once read: "James is the most amazing employee!" with zero evidence. It felt desperate.
Digital Age Considerations
How can I write a recommendation letter for LinkedIn? Different rules apply:
• Length: 3-5 paragraphs max
• Tone: More conversational but still professional
• Key: Focus on specific collaborations
• Include: #Skills hashtags relevant to their goals
• Tone: More conversational but still professional
• Key: Focus on specific collaborations
• Include: #Skills hashtags relevant to their goals
Example opening for LinkedIn:
"Collaborating with Priya on the Tesla project showed me how rare true operational genius is..."
FAQs: Real Questions I Get Asked
Q: How honest should I be if they were average?
A: Either decline politely or focus on specific strengths. Never lie - it damages your credibility. I once wrote: "While not the strongest analyst technically, Karen's client communication skills transformed stakeholder relationships."
Q: Can I reuse parts of old letters?
A> Yes, but customize heavily. I keep an "achievement bank" for each person but rewrite 70% each time. Generic letters hurt candidates.
Q: Should I include weaknesses?
A> Only if: 1) You can frame them as growth areas, 2) They're relevant to the role, 3) You have positive spin prepared. Otherwise skip.
Q: How can I write a recommendation letter without direct supervision?
A> Focus on collaboration: "While not her manager, I observed Priya's crisis management skills during our merger when she..." Quantify impact where possible.
Q: Is email format acceptable?
A> Increasingly yes, but: 1) Use formal structure, 2) Include contact info, 3) PDF if possible. Avoid casual language.
Deadly Sins of Recommendation Letters
After reviewing stacks of these, here's what makes committees cringe:
| Mistake | Why It Hurts | Fix |
|---|---|---|
| Generic praise ("hard worker", "team player") |
Sounds copied from template | Use job-specific competencies |
| Focusing only on personality | Doesn't predict job performance | Link traits to outcomes (e.g., "her optimism boosted team productivity 22%") |
| Overly technical jargon | First reviewers may be HR generalists | Explain significance of achievements |
| Typos/format issues | Implies lack of care | Print and read aloud before sending |
| Exaggerated claims | Destroys credibility | "Among the best" > "The best ever" |
Funny story: A colleague once recommended someone as "the Mozart of data entry." The hiring manager called me laughing. Didn't help the candidate.
The Revision Checklist
• Cut 20%: Remove all fluff phrases ("I am pleased to", "at this time")
• Verify metrics: Double-check numbers with the candidate
• Read backwards: Catches awkward phrasing (start from last sentence)
• Test pronouns: Replace name with "they" - reveals over-repetition
• Check requirements: Does it address all requested points?
• Trim length: Academic: max 2 pages, Professional: max 1 page
• Verify metrics: Double-check numbers with the candidate
• Read backwards: Catches awkward phrasing (start from last sentence)
• Test pronouns: Replace name with "they" - reveals over-repetition
• Check requirements: Does it address all requested points?
• Trim length: Academic: max 2 pages, Professional: max 1 page
Pro tip: Email it to yourself. Formatting often breaks in transmission.
When You're Stuck: Powerful Questions to Ask Yourself
If you're struggling with how to write a recommendation letter, try these:
• "What's one problem they solved that others couldn't?"
• "What feedback did I give them that they actually implemented?"
• "How did colleagues react when they joined a project?"
• "What's their superpower in our context?"
• "What would I genuinely miss if they left?"
The answers create authentic material. I keep these questions taped to my monitor.
Special Circumstances: Tricky Scenarios
For someone you fired:
Be honest but constructive: "While Sarah's role ended due to restructuring, her talent for viral content creation drove our highest engagement month." Only write if you can be genuinely positive.
When you barely know them:
Focus on specific interactions: "Though we collaborated briefly on Project X, I observed exceptional crisis management when..."
Posthumous recommendations:
These are emotional. Stick to verifiable achievements: "Her legacy includes the mentorship program she designed, now used by 200+ employees."
Why This Matters Beyond the Obvious
Early in my career, I wrote a half-hearted letter. The candidate later told me they didn't get the scholarship. I still wonder if my letter caused that.
Conversely, a former intern emailed last week: "They said your recommendation was why I got the fellowship." That feels better than any paycheck.
How can I write a recommendation letter that does justice? By remembering you're not just describing skills - you're amplifying human potential. That's worth doing well.
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