A recommendation
business letter -- often referred to as a letter of recommendation -- is a
business letter written to vouch for someone's professional qualifications, job
performance or character traits. Many times, job seekers ask former
supervisors, colleagues, professors and clients to write a recommendation
business letter to support a job application. This type of letter is typically
sent directly to the recruiter or manager who is considering hiring the
candidate, although some letters of recommendation are generic in that they
begin with "To Whom It May Concern."
Personalize the recommendation letter by
obtaining the addressee's full name, title, company name and mailing address,
and the addressee's email address. In case you have questions about the
contents of the letter, get the addressee's telephone number.
Type your inside address flush at the left
margin. You don't need to type your name on the first line of your inside
address because it's listed below your closing salutation. However, you may
also type your name and title above your inside address. If you're using
personalized stationery that contains your full name and address, skip this
step and begin your letter with the addressee's contact information.
Skip down at least two line spaces and type the
addressee's full name and title, separated by a comma. Double check your typing
to ensure you have the proper spelling, especially for unusual names. Below the
addressee's name and title, type the company name and on the following lines,
type the company's mailing address, including the city, state and ZIP.
Insert two line spaces and type "Re: Letter
of Recommendation for Jane Doe" so the reader knows right away the
candidate on behalf of whom you're writing. If you know the position for which
the candidate is being considered, type that on the line immediately under the
subject line. Indent your subject line. Type the opening salutation to the
addressee. For example, type "Dear Ms. Smith," followed by a colon
and another line space before your first paragraph of the letter.
Start your letter with an introduction of who
you are and how you're acquainted with the job candidate. Set the stage so the
reader has a clear understanding about how well you know the candidate, how
long you've been acquainted and the nature of your relationship with the
candidate. For example, you could write, "I am pleased to write this
letter of recommendation on behalf of Ms. Jane Doe for the paralegal position
with your firm. I have worked with Ms. Doe for more than eight years at ABC Law
Firm. I have been her supervisor for the the last two years, therefore, I have
knowledge of Ms. Doe's professional qualifications from the colleague's and the
supervisor's perspective."
Begin your next paragraph with a brief
assessment of the candidate's qualifications. For example, write, "Ms. Doe
has an excellent grasp of legal processes and procedures, as well as the
ability to draft complex legal documents and organize materials for courtroom
trials." Elaborate on your view of the candidate's suitability for the
position for which she's being considered. Don't go overboard with
complimentary prose, but provide the hiring manager with two to four sentences
about the candidate's functional expertise and her work habits.
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