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Letters Of Recommendation Writing Power Phrases
Copyright © Shaun R. Fawcett
As a result of writing literally hundreds of letters of recommendation over the years, I have learned that there are certain common elements and approaches that are applicable to almost all such letters.
If you look closely at most recommendation and reference letters you will notice that there are certain "types" of phrases that recur over and over again, throughout the various letters.
These statement types can be grouped into three major categories: opening statements, assessment statements, and closing statements. These statements are the three key components of any letter of recommendation. If you formulate these phrases well you are guaranteed to have an excellent letter.
OPENING STATEMENTS
The opening statement in a letter of recommendation should state the name of the person being recommended. It can also explain why you are the person writing the letter. The opening statement should normally be one short sentence and should never exceed two sentences.
Following are three generic typical opening statements for inclusion in recommendation letters:
I am writing this letter at the request of (name of requestor).
This is in response to your recent request for a letter of recommendation for (name).
I am pleased to be able to write this letter of recommendation for (name).
ASSESSMENT STATEMENTS
Assessment statements in a letter of recommendation are those sentences and phrases that contain the recommender's specific assessment of the performance, characteristics, and attributes of the person being recommended.
Normally an assessment statement will be followed up by one or two specific performance-related examples backing up the statement just made.
Following are three generic typical assessment statements for inclusion in letters of recommendation:
In my opinion, (name) is a hard-working self-starter who invariably understands exactly what a project is all about.
(name) consistently produces high quality work in a timely fashion.
"The only area of weakness that I ever noted in (name)'s performance was..."
A typical letter of recommendation will normally include three to four assessment statements.
CLOSING STATEMENTS
The closing statement in a letter of recommendation should be one or two sentences at most, and it should make a clear statement of recommendation that flows logically from the points made in the assessment part of the letter. They will often begin with transition phrases such as: "In summary...", "In Closing,...", "Based on the foregoing,...", "Accordingly,...", etc.
Closing statements in recommendation letters are generally positive, but in some circumstances they may be qualified, or sometimes, even completely negative.
Following are three generic typical closing statements for inclusion in recommendation letters:
I am therefore very pleased to be able to recommend (name) for...
Based on my time working with (name), I recommend her very highly for...
I respect (name) as a colleague, but I must say that in all honesty, I cannot recommend him for ...
In summary, mastering these three types of "recommendation power phrases" is one of the keys to writing all types of letters of recommendation. As such, knowledge of how to write typical opening, assessment, and closing statements, as illustrated above, is essential to writing effective letters of recommendation.
That's why I have included more than 150 generic "Recommendation Letter Power Phrases" in the latest Revised Edition of Instant Recommendation Letter Kit - How To Write Winning Letters of Recommendation:
BONUS : Letters Of Recommendation Writing Tips And Strategies
Copyright © Shaun R. Fawcett
In addition to standard letter-writing dos and don'ts, there are a number of basic guidelines that apply specifically to most situations related to the writing of letters of recommendation. These are usually more "situational" than "how-to" in nature.
These recommendation letter guidelines are important to both note and apply, since writing letters of recommendation is always a somewhat tricky and delicate matter. That's because they almost always affect the reputation and future of the writer or that of another person.
The following tips and strategies apply primarily to the writing of letters of recommendation in their various forms (i.e. recommendation letters, commendation letters, recognition letters, performance evaluation letters).
Write It Only If You Want To
If you are asked by someone to write a recommendation letter about them, you don't have to say "yes" automatically. If it's someone you respect for their work, and you have mostly positive things to say, by all means write the letter.
There is no point saying "yes" and then writing a letter that says nothing good about the person, or worse still, concocting a misleading positive assessment of someone.
So, whatever you do, don't get sucked into writing a recommendation inappropriately out of feelings of guilt or obligation.
If You Must Refuse, Do It Right Up Front
On the other hand, if someone asks you to write a recommendation letter for them, and you know you'll be hard-pressed to keep it positive, say "no" right away.
There is no point in hesitating and leading the person on to believe that the answer might eventually be "yes".
A gentle but firm "no" will usually get the message across to the person. Explain that you don't think that you are the best (or most qualified) person to do it.
Suggest Someone Else
If you feel you should refuse, for whatever reason, it may be helpful for you to suggest someone else who you think might have a more positive and/or accurate assessment of the person.
That other person may be in a better position to do the assessment. Usually there are a number of possible candidates, and you may not actually be the best one.
In fact, I have seen a number of cases over the years in which people requesting recommendation letters have not requested the letter from the obvious or logical choice. This usually happens when the requestor doesn't like the person who is the obvious choice, and/or they are worried about what that person will say about them.
Write It As You See It
Writing a less than honest letter of recommendation does no one a favor in the end. It is likely to backfire on you, the person being recommended, and the new employer.
Also, many employers and head-hunting agencies check references these days.
How would you like to be called up and have to mislead people due to questionable things you may have written in a reference letter?
Be Honest, Fair, and Balanced
Honesty is always the best policy when it comes to writing recommendation letters. At the same time, try to be fair and balanced in your approach.
If in your estimation, a person has five strengths and one glaring weakness, but that weakness really bothers you, make sure you don't over-emphasize the weak point in the letter based on your personal bias. Just mention it in passing as a weakness and then move on.
Balanced Is Best
An overall balanced approach is the best one for a letter of recommendation. Even if your letter generally raves about how excellent the person is, some balance on the other side of the ledger will make it more credible. After all, nobody's perfect.
There must be some area where the person being recommended needs to improve. A bit of constructive criticism never hurts and it will make your letter more objective in nature.
Bottom Line:
The most important point to take away from the above tips and strategies is that it is your choice as to whether, and how, you will write a letter of recommendation.
It's an important type of letter that will have a definite impact on the future of the person about whom it is being written, so don't agree to write one unless you are willing to give it your utmost attention and effort.
Copyright © Shaun R. Fawcett
In addition to standard letter-writing dos and don'ts, there are a number of basic guidelines that apply specifically to most situations related to the writing of letters of recommendation. These are usually more "situational" than "how-to" in nature.
These recommendation letter guidelines are important to both note and apply, since writing letters of recommendation is always a somewhat tricky and delicate matter. That's because they almost always affect the reputation and future of the writer or that of another person.
The following tips and strategies apply primarily to the writing of letters of recommendation in their various forms (i.e. recommendation letters, commendation letters, recognition letters, performance evaluation letters).
Write It Only If You Want To
If you are asked by someone to write a recommendation letter about them, you don't have to say "yes" automatically. If it's someone you respect for their work, and you have mostly positive things to say, by all means write the letter.
There is no point saying "yes" and then writing a letter that says nothing good about the person, or worse still, concocting a misleading positive assessment of someone.
So, whatever you do, don't get sucked into writing a recommendation inappropriately out of feelings of guilt or obligation.
If You Must Refuse, Do It Right Up Front
On the other hand, if someone asks you to write a recommendation letter for them, and you know you'll be hard-pressed to keep it positive, say "no" right away.
There is no point in hesitating and leading the person on to believe that the answer might eventually be "yes".
A gentle but firm "no" will usually get the message across to the person. Explain that you don't think that you are the best (or most qualified) person to do it.
Suggest Someone Else
If you feel you should refuse, for whatever reason, it may be helpful for you to suggest someone else who you think might have a more positive and/or accurate assessment of the person.
That other person may be in a better position to do the assessment. Usually there are a number of possible candidates, and you may not actually be the best one.
In fact, I have seen a number of cases over the years in which people requesting recommendation letters have not requested the letter from the obvious or logical choice. This usually happens when the requestor doesn't like the person who is the obvious choice, and/or they are worried about what that person will say about them.
Write It As You See It
Writing a less than honest letter of recommendation does no one a favor in the end. It is likely to backfire on you, the person being recommended, and the new employer.
Also, many employers and head-hunting agencies check references these days.
How would you like to be called up and have to mislead people due to questionable things you may have written in a reference letter?
Be Honest, Fair, and Balanced
Honesty is always the best policy when it comes to writing recommendation letters. At the same time, try to be fair and balanced in your approach.
If in your estimation, a person has five strengths and one glaring weakness, but that weakness really bothers you, make sure you don't over-emphasize the weak point in the letter based on your personal bias. Just mention it in passing as a weakness and then move on.
Balanced Is Best
An overall balanced approach is the best one for a letter of recommendation. Even if your letter generally raves about how excellent the person is, some balance on the other side of the ledger will make it more credible. After all, nobody's perfect.
There must be some area where the person being recommended needs to improve. A bit of constructive criticism never hurts and it will make your letter more objective in nature.
Bottom Line:
The most important point to take away from the above tips and strategies is that it is your choice as to whether, and how, you will write a letter of recommendation.
It's an important type of letter that will have a definite impact on the future of the person about whom it is being written, so don't agree to write one unless you are willing to give it your utmost attention and effort.
