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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.
BONUS : Letters Of Reference Defined
Copyright © Shaun R. Fawcett
As I point out on the main page of my Web site, recommendation-reference-central.com, there is a great deal of general confusion about the differences and similarities between letters of reference and letters of recommendation. For instance; which is which, and why? How are they different? In what ways are they similar?
It's confusing enough for the average person who only has to write one of these letters every once in a while. However, when you look into it in-depth as I have, and realize that many of the so-called "experts" don't even know the differences between a reference letter and a recommendation letter, the general state of confusion is very understandable.
Based on extensive research into the subject, I define a "letter of reference" as one that is normally more general in nature than a letter of recommendation and IS NOT addressed to a specific requestor. Typically, "letters of reference" are addressed as; "To Whom It May Concern" or "Dear Sir/Madam".
The most common letters of reference are:
Employment-related - general reference letter
College-related - general reference letter
Character reference letter - general-purpose personal reference
General reference letter - various subjects
EMPLOYMENT-RELATED Reference Letter
These are more general letters that are often requested by employees when they leave the employ of an organization. Normally factual in nature, they are usually addressed, "To Whom It May Concern" and provide basic information such as: work history, dates of employment, positions held, educational credentials, etc.
These reference letters sometimes contain a general statement (as long as a positive one can be made), about the employee's work record with the company that they are leaving. Employees often submit these letters with job applications in the hope that the letter will reflect favorably on their chances for the new position.
COLLEGE-RELATED Reference Letter
These letters are very similar to college-related letters of recommendation, EXCEPT that they are not addressed to a specific individual or requestor. In the college and university context they are typically addressed to officials such as: Director, Admissions or Chairman, Scholarship Selection Committee, etc.
These college-related letters can be as specific as a recommendation letter when it comes to describing the subject/person about which the letter is written, but they are more general/generic in terms of targeted addressees. That's because at the time they are written it is often not clear exactly to which businesses or institutions they will be sent. For example, a person plans to apply to a number of colleges but when the letter is written, the specific colleges are unknown.
CHARACTER-RELATED Reference Letter
Character reference letters are always written about a specific person by someone who knows them fairly well, and usually focus on a person's general personality characteristics. They are often used in business and community service situations. Typically, a person will ask for a general character reference letter when they are leaving a company or service organization.
The focus of character reference letters are such personality characteristics as: honesty, integrity, trustworthiness, dependability, work ethic, values, community service, and other widely accepted indicators of individual character attributes. These letters are almost always used by people who provide personal and domestic services, where trust is an important factor.
These letters are typically addressed in a general way using "To Whom It May Concern" or "Dear Sir/Madam".
GENERAL PURPOSE Reference Letters
These reference letters deal with general situations that are not covered by the other reference letters described above. Typically, they address special situations such as tenant to landlord letters, business customer references, pet owner testimonials, etc. These letters are always addressed in a general way using "To Whom It May Concern" or "Dear Sir/Madam".
Watch Out
Over the years, the line between letters of reference and letters of recommendation has become quite blurred, and many people and institutions now use the two terms interchangeably. As far as those organizations are concerned, both letters are exactly the same thing.
Accordingly, many colleges and universities, as well as some companies and institutions, use the terms "reference letters" and/or "letters of reference" when referring to exactly the same thing as what many other colleges, universities, companies and institutions call "recommendation letter" and/or "letter of recommendation".
So, when dealing with these types of organizations or institutions, MAKE SURE that you use whichever term they use in the same way that they use it. DON'T try to convert them to your terminology. That will just confuse things and you will pay the price.
Copyright © Shaun R. Fawcett
As I point out on the main page of my Web site, recommendation-reference-central.com, there is a great deal of general confusion about the differences and similarities between letters of reference and letters of recommendation. For instance; which is which, and why? How are they different? In what ways are they similar?
It's confusing enough for the average person who only has to write one of these letters every once in a while. However, when you look into it in-depth as I have, and realize that many of the so-called "experts" don't even know the differences between a reference letter and a recommendation letter, the general state of confusion is very understandable.
Based on extensive research into the subject, I define a "letter of reference" as one that is normally more general in nature than a letter of recommendation and IS NOT addressed to a specific requestor. Typically, "letters of reference" are addressed as; "To Whom It May Concern" or "Dear Sir/Madam".
The most common letters of reference are:
Employment-related - general reference letter
College-related - general reference letter
Character reference letter - general-purpose personal reference
General reference letter - various subjects
EMPLOYMENT-RELATED Reference Letter
These are more general letters that are often requested by employees when they leave the employ of an organization. Normally factual in nature, they are usually addressed, "To Whom It May Concern" and provide basic information such as: work history, dates of employment, positions held, educational credentials, etc.
These reference letters sometimes contain a general statement (as long as a positive one can be made), about the employee's work record with the company that they are leaving. Employees often submit these letters with job applications in the hope that the letter will reflect favorably on their chances for the new position.
COLLEGE-RELATED Reference Letter
These letters are very similar to college-related letters of recommendation, EXCEPT that they are not addressed to a specific individual or requestor. In the college and university context they are typically addressed to officials such as: Director, Admissions or Chairman, Scholarship Selection Committee, etc.
These college-related letters can be as specific as a recommendation letter when it comes to describing the subject/person about which the letter is written, but they are more general/generic in terms of targeted addressees. That's because at the time they are written it is often not clear exactly to which businesses or institutions they will be sent. For example, a person plans to apply to a number of colleges but when the letter is written, the specific colleges are unknown.
CHARACTER-RELATED Reference Letter
Character reference letters are always written about a specific person by someone who knows them fairly well, and usually focus on a person's general personality characteristics. They are often used in business and community service situations. Typically, a person will ask for a general character reference letter when they are leaving a company or service organization.
The focus of character reference letters are such personality characteristics as: honesty, integrity, trustworthiness, dependability, work ethic, values, community service, and other widely accepted indicators of individual character attributes. These letters are almost always used by people who provide personal and domestic services, where trust is an important factor.
These letters are typically addressed in a general way using "To Whom It May Concern" or "Dear Sir/Madam".
GENERAL PURPOSE Reference Letters
These reference letters deal with general situations that are not covered by the other reference letters described above. Typically, they address special situations such as tenant to landlord letters, business customer references, pet owner testimonials, etc. These letters are always addressed in a general way using "To Whom It May Concern" or "Dear Sir/Madam".
Watch Out
Over the years, the line between letters of reference and letters of recommendation has become quite blurred, and many people and institutions now use the two terms interchangeably. As far as those organizations are concerned, both letters are exactly the same thing.
Accordingly, many colleges and universities, as well as some companies and institutions, use the terms "reference letters" and/or "letters of reference" when referring to exactly the same thing as what many other colleges, universities, companies and institutions call "recommendation letter" and/or "letter of recommendation".
So, when dealing with these types of organizations or institutions, MAKE SURE that you use whichever term they use in the same way that they use it. DON'T try to convert them to your terminology. That will just confuse things and you will pay the price.
