Writing an Effective Letter of Recommendation

Note: Want to skip the guide and go straight to the free templates? No problem - scroll to the bottom.
Also note: This is not legal advice.

Introduction

When it comes to applying for a job, having a well-crafted letter of recommendation can be the difference between success and rejection. A letter of recommendation is a document written by an individual in support of another person or organization; typically crafted by someone who knows the applicant personally, it provides insight into the applicant’s strengths and achievements which aren’t evident elsewhere.

In today’s competitive climate, such letters are powerful tools that enable applicants to stand out from their peers; they demonstrate competence, skills and qualifications in a way that resumes cannot. However, letters of recommendation can also provide employers with an understanding of what makes an applicant special – their personal qualities - which is especially valuable for positions that require trust and credibility, such as those within the legal sector.

Furthermore, letters of recommendation can provide employers with evidence about an applicant’s knowledge and abilities based on how they have benefited former employers – something which isn’t included on resumes. This extra detail allows recruiters to make more informed decisions about whether or not to hire an individual for a role.

At Genie AI we believe everyone should have access to high quality legal documents without having to pay expensive lawyer fees. That’s why our team has created the world’s largest open source legal template library – packed full of millions of data points that teach our AI what a market-standard letter of recommendation looks like – enabling anyone to draft perfect legal documents quickly and easily online at no cost whatsoever!

With this step-by-step guide you don’t need any prior knowledge or experience when it comes to writing letters of recommendation - all you need is access our extensive template library today! So if you’re looking for information on how best to craft your next successful letter then look no further than Genie AI - your go-to resource for all things related to crafting effective legal documents quickly and easily!

Definitions (feel free to skip)

1. Recommendation: An opinion or suggestion about something, usually given by someone with knowledge or experience.
2. Qualifications: Skills, abilities, or experiences that make someone suitable for a particular job or task.
3. Accomplishments: Achievements or successes in completing a task, job, or project.
4. Special Qualifications: Additional skills, abilities, or experiences that are necessary for a specific job or task.
5. Interpersonal Skills: The ability to communicate, cooperate, and work well with others.
6. Leadership Qualities: Traits or characteristics that enable someone to be successful in leading or guiding a group of people.
7. Structure: A set of rules or guidelines for organizing something.
8. Exaggerations: Statements that are exaggerated or not entirely true.
9. Credibility: The quality of being believable or trustworthy.
10. Authenticity: The quality of being genuine and not false.

Contents

• Understand the purpose of the letter
• Seek out key information and experiences
• Gather pertinent details about the individual
• Identify relevant experiences and accomplishments
• Know the person you are recommending
• Read any notes or documents about the person’s qualifications
• Ask the individual for more information about their skills and experiences
• Showcase the person’s best qualities
• Highlight their strengths in the letter
• Focus on any qualities that would make them stand out
• Write a clear, concise letter
• Structure the letter with an introduction, body, and conclusion
• Organize the letter in a logical flow
• Ensure accuracy and avoid exaggerations
• Double-check any facts or figures
• Avoid making any false or exaggerated claims
• End with a strong closing statement
• Summarize the individual’s qualifications
• Express your support for the person
• Proofread the letter and make any necessary changes
• Check for spelling, grammar and punctuation errors
• Make any adjustments to improve the letter’s clarity
• Sign the letter
• Provide contact information in case of follow-up questions

Get started

Understand the purpose of the letter

• Understand the purpose of the letter: why is it being written and what is it intended to accomplish?
• Consider what qualities or experiences you should include in the letter to meet the purpose of the letter.
• Identify the type of letter that is being requested.
• When you have a clear understanding of the purpose of the letter, you can move on to the next step.

Seek out key information and experiences

• Talk to the person requesting the letter and ask for details on why the letter is needed and what should be included
• Ask the person requesting the letter for a list of key experiences, activities, or accomplishments of the person being recommended
• Talk to the individual the letter is about to get a better understanding of their background, goals, and experiences
• Research the individual’s work and education history
• When you have gathered enough information and feel confident you have a good understanding of the person being recommended and the purpose of the letter, you can move on to the next step.

Gather pertinent details about the individual

• Collect the individual’s contact information - name, address, email, phone number
• Gather information from the individual about their educational background, work history, and other relevant experiences
• Ask the individual to provide any documents or materials that may be helpful in writing the letter, such as a resume, transcript, or list of awards
• Talk to people who have worked with or know the individual to gain any additional insight or information
• Make a list of the individual’s accomplishments, experiences, and qualities that you deem relevant to the letter
• Once you have gathered all of the necessary information, you can move on to the next step.

Identify relevant experiences and accomplishments

• Make a list of the individual’s experiences and accomplishments that are relevant to the purpose of the letter of recommendation
• Ask the individual for a copy of their resume or CV to help you compile a list of experiences and accomplishments
• Take note of the individual’s job titles, volunteer roles, awards, certifications, and other notable achievements
• Pay particular attention to experiences where the individual demonstrated leadership, problem-solving, and other applicable skills
• When you have an adequate list of experiences and accomplishments, you can move on to the next step of the guide.

Know the person you are recommending

• Read through any notes or documents about the person’s qualifications
• Ask the person for a copy of their resume and a list of their accomplishments
• Talk to the person about their goals and what they are looking for in a job
• Consider how you know the person and how long you have known them
• Take the time to really get to know the person and their strengths
• Be ready to explain how the person’s skills and experiences make them a good fit for the job they are applying for
• When you are finished gathering information, you will be ready to move on to the next step.

Read any notes or documents about the person’s qualifications

• Read any notes or other documents that provide information about the person’s qualifications.
• Consider the role they are applying for, and read any job descriptions that have been provided.
• Take notes on the person’s experiences, skills, and qualifications that are relevant to the role.
• When you have gathered all the necessary information, you can move on to the next step.

Ask the individual for more information about their skills and experiences

• Ask the individual for information about their career goals and interests
• Gather information about the individual’s work experience, awards, and other accomplishments
• Inquire about the individual’s particular strengths and how they may relate to the job they’re applying for
• Be sure to ask for any other information that may not be included in the notes or documents you already have
• When you have gathered enough information, you can move on to the next step.

Showcase the person’s best qualities

• Thoroughly review the individual’s resume, job application, and other information they’ve provided.
• Make a list of their skills and experiences that make them a great candidate for the position.
• Think of specific examples that demonstrate their abilities.
• Pull out key phrases that you can use to highlight the individual’s qualities.

You can check this step off your list once you have a list of the individual’s best qualities and examples that demonstrate their abilities.

Highlight their strengths in the letter

• List the qualities of the person for which you are writing the letter of recommendation
• Include specific examples of how the person has demonstrated these qualities, such as accomplishments, awards, or particular instances where they have displayed the qualities
• Ensure that the qualities you are highlighting are relevant to the position or opportunity for which the person is being recommended
• Use language that is clear, concise, and professional
• Make sure to mention any additional relevant qualifications, such as relevant courses taken, volunteer work, or other activities

You can check this step off your list when you have written down a list of the person’s qualities, provided specific examples of how they have demonstrated these qualities, and mentioned any relevant qualifications.

Focus on any qualities that would make them stand out

• Think about the applicant’s unique skills, talents, and experiences that they can bring to the position they are applying for
• Make sure to point out how their skills, talents, and experiences are a benefit to the company or organization
• Include any awards, accomplishments, or special recognition that the applicant has received
• Describe any leadership qualities the applicant has exhibited
• When possible, provide a specific example or anecdote to illustrate the applicant’s strengths
• When you are finished, proofread and check for any grammar or spelling errors
• When you have completed this step, you have finished writing about the applicant’s strengths and qualities that make them stand out, and you can move on to writing a clear, concise letter.

Write a clear, concise letter

• Begin the letter with an appropriate salutation such as “Dear [Name]”
• Make sure to include the name of the person to whom you are writing the recommendation
• Make sure to include the name of the applicant for whom you are writing
• Make sure to stay on topic and avoid going off on tangents
• Avoid using generic phrases such as “a hard worker” or “a team player”
• Instead, provide specific examples of the applicant’s work or behavior
• Keep the letter to one page
• Proofread the letter to ensure that it is free of errors
• Close the letter with a strong conclusion

How you’ll know when you can check this off your list and move on to the next step:

• Once you have finished writing the letter and proofread it, you can be sure that it is clear and concise and ready to move on to the next step.

Structure the letter with an introduction, body, and conclusion

• Begin by introducing the person you are writing the letter of recommendation for, and explain why you believe they are qualified for the opportunity they are applying for
• Include the body of the letter which should describe the person’s qualifications, accomplishments, and character traits
• End the letter with a conclusion that summarizes your recommendation and expresses your enthusiasm for the candidate
• Make sure that the letter follows a logical order and is easy to read
• Proofread the letter to ensure that all statements are accurate and free of errors
• When you have finished structuring the letter with an introduction, body, and conclusion, you can move on to the next step in the guide.

Organize the letter in a logical flow

• Make sure the letter is organized in a way that gives the reader a clear and concise idea of the subject’s qualifications.
• Start by introducing the subject, then move on to the body of the letter.
• In the body of the letter, list the subject’s qualifications and experiences in the order of their relevance or importance.
• Make sure to provide explanations and examples to back up the qualifications that are being listed.
• Then end the letter with a conclusion.
• Once the letter is organized in such a way, make sure to read it to ensure it is logical and flows well.

How you’ll know when you can check this off your list and move on to the next step:

• When the letter is structured in an organized, logical way with an introduction, body and conclusion, you can be sure that this step is complete and you can move on to the next step.

Ensure accuracy and avoid exaggerations

• Read the letter over carefully, looking for any inaccuracies or exaggerations.
• Verify any facts or figures that you have included in the letter.
• Check that all details are up-to-date and relevant.
• Once you have completed this step, you have ensured that accuracy is maintained and that any exaggerations have been avoided.

Double-check any facts or figures

• Check any facts, figures, or statements against original source material to make sure they are accurate
• Make sure any quotes are accurate and attributed correctly
• Review any names and titles to make sure they are spelled correctly
• When you are confident that all facts and figures are accurate, you can move on to the next step.

Avoid making any false or exaggerated claims

• Read through the entire document and ensure accuracy of all claims
• Double-check any facts or figures provided to ensure they are accurate
• Review any language used to make sure it accurately reflects the individual’s abilities
• Make sure that the claims made in the letter are reasonable and attainable
• Do not make any claim that is not supported by the individual’s past performance
• When finished, take a break and read through the letter again to ensure accuracy
• When satisfied, you can move forward to the next step.

End with a strong closing statement

• Make sure the closing statement is both positive and professional
• Keep the closing statement brief and to the point
• Reaffirm your support for the individual
• Include contact information if the reader has any follow-up questions
• End with a statement such as ""I highly recommend [Name] for [Position]
• You can check this off your list when you have written a strong and appropriate closing statement for your letter.

Summarize the individual’s qualifications

• Review the individual’s qualifications, such as their education, experience and skills
• In the summary, focus on the individual’s qualifications that are relevant to the position they are applying for
• Be sure to include any awards, certifications, or special accomplishments they have achieved
• Once you have summarized their qualifications, you’ll know you can move on to the next step - expressing your support for the person.

Express your support for the person

• Describe the individual’s skills, accomplishments, and personal qualities
• Explain how the individual’s qualifications make them an ideal candidate for the opportunity they are applying for
• Use specific examples to illustrate the individual’s achievements and strengths
• Explain why you believe the individual is a good fit for the job, school, or organization they are applying to
• End the letter with a strong recommendation for the individual
• Once you have expressed your support for the individual, proofread the letter and make any necessary changes before sending it off.

Proofread the letter and make any necessary changes

• Read through the entire letter to ensure it flows, is clear, and makes sense
• Check for spelling, grammar, and punctuation errors
• Make sure the tone and language are appropriate for the intended audience
• Ensure the points made in the letter are supported with evidence
• Make any necessary changes to ensure the letter presents the person in the best light
• Double-check the letter for any typos or errors

How you’ll know when you can check this off your list and move on to the next step:

• Once you have read through the letter and made any necessary changes, you can confidently move on to the next step.

Check for spelling, grammar and punctuation errors

• Carefully read through the letter and pay attention to punctuation, spelling and grammar
• Use a spellchecker to double check and make sure all words are spelled correctly
• Ensure that all grammar rules are followed and the letter is properly structured
• When finished, make sure to save the changes to the letter
• You can check this step off your list once you have made all the necessary corrections and the letter is free of any spelling, grammar and punctuation errors.

Make any adjustments to improve the letter’s clarity

• Read through the entire letter and look for any areas that could be improved
• Identify any sentences that could be more concise or phrased differently
• Check for any factual inaccuracies or outdated information
• Make sure the tone of the letter is professional and appropriate
• Once you are satisfied with the content, you can move on to checking for spelling, grammar and punctuation errors.

Sign the letter

• Ensure the letter is properly addressed and dated.
• Sign the letter with your name and title.
• Include a contact number in case of follow-up questions.
• Check for accuracy and completeness.
• Make a copy of the letter for your records.

When you can check this off your list and move on to the next step:

• Once you have ensured the letter is properly addressed and dated, signed the letter with your name and title, and included a contact number, you can check this off your list and move on to the next step.

Provide contact information in case of follow-up questions

• Include your contact information, including name, address, phone number, and email address
• Make sure to provide a good number or email address where you can be reached easily
• Provide your contact information at the end of the letter, right before you sign it
• You can check this off your list when your contact information has been included in the letter and you have signed it.

FAQ:

Q: Does the letter of recommendation have to be written in a certain format?

Asked by John on May 20th, 2022.
A: Yes, a letter of recommendation should generally follow a formal business letter format, including the following elements: the sender’s name and address, the date, the recipient’s name and address, a subject line or title, a salutation, an introduction, body paragraphs with details and supporting evidence, a conclusion with summary and closing remarks, and a signature line. Depending on the purpose of the letter, you may need to include additional elements as well. For example, if you are writing a professional reference letter for someone applying for a job, you may need to include specific information about their qualifications and skills. It is important to research the company or institution to which you are sending the letter in order to ensure that it meets their requirements.

Example dispute

Suing for Breach of Contract Involving Letter of Recommendation

• If a company provides a letter of recommendation to an employee but then fails to honor the promise laid out in the letter, the employee may have a legal basis to sue for breach of contract.
• The employee must have a signed copy of the letter of recommendation and be able to prove that the company acted in bad faith.
• In order to win the lawsuit, the employee must show that the company breached the terms of the letter of recommendation, or that the company acted in a manner that was detrimental to the employee’s career.
• The employee may be entitled to compensation for lost wages, emotional distress and any other damages resulting from the breach of contract.
• The court may also award punitive damages to the employee in order to punish the company for its bad faith.

Templates available (free to use)

Letter Of Recommendation For A Coworker Or Former Employee

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