1. Introduction:
* Your contact information: Clearly state your name, title, affiliation (e.g., Professor of [Subject], [University]), email address, and phone number.
* The recipient's name (if known): Address the letter to the specific person or committee if possible. If not, use a general salutation like "To Whom It May Concern."
* The applicant's name: Clearly state the applicant's full name.
* Your relationship with the applicant: Briefly describe your relationship with the applicant and how you came to know them (e.g., "I was [applicant's name]'s professor for [Course Name] during the [Semester/Year] semester," or "I have been [applicant's name]'s supervisor at [Company Name] for the past two years"). Specify the duration of your relationship. The more specific you are, the more credible your letter will be.
2. Applicant's Qualities and Skills:
* Specific examples: This is the most crucial part. Don't just list adjectives; provide concrete examples illustrating the applicant's strengths. Quantify achievements whenever possible (e.g., "increased sales by 15%," "scored in the top 10% of the class," "managed a team of five effectively"). Focus on the qualities relevant to the application (e.g., leadership, teamwork, analytical skills, communication skills, work ethic).
* Relevant skills and abilities: Highlight skills and abilities directly related to the position or program the applicant is applying for. Tailor this section to the specific context of the application.
* Positive attributes: Focus on the applicant's positive attributes. While you can mention areas for improvement (only if asked and appropriate), the overall tone should be overwhelmingly positive.
3. Assessment and Recommendation:
* Overall assessment: Summarize your overall impression of the applicant. Use strong, positive language to convey your belief in their abilities.
* Recommendation: Clearly state your recommendation. Avoid ambiguous language. Be confident and enthusiastic in your endorsement.
* Comparison to others: If appropriate and you're comfortable doing so, briefly compare the applicant to others you've known in similar circumstances. Phrases like "among the top students I've taught" or "one of the most dedicated employees I've supervised" can be impactful.
4. Conclusion:
* Reiterate your support: Briefly restate your strong recommendation.
* Offer to provide further information: Let the recipient know you're available for further questions.
5. Professional Tone and Format:
* Formal language: Use professional and formal language throughout the letter.
* Proofread carefully: Ensure the letter is free of grammatical errors and typos.
* Professional letterhead (if possible): Using letterhead from your institution or company adds credibility.
Important Considerations:
* Tailor the letter: Customize each recommendation letter to match the specific requirements and context of the application. A generic letter will likely be less effective.
* Be honest and ethical: Only recommend individuals you know well and believe are genuinely qualified. Don't exaggerate or misrepresent their skills or abilities.
* Obtain consent: Always ask the applicant for permission before writing a letter of recommendation.
By following these guidelines, you can write a strong general recommendation letter that effectively showcases the applicant's strengths and increases their chances of success.