I. Before You Begin:
* Ask if you're the right person: Don't agree to write a letter if you don't know the applicant well enough to speak confidently and positively about their abilities and qualifications. A lukewarm or vague letter is worse than no letter.
* Understand the application: Ask the applicant for details about the position they're applying for, the specific requirements, and the application deadline. This helps you tailor your letter to the specific needs of the recipient. Request a copy of their resume and any other relevant materials (personal statement, transcript, etc.).
* Set realistic expectations: Let the applicant know how much time you need to write a thoughtful letter. Rushing will likely result in a subpar recommendation.
* Get permission: Always obtain explicit permission from the applicant before writing the letter.
II. Writing the Letter:
* Start Strong: Begin with a clear and confident introduction. State your relationship with the applicant and the duration of your interaction. Immediately establish your credibility to write the recommendation.
* Provide Specific Examples: Avoid vague statements like "He's a hard worker." Instead, provide concrete examples to support your claims. For instance: "During his time in my class, John consistently went above and beyond, independently researching complex topics and contributing insightful perspectives during discussions. For example, his presentation on X demonstrated a remarkable grasp of Y and Z."
* Focus on Relevant Skills and Qualities: Tailor your letter to the specific requirements of the position or program. Highlight the applicant's skills and qualities that are most relevant.
* Quantify Achievements: Whenever possible, quantify the applicant's accomplishments. Instead of "He improved the project," write "He improved the project's efficiency by 15%."
* Maintain a Professional Tone: Use formal language and avoid slang or informal expressions. Proofread carefully for grammar and spelling errors.
* Structure Your Letter Logically: Use paragraphs to organize your thoughts effectively. A common structure includes:
* Introduction: Establish your relationship and credibility.
* Body Paragraphs (2-3): Provide specific examples demonstrating the applicant's skills and qualities. Each paragraph should focus on a different aspect.
* Concluding Paragraph: Reiterate your strong recommendation and express your confidence in the applicant's success.
* Address the Letter Appropriately: If possible, address the letter to a specific person (e.g., "Dear Dr. Smith"). If you don't know the recipient's name, use a formal salutation like "To Whom It May Concern."
* Confidentiality: If the letter is confidential, clearly state this.
* Sign and Date the Letter: Use a professional closing (e.g., "Sincerely," or "Respectfully,").
III. After Writing:
* Proofread meticulously: Errors undermine your credibility. Have someone else proofread it as well.
* Submit on time: Meet the application deadline.
* Send electronically or by mail: Follow the instructions provided by the applicant.
Example Snippet (Illustrative, adapt to the specific applicant and position):
"I had the pleasure of supervising Sarah in my research lab for two years. During this time, Sarah consistently impressed me with her analytical skills and meticulous attention to detail. For instance, her independent research project on the effects of X resulted in a publication in the Journal of Y, demonstrating her ability to conduct rigorous scientific inquiry and effectively communicate complex findings. Beyond her technical skills, Sarah is a highly collaborative team member, always willing to assist her colleagues and contribute to a positive working environment. I am confident that Sarah possesses the skills and dedication necessary to excel in [position/program name] and wholeheartedly recommend her without reservation."
By following these guidelines, you can write a strong and impactful recommendation letter that effectively showcases the applicant's strengths and increases their chances of success. Remember, the goal is to persuasively advocate for the applicant based on your firsthand knowledge.