Before You Start:
* Know the applicant well: Only write a letter if you can genuinely and enthusiastically recommend the applicant. A lukewarm letter is worse than no letter. Your recommendation should be based on substantial personal knowledge of the applicant's skills and character.
* Understand the requirements: Carefully review the application instructions and any specific questions or prompts. Tailor your letter to the specific needs of the recipient (university, employer, scholarship committee, etc.).
* Get permission: Always ask the applicant for permission before writing the letter. Provide them with the requirements and timeline so they can prepare their application materials. This also gives them a chance to remind you of specific accomplishments or qualities they'd like highlighted.
* Request relevant materials: Ask the applicant to provide you with their resume, personal statement, transcripts (if applicable), and any other relevant documents. This will help you write a more informed and accurate letter. This also helps you avoid potential errors or omissions.
During the Writing Process:
* Use a professional tone and format: Use formal language, proper grammar and spelling, and a professional letter format (your letterhead if applicable). Avoid slang, jargon, or overly casual language.
* Start strong: Begin with a clear and concise statement of your relationship with the applicant and the length of time you've known them. Clearly state your recommendation.
* Provide specific examples: Don't just list general qualities ("hardworking," "intelligent"). Back up your claims with concrete examples of the applicant's achievements, skills, and character traits. Use the STAR method (Situation, Task, Action, Result) to structure your examples.
* Quantify accomplishments whenever possible: Instead of saying "He's a great public speaker," say "He delivered compelling presentations to audiences of over 100 people, consistently receiving positive feedback."
* Address any weaknesses honestly (if necessary): If the applicant has any weaknesses, address them briefly and constructively. Explain how they have worked to overcome those weaknesses or how they mitigate their impact. Don't dwell on negatives, but acknowledging and contextualizing them can build credibility.
* Focus on relevant skills and experiences: Tailor the content to the specific requirements of the opportunity. Highlight skills and experiences that align with the position or program.
* Conclude strongly: Reiterate your enthusiastic recommendation and offer to answer any further questions.
* Proofread carefully: Thoroughly proofread your letter for grammar, spelling, and punctuation errors. Ask someone else to review it as well.
* Submit on time: Meet the application deadline. Late letters are often disregarded.
After You Submit:
* Keep a copy for your records: Retain a copy of your letter for your files.
By following these best practices, you can write a strong and effective recommendation letter that will significantly benefit the applicant. Remember, your letter carries significant weight, so take the time to do it right.