If you've been a manager or supervisor for any length of time, you're probably going to find yourself asked by an employee or former employee to write a letter of recommendation sometime. Perhaps you already have been asked and now you need to know how to write a good reference letter -- fast! Or maybe you just want to learn how to do it, in case you have to in the future.

Should you write it in the first place?

Before even thinking about what to write, you have to decide whether to write it in the first place!

If you don't know an employee very well, it's probably best to politely decline the request for a reference letter. Tell the requester that you simply don't know him or her well enough to do justice to the letter.

If you honestly wouldn't be able to recommend an employee for the position, it's best to say so or find another reason to decline the letter; the last place you want to find yourself is giving a falsely positive recommendation and tarnishing your reputation when he or she turns out to be a "bad hire" in that company.

The same goes if you don't have enough time to write a decent letter; there's probably a lot dependent on your letter, and it's better to admit that you can't do it than to fail to come through with a shining recommendation for the person who asked for the letter (if, of course, he or she deserves it).

The purpose of the letter of recommendation

Simply put, the reason you're writing the letter is usually to recommend the person who requests the reference as a candidate for employment. It serves as a short, direct summary of your opinion of the candidate.

The letter might also be used for academic purposes (gaining entrance to a prestigious school, scholarships, etc) or other situations in which a reference is needed.

Sometimes, the letter will be sent directly to the company, while other times, you'll give your letter to the person who requests it after you're done with it. Make sure you and the requester are clear about when the letter is due, and what you should do with it once it's ready.

Why personalization is important

The letter of recommendation is a tool for employers to assess how well the candidate performed in his or her last job. A generic letter that could refer to anyone and gives no specific details about the candidate's strengths and your impression of him or her won't benefit the company or the prospective hire at all.

While it's important to tailor the letter of recommendation to the person it's about, there are also expectations as to the format of the letter itself. For your recommendation to be credible and valuable, it must meet these expectations. If you're not sure, compare the letter with sample reference letters and note the similarities and differences.

The opening paragraph (making your letter shine)

The first paragraph of your letter should be relatively simple.

In your first sentence, you should express why you are writing the letter, and if you are pleased or honored to be doing so, make sure you say it. This will separate you from the people who write generic statements that simply state that they are writing a reference letter (fairly obvious anyway), and serves as an immediate positive signal regarding the candidate for employment.

Your second sentence should tell the reader how long you have known the individual, and in what capacity (you supervised him, for example).

If you choose to include a third sentence in this paragraph, it should be a very brief overview of your views on the candidate.

The body of the letter (getting down to the meat of it)

In the next one or two paragraphs, you will be describing the specific traits of the individual and achievements that make him or her a good candidate for the position. If you know what the expectations of the position are, try to tailor your letter to ensure the employer sees that the candidate meets or exceeds these requirements.

Be as specific and positive as possible, citing specific examples whenever possible.

The conclusion (finishing with a bang)

The last paragraph is all about wrapping it up quickly, keeping it to the point, and reiterating your faith in the individual.

Show confidence in his or her abilities by stating that you "highly recommend" the candidate, or use similar wording to the same effect, and invite the reader to contact you with any further questions.

To Whom it May Concern,

I am honored to write a personal recommendation for Jane Smith. I was Jane’s supervisor for three years, during which time I was constantly impressed by her willingness to work and positive attitude.

Jane was enthusiastic and committed to every project she took on, seeing them to completion and producing significant benefits. For example, one marketing campaign she developed increased the company’s profits by $500,000 in a single quarter.

Aside from being an asset to any company, Jane also was a pleasure to work with. She assumed leadership roles when necessary, and always went above and beyond to ensure that sales meetings went smoothly.

I highly recommend Jane Smith for employment, and believe her exceptional teamwork skills would make her a valuable addition to your company. If you have any further questions, please feel free to contact me at 123-456-7890.

Sincerely,

Sharon Drake

Director of Marketing
ABC Corporation