Rules for writing a letter of recommendation + step-by-step instructions

The custom of confirming your qualifications with official recommendations appeared a couple of centuries ago in Europe.
It has also taken root in our country. Moreover, in those days, unlike today, without such recommendations one could not even dream of a good position - they actually replaced a resume, gave a start to a career and were confirmation that you are an honest and responsible worker. Why do we need letters of recommendation in our time?

Why are letters of recommendation needed, and what benefits do they provide to the employee?

Nowadays, this document, in most cases, is a simple convention.

But reputable companies still make such “ characteristics ” among their requirements (more precisely, wishes) for candidates for a position.

Yes, yes, that’s exactly what the document looks like - however, the reference does not open the doors of important offices, but the letter of recommendation very much does.

No one has the right to demand this “relic of the past” from you, but it will be a significant addition to your resume .

Characteristics and recommendation from the place of work: difference

Like a recommendation, the characteristic lists the business and personal qualities of the employee. The value of this information is that it comes from someone who has had actual (and often lengthy) experience working with the letter of recommendation bearer—his former employer.

Although these two documents are similar in content, their purpose is different. The purpose of the characterization is to objectively assess the employee. It can be either positive or negative, focusing on the negative aspects of the employee. Recommendations from a previous place of work, any sample of this document always has a positive connotation, presenting the candidate for a vacancy in a favorable light to a potential employer.

Typically, a letter of recommendation ends with a statement that the applicant meets the requirements for a certain position, that the former employer recommends him as a competent, responsible employee. Sometimes a company representative leaves coordinates where he can be contacted to confirm a positive opinion about the employee.

Style and rules for writing a letter of recommendation

The conditions under which an employee can receive a letter of recommendation are clear to everyone - this is dismissal without scandal or conflict, as well as good relations with superiors.

If you may need such a document in the future, then do not wait for better times, strike iron, as they say, without leaving the cash desk - immediately ask for a letter while the employer is able and willing to write it.

Sample letter of recommendation from employer

When peacefully leaving your previous place of work, you don’t need to be embarrassed to ask your manager for a recommendation - especially since you can take care of the paperwork yourself, saving someone else’s time.

There are no strict volume standards, but they usually range from 300 to 1000 words. The upper part of the sheet is dedicated to the recommender: indicate his last name, first name and patronymic, position, company name with address and telephone number.

It is not necessary to indicate the place where the document will be presented; you can limit yourself to the laconic “employers”.

The main part conventionally includes:

1. Standard facts about the employee's work.
2. Years of work in the company and position (there is a history of promotion - outline it briefly).
3. Range of duties performed.
4. History of rewards, absence of claims and penalties.
5. Rating for this work:
   practical results and achievements (increased sales, concluding new contracts, increasing other indicators, etc.);
6. demonstrated business qualities (initiative, diligence, speed of reaction, etc.);
7. personal characteristics that are valuable for business (communication skills, ability to maintain relationships with other employees, stress resistance, flexibility of thinking, desire to grow and develop professionally, learn new things, etc.).

It all ends with a recommendation to hire the employee.

A little advice : it happens that the previous manager is hesitant to give a recommendation to an employee because he was good, but not ideal. It's time to remember: this is a positive characteristic - not glorification. In the end, you can just honestly point out what was sometimes difficult to put up with.

Letter of recommendation - what do you need to know about the rules for drawing up the document?

• The key purpose of the letter is to “advertise” the applicant. Therefore, in addition to the main advantages, it is important to mention professional qualities. That is, about successful work experience, about the fact that the applicant is a creative, creative, extraordinary, responsible person, etc.
• The length of the letter should not exceed 1 page. All advantages are described clearly and concisely, and at the end there must be a phrase stating that the person is recommended for a certain position or for a certain job.
• As such, there are no sample letters, and the paper itself is only informative, but there are certain rules for formatting such business letters.
• The style of speech in the letter is allowed exclusively for business purposes. Artistic phrases or phrases that do not particularly carry a semantic load (“water”) are not used. Also, excessive pathos or primitive vague characteristics of an employee like “bad/good” will be unnecessary.
• The letter must indicate its originator , and the document itself must be certified with an “autograph” and seal by the person composing it.
• The document is written exclusively on the company’s letterhead.
• One recommendation is good, but 3 is better! They are written by those who can really vouch for you.
• The date the document was written is also important. It is advisable that the age of the letter at the time of job search is no more than 1 year. As for letters from 10 years ago, they are no longer valid (the employee is developing, gaining new experience and skills). If there is only one (and even a very old) recommendation, it is better not to show it at all or ask the document writer to update it. Note: never throw away the originals of such documents and be sure to make copies of them.
• In order to “catch” the interest and trust of the employer , you should indicate in the letter not only the strengths, but also (oddly enough) the weaknesses of the applicant. A “polished” ideal reference will only scare off the employer. Of course, you shouldn’t get carried away, but it’s worth noting.
• When indicating the personal traits of an employee, it does not hurt to provide facts that would prove the described advantages.
• Letters of recommendation received from tiny companies , alas, usually do not inspire much confidence. The reason is simple - there is a possibility that the letter was composed and written “out of great friendship.” Therefore, if you come from such a small company, make sure that your letter of recommendation is perfect - without vulgar pathos, exclusively in a businesslike manner, indicating weaknesses, etc.
• Today, oral recommendations are no less important. Moreover, employers sometimes trust them more: personal direct communication with the applicant’s former management and colleagues turns out to be more valuable in practice than the letter itself - there is an opportunity to ask additional questions. Therefore, many applicants indicate telephone numbers for receiving such recommendations directly in their resumes.
• It is important to remember that the new management that hires you can call the numbers listed in the references. Therefore, you should not write “phony” fictitious papers, so as not to end up broke and without a prestigious job because of such a little lie. And even if the letter is written directly by the manager, who lets you go free with a friendly handshake, you should definitely obtain his consent to confirm the authenticity of the document (if necessary) and to a possible conversation with the new management, who may have additional questions.
• You should also not send letters of recommendation at the same time as your resume. Leave the letters for later. Otherwise, it seems that the applicant is so unsure of his abilities that he immediately uses all his “trump cards” of external support. It is recommended that these papers be provided either upon request or at the next stage of negotiations. When sending your resume, you can simply gently and unobtrusively emphasize your readiness to provide such recommendations if necessary.

Sample letter of recommendation from an organization for an organization

The main part indicates the scope of partnerships with the company, years of cooperation and demonstrated quality of work.

Evidence of high professional status may include:

• compliance with work deadlines;
• good quality of services;
• active participation in resolving problem situations;
• the desire to find an individual approach to each client;
• contact and openness for customers.

Conclusion: such a company can be recommended as a reliable partner.

The approximate “plan” of this official paper is as follows:

• Title. Here, of course, we write a “letter of recommendation” or, in extreme cases, simply “Recommendation”.
• Direct appeal. This item should be skipped if the paper is issued “for all occasions.” If it is intended for a specific employer, then an appropriate phrase is needed. Like, “Mr. Petrov V.A.”
• Information about the applicant. Specific information about the employee is indicated here - “Mr. Vadim Petrovich Puchkov worked at Unicorn LLC as a sales manager from December 2009 to February 2020.”
• The employee’s responsibilities, his personal qualities and achievements , etc., which may be useful during employment.
• Reasons for dismissal. This item is not at all mandatory, but in the case where the employee was forced to resign due to unforeseen circumstances (for example, due to moving to another city), the reasons can be indicated.
• And the most important thing is a recommendation. It is for this point that the document is being written. You can recommend an employee in different ways. For example: “Business qualities of V.P. Puchkov. and his professionalism allow us to recommend him for a similar or other (higher) position.”
• Information about the writer of the letter. Here the personal data of the recommender is indicated - his full name, “contacts”, position and, of course, the date the paper was drawn up. For example, “General Director of Unicorn LLC” Vasin Petr Alekseevich. February 16, 2020. Tel.” The originating document number must also be present.

Rules for writing a recommendation

Competently drafting a letter of recommendation cannot be called a complex process, but it is a very significant working document that affects the future career growth of an employee. You must approach its writing with great responsibility, having studied exemplary characteristics and recommendations.

It is necessary to write a recommendation document, taking into account the existing general rules for maintaining business-related documentation:

• An official company letterhead is required;
• writing a recommendation should be exclusively in the style of a business text;
• there is no need to include metaphors and other artistic devices in the structure of the text;
• It is recommended to use a standard letter format;
• the text should be clear and concise, try to avoid ambiguity.

How to write a letter of recommendation: step-by-step instructions with examples

Now that we've got all the general details sorted out, it's time to start writing the letter itself. Following these steps will help you craft a compelling letter of recommendation that can make a significant contribution to your former colleague's employment.

Step 1: Polite Personal Greeting

The greeting you receive when you first meet has a huge impact on your first impression. The way you address someone in a letter matters just as much. Thus, to start a letter well, it is important to use a polite and personable salutation.

For example: Dear + Recipient's name (Dear Catherine)

If you don't know the recipient's name , you should still make the greeting as personable as possible. It's still worth trying to address the person directly and make your message more personalized. This will attract attention and show that you are prepared.

For example: Dear + Recipient's position (Dear Dean)

How to write to an organization

When addressing, for example, the board of directors, the same principles should be followed. The only difference is that the recipient's name must be replaced with the name of the group or organization.

For example: Dear + Name of group or organization (Dear Board of Directors)

Step 2: The Important First Sentence

The first sentence of your recommendation is the most important because it sets the tone for the entire letter.

Look at a few phrases that can be used as examples:

• I'm happy to recommend...
• I have no doubts about the recommendations...
• I sincerely recommend...

In comparison, a generic, unenthusiastic sentence such as “I am writing in relation to a recommendation for...” sounds more dull and weak.

Step 3: Why you can be trusted

The rest of the introductory paragraph should be devoted to describing who you are and what your relationship is with the person you are recommending. This is an important step because it emphasizes the relevance of the letter. If you have known a candidate for a long period of time and are able to assess their strengths, the value of your letter increases.

Things to write about:

• Your position and company
• In the role of someone you know recommended
• How long have you known him

When you include these details at the beginning of the letter, the reader immediately understands where and how well you know the person you are recommending. This context makes everything that comes after that much more powerful.

Step 4: A Little Praise

Conclude the introduction with a phrase that highlights some of the candidate's strengths or personality traits.

For example:

• Over the course of several years, I have watched Vitaly become a highly qualified specialist who stands out for his broad outlook and exceptional responsibility.
• Olga has always been an outstanding member of our team, and I have been continually impressed by her professionalism and wonderful personal qualities.

Step 5: Demonstrate Professionalism

The first body paragraph should begin by mentioning 2-3 specific skills, talents, or experiences of the applicant that are relevant to their desired position.

It is imperative that these points be accompanied by detailed and descriptive examples of the recommendee's accomplishments that support the aforementioned abilities.

Look at the difference between the following examples:

The second example is more convincing and demonstrates the recommended person’s professional achievements, which may influence the hiring decision. When recruiters see examples of this type, they are more likely to want to hire such a person into their company.

Step 6: Personal Qualities

The next body paragraph should focus on 2-3 positive personality traits of the recommendee - especially those that would be useful for the position for which he is applying.

One of the main reasons why some companies ask for letters of recommendation is that they want to gain a more holistic understanding of the candidate as a person. Thus, just listing professional successes is not enough. You also need to pay attention to personal qualities.

When describing personal characteristics, try to also use examples that demonstrate one or another of your statements.

For example:

If you're having trouble finding compelling language to describe your personality traits, here are some ideas:

• Adaptability
• Energy
• Honesty
• Resourcefulness
• Responsibility
• Charismatic
• Friendliness
• Generosity

The most important thing in writing this part of the letter of recommendation is to make sure that you prove with specific and detailed examples that the applicant has the personal qualities you mention.

Step 7: Explain why the applicant is leaving (optional)

This part is only relevant if you need to write a letter of recommendation for employment purposes. This section should only be included in an employee's letter of recommendation if the reason they are leaving your company is neutral or positive.

Some examples of reasons that can be mentioned in a letter of recommendation:

• Relocation for family reasons
• Growth opportunities available at the target company
• Medical reasons

If you are not sure in what light the reason for dismissal shows the person, then it is better to completely exclude this section from the letter.

Step 8: Call to Action

Begin your concluding paragraph by restating your positive recommendation and emphasizing the value of the recommendation to the recipient.

For example:

• I have no doubt that Victor will become an invaluable asset to your team.
• I am firmly convinced that Olga is exactly the specialist you are looking for.

Finally, ask the reader to contact you if they have any questions.

Step 9: Subscribe Politely

Closing your letter should be formal and polite:

• Sincerely
• Best wishes
• All the best
• Have a good day

A warm and friendly tone builds trust, but avoid being too informal. You must remain respectful.

Basic rules for drafting

1. When writing, remember that this is a business document. The manner of presentation and vocabulary must be appropriate. Avoid using vivid comparisons and artistic exaggerations.
2. When listing the characteristics of an employee, it is better to avoid general phrases; it is advisable to name specific skills, successes and achievements. If possible, provide specific figures demonstrating the employee’s performance and experience.
3. The text of the letter should be discreet. If the letter contains a lot of explicit praise for the employee, the potential employer may suspect that the recommendations are biased.
4. The author of the letter must be indicated, his contact details must be given, and the letter must be signed by him.
5. There is no need to write all the text by hand. It is advisable to print several copies on the organization's letterhead.
6. For ease of reading and perception of information, it is advisable to place all the text on one printed sheet. Do not use too small a font; the text should be easy to read.

Structure

There is no single unified sample or form for letters of recommendation. In general terms, it is customary to adhere to the following structure:

1. The upper right corner is reserved for indicating the recipient of the letter and to whom it is addressed. If an employee is in the process of searching for a new place, then the wording “For presentation at the place of requirement” is appropriate.
2. Next in the center is the title of the document.
3. The main text of the letter: the employee’s details, his position, length of work, job responsibilities, professional achievements and personal characteristics.
4. Reasons for dismissal.
5. Summary, wishes of success.
6. Date, full name of the compiler, his position, contacts and signature.

Content

The letter must contain answers to the following questions about the employee:

1. How long and what position did you hold?
2. Does he have the necessary competencies to perform the job?
3. What additional skills and knowledge did you receive and how did you apply it in practice?
4. How well are you familiar with the intricacies of the professional sphere?
5. What achievements have you achieved during your work?
6. Does he have additional traits that help him in his work? For example, efficiency, strict adherence to deadlines, the ability to quickly make constructive decisions, etc.
7. What personal qualities did you show in the team? For example, non-conflict, stress resistance, formal and informal leadership, etc.

Sample

The letter should indicate only what is directly related to professional activities.

Finding a new job is stressful for many people. The presence of additional documents confirming qualifications and suitability for the position is an undeniable advantage in employment. When leaving, you should not be embarrassed or afraid to ask your manager to write a letter of recommendation. This will help you find a good job in the future and strengthen business connections.

Subject to a written request, the employer must issue signed documents and certificates regarding the former employee. How to fill out an application for the issuance of the necessary papers, a pay slip and a bypass sheet, what papers the employee signs, what a copy of the work record book is and when it is needed - read on our Internet portal.