What are some tips for writing a letter of recommendation for a colleague or a student?

1 Know the purpose

Before you agree to write a letter of recommendation, make sure you understand the purpose and the audience of the letter. Ask the person who requested the letter to provide you with some information about the position, program, or opportunity they are applying for, and what qualities they want to highlight. You should also ask for a copy of their resume, transcript, or portfolio, so you can refer to specific examples of their work and achievements. Knowing the purpose and the audience of the letter will help you tailor your tone, style, and content accordingly.

2 Choose the format

There are different formats for writing a letter of recommendation, depending on the context and the level of formality. Generally, a letter of recommendation should have four parts: an introduction, a body, a conclusion, and a signature. The introduction should state who you are, how you know the person, and why you are qualified to write the letter. The body should provide specific and relevant examples of the person's skills, accomplishments, and character traits that relate to the purpose of the letter. The conclusion should summarize your main points, restate your recommendation, and provide your contact details. The signature should include your name, title, and affiliation. You should also follow the guidelines and instructions provided by the person or the organization that requested the letter, such as the length, format, and deadline.

3 Use a positive and professional tone

A letter of recommendation should be positive and professional, but not exaggerated or dishonest. You should use a formal and respectful language, but also show some personality and enthusiasm. You should avoid using vague or generic phrases, such as "good", "nice", or "hard-working", and instead use specific and descriptive words, such as "creative", "dedicated", or "collaborative". You should also avoid using negative or critical comments, unless they are constructive and relevant to the purpose of the letter. You should focus on the strengths and achievements of the person, and not on their weaknesses or failures.

4 Proofread and edit

Before you send or submit your letter of recommendation, you should proofread and edit it carefully. You should check for any spelling, grammar, punctuation, or formatting errors, and make sure your letter is clear, concise, and coherent. You should also ask someone else to read your letter and give you feedback, such as a colleague, a friend, or a professional editor. You should make sure your letter reflects your honest and sincere opinion of the person, and that it matches the purpose and the audience of the letter. You should also keep a copy of your letter for your records, in case you need to refer to it later.

5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?