How To Write Support Letter – If someone—a current or former student, colleague, employer, employee, or supervisor—asks you to write them a letter of recommendation, take a moment to be proud of yourself. You have made an impact on them, and they trust you enough to ask you to help them advance in their career, education or otherwise.
After you’ve put yourself out there, start working on writing the kind of recommendation letter that will make them stand out as a good candidate for the position they’re applying for. Here’s the key to writing an effective recommendation letter: It’s not enough to say they’re a great person; you need to demonstrate that they will be an asset to the company, school, or program they are applying for.
How To Write Support Letter
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Official Statement Letter Format
A letter of recommendation is factual evidence about a person who is recommending them for a specific position, award, or acceptance into a program. Although the goal is to present the subject of the letter in the best possible light, you need to present the information realistically.
There are a few different, common reasons why one might request a letter of recommendation. The goal is the same for any recommendation letter: present the candidate as a perfect match for the position or program they are applying for. But the right topics to cover in your letter vary between different types.
If you are asked to write a letter of recommendation for a student, your letter should specifically address their academic performance and the qualities that make them a strong candidate for a spot in the program or grant they are seeking. There are different application scenarios where a student can request a letter of recommendation:
Whenever possible, tailor your letter of recommendation to the specific institution or program where the student is seeking acceptance.
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Professional letters of recommendation are a common type of recommendation letter. Many candidates ask former employers and mentors to help them with their job search by recommending positions.
Here is the main difference between an academic and a professional recommendation letter: In a professional recommendation letter, the focus should be almost exclusively on the candidate’s professional performance and relevance to the specific role they are applying for.
Another type of recommendation letter is for renting a house. Often times, landlords ask tenants for advice from previous landlords about their experiences with tenants. If you are asked to write such a recommendation letter, keep the concerns of the new landlord in mind and highlight the things that made your relationship with the tenant good, such as their promptness in paying the rent and the care they took of the property.
Your letter of recommendation should not exceed one page in length. Keep it to about the same length as your cover letter: a few short, focused paragraphs that concisely state your point.
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Tone-wise, the recommendation letter should be professional. Write it in the tone you would use to write an email to a professional contact or a letter of reference. It shouldn’t be in the same normal tone you would use for a piece of academic writing, but it also shouldn’t sound familiar to the recipient or read like a regular letter. Using the wrong tone for your recommendation letter can reflect on the person you are recommending, so be sure to get your tone right.
In the first line of your letter, address the recipient directly. Don’t try to get creative here; a simple “Dear Mr./Ms./Mrs./Mx./Dr. ____” is the best option. If you don’t know the recipient’s name, start your letter with “To whom it may concern.”
On the next line, clearly state the candidate’s name and the position you are recommending for them. You can also introduce yourself in this section. Here are two examples of effective introductory lines:
“I am writing to recommend [candidate’s first and last name] for acceptance into [university name]. I have had the pleasure of teaching [candidate] for the past three years at [name of high school].”
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“I am pleased to recommend [candidate’s first and last name] for the position of co-author with [Name of Agency]. [Candidate] and I have worked together at [Company] for the past six years.”
In this section, clearly state the qualities that make the candidate a good choice for the position they are applying for. Depending on the type of recommendation you’re making, this can be a mix of personality and skills, or it can be more focused on the candidate’s skills and accomplishments.
Elaborate on the qualities you discussed in your presentation with personal stories that highlight the candidate’s qualities and skills. Be as specific as possible here—if there is specific work where the candidate has led or there are statistics you can share about their work, include them here.
Bring your letter to a close with a statement reiterating your decision. This information may include personal identification, such as the following:
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“Having rented to [Candidate] for the past two years, I can confidently recommend her as a responsible, knowledgeable tenant.”
Like a professional email signature, your recommendation letter signature should contain more than just your name. Although you may have mentioned your relationship with the candidate in your letter, include your professional name under your name.
The recipient of the letter may want to contact you to discuss the candidate further, so make it easy for them to reach you by including your contact information in your signature. Usually, a phone number and email address are the best options to include, along with your business hours.
Perhaps the contestant saved a family of lambs from a burning barn. That’s brave and cute, but unless they’re looking to work with your local animal fire department, it’s probably irrelevant to your letter.
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Like a cover letter, your recommendation letter should be brief. It should highlight the key reasons why the candidate is the best choice for the position they are applying for, and any information you choose to include should support those reasons. Discussing the candidate’s character can be helpful, but tie it to their suitability for the role they’re applying for—if they’re applying to nursing school, discussing their commitment to ethics is an important detail to include. If the application is for a grant to carry out archaeological research, be sure to mention the research projects they led while working with you.
The more specific information you have about the candidate’s performance, the more compelling your recommendation letter will be. For example, if you are writing a letter to a colleague who is applying for a digital marketing position, mention the specific conversion rate they experienced while working with you. Similarly, if you are recommending a high school student to college, be sure to include stories about their work on specific jobs and/or internships in your letter.
As we mentioned above, the ideal tone for a recommendation letter is professional, yet approachable. Your relationship with the candidate and respect for them should be reflected in the tone of your writing.
You may find yourself in a situation where you can’t write an honest, effective letter of recommendation to someone who asks for one. This could be because you simply don’t know the person or their work very well, or it could be that their work is weak or unsatisfying.
Between The Bars
In any case, the professional way to decline a request is to simply tell them that you don’t know enough about their work to discuss it properly, or that you don’t believe that you would be the best person to write them a letter of recommendation. Depending on the situation, you may want to direct them to someone in your organization who knows their job better and is better able to write an effective letter of recommendation. If that’s not possible, just let them know you can’t write them a recommendation letter and leave it at that. This is not the time to belittle their work or tell them why you are not impressed.
“Luis is a great student. He is smart and hard-working, and because of those qualities, I know he will be successful at Rutgers University.”
“When he took his Chem I and Chem II classes, Luis always put 100 percent into his assignments. He showed his talent and dedication to his school work by thinking deeply and often answering questions about thoughts and actions. Because of his passion, drive, and ability to work hard, I know he will be successful at Rutgers University. “
In the second example, the letter writer discusses the specific lessons that Luis took and how hard he worked in those lessons. There are a lot of great students out there (and they’re applying for a certain number of university places), so it’s important that your cover letter explains exactly what makes the candidate a good choice.
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