Professional Letter of Recommendation: Guide for Applicants & Referees

A letter of recommendation can be one of the simplest things to showcase a person as a qualified professional, especially when the document is built using a ready-made template. However, choosing the wrong referee, lacking preparation in writing a letter of recommendation, misunderstanding how to present yourself — all of this can turn the letter into an unsuccessful attempt to influence rather than a strong tool.

In this article, we will analyze writing a letter of recommendation from both sides at once, from the perspective of the person who needs the letter — the applicant — and the referee who will have the opportunity to write the letter. As a communications lead at Lawrina, I am drawing from my experience writing and reading such letters to provide a brief guide on preparing your letter of recommendation for the recipient so that it will work in the best way possible.

Why People Write Letters of Recommendation

A person may have a lot of reasons to write a letter of recommendation. Some companies require these letters when a person applies for a job, and students need letters to receive scholarships or apply for specialized academic programs. Sometimes, even a landlord may require a letter of recommendation to see if a person will be a reliable tenant. Therefore, in general, there are several major types of letters of recommendation:

• A general letter of recommendation is a classic overview of a person’s achievements and suitability for their chosen discipline or line of work. The letter can cover all aspects of a person — academics, character, and employment performance.
• Academic reference — a teacher or professor can write a letter of recommendation about a student if the student needs a formal recommendation for a scholarship, college, or graduate program.
• Fraternity recommendation letter — a current or former fraternity member may create a letter of recommendation to recommend a friend to be accepted into the fraternity.
• Character reference — these letters may be required by courts, employers, immigration offices, and schools if it is necessary to analyze a person’s personality, interactions with society, or overall behavior.
• Professional recommendation — colleagues, supervisors, human relations, and even C-level managers write this type of letter to create a complete description of an applicant’s work performance.

Recommendation letters usually vary depending on the type, content, format, and referee. The most popular letter on Lawrina Templates is the professional recommendation, which a person will generally submit when applying for a job.

Why Is a Professional Letter of Recommendation Important?

It is always nice to add to your resume words from a manager who praises you and tells you how well you performed your duties and submitted tasks on time. The reasons to write a professional letter of recommendation include the following:

1. Stand out from the sea of other applicants. When someone with similar experience, expertise, and background also applies for a job, the applicant with something extra may be chosen. One way to stand out is with a letter of recommendation from a former CEO, explaining how the applicant changed the company, improved processes, or was an invaluable team member. Content like “I sincerely recommend hiring this person as an invaluable asset for any company” will elevate an applicant in the eyes of the hiring manager.
2. Offer unique personal insights. A resume reflects a person’s basic information regarding employment history, education, and skills. A letter of recommendation, however, can showcase the applicant’s unique approaches to solving problems or managing people. Thus, a positive impression is possible even before the interview.
3. Showcase strengths vs. weaknesses. If a referee writes in a professional letter of recommendation that the applicant is perfect, the letter will not be convincing. However, if the referee shows not only the applicant’s strengths but also how the applicant deals with his or her weaknesses in everyday tasks, then the hiring manager will have a positive impression before the interview.

Common Mistakes When Writing a Letter of Recommendation

Because every applicant wants the best letter of recommendation possible, the following are some common mistakes that applicants and referees make when it is time to write a letter of recommendation.

Applicant’s mistake: Choosing the wrong referee

Choosing a referee is a crucial step to ensure success or ruin an applicant’s chances. To select the right person, consider the following two factors:

1. Relevance — The referee should be a professional with whom the applicant has worked on projects for which the applicant demonstrated the skills and abilities required for the potential new position.
2. Relationship — The applicant should have a good relationship with the person requested to write a letter of recommendation, whether in the present or the past. If the relationship is not positive, the person may decline or report an adverse letter.

In addition, the applicant should never choose his or her best friend at work who only chatted in the break room. It’s better to find a person who worked closely with or supervised the applicant for writing a letter of recommendation based on worthy information.

Referee’s mistake: Not writing an individualized letter of recommendation

Avoid using generic terms and adjectives that could apply to all or most colleagues. Words like “responsible” and “friendly” and phrases like “active team member” and “good communicator” are already overused. Instead, find unique words to describe the candidate. All common terms should be supported by specific examples that clearly demonstrate that the applicant genuinely possesses that quality.

Applicant’s & Referee’s mistake: Repeating the resume information

When an applicant asks a referee to write a letter of recommendation, the applicant should clearly explain the requirements for the letter and what should and should not be mentioned. Of course, the referee will write what he or she considers appropriate, but the applicant should share the main points of interest and guidelines if provided by the prospective company.

Also, the applicant should show their resume to the referee to:

1. Ensure that the information about qualifications and areas of responsibility in the letter and resume;
2. Avoid repeating word for word from the resume. A letter of recommendation should show more unique characteristics of the person and professional impressions of the person’s work in the company rather than simply restating his or her qualifications.

Applicant’s & Referee’s mistake: Failing to maintain proper protocol

Formatting a letter can be difficult for both the applicant and the referee because a letter of recommendation is not a simple note about how everyone respected the applicant at work. Writing a letter of recommendation creates an official document representing the referee’s opinion, so it must be written in accordance with standard practices. Minimally, avoid spelling mistakes or politically incorrect or inappropriate language. Always check for errors and use respectful language toward the recipient and all people mentioned in the letter.

A referee may spend time reading recommendation letter examples to understand better the structure, form, language, and other necessary details. Or, the referee may use a template to create a recommendation letter. In addition to our template, we have prepared a short guide on writing a recommendation letter. Thus, before filling out the template, the applicant or the referee can review the recommendations and tips from Lawrina’s lawyers.

How To Improve Your Letter of Recommendation

Following are guidelines for both the applicant and referee to consider before working on a recommendation letter. To check out the best tips and tricks on improving your letter of recommendation — check out the full article on Lawrina’s blog.