A letter of recommendation is a document written by a former employer, colleague, teacher, etc. It is made to confirm your qualifications, skills, and experience. A letter of recommendation inspires more trust in a future employer than just words, so it can increase your chances of getting a new job.
The difference between cover and recommendation letters
Candidates often confuse cover letters and letters of recommendation, so let’s take a look at the difference and make it clear.
| Parameter | Cover letter | Letter of recommendation |
| Goal | Introducing the candidate to the employer, showing interest in the vacancy | Confirmation of the candidate’s qualifications, skills and experience from a third party |
| Author | Candidate | Former employer, colleague, teacher, etc. |
| Content | Brief overview of experience, skills, motivation, reasons for interest in the position | Positive description of the candidate with examples of his/her achievements and skills |
| Structure | Introduction, main text with an overview of experience and skills, and acknowledgments | Представлення автора, опис професійних якостей та досягнень кандидата, оцінка особистих якостей |
| Volume | 1 page | 1-2 pages |
| Tone | Formal but personal | Formal and positive |
| Usage | Submitted together with a resume/CV to attract the employer’s attention to the candidate | Submitted together with a resume/CV to confirm information about the candidate |
| Contact information | Includes the candidate’s contact information so that they can be contacted in case of interest | Includes the author’s contact information so that the information can be confirmed and their involvement in the writing can be verified |
| Adaptation | Adapts to a specific vacancy | Can be general or customized for a specific position |
| Focus | Emphasize the relevance to the vacancy and the company | Confirm the candidate’s professional and personal qualities |
The table shows that a cover letter and a recommendation letter are completely different things, they are written by different people, but they are used together and are aimed at making the candidate more attractive in the eyes of the employer.
How to write a letter of recommendation?
If you are writing a letter of recommendation for your employee, you should at least know them well and understand their strengths, skills, and accomplishments. Letters of recommendation have the following structure:
Header
- Your name
- Position
- Company name
- Company address
- Your phone number and email
- Date of writing
Greetings
Introduction
- After the greeting, you should explain how well you know the candidate and how you have worked with them
- Indicate how long and in what context you have worked together with the candidate
The main text
- Describe the candidate’s professional skills and qualities
- Provide specific examples of the candidate’s achievements and results
- Emphasize the candidate’s personal qualities that will set him or her apart from others
The final part
- Confirm that you support the candidate
- Invite them to contact you for a more detailed discussion of the candidate’s skills and additional information
- Express confidence in the candidate’s potential
Signature
- Sincerely yours
- Your name
- Your signature
- Your contact details
A letter of recommendation is a document and it must be supported by a signature and contacts. Any candidate can forge it, and in order to check whether the letter of recommendation is genuine, the future employer contacts the former one for confirmation.
Tips for writing a letter of recommendation
You need to take a responsible approach to writing a letter of recommendation, because if the future employer wants to clarify the information, you will have to answer for your words.
- Be specific: Use concrete examples of the candidate’s accomplishments to back up your statements. For example, instead of the general “He/she is doing a good job,” write “He/she increased sales by 20% in a year by implementing new strategies.”
- Be honest: Write only about what you really know about the candidate. Do not exaggerate or use false information. This will have a negative impact on both parties (you and the candidate).
- Focus on positive qualities: highlight both professional and personal qualities of the candidate. For example, if the candidate is an excellent team player or leader, emphasize these qualities.
- Use a formal style: remain professional throughout the letter. Use a formal style and avoid jargon or informal language.
- Structure your email: follow a clear structure: introduction, body, and conclusion to make your email logical and understandable.
- Proofread and edit: Check the text for grammatical and stylistic errors. Make sure the text is clear, logical, and free of ambiguous phrases.
- Create a short but informative letter: try to be concise and not to make the letter longer than 1-2 pages. Try to include all the necessary information to fully reveal the candidate’s skills.
- Focus on the position: consider the specifics of the position for which the candidate is applying. If the letter is submitted for a corporate position, emphasize professional experience and skills. If the candidate is applying for an academic position, focus on academic achievements.
- Include contact information: Always include your contact information so that the recipient can contact you for more information and clarification of existing information.
Some employers may think: “Why do we need to spend time with a departing employee and write them a letter of recommendation?” This element is a part of offboarding and affects not only the employee’s future path, but also your company’s reputation, so it is necessary to take the time to write a letter of recommendation.
Letter of recommendation sample
Victoria, HR manager
[company name]
19, Internetna St., office 47
+380 (00) 00 00 000
15.06.2024
Dear [Recipient’s name],
I am writing this letter to express my support for the employee Vasyl Markin. As an HR manager at [company name], I have worked with Vasyl for the past two years and know him to be a qualified specialist and a good person. He is quick to grasp information and learn new things. Vasyl is a strong specialist in website customization and with his skills we have increased the number of applications from our website by 45% in a year. His strongest skills are the ability to concentrate on work processes and deep learning of the material.
In addition to his professional skills, Vasyl is a clear leader and knows how to set the team up for success. People recognize his authority and listen to him.
This person can really improve your work processes and take your company to the next level. I am waiting for your call to confirm the information and answer all your questions!
Best regards
Victoria Ivanovna
(signature)
+380 (00) 00 00 000
Conclusion
A letter of recommendation is not just an important element for the employee, but also for the reputation of the company he or she is leaving. The right letter of recommendation can influence the opinion of a future employer and inspire more trust.
A letter of recommendation is used together with a resume and cover letter to provide as much information as possible and showcase the candidate’s strengths. Take a look at this sample letter of recommendation and use it as a template so that your employees can gain a good reputation and move up the career ladder, and your company can be a great start for them.
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