What is a Recommendation Letter
A recommendation letter is a transmittal document informing concerned parties about the character or performance of the person recommended. It is a form of written testimony assuring an accurate account of a recommended subject. The subject is not limited to a person, and it can either be a place, event, or experience. For instance, a professor can send a recommendation letter to a school about her top-performing student. Or, a manager delivers the letter to her immediate superior about an employee’s undesirable behavior.
How to Create a Recommendation Letter in Word
Consider the fact that you are going to endorse someone or something. It should be done right and with no ill intent. You need to address appropriately and inform accurately. Plus, you do want to keep your credibility intact! Here is a concise list below, and follow these steps to kick start in making your recommendation letter.
1. Know the Reciever
Most of the time, a recommendation letter is sent to a person having a high standing in an institution. Get the details of who that person is. Find a business card or a directory. Get any document that can help you know the name at the very least. As much as possible, be formal by starting your letter with a complete address. Added information about the receiver can even help you adjust your tone later on.
2. Establish Facts
Since you are going to recommend someone or something, you need to get your facts straight. If you are suggesting an employee to another company, then get all the pertinent records. His or her new performance report card is a credible basis. Or you want people to try a particular restaurant, try to get an ample amount of feedbacks to support what you are going to write. Establishing facts is also establishing credibility. Do not stray away from the truth!
3. Highlight Crucial Points
Your letter is only limited, and details may be abundant. However, writing all of them is equivalent to writing a status report. Do not forget that you are only making a letter. So keep it short and concise. Highlight crucial points to mention. Select the important ones and write them down. Do take note that your letter is not the only concern that your receiver is entertaining. Keep it worth their short while.
4. Organize the Flow
All letters have a similar flow. Although others appear different, they are just a modified variant of the standard. Nonetheless, they all still follow the norm. Get the heading or address right. Establish a warm greeting (just like a greeting card). Say your main point (since this is a recommendation letter, your main point is about thre recommended subject). Have a complimentary closure. Indicate your name and sign it.
5. Have the Appropriate Tone
Treat it as a business letter which has to be confident, courteous, and sincere in tone. Keep it simple for easy reading. The message is not an academic essay. So keep it cordial and relatable. Avoid jargons. Plus, it should be nondiscriminatory. Even though the information contains negative descriptions, write them in a friendly tone that does not appear to condemn.