There is a lot of confusion about recommendation letters.
Recommendation letters are often referred to in a number of different ways including: letters of recommendation, reference letters, letters of reference, commendation letters, and sometimes even, performance evaluation letters.
This terminology can be quite confusing, especially when these terms are often used interchangeably, sometimes to mean the same thing, sometimes to mean something different.
Below are some definitions that should clear up any confusion, followed by some tips and strategies on how best to deal with recommendation letters.
LETTERS OF RECOMMENDATION
Employment-Related
Also called a recommendation letter, it is an employment- related letter that is specifically requested by the person the letter is being written about. Such a letter is normally positive in nature, and written by someone who knows the subject well enough to comment on the skills, abilities, and specific work attributes of that person.
Typically, an employment-related recommendation letter conveys one person's view of the work performance and general workplace demeanor of a person that has worked under their direct supervision. The requestor of the letter normally requires it when applying for a promotion or a new job.
These letters are usually addressed to a specific person to whom the requestor has been asked to submit the letter.
Graduate School Related
Another situation where recommendation letters are a common requirement is for entry into post-graduate programs at a college or university. Graduate programs often require two or more letters of recommendation as part of the program admission requirements.
Normally these graduate program recommendation letters are written at the request of the program applicant by poeple who are familiar with their academic career to-date, and their future education and career aspirations. These people could include: school faculty members, administrators, academic supervisors, and/or employers.
These letters are always addressed to a specific person and are normally included as part of the program admission application.
LETTERS OF REFERENCE
These are more general letters that are often requested by employees when they leave the employ of an organization. Normally factual in nature, they are usually addressed, "to whom it may concern" and provide basic information such as: work history, dates of employment, positions held, academic credentials, etc.
Reference letters sometimes contain a general statement (as long as a positive one can be made), about the employee's work record with the company that they are leaving. Employees often submit these letters with job applications in the hope that the letter will reflect favorably on their chances for the new position.
Character reference letters are sometimes required by employers when hiring individuals to perform personal or residential services such as child care, domestic services, etc. These letters are usually drafted by a former employer and deal with such characteristics as honesty, dependability and work ethic/performance.
COMMENDATION LETTERS
These are unsolicited letters, which typically commend an employee to their supervisor for something outstanding or noteworthy that the employee has done. Normally, these are written by co-workers, or managers from another area of the organization who were suitably impressed while supervising the person on a short-term project.
EVALUATION LETTERS
These are usually detailed assessments of an employee's work performance as part of an organization's regular employee review process. Typically, they are written by the employee's supervisor and are attached to the individual's performance appraisal and placed on their personnel file.
RECOMMENDATION LETTER TIPS AND STRATEGIES
The following tips apply primarily to the writing of recommendation letters and reference letters as defined above. (This list is summarized from "Instant Home Writing Kit").
1. Write It Only If You Want To
If you are asked by someone to write a letter of recommendation about them, you don't have to say "yes" automatically. If it is someone you respect for their work, and you have mostly positive things to say about them, by all means write the letter. There is no point saying "yes" and then writing a letter that says nothing good about the person, or worse still, concocting a misleading positive assessment of someone.
2. If You Must Refuse, Do It Right Up Front
On the other hand, if someone asks you to write a letter of reference for them, and you know you will be hard-pressed to keep the overall letter positive, say "no" right up front. No point in hesitating and leading them on to believe that the answer might be "yes". A gentle but firm "no" will usually get the message across to the person. Explain that you don't think that you are the best (or most qualified) person to do it.
3. Suggest Someone Else
If you feel you should refuse, for whatever reason, it may be helpful for you to suggest someone else who you think might have a more positive and/or accurate assessment of the person. They may also be in a better position to do the assessment. Usually there are a number of possible candidates, and you may not in fact be the best person.
4. Write It As You See It
Writing a less than honest recommendation letter does no one a favor in the end. It is likely to backfire on you, the person being recommended, and the new employer. Also, many employers and head-hunting agencies check references. How would you like to be called up and have to mislead people due to questionable things you may have written in a reference letter?
5. Be Honest, Fair, and Balanced
Honesty is always the best policy when it comes to writing recommendation letters. At the same time, try to be fair and balanced in your approach. If in your estimation, a person has five strengths and one glaring weakness, but that weakness really bothers you, make sure you don't over- emphasize the weak point in the letter, based on your personal bias. Just mention it as a weakness and move on.
6. Balanced Is Best
An overall balanced approach is likely the best one for a letter of recommendation. Even if your letter generally raves about how excellent the person is, some balance on the other side of the ledger will make it more credible. After all, nobody's perfect. There must be some area where the person being recommended needs to improve. A bit of constructive criticism never hurts.
To see a fully-formatted "real-life template" of a letter of recommendation, check out the following link:
http://writinghelp-central.com/recommendation-letter.html
© 2005 by Shaun Fawcett
Shaun Fawcett, is webmaster of the popular writing help site WritingHelp-Central.com. He is also the author of several best selling "writing toolkit" eBooks. All of his eBooks and his internationally acclaimed f-r-e-e course, "Tips and Tricks For Writing Success" are available at his writing tools site: http://www.writinghelptools.com
Day after day, writers tend to sit for hours writing... Read More
Self-examination sheds light on a writers motives, goals, and aspirations,... Read More
Obtaining the skills for writing good business correpondence is important;... Read More
The greatest gift you have to give to yourself and... Read More
People want information, they want it quick, frequently in short... Read More
Have you ever had a student write to tell you... Read More
Everyone has a unique story to tell. From explaining business... Read More
So you've got your plot outlined, a title lined up... Read More
The Blogfest 2005 Writing Contest has only been running for... Read More
If you're a writer, you're in business. It doesn't matter... Read More
Since the headline is the first contact your readers have... Read More
Has the thought run across you mind that you might... Read More
On the first day of a bright and shiny new... Read More
According to one of my previous articles, whenever a Southerner... Read More
Far too many inexperienced writers create flat, stereotypical characters: the... Read More
Great business writers combine narrative skills with sound judgment to... Read More
Becoming an author is probably a lot easier than you... Read More
A few days ago, I critiqued a chapter for a... Read More
We all need a cheer squad.We all need people to... Read More
For many years, I've been a tutor for students undertaking... Read More
How to get a lot of traffic to your website... Read More
Style manuals are all well and good, and in fact,... Read More
Q and A.Best choice when subject is very verbal or... Read More
If a writer considers writing to be a task, he/she... Read More
Les Edgerton writes in his book, Finding Your Voice, that... Read More
If you are looking for copywriter books, you'll want to... Read More
I do on occasion run out of ideas for my... Read More
Want to write your book? But, need a blueprint on... Read More
Take out a white piece of paper and place it... Read More
Q: How do I expand on an idea without getting... Read More
Freewriting is a release from the prison of rules. It... Read More
Today I took the dog for a walk and realized... Read More
Punctuation, when used creatively, is powerful. Note, however, that when... Read More
So, you want to freelance as an editor, writer, copy... Read More
~TYPES~You Want Us to Write What? Understanding the Task AssignedWhich... Read More
You're writing a story set in your local city, but... Read More
The Scanning ReaderWriting for the Web is different than writing... Read More
At first, I noticed that I could have written many... Read More
Next time you're tempted to use italics for emphasis... STOP!"Why?"... Read More
Sometimes there is confusion about the exact meaning of the... Read More
Eight or nine times out of ten, picking up and... Read More
Every part of your book can be a sales tool.... Read More
Just about every marketer on the Internet claims to be... Read More
Sailors had it for years. Great explorers had it as... Read More
Just about everyone is familiar with this beginning: "In the... Read More
For several years before I left teaching to write full... Read More
Creative Writing Tips ?What a plot is and what a... Read More
Is there a book inside of you? Yes? Then why... Read More
Q. My writing sounds stiff and stilted. Help!A. Memories of... Read More
The tiniest things can be so useful when you come... Read More
Have you been guilty of procrastinating on your book project,... Read More
Chances are, you'll be busy over the next several weeks.... Read More
My husband is no poet, so when I offer my... Read More
Names are important. Names give clues about us, where we... Read More
It never ceases to amaze me when a prospective writer... Read More
No matter what you are writing, the first priority is... Read More
Effective screenwriting relies on the good understanding and use of... Read More
A few magazines refer to their written idea sources in... Read More
How many of you take the time to really write... Read More
SALE, SAIL Sale is either offering something for purchase... Read More
Plagiarism has been condemned lately by all types of experts,... Read More
Interesting characters that readers care about are the most important... Read More
As writers, we initially tend to be either more cerebral... Read More
First, let's tackle the question that is uppermost in many... Read More
Wired Online has recently announced its plans to drop capitalization... Read More
As an aspiring or an established entrepreneur, you are an... Read More
Writing |