How-To Articles

How to Write a Letter of Recommendation for an Employee

Writing a letter of recommendation for an employee can be considered a privilege and an honor, or it can feel like a chore. Regardless of how you look at it, your employee will appreciate the effort you put forth in writing it, that is, if you put forth effort.

You aren't required to write a letter of recommendation. In fact, there are certain circumstances when you shouldn't. For starters, you should never write one for someone you don't know very well or someone you have nothing good to say about. Make sure that you feel comfortable writing the letter and that you have plenty of positive things to say. You should also refrain from writing a letter of recommendation if you do not have the time to devote to writing something good. In general, you should never write a letter of recommendation if you can't follow through with something sincere, well thought out and effective.

If you decide to write your employee the letter, there are several ways to ensure that it is top-notch. When you are talking about certain traits or attributes, get specific with examples and stories. Another thing you should do is be sure that your overall opinion of the employee is clearly stated somewhere within the letter. Don't go to extremes though. The language that you use should be vivid and strong, but you don't want to go over the top and make the employee sound too good to be true, or go the opposite direction and make the employee sound boring.

When you sit down to write the letter, here are some elements that should be included.

1. Near the beginning of the letter, include a statement with your name and title, the employee?s name and title, how long you've known each other, and in what capacity.


2. Give two or three specific examples of qualities that the employee has that are relevant to the position. Then state how he or she has demonstrated those qualities.


3. Include minor critiques, like improvements the employee has made or weaknesses the employee has overcome. This shows that you are analyzing him or her with an objective eye.


4. Give your overall assessment of the employee and state whether or not he or she is right for the position.


5. At the end include contact information and let the recipient know that you are available for follow-up questions if they are needed.

Before you send the letter, make sure to check if there are any special forms or procedures that need to be followed. Above all, be sure to mail or deliver the letter on time.