Writing letters has always been an excellent way of communication. In the field of business, writing letters can take different paths such as motivation letter, resignation letter, two weeks' notice letter. In this article, we will see another aspect of writing a letter called a recommendation letter.

Recommendation letters are implemented in many different fields. For example admission in some universities is based on recommendation letters to accept students. Moreover, there are many other reasons for writing recommendation letters, such as applying to a new job, joining organizations for volunteering actions, or even having different opportunities such as an internship in international companies.

Who is supposed to write a recommendation letter?

Writing recommendation letters depend on the purpose. These letters can be written by teachers, officers, business managers, and many other recommenders who can provide evidence about the candidate's skills and abilities.

A recommendation letter is usually concerned with three components:

1. The recommended person: it can be a new applicant hailing from a specific university, which can guarantee direct recruitment after achieving a period of internship. It can also be an employee who is preparing for the transition from: 

• one position to another, 
•  one company to another,
•  one employer to another an employer,

(or even a student) migrating from one to another country for different tasks (studies, exchange, business).

 In other terms, the recommended person depends on the recommendation condition, which can vary in the letter's content.

2. The recommender: it is usually the trusted side who can acknowledge your application. It is the writer of the letter, whose responsibilities are to describe your request and recommend you for a particular position.

3. The targeted field: it is the institution or the organization concerned with providing opportunities to the recommended person, after assessing or reviewing the letter's content.

 However, in many other similar articles, writing recommendation letters have to answer these 5Ws and H questions.

The 5Ws questions are:

• Who is concerned with this letter?

• Why are you writing on the person's behalf?

• What are the skills and qualities of that person?

• Where and When have you been in touch with this recommended person

The H question:

• How effective can this person be to this domain?

 If you are an employer and your employees ask you for a recommendation letter, you should give honest recommendations that are based on your experiences with the applicant. You should have a report covering the candidate's hiring process, his/her performances inside your work environment. Before you accept a request for a recommendation letter, here is what to do:

• State your hiring moment of this applicant and describe his/her susceptibility to learning fast and reaching the objectives of this company.

• Describe your applicant's strengths and skills objectively.

• Give examples of the worker's managing qualities.

• Provide positive feedback about this candidate.

It's important to mention whether or not you are qualified to write a recommendation letter before accepting your employer's request. The criteria for writing a recommendation letter are various and different. Still, they all depend on your seniority in the industry, your post-experience of recommending others, and your ability to provide the requested positions elsewhere.

Recommendation Letter Format and Template

Your recommendation letter should include four segments:

1. A brief introduction: introduce yourself, your applicant, and your personal experience with the recommended person.

2. A Summary of the applicant's skills and strengths as you've experienced them and as they relate to the recipient.

3. A proof that elaborates your supervising experience and your satisfaction with the applicant's experience.

4. A closing statement is one that describes the benefits of attaching this opportunity to this applicant.

Remember that your candidate should provide you with an up-to-date portfolio or resume that requires your recommendation letter to fill the demands of the new job description.

When you supervise the preparation of your applicant file, you should review the job description to understand what kind of help is needed to the employer.

Tips on Writing Recommendation Letters

• Follow a business letter format: business letters are concise and brief. You should not exceed one page in describing the recommended person. You can also send a recommendation letter through email to earn time and effort in getting a response.

• Follow the job description: mention how your candidate is fit for this job position by including some brief details about this job description in your letter.

• Focus on one or two qualities. In the middle of your letter, focus on one or two reasons in this person that justify your recommendation. Give reference to this person's contributions and demonstrate these qualities.

• Share your contact information: allow other employers to contact you for more information. Put your email address and phone number at the end of your letter.

• Remember the Submission deadline: don't postpone this letter to the due date. Be punctual.

Recommendation Letter Templates in 6 Steps:

There are many templates for a recommendation letter. Here is a general template fit to the different purposes of your recommendation letter:

1. Start with a salutation for your receiver: Write the usual salutation labels such as Dear Dr., Dear Ms. Mrs…etc. If you don't know this specific person, address him/her as follows: "To Whom It May Concern."

2. The first paragraph: The first paragraph of your reference letter explains your knowledge about the recommended person and the purpose of this recommended choice.

3. The second paragraph: this paragraph contains specific information about the person you are writing about, including positive feedback, skills, or qualities to promote for your recommended person.

4. Summary: write a brief overview of the history of hiring this employee and state if he/she is fitted to the job description.

5. Thank you statement: thank the receiver for opening this opportunity to your employer.

6. Your contact information: at the end of your recommendation letter, provide your contact information and write "sincerely," followed by your name and title.