Describing Person's Qualifications

Sample Letter of Recommendation

By Kim Isaacs

If you've ever been called on to recommend a colleague for a position, you may have been unsure what to write. Check out our sample letter of recommendation here.

[Date]

Re: Recommendation for Sharon Westman

Dear Hiring Manager:

I was initially impressed with Sharon Westman's enthusiasm, communication skills and professional demeanor when I hired her four years ago as a customer service rep within JRW Inc.'s call center. During the two years Sharon reported to me (I have since moved on to a different department), she consistently demonstrated all of these qualities and more, and I heartily endorse her for any customer service position.

Sharon is reliable, dedicated and eternally upbeat. Her ability to calm angry or frustrated customers is unparalleled, and it is because of her excellence in this area that I repeatedly asked her to mentor new employees in the call center. Sharon multitasks effectively and is able to handle a high-volume workload. She consistently met or surpassed all weekly call center metrics (including customer satisfaction, call volume and response time), and her daily written reports were accurate and thorough.

Of particular value to me as a former call center manager was Sharon's team player mind-set, enthusiastic embrace of change, ability to work with minimal supervision and unwavering commitment to exceeding customer expectations. I regularly received unsolicited praise from customers commending Sharon's outstanding level of service, professionalism and follow-through.

Organized and diligent, Sharon quickly learned technology systems and software that were unfamiliar to her when she first started with JRW, and she also attended optional professional-development seminars offered through the company. She is pursuing an associate's degree in business through evening classes at ABC Community College.

Sharon is a hardworking, top-performing customer service professional. She has my highest recommendation, and I am happy to furnish more details if you would like additional information.

Sincerely,

Carla Pederson

Field Service Manager (former Call Center Manager)

JRW Inc.

(555) 555-5555

Writing Letters of Recommendation

(The Mayfield Handbook is compilation of suggestions and style tips useful for all types of writing. The following is from its “Writing Letters of Recommendation” section.)

Write letters of recommendation to provide relevant information and to present an individual truthfully and positively.

Guidelines for Writing Letters of Recommendation

Before writing the letter:

In most cases, agree to write a letter of recommendation only if you can honestly write a supportive letter. If you cannot portray an individual positively, decline to write the recommendation.
Ask for a current resume and as complete a description as possible of the position or program to which the person is applying.
Assemble and review all other relevant information you may have about the person you are recommending. It is often easy to overlook some important accomplishment.

Writing the letter:

Present the person truthfully but positively. A recommendation that paints an unrealistic picture of a candidate may be discounted. A recommendation that focuses on negative qualities may do more harm than intended.
Tailor the recommendation to the position. A letter recommending an individual for a job as a camp counselor should contain different information from that in a letter recommending the same individual for a job as a computer programmer.
Begin the letter by describing how you know the individual you are recommending and the specific contexts upon which you are basing your evaluation. In what situations have you known the individual? For how long? How closely?
Present the individual's general qualities relevant to the position along with one or two detailed examples. Including vivid detail will make the recommendation much more effective.
In most cases, a letter of recommendation should consist of three or four paragraphs and not be over one page in length.

Good Introductions

First, you need to express your positive feeling about writing the letter. Then explain how long you have known the person and what your relationship has been (supervisor, teacher, co-worker).

I am delighted to be called upon as a reference for John Smart. I first became acquainted with Mr. Smart in 1992, when he joined the...
Mr. Smart has asked me to write a letter of recommendation to accompany his application for PhD program in Physics at MIT. I am very pleased to do so.
It has been a pleasure to be Mr. Smart's supervisor since 1990.
I am happy to write this letter of recommendation for Steven Smart. In this letter I would like to express my respect and appreciation for this bright young person, who brought outstanding contribution to the work of my group.
I have no hesitancy in writing a letter of recommendation for Mr. Smart.
It is a pleasure to write a letter of recommendation for as Ms. Smart.
I have known Ms. Smart since 1993, when she enrolled in my accounting class.
I was Mr. Smart's teacher in two advanced quantum mechanics classes during winter semester, 1995.
I think he would be an excellent candidate, and I enthusiastically endorse his application.
She will be a rare catch for any graduate school, and I will watch her career develop with great interest and high expectations.

Phrases:

am honored to support him as a candidate

am pleased to provide a reference for

am delighted to be called upon

am happy to recommend

am pleased to comment on

can offer only the highest recommendation for

is a pleasure to recommend

first became acquainted with

first came to my attention when

has worked directly under my supervision

has been a pleasure to supervise

have known Ms. Doe for

have no hesitation in recommending

have been his supervisor since

her performance as a

his qualifications and performance

have had the opportunity to

in the past two years

Describing Person's Qualifications

Discuss the person's qualifications for the graduate study in the chosen field. Statements of past performance, accomplishments, and contributions are helpful. The more relevant the items mentioned, and the greater the detail, the better your letter will communicate your positive recommendation. General comments provide a neutral recommendation or suggest that you do not really recommend the person highly.

Since the beginning of our collaboration I know him as an energetic and goal-oriented person.
Some of the main Irina’s attributes are her persistence and diligence sometimes even ranging with obsession with work.
He grasps new concepts quickly and accepts constructive criticism and instruction concerning his work.
While she was with us she supervised the maintenance of all computer networks. This responsibility involved working with 42 separate offices.
He has proactively joined research at our institute.
I would like to mention here, that John is accurate and thorough in his research, pays attention to details and has no dread of routine work.
His extraordinary ability to analyze problems and outline necessary courses of action was invaluable.
In a class of thirty, he completed the course with the second highest grade.
That was mostly due to her assiduity and devotion to work that she was soon able to proceed with actual experiments.
I would like to say that it is pleasant to work with Michael, he is a reliable and intelligent person with good sense of humor.
Her greatest talent is in developing innovations for new products.
John always takes an active part in scientific discussions, demonstrating maturity, strong ability to defend his ideas while paying careful attention to opponent’s remarks.
She finishes her work on schedule. When she has a concern or question about an assignment, she speaks her mind clearly and directly, giving voice to what others may feel but cannot or will not say.
From our collaboration I can conclude that George has a strong motivation for scientific work. He is a focused and determined person.

Phrases:

a creative problem-solver

always cheerful and dependable

always behaves professionally

broad range of skills

can attest to his integrity

careful attention to detail

comments are well thought out and clearly articulated

communicates her ideas clearly

communicates effectively in writing

completely loyal and trustworthy

demonstrated particular strengths in

follows tasks through to completion

gets along well with others

handles responsibility well

has a take-charge personality

has a flair for organization

her sensitivity and concern for others

is innovative and creative

is a tireless worker

is mature beyond her years

is intelligent and ambitious

is personable and easy to work with

keeps calm under pressure

meticulous attention to detail

one of our finest, most well-rounded undergraduates

outstanding leadership abilities

punctual and hard working

self-motivated individual

wide-range knowledge of

willing to go beyond what is required

willing to take on new responsibilities

works efficiently and effectively

works independently and effectively

works well with little supervision

Adjectives

Intellect imaginative insightful intelligent discerning knowledgeable original analytical far-sighted logical skilled astute adaptable resourceful self-reliant thoughtful judicious perceptive inquisitive bright

Work Ethic precise persistent resolute serious committed orderly prompt efficient responsible persevering sure alert businesslike thorough confident tenacious hard-working methodical determined

Temperament good-natured likeable considerate affable patient tolerant composed restrained earnest bold gregarious polished adventurous team-oriented spirited sociable open frank assured

Vigor active energetic self-starting enthusiastic vigorous pace-setting eager diligent zealous fast productive enterprising certain speedy self-driving independent ambitious on-the-ball industrious

Good Endings

Close with a clear statement of your recommendation and a willingness to cooperate further.

Mr. Bright will be a great addition to your program. If I can further assist, please e-mail or call me.
Jane Bright has my strong recommendation. She will be a credit to your program.
I am confident that Mr. Bright will continue to be very productive. He has my highest recommendation.
I give her my highest recommendation, without reservation. Please send e-mail or call me if you have further questions.
I believe in John’s outstanding abilities for scientific work and strongly recommend him for further education at your university, where he can develop and apply his bright talents.
It is satisfying to be able to give him my highest recommendation. I hope this information proves helpful.
I enthusiastically recommend Mr. Bright as a promising candidate.
Seldom have I been able to recommend someone without reservation. It is a pleasure to do so in the case of John Bright.
I will be pleased to answer any additional questions you may have.
I am very interested in Mr. Bright's application and will be happy to provide further information.

Phrases:

every confidence in her ability to

give my unqualified recommendation

has always proved satisfactory

has my highest recommendation

have admiration and respect for

have no reservations in

hope this information proves helpful

if I can further assist

if you have further questions

if you need additional information

if you would like more information

recommend without reservation

recommend her very highly

request your favorable consideration of

should be given serious consideration

should you have any questions

will meet your expectations

will be successful in any enterprise he undertakes

will be a credit to your

will measure up to your high standards

will be a great addition to

would be an asset to your program

would be a valuable addition to

Words to Avoid

Do not include comments about race, color, religion, handicap, sex, national origin, marital status, or parental status.

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