How to start a letter

Type the letter of recommendation on letterhead whenever appropriate.

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A recommendation business letter -- often referred to as a letter of recommendation -- is a business letter written to vouch for someone's professional qualifications, job performance or character traits. Many times, job seekers ask former supervisors, colleagues, professors and clients to write a recommendation business letter to support a job application. This type of letter is typically sent directly to the recruiter or manager who is considering hiring the candidate, although some letters of recommendation are generic in that they begin with "To Whom It May Concern."

1.

Personalize the recommendation letter by obtaining the addressee's full name, title, company name and mailing address, and the addressee's email address. In case you have questions about the contents of the letter, get the addressee's telephone number.

2.

Type your inside address flush at the left margin. You don't need to type your name on the first line of your inside address because it's listed below your closing salutation. However, you may also type your name and title above your inside address. If you're using personalized stationery that contains your full name and address, skip this step and begin your letter with the addressee's contact information.

3.

Skip down at least two line spaces and type the addressee's full name and title, separated by a comma. Double check your typing to ensure you have the proper spelling, especially for unusual names. Below the addressee's name and title, type the company name and on the following lines, type the company's mailing address, including the city, state and ZIP.

4.

Insert two line spaces and type "Re: Letter of Recommendation for Jane Doe" so the reader knows right away the candidate on behalf of whom you're writing. If you know the position for which the candidate is being considered, type that on the line immediately under the subject line. Indent your subject line. Type the opening salutation to the addressee. For example, type "Dear Ms. Smith," followed by a colon and another line space before your first paragraph of the letter.

5.

Start your letter with an introduction of who you are and how you're acquainted with the job candidate. Set the stage so the reader has a clear understanding about how well you know the candidate, how long you've been acquainted and the nature of your relationship with the candidate. For example, you could write, "I am pleased to write this letter of recommendation on behalf of Ms. Jane Doe for the paralegal position with your firm. I have worked with Ms. Doe for more than eight years at ABC Law Firm. I have been her supervisor for the the last two years, therefore, I have knowledge of Ms. Doe's professional qualifications from the colleague's and the supervisor's perspective."

6.

Begin your next paragraph with a brief assessment of the candidate's qualifications. For example, write, "Ms. Doe has an excellent grasp of legal processes and procedures, as well as the ability to draft complex legal documents and organize materials for courtroom trials." Elaborate on your view of the candidate's suitability for the position for which she's being considered. Don't go overboard with complimentary prose, but provide the hiring manager with two to four sentences about the candidate's functional expertise and her work habits.

Tip

Finish your letter with just a brief statement or two that restates your trust in the candidate's abilities and that you recommend the candidate for the job. Also, if you are available by phone in case the recruiter or hiring manager would like to ask additional questions, invite the reader to contact you for more information.

Warning

If you are writing this letter of recommendation as an individual and not as a representative of your company, do not use company letterhead. Many employers frown on supervisors and managers giving written recommendations to prospective employers, especially if it appears the comments come from someone who's speaking for the organization. If you own the company and have the final authority on whether to provide letters of recommendation, using your company letterhead could lend more credence to your statements.

About the Author

Ruth Mayhew has been writing since the mid-1980s, and she has been an HR subject matter expert since 1995. Her work appears in "The Multi-Generational Workforce in the Health Care Industry," and she has been cited in numerous publications, including journals and textbooks that focus on human resources management practices. She holds a Master of Arts in sociology from the University of Missouri-Kansas City. Ruth resides in the nation's capital, Washington, D.C.

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