Recommendation Letter Email Sample: A Comprehensive Guide
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When you’re asking for a recommendation letter, it’s important to send a well-written email to the person you’re asking. Your email should be clear, concise, and persuasive. It should also be formatted correctly and free of errors. In this article, we’ll provide you with a sample recommendation letter email that you can use as a template. We’ll also provide you with some tips on how to write a great recommendation letter email.
The Anatomy of a Kickass Recommendation Letter Email
When it comes to writing recommendation letters, it’s not just about what you say, but how you say it. The structure of your email sets the tone for the letter and can make all the difference in whether it gets read and taken seriously.
Subject Line
Keep it short and to the point, around 50 characters or so. Here are some examples:
- Recommendation Letter for [Candidate Name]
- Strong Recommendation for [Candidate Name]
- Support Letter for [Candidate Name]
Salutation
Start the email with a formal salutation, even if you know the recipient well. You want to show respect and professionalism. Use the person’s full name and title, if known. Example:
Dear [Recipient Name],
Introduction
Start by clearly stating that you are writing to recommend [candidate name] for the [position name] position at [company name]. Briefly mention your relationship with the candidate and how long you have known them.
Body Paragraphs
Use 2-3 paragraphs to highlight the candidate’s skills, experience, and qualifications that make them a good fit for the position. Use specific examples and anecdotes to support your claims. Remember to address the requirements of the position specifically.
Closing
Wrap up the letter by reiterating your support for the candidate and encouraging the recipient to consider them for the position. Example:
I highly recommend [candidate name] for the position of [position name] at [company name]. I am confident that they would be a valuable asset to your team.
Call to Action
If possible, include a call to action. Invite the recipient to contact you if they have any further questions or would like to discuss the candidate further. Example:
Please do not hesitate to contact me if you have any questions or would like to schedule an interview with [candidate name].
Signature
End the email with your full name and contact information. Make sure to include your email address, phone number, and LinkedIn profile URL.
Additional Tips
| Tip | Explanation |
|---|---|
| Proofread carefully | Check for any errors in grammar, spelling, or punctuation. |
| Use professional language | Avoid using slang or informal words. |
| Be specific | Don’t just say “the candidate is a hard worker.” Instead, provide specific examples of their work ethic. |
| Customize each letter | Tailor each letter to the specific position and company you are writing it for. |
| Keep it concise | Your letter should be no longer than one page. |
Sample Recommendation Letter Email Examples
For a Former Employee Seeking a Promotion Within the Company
Dear [Hiring Manager’s Name],
I am writing to enthusiastically recommend [Employee’s Name] for the open [Position Name] position at [Company Name]. Having worked closely with [Employee’s Name] for the past [Number] years as their HR Manager, I have witnessed firsthand their exceptional skills and contributions to our organization.
- Consistently exceeded performance expectations in their current role.
- Demonstrated strong leadership and initiative in various projects.
- Excellent communication and interpersonal skills.
For a Former Employee Seeking a New Job Outside the Company
Dear [Hiring Manager’s Name],
I am pleased to write this recommendation letter for [Employee’s Name], who worked at [Company Name] as a [Position Name] for [Number] years. During their tenure here, they consistently exceeded expectations and made significant contributions to our team.
- Managed a large team of [Number] employees with efficiency and empathy.
- Implemented innovative HR strategies that improved employee engagement and reduced turnover.
- Possesses exceptional analytical and problem-solving skills.
For a Current Employee Seeking a Promotion or Transfer Within the Company
Dear [Hiring Manager’s Name],
I am thrilled to recommend [Employee’s Name] for the [Position Name] position. They have consistently impressed me with their exceptional work ethic, dedication, and ability to deliver outstanding results.
- Has consistently exceeded expectations in their current role.
- Demonstrates a keen understanding of our industry and business goals.
- Eager to take on new challenges and responsibilities.
For a Student Seeking a Graduate or Entry-Level Job
Dear [Hiring Manager’s Name],
I highly recommend [Student’s Name] for your open position. As their professor in [Course Name] at [University Name], I was consistently impressed by their academic excellence, critical thinking skills, and eagerness to learn.
- Earned a GPA of [GPA] in our program.
- Actively participated in class discussions and demonstrated a deep understanding of the material.
- Completed an internship at [Company Name] with glowing reviews.
For a Volunteer Seeking a New Opportunity
Dear [Hiring Manager’s Name],
I am excited to recommend [Volunteer’s Name] for the position at your organization. I have had the pleasure of working alongside them as a volunteer coordinator, and I have been consistently impressed by their passion, commitment, and dedication.
- Volunteered more than [Number] hours at our organization.
- Consistently demonstrated a positive attitude and a strong work ethic.
- Possesses excellent interpersonal skills and the ability to connect with people from all walks of life.
For a Personal Reference
Dear [Hiring Manager’s Name],
I am delighted to write a recommendation letter for [Referencee’s Name], whom I have known both professionally and personally for the past [Number] years. [Referencee’s Name] is a highly capable and trustworthy individual with strong character and a proven track record of success.
- Demonstrates integrity, honesty, and a strong work ethic.
- Is reliable, punctual, and takes pride in their work.
- Has the ability to build strong relationships and work effectively in a team environment.
For a Business Partner or Vendor
Dear [Hiring Manager’s Name],
I highly recommend [Company Name] as a potential partner or vendor for your organization. I have had the opportunity to work with their team for [Number] years, and I have always been impressed by their professionalism, expertise, and commitment to delivering exceptional results.
- Consistently met or exceeded agreed-upon deadlines and deliverables.
- Provided innovative solutions that improved our operations and increased efficiency.
- Demonstrated strong communication skills and a willingness to go the extra mile.
Recommendation Letter Email Sample: Structure and Etiquette
How to Structure a Recommendation Letter Email
In a recommendation letter email, the subject line should clearly indicate that the email contains a recommendation letter. The body of the email should follow a structured format:
- Salutation: Begin with a formal salutation, such as "Dear [Recipient Name]".
- Introduction: Briefly introduce yourself and your relationship with the candidate you are recommending.
- Candidate’s Qualifications: Highlight the candidate’s relevant skills, experience, and personal attributes that make them a suitable candidate for the position.
- Endorsement: Clearly state that you recommend the candidate for the position.
- Contact Information: If you are comfortable, provide your contact information for further inquiries.
- Closing: End with a professional closing, such as "Sincerely" or "Respectfully yours".
Email Etiquette
When sending a recommendation letter email, it is essential to maintain professional etiquette:
- Use a formal tone: The email should be written in a professional and respectful tone, avoiding slang or casual language.
- Proofread carefully: Ensure that the email is free of grammatical errors and typos before sending it.
- Respect the candidate’s privacy: Do not share the recommendation letter with anyone other than the intended recipient without the candidate’s consent.
- Be timely: Send the email promptly to avoid any delays in the hiring process.
That’s all for now, folks! We hope you found this guide helpful in crafting standout recommendation letters. Remember, your words hold weight in shaping someone’s journey. As you head out and tackle your next letter-writing challenge, don’t hesitate to revisit this article for a quick refresher. Thanks for reading, and keep an eye out for more writing tips and tricks coming your way soon!