How to write a recommendation letter

Recommendation letters are letters written by professors who know you, assessing you
capacity to meet the requirements of a program you are applying for. They're supposed to help
decision-makers to get a better picture of your potential. The sure thing is, if you apply for a
Masters program, or for a PhD, sometimes even for a summer school, you cannot avoid
them. Another part of the harsh reality is that due to different reasons, if you are a student in
Eastern Europe you will often find yourself in the position to write these letters yourself. The
professor will, in this case, only proof-read and sign the text. In case you belong to the lucky
ones who don't have to write recommendation letters themselves, you should still read this
section. You will find useful hints hoe to handle properly this delicate part of the application
process.
How to deal with them. Usually, recommendation letters have to be written on especially
designed sheets of paper that come as part of your application form. In some cases, letters on
letterhead will be accepted, if for some reasons, you cant use those special pieces of paper.
Read carefully what has been written in the application booklet about such situations. Fill in
the fields at the beginning at the form that ask for your name, department, etc. Take the forms
to a professor who knows you and is familiar with your skills or activity. Allow the professor
as much time as possible (ideally 2-3 weeks) to write your letter. Try to make sure the
professor is aware of who you are, what your interests are and understands what you are
applying for. A small talk when you are handing the recommendation forms or a printed
summary of all that that accompanies the forms can help to this respect. Try, with politeness
and attention, to make sure the professor will write you a recommendation in warm terms.
Recommendations tend to be, even though not always are, somewhat bombastic in
vocabulary. If you ever get your eyes on such a text, you might upgrade the opinion you had
about yourself *. Be prepared with envelope and stamps, in case the professor wants to send
the letter him-or herself. You should also read the related lines from the application booklet
about this point. Some universities prefer to receive the recommendation letters together with
the rest of the application, while some would rather get them separately, sent directly by the
professor who recommends you. It is usual practice that envelopes are signed by the professor
over the lid, in such a way that one cannot open the envelope without deteriorating the lid. In
order to increase the confidence the recruiters put in the letter when you have to send the
recommendation together with the rest of the application, we advise you to request such a
signature and/or an official seal.
Content. Sometimes, a busy professor will suggest more or less directly that you produce a
first draft of the text that he or she will correct and sign. In other cases, this is the only way
you can get a letter that differs from the standard text every student gets from that professor.
Our goal is not to discuss the reality of Eastern European campuses here. Still, if you think
you might be offended by the practice of writing your own recommendation letters, it is
probably better that you do not read the rest of the text.
A recommendation letter ideally starts by stating the name of the professor who writes the
letter and his/her title, together with the name of the student for whom the letter is written.
The professor should also state since when has s/he known the students: year, class or other
activity. It should in any case be clear that the professor had the opportunity to get to know the
student well and assess his/her capabilities.
The assessment of the students capabilities should be made from a multiple point of view

over the next 3-4 paragraphs. From a professional point of view, it should give account of the
students knowledge, interests and capabilities, activities and results, work capacity, etc.
Personally, it should assess the students personal characteristics, character, social skills, his or
her relations with the students and professors. Same as in other application documents, the
direction should be from facts/experience to qualifications, and from those, to value
judgments. Especially those skills relevant for the desired program should be outlined
throughout the paper.
The final paragraph should provide an overall assessment of the students potential to fulfill
the requirements of the program, even though partial judgments can and should be provided in
the body of the letter.
Don't forget to write the date and the name of the home university. The name of the program
you are applying for should come out explicitly in the body of the text, in order to make clear
that the letter has been written for that occasion. Unless the format of the paper on which the
letter should be written makes this difficult, you can print the text. Even better, have the text
on a disk with you, in case the professor will consider any changes necessary. Be ready to
give the professor time to read your draft and make those changes.
Most recommendation forms contain a certain number of fields, the multiple-choice kind,
where the professor has to assess, by checking cells, your abilities. Make sure those fields are
checked and insert the text in the place left for additional remarks. We strongly suggest that
you do not leave blank that portion of the form, but use it instead as a self-standing
recommendation letter.
Good luck.
Write a recommendation or a reference about someone
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Tips:
If you have reservations about writing a recommendation or reference, see "Declining to write
a letter of recommendation."
Before writing this letter be sure to determine your company's or institution's policy regarding
letters of recommendation. Some policies exist as protection against potential lawsuits. If you
write a letter, stick to the facts, avoiding personal or derogatory statements. Give only
complimentary opinions.
If the requester provides you with a recommendation form to fill out, you may still add
comments in a space provided on the form or on a separate sheet. When sending a
confidential recommendation in an envelope, it is often required that you sign your name
across the seal. This practice is common in academic applications.

You will usually write a letter of RECOMMENDATION when you know who the specific
employer is and what the position will be. In your letter you address a person's qualifications
with that position and that employer in mind. Unless the person for whom you are writing
waives the right to read your recommendation, be aware that he or she will probably read it.
You will usually write a letter of REFERENCE when you do not know who the employer will
be or what the position may be. Although the strategy for writing a reference is essentially the
same as for writing a recommendation, a reference is more general. The letter is generally
used to introduce a person and/or vouch for that person's integrity and general character. The
person for whom you write the reference will usually read it and perhaps duplicate it for
future use.
Do not include comments about race, color, religion, handicap, sex, national origin, marital
status, or parental status.
1. If you do not know who will receive your letter of recommendation, other salutations such
as "To whom it may concern" are acceptable. You may include in the subject heading the fact
that you are writing confidentially.
Sentences:
TO: University Admissions Committee
FROM: Doe Corporation
DATE: September 1, 1996
RE: John Doe, Applicant for Admission (Confidential)
Recommendation for John Doe
Letter of Recommendation for John Doe
Introducing John Doe
To University Admissions Committee
To Prospective Employers
Phrases:
to whom it may concern
reference: John Doe
with regard to
re: John Doe
recommendation for
letter of recommendation for
to the prospective employer of

2. 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).
Sentences:
I am delighted to be called upon as a reference for John Doe. I first became acquainted with
Mr. Doe in 1992, when he joined the development group I supervised.
It is a pleasure to recommend John Doe as a sales supervisor. Mr. Doe has worked directly
under my supervision for the past eight years.
I am pleased to comment on Ms. Steven's performance as a secretary. I have known Ms.
Johnson since our graduation from State University in 1993, when we both started work at the
Doe Corporation.
I have been Mr. Doe's employer for more than two years, and I can recommend John for your
consideration, confident that his character and scholarship measure up to your university's
high standards.
As a former employee of your firm with some understanding of your needs, I am pleased to
add my personal assessment of Ms. Doe's qualifications.
It has been a pleasure to be Mr. Doe's supervisor since 1990.
I have no hesitancy in writing a letter of recommendation for Mr. Doe, a superb mechanic.
It is a pleasure to write a letter of recommendation for as Ms. Doe.
Mr. Doe has asked me to write a letter of recommendation to accompany his application for
employment. I am very pleased to do so.
I have known Ms. Doe since 1993, when she enrolled in my accounting class.
I was Mr. Doe's teacher in two advanced therapy classes during winter semester, 1995.
Mr. Doe, about whom you inquired in your letter of December 19, was a district manager with
us from March 1991 to July 1995, when he left to pursue other entrepreneurial ventures.

Phrases:
am honored to support him as a candidate
am pleased to provide a reference for
am pleased to write a character reference for
am delighted to be called upon
am happy to recommend
am pleased to comment on
can offer only the highest recommendation for
first became acquainted with
first came to my attention when
has worked under my supervision for
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 response to your enquiry
in the past two years
is a pleasure to recommend
was a student in two of my classes
was employed by us from

3. Discuss the person's qualifications for the position. 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.
Sentences:
While she was with us she supervised the maintenance of all computer networks. This
responsibility involved working with 42 separate offices.
His extraordinary ability to analyze problems and outline necessary courses of action always
kept us on schedule.
She was always punctual and willing to take on new assignments.
Her ability to interact with customers and resolve their complaints in a pleasant manner gave
us a significant advantage.

In the past ten years he has submitted 23 suggestions that the Doe Corporation has
implemented, saving the company thousands of dollars.
In a class of thirty, he completed the course with the second highest grade.
In the first six months of her employment with us, her innovations saved the company over
$12,000.
By restructuring the packaging process, he was able to reduce delivery time by twenty
percent.
Her keen sense of organization and unlimited energy led to her promotion a year earlier than
usual.
He has remarkable ability to motivate co-workers and build a spirit of camaraderie.
Her greatest talent is in developing innovations for new products.
I cannot overemphasize his track record in writing successful proposals.
When our production date was moved up, he willingly worked overtime every day for eight
weeks to help us catch up.
She is an active and articulate participant in staff meetings and policy discussions. She
volunteers useful comments without being prodded, and when called upon unexpectedly to
answer a question she can always frame an intelligent response.
He grasps new concepts quickly and accepts constructive criticism and instruction concerning
his work.
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.
Phrases:
a creative problem-solver

always cheerful and dependable

always met his deadlines
always behaves professionally
among her significant contributions to the company are
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
deals sensitively with customers and co-workers
demonstrated particular strengths in
discharged her duties satisfactorily
follows tasks through to completion
fulfilled the job requirements admirably
gets along well with others
handles administrative tasks efficiently
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
oversees a meeting tactfully and effectively
punctual and reliable
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

4. If appropriate, give reasons for the termination of the individual's employment.

Sentences:
I believe he left us to pursue a more challenging job opportunity.

He left the company when we were downsizing our Boston operation. He was the most
recently hired.
We are sad to see him leave our firm, but we understand that he needs to relocate for family
considerations.
The loss of government contracts has caused us to curtail operations in our Springfield plant
where she was employed. If circumstances were to change, we would not hesitate to rehire
her.
We are reluctant to let him go, but we recognize that this position would be an excellent
professional opportunity for him.
Although we wish she would stay with us, we don't want to stand in the way of her
professional advancement.
We are sorry to learn that she is leaving; our loss is clearly someone else's gain.
Phrases:
a more challenging job opportunity
am sorry to see him go
are reluctant to let him go
are sorry she is leaving
are sorry to lose her
are sad to see him leave
as a result of a layoff
contributions will be missed
gave no reason for his resignation
good career move for her
have curtailed operations in
in line with the company's policy
it is with regret that we
left us to pursue
most recently hired
needs to relocate because
our loss will be someone else's gain
understand that he needs to
when we were downsizing
will certainly miss
wish that she could stay
wish we were in a position to
would not hesitate to rehire

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

further.
Sentences:
Mr. Doe will be a great addition to your staff. If I can further assist, please call.
I am pleased to give my unqualified recommendation for John Doe to be your personnel
director.
Because she has been so innovative and conscientious, I do not hesitate to recommend her
very highly to your company.
I have no hesitation in recommending Mr. Doe to you as a highly effective manager; I believe
he will exceed your expectations.
Jane Doe has my strong recommendation. She will be a credit to your firm.
I am confident that Mr. Doe will continue to be very productive. He has my highest
recommendation.
If I could, I would hire her back. I am sorry to see her go. Nevertheless, I know that this move
is important to her family. I am sure she will continue to rise in her career.
I give her my highest recommendation, without reservation. Please call me if you have further
questions.
I have nothing but admiration and respect for John. He leaves my company with my highest
recommendation.
It is satisfying to be able to give him my highest recommendation. I hope this information
proves helpful.
Based on her performance with us, I am confident she will do very well in any sales context.
I know of no reason why you should hesitate to hire Mr. Doe.

I offer my highest recommendation for Ms. Doe to be a member of your task force.
I enthusiastically recommend Mr. Doe 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 Doe.
I will be pleased to answer any additional questions you may have.
I am very interested in Mr. Doe's application and will be happy to provide further information.
Phrases:
an asset to your organization
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
under other conditions with another supervisor
under the right circumstances
will be happy to speak with you
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 any company
would be a valuable addition to

Sample Letter #1:

Employment Review Committee:

I am pleased to recommend Jane Doe as a candidate for the position of office manager. Ms.
Doe has managed our Springfield office capably since 1990.
In her there, Jane almost single-handedly doubled the revenue of her division. In 1992, she
implemented a restructuring of the sales force, increasing sales and reducing travel expenses
markedly. Her facility with personnel and emphasis on efficiency have made Springfield our
most productive branch. I am saddened to learn she has decided to move on.
Ms. Doe has made no secret of her desire to move to a position which affords her greater
flexibility and potential for growth. I enthusiastically recommend her for this position. If you
have any questions I can answer about Ms. Doe's sterling record with my company, please do
not hesitate to contact me.

Sample Letter #2:

It is my pleasure to recommend John Doe to you as an employee. I have worked closely with
him for more than five years as his supervisor and find him extremely competent and
enjoyable to work with. Among his many accomplishments, he suggested and developed a
procedure that resulted in annual savings of over $100,000. In a word, he is bright, innovative,
and dependable. I am sorry to see him leave, though I wish him well in his career choices.
Great employees are hard to find.
Sample Letter #3:
It is with pleasure that I write this letter of recommendation for John Doe, who has served as
supervisor of production under my supervision for the past three years.
From the beginning, John has steadily risen through the ranks. He began as a programmer in
our maintenance department, almost immediately graduated to a senior position in research
and development, and now holds a management and supervisory position.
Throughout his years with us he has consistently displayed a remarkable ability to not only
cope in high stress situations, but to thrive in them. Last year, when notified of a shortened
deadline on an important project, he managed his team with confidence and efficiency until
the work was finished. We were all surprised and grateful when he produced the completed
project ahead of schedule.
I am sorry that John will soon leave to relocate in your area, but I know that this move is
important to him for personal reasons. I give you my highest recommendation with the
knowledge that John Doe will serve you with devotion and skill.

Sample Letter #4:

Letter of Recommendation for Jane Doe (confidential)
TO: Office of Graduate Admissions, Institute of Design
FROM: John Doe, industrial designer

I'm honored to recommend Jane Doe for admission to graduate studies at the Institute of
Design. Since Jane will be visiting you soon, the following information should help introduce
her as well as convey my wholehearted recommendation that she be admitted to your
program.
My association with Jane--I've known Jane closely for three years, during which we've
collaborated on many projects. Her role has been that of a consultant to our architectural firm.
Jane and I have also conversed privately on theoretical and practical matters of style,
aesthetics, and philosophies of design. I've always been impressed by her know-how--from
how to design an arboretum to good principles of document design.
Jane's integrity--The hallmark of Jane's character is her honesty. This extends from those areas
where we easily see it (in relationships and business transactions) to integrity of thought.
Scientific, thorough, and meticulous, she approaches any analytical task with an exacting eye.
This is the kind of care and concern I mean by integrity of thought.
Jane's scholarship and balanced education--As a student of the humanities, Jane pursued a
course of study that could serve as a model for any general education curriculum. She knows
not only Shakespeare but mathematics. She's as comfortable in a wood shop as at the opera.
Her professional manner--Jane Doe is one of the most pleasant persons you'll ever meet or
work with. She's forthright, but neither intimidates nor intrudes. She's open, friendly, and
authentic--the Jane you'll soon meet is the Jane you'll get, without any surprises.
Jane has my unqualified professional endorsement and my deep personal respect. Please feel
free to call at any time if I can be of further assistance.
RECOMMENDATION LETTERS

Your recommendations are important because they verify your claims and provide the
admissions committee an opportunity to learn more about you from people you have worked
closely with. Hence, good recommendations can serve as a powerful tool to sell yourself to
the committee. We list here the common issues:

Why are Recommendation letters important?

Choosing your Recommenders
-------------------------------------------------------------------------------Why are Recommendation Letters important? Top
Every part of your application, builds an image of your personality in the minds of the
admissions committee. The recommendation letters provide a third persons perspective on

the kind of person you are. What a recommendation letter writes about you should add or
supplement what you claim to be through your essays/SOP and work experience details. It
certainly would create doubts about you as a person if the image that your recommendation
letter creates completely inverts the image that youve been trying to create through your
essays/SOPs and work experience details.
The one simple way to make recommendation letters contribute to your admission process is
to keep your application straight and honest. Present the facts as they actually are be truthful
about every claim you make in every aspect of your application.
There is one thing that you certainly can do and that is to choose the people who can
recommend you judiciously. Choose a person who knows you well and likes you as a person
and then ask him/her to give a fair assessment of you as a person in the recommendation
letter.
Your application form will give you details about the recommendation letters you are required
to submit. The number of recommendations and from whom whether from your work or
from your school or both.

Choosing Your Recommenders Top

Business Schools
Most schools require 2-3 recommendation letters. Choosing the appropriate mix of
recommenders largely depends on the program you are applying for. For an MBA program,
two recommendations from work and one from school is generally a good balance. If the
school asks for only two recommendations, it would be advisable to get both work related. As
far as possible, it is advisable to get one recommendation letter from your immediate
supervisor. However, if it is not possible, then a former supervisor would be a good choice.
As a last alternative, you could use a colleague who has worked closely with you. It is not
advised to apply without a recommendation from your current job place. For more details,
check out the recommendation letter section on the MBA channel.
Graduate Programs
For an MS or Doctoral program, you should get atleast two recommendations from your
professors. If you have performed research or worked on thesis, it is highly recommended
that you get the reference letter from your Advisor. If you worked for a company either full
time or as a summer intern, you could take one letter from your immediate supervisor.
Undergraduate Programs
For candidates applying for an undergraduate program, very few schools ask for a
recommendation letter. If asked, you should get it from one of your favorite teachers in
school.

Some other points to keep in mind while choosing your recommender:

Choose people who know you well. Rather than choosing a famous person who has no
intimate knowledge of your skills and abilities, it is much more powerful to use a person who
can illustrate your strengths and show you at your best.
Choose people who really like you. It is important that a recommender invests time in writing
your recommendation. A person who likes you will take out the time as well as put a positive
spin on your qualities.
Choose people who can address more than one key criterion: your business and managerial
skills, intellectual ability, leadership potential, maturity, work ethics etc.
Give your recommender an outline of the assignments you have handled at work. Include in
the outline some suggestions on how he/she might address specific issues such as analytical
ability, integrity, intellectual curiosity etc.
Sample: Therapy Program Recommendation
It is with great pleasure and enthusiasm that I am writing to endorse ________'s application to
your program. For the last 25 years at _________ University, I have been a psychotherapist
and instructor in the Counseling and Student Development Center, as well as supervisor to
many interns and social work students. I hope my perspective will be helpful to you as you
evaluate this exceptional candidate.
My first contact with_______ was during the summer of 1997,when she organized a summer
conference outside of _________ for teenagers interested in communication skills. During the
course of the week, _______ presented material with such ease and humor that she set the
tone for the entire workshop. Her creative ideas for presentations and activities were inventive
and entertaining; they were also astonishingly effective.
With participants from a variety of backgrounds, there was often conflict, and occasionally
confrontation. While setting limits, _______ managed to respond consistently with respect
and compassion. The experience had a profound effect on the participants and, because of
_______'s exceptional skill and professionalism, she has been invited by many schools to
offer similar workshops
During the time I have known ________, she has distinguished herself as a conscientious and
energetic pioneer in the field of social and emotional learning. I have enormous respect for
her teaching and leadership skills, and have been pleased to work with her on many occasions.
Two years ago, __________ was invited by _________ University Counseling Center to
consult to our Peer Counseling program. I was eager to have such an extraordinary teacher
help with the training of the students and the development of the program. Her skills, which
were so apparent in Lithuania, were equally impressive in the United States. She was an
eager, enthusiastic teacher who was greatly admired by the Hopkins students. She led group
discussions and facilitated role-plays with great skill, and also helped in the development of
outreach programs. She is particularly gifted at identifying students' needs, encouraging their
contributions, and involving them in the planning process. Her commitment and passion for
her work was evident as we worked together during that year, and she became a close friend
and colleague during the visit.
I know of _________'s continued interest in programs related to social competence and
emotional development. She has instituted many impressive programs for school children and
families, and it has been an honor to consult with her on some of these projects . I have the
greatest admiration for her work.
Your program of study sounds ideally suited to ________'s needs and talents. She will be
coming to you with the qualities of a natural therapist: genuineness, warmth, compassion, and
integrity. She will also bring her interest in scholarly research and program development. Just

as importantly, she would come with an enthusiasm for both learning and teaching, well as a
resolute desire to understand new theories and ideas. It is exciting to think of the ways in
which she might contribute to your program.
I urge you to carefully consider ________ who is, quite simply, the most remarkable teacher I
have ever met.
Sincerely,
To Whom It May Concern:
This serves as a letter of reference for Dr. Martin Kaye, Ph.D., who has applied for an
administrative position at your company, Healthcare Systems. It is my honor to recommend
Dr. Kaye. I have known him since January 1994. I became his administrative supervisor upon
my employment at County Medical Center.
Dr. Kaye has been the Chief of Psychology Service here for ten years. He has demonstrated
outstanding talents in both administrative/ managerial as well as clinical practice spheres. He
has a reputation as a superb manager of the mental health program at this center.
Revealing of his administrative abilities, Dr. Kaye took the initiative to significantly enlarge
the substance abuse treatment program (in-patient, day hospital, and outpatient) and the
mental health outpatient clinic program. He was able to greatly increase staffing and funding
for these services. Consequently the hospital was able to construct an entire new building,
devoted exclusively to these programs, a few years ago. As Chief of the Psychology Service,
Dr. Kaye has demonstrated uncanny skill in selection of staff and interns. These employees
and trainees continue to practice successfully to this day.
Dr. Kaye has also distinguished himself as a superb clinician, working in his profession over
two decades: ten years here and ten years in a previous, similar setting. His competence,
compassion and ethics as a psychologist are exemplary. In providing a broad spectrum of
psychological assessment and treatment, he has more than proven his ability to lead a large
and complex mental health care system.
As a clinician, Dr. Kaye also devoted much time recently to developing an outstanding Anger
Management Program, a special area of interest which has become in demand in modern
American society for obvious reasons. His skill diagnosing and treating Post-traumatic Stress
Disorder and other disorders is remarkable. He regularly lectures on these topics to other
mental health professionals. Dr. Kaye also provides excellent consultations to inpatient
psychiatry and medical-surgical units of this center.
His commitment to education and teaching is highlighted by his early development of the
Psychology Internship Program for trained individuals who have completed coursework to
qualify for doctoral degrees in psychology. In this capacity he had to develop a seminar
curriculum, schedule clinical assignments, arrange for supervision (by himself and others),
and coordinate with their doctoral departments at several universities. The supplementary
services of these interns do greatly benefit the medical center and its patients. This program
had to gain official approval by the American Psychological Association; it thus affords much
prestige for our medical center in addition to providing required training for future licensed
psychologists.
Fortunately, too, Dr. Kaye's amalgamation of administrative and clinical skills comes
"packaged" in a wonderfully friendly, witty, sincere and caring human being. His personality
is delightful. He is sensitive, flexible, respected and admired by patients, peers, subordinates
and superiors alike. He shines with a humility that belies his intellectual brilliance.
I am deeply impressed by Dr. Kaye and recommend him unhesitatingly. I am confident that, if
selected for your vacancy, he would provide the same high level of service and commitment.
If you have any questions or wish to speak further about Dr. Kaye, please feel free to call me
at 443-887-2345.

Sincerely,
Donald Stern, Ph.D.
To Whom It May Concern:
I am proud to recommend a beloved student, Kaya Stone, for your fellowship program. I was
asked to write as one who has functioned in the capacity of an employer of Kaya, but I would
first like to say a few words about him as a student.
Kaya is a highly intelligent, perceptive young man. He came to our institution committed to
capitalizing on the opportunity of a third year of study in Israel, and he left with the
satisfaction of having accomplished that goal. Kaya grew in learning, in character, in depth of
understanding. He seeks truth in each and every area of his life, whether in learning,
discussing philosophy, or relating to his fellow students and his teachers. Because of his
positive disposition, his reflective way of operating, and all of the character traits that make
him so special, Kaya s questions never go unanswered, and his searches always bring him to
exciting new discoveries. As a student, Kaya is outstanding. As an educator, I have watched
him grow, seen his talents and abilities not only in the classroom but outside its walls, when
interacting with all types of people, as well.
During his time at our institution, Kaya, who as I m sure you know is an excellent writer and
publicist, also has done a good deal of work for the yeshiva. This has included the text for
many public relations brochures and packets, letters to parents, potential donors, and alumni,
and essentially any correspondence which I have requested that he compose. The feedback is
always overwhelmingly positive, and he has done so much in that way for our yeshiva. Even
today, while he studies elsewhere, he continues to do a great deal of this work for our
institution, in addition to the recruiting and other services he performs for the yeshiva.
Always, in his work, Kaya is consistent, dedicated and passionate, enthusiastic, cheerful, and
a pleasure to work with. He has incredible creative energies and a refreshing idealism
tempered only enough to accomplish what needs to be done. I highly recommend him for any
position of work, leadership, education, or any other capacity in which he can spread his
excitement and share his talents with others. At our institution, we are expecting big things
from Kaya in the way of educational and communal leadership in the years to come. And
knowing Kaya, he will not disappoint, and probably will exceed our expectations.
Thank you once again for the opportunity to recommend such a special and impressive young
man.
Sincerely Yours,
Steven Rudenstein
Dean, Yeshiva Lorentzen Chainani
To Whom it May Concern,
I am privileged to write in support of my dear friend and student, Dan Peel. Dan studied in my
classroom and laboratory program for close to three years, during which time I witnessed his
tremendous growth and development. This development came not only in the area of
scientific achievement and discovery, but in maturity and character as well.
Dan entered Whitman at the young age of 16,a precocious high school graduate. At first, he
had difficulty accepting his place as a young, less experienced lab member. But soon, he
learned the valuable trait of humility, and enjoyed the opportunity to learn from his older
peers and his professors.
Dan quickly learned to manage his time, work in group situations under strict deadlines, and
to recognize the importance of a strong work ethic, persistence, and intellectual integrity. He
has long since become the most valuable member of my student-lab team, and a role model
for his newer classmates.

I recommend Dan to your program with absolute confidence. He has made me proud, as his
teacher and friend, and I am sure will continue to do so as he grows in your program and
beyond.
Thank you for the opportunity of correspondence,
Sincerely,
Dr. Amy Beck,
Professor, Whitman
To Whom It May Concern:
Carrie Youstis is an exceptional young lady. Most everyone knows of her intellectual acumen,
lofty ambitions, dancing abilities, and kindness; indeed, she is a sort of legend in her small
hometown of Southwest Plainsfield, NJ, but few know of the struggle Carrie endured during
her middle years of high school.. Carrie had a close friend, Kaya, whom she had met at
summer camp. She and Kaya had grown very close during the first two years of high school.
During the middle of tenth grade, Carrie received news that Kaya was suffering from a rare
degenerative disease. It was terminal, Carrie was told but did not cry. She did not even take a
moment to worry about how this might affect her. She simply called me, her principal, and
asked if she could miss a few days of school, explaining to me the grave situation. I told her
that, of course, she may miss school, provided that she make up her work.
Then, before she hung up, Carrie asked me to pray on her friend s behalf, and said, I can go
on without Kaya -- I have many friends and I will mourn but I have a wonderful life. Kaya is
suffering so much, though, and when it s all over, that will be it for her. And she is her
mother s only child. How will she go on? I was so impressed that Carrie was thinking about
everyone affected except herself: Kaya, Kaya s mother, but not Carrie Youstis. Such maturity.
Carrie knew she had a wonderful life, a belief in God, but she felt for others so profoundly.
Carrie visited Kaya often for several months, always bringing her cards and flowers and of
course, good cheer. Kaya finally passed away that Spring, and Carrie made sure to visit the
mother every week that following summer.
You will read of Carrie's grades and scores and sports abilities, of her awards and accolades; I
wanted to relate this episode, as it characterizes what this remarkable young lady is really all
about. As she graduates high school, I and all of Southwest Plainsfield are so sad to see her
go, but realize that she is destined to effect great things far beyond the narrow confines of a
small town in New Jersey.
Sincerely,
Esti Iturralde
Principal, North Southwest Plainsfield High School
Dear Sir:
Esti worked for me as my assistant for one year. I recommend her without qualification for the
Trix are for Kids program.
While working in commercial production, I often relied on Esti to put together creative
presentations, for which she described and outlined the artistic approach to the project,
researching illustrations and photographic reference materials. Her creativity, resourcefulness
and ability to see a project through really made these presentations distinctive and successful.
When we went into production on the feature film Hotcha, Esti was able to observe every step
of the process, sitting in on meetings and working with people in all areas of the production
from the moment the production was set in motion through the release of the film ten months
later.
During this time, she was an effective communicator, often serving as my liason to scattered
members of the crew. She also coordinated projects involving numerous people, and her
ability to work collaboratively while guiding the project quickly and effectively was
outstanding. For example, when we suddenly needed to reconceive several action sequences

that had already been storyboarded, Esti quickly found a new storyboard artist on location and
worked with him, the stunt coordinator and the cinematographer through several drafts to
make sure the new sequences worked, and then communicated with crew members from all
departments, making sure everyone was up-to-date on the changes that were relevant to them.
She even jumped in to draw a few last-minute storyboard changes herself.
Esti's sensitivity, diligence, energy and sense of humor made working with her a joy. I highly
recommend her as a welcome addition to the program.
Sincerely,
Jeff Kook
This letter is intended to serve as a college recommendation for Ezra Edlarruti. I have been
acquainted with Ezra for four years but came to know him well last year, as he was in the one
class that I taught, a thirteen-student junior English class.
Last spring, while he was singing the lead in "The Marriage of Figaro, " Ezra became
especially interested in a short story that we read as a class, Albert Camus's "The Guest." It is
a challenging story for any reader, and Ezra became interested in the subtleties of interpreting
it, especially in the difficulties inherent in the translation of such a story. What did Camus
really mean to say and how might his intentions have been compromised by its English
translation? Ezra read the original, French, version of the story and then wrote a superb
analysis of the compromises inherent in its English translation. His essay was flawless -- his
wording apt, and his analysis insightful, logical and comprehensive. Some of our English
faculty can't write so well.
Students and faculty often remark that Ezra is blessed with considerable talent. What many of
them overlook is how hard Ezra works to cultivate his talent, whether it be the development of
his beautiful voice for an operatic performance or of his writing skills as he works through an
essay. I know of the effort that he put into book reviews of _1984_ and _Animal Farm_
because he shared early drafts with me. I also appreciate the time that he put into his analysis
of "The Guest" because he stopped by periodically to share his enthusiasm for the project and
his progress with it.
In over twenty-five years of teaching, I have known other students with talent equivalent to
Ezra's. Many of them lacked his good nature and humility, and few demonstrated the genuine
intellectual curiosity that Ezra has exhibited over and over -- a curiosity that is often
accompanied by his excitement or enthusiasm for an idea, an author, a literary work or the
lead role in a challenging operatic performance.
When I decided to set up a debate on Henry David Thoreau's "Civil Disobedience, " regarding
the role of government in our lives today, in an effort to have the class appreciate more fully
the contemporary implications of Thoreau's sophisticated essay, it was Ezra who was most
helpful in creating a resolution that would lead to that appreciation. Ezra, to no one's surprise,
then agreed to argue on any side of the debate.
Ezra is a motivated young man of numerous talents and considerable self discipline. He is
fun-loving, likable, enthusiastic, trusting and trustworthy.
Gary Youstis
Academic Dean
To Whom It May Concern:
I have had the distinct pleasure of having Kaya Stone as a student in my debate classes and on
my debate team for three years at Eastern Little Hope High School. Kaya has been more than
the ideal student. In order to achieve the highest grades and my deepest respect, she has
demonstrated outstanding leadership and maintained a clear sense of purpose.
The academics at Eastern Little Hope are most challenging, and Kaya fulfilled all the
requirements with the added challenge of honors and advanced courses. Kaya is an
outstanding extemporaneous speaker and debater. She has won many awards on the speech

and debate circuits, and qualified for national tournaments. Success in these interscholastic
activities requires extensive research and persuasive skills. Kaya also holds the degree of
Special Distinction, as a member of the National Forensic League.
Due to its nature of metro, state, and national interscholastic competition, the successful high
school forensics student serves by not only representing his or her school but also by
representing his or her community as well. One of the requirements in my advanced class is to
prepare lectures and guidance for the beginners. With Kaya s superior knowledge and
involvement in the political sciences, she developed a strong sense of confidence with a
charming attitude. Therefore, I could always depend on her to set the best example as an
instructor. Because of her natural leadership abilities, Kaya was selected as our Debate
Captain. On account of her mature approach to her responsibilities, I often thought of Kaya as
a colleague.
Since her classmates, my fellow teachers, and I will always hold her in the highest esteem, I
sincerely recommend Kaya Stone as the ideal candidate for matriculation at Eastern Little
Hope State.
Respectfully submitted,
Dan Peel, Ph.D.

XYZ Engineering
123 XYZ Way New York City NY 12345
(123) 555-0000 Fax (123) 555-0001
February 1, 2000
To Whom it May Concern:
I've been Michael Smith's manager at XYZ Engineering for almost four
years. It was my pleasure to promote Michael to mechanical engineer II
last year, because he consistently meets and often exceeds his job
requirements.
Michael is an enthusiastic, dedicated employee with reliable work habits.
He often does not need guidance or supervision, but willingly accepts it
when offered. He is consistently successful in improving his skills, and he
works hard to do so.
Michael is always willing to pitch in to help the team, and he gets the job
done right the first time. He is efficient in planning projects, punctual in
meeting deadlines, and conscientiously adheres to company standards
and guidelines.
You'd be hard pressed to find an employee more dedicated than Michael,
and I recommend him as a rock-solid addition to your engineering staff. If
you'd like more information, I'd be happy to provide it. Please call the
phone number above and ask for me by name.
Sincerely,
John Doe
John Doe
Manager, Mechanical Engineering
jdoe@xyzengineering.com

XYZ Technologies, Inc.

123 XYZ Way New York City NY 12345
(123) 555-0000 Fax (123) 555-0001
February 1, 2000
To Whom it May Concern:
Scott Smith worked for me at XYZ Technologies for three years, as a senior
technical instructor. I am writing this letter to confirm that his recent
layoff from XYZ was not in any way tied to his performance, and to highly
recommend him as an employee with your organization.
Had I been given the choice, I would not have laid Scott off. But it was not
my decision to make. XYZ decided to withdraw from the PC market,
balance expenses with the anticipated reduction in sales revenue, and hire
a consulting firm to evaluate long-term staffing needs. As a result, XYZ
drastically reduced the size of its workforce by dissolving the entire PC
division, including the technical training department. Unfortunately, this
major reorganization left no other position open for Scott. We regretfully
had to let him go.
Scott is a conscientious, highly-skilled technical instructor, worthy of at
least a senior or management position. He has keen insight into the
learning process, and is an expert in needs analysis, project management,
course development, and classroom instruction. Scott's in-depth product
knowledge, unique instructional techniques, and excellent people skills
have consistently received rave reviews from his students. Should
conditions at XYZ change, I wouldn't hesitate to hire him back.
If you would like to speak to me about Scott's skills, talents and work
habits, feel free to call (123) 555-0002 or page me by dialing (123) 5550003.
Sincerely,
Mary Doe
Mary Doe
Vice President, Technical Services
mdoe@xyztech.com

XYZ Company
123 XYZ Way New York City NY 12345
(123) 555-0000 Fax (123) 555-0001
February 1, 2000
To Whom it May Concern:
I've been Holly Smith's manager for over six years. While I wish her only
the best and fully understand that she must advance her career, I'm truly
sorry to see her go. It has been a pleasure having her on my team.
Holly is a professional technical writer of the highest caliber, who
meticulously researches, formats, edits and proofs her documents. I've
received many compliments from customers who rely on Holly's
documentation. Management and personnel in tech support, engineering,
technical training, and other departments praise her work.
Holly is an innovative self-starter, who rarely needs supervision. She is
punctual and typically exceeds expectations. She handles pressure well,
and will voluntarily work overtime and take work home to meet a
deadline. For example, we received a rush order from one of our
customers for a complex product modification, including critical user
documentation. Holly not only made the extremely tight deadline, but
beat it; yet she still produced a stellar, technically-accurate addendum for
the standard user manual. Sales, marketing, training and engineering
were quite pleased with Holly's performance in this crunch. Even our CEO
was impressed, and our customer was ecstatic. This is just one example
among many of Holly's superior skills and admirable work ethics.
Holly is an invaluable asset to any technical communications department,
and I highly recommend hiring her. If you'd like to discuss her attributes in
more detail, please don't hesitate to contact me.
Sincerely,
John Doe
John Doe
Manager, Technical Communications
Ext. 245, jdoe@xyzco.com

Peter S. Simpson
72 East 83rd Street
New York, NY 10019
(212) 555-4635
Letter of Recommendation for Ralph Morris
June 2, 1998
To Whom It May Concern:
I had the pleasant opportunity to work closely with Ralph for six months
during his employment at Q & R Services International. He occupied the
desk next to mine, and we collaborated on several projects together. I am
pleased to say that Ralph is a team player, a kind and sincere individual,
and an ideal coworker.
Ralph always did more than his share of the work on the projects we
shared. He often took the initiative to get things started and picked up the
slack when things were going slowly. I was glad to work with him, since the
higher-ups always praised the assignments we completed together. Ralph
was nice to everybody at the office, and just about everyone seemed to
like him.
I highly recommend Ralph for whatever position he may decide to take up
next. He is the type of employee that anyone would be happy to work
with.
Sincerely,
Peter S. Simpson

E-Center
34 East 23rd Street
New York, NY 10009
(212) 555-8725
Letter of Recommendation for Lisa Johnson
August 27, 1998
To Whom It May Concern:
Lisa Johnson was employed by E-Center as a Web Developer from June 10,
1998, to August 22, 1998. Her responsibilities included converting
Photoshop mock-ups to HTML, implementing CGI scripts, and creating
interactive DHTML features. During her time with us, Lisa showed herself
to be a less than ideal employee.
Although much of the work Lisa completed was satisfactory, most of her
assignments were finished after stated deadlines. Many of her programs
contained multiple errors. When her superiors offered her constructive
criticism, she showed little desire to improve and demonstrated an overall
resistance to any sort of critique of her work. Lisa's attitude in the
workplace appears to be her major shortcoming.
Lisa may have the potential to become an excellent programmer,
however, her reluctance to accept criticism prevents her from becoming
such. I would hesitate to recommend Lisa for any job where she might be
required to accept commentary on her performance or be expected to
show signs of improvement. She does have the ability to complete basic
programming projects.
Sincerely,

Eliza P. Walker
Executive Producer

Hart Publications, Inc.

1400 Fifth Avenue,
New York, NY 10012
(212) 555-6239
April 10, 1998
Subject: Letter of Recommendation for Mr. James Miller
To Whom It May Concern:
James worked under my supervision as an editorial assistant from
September 10, 1997, until April 5, 1998. His responsibilities included
conducting research and interviews, fact checking, and writing brief frontof-the-book pieces, in addition to some clerical duties. During the course of
his employment, James proved himself to be an able employee, a hard
worker, and a talented writer.
I was quite impressed by James' ability to complete all work assigned to
him on time, if not before it was due. His research was always thorough
and comprehensive, and his fact checking always accurate. We sometimes
allow our editorial assistants to do some writing, but James' talents
prompted us to assign him more pieces than the norm. His writing is clear,
concise, and evocative.
Overall, James is a very conscientious and able employee. I certainly
believe he has what it takes to make a wonderful editor someday, and I
am sad to see him leave. I strongly recommend James for any mid-level
editorial position in publishing.
Sincerely,
Edward P. Larkin
Executive Editor
PROFESSORS' PET PEEVES: HOW TO RECEIVE A LESS THAN ENTHUSIASTIC
LETTER OF RECOMMENDATION
William W. Nish, Georgia College
Be quick to apply such meaningful and concise labels as "busywork,"
"irrelevant,"and "boring" to anything which you do not like or understand.
Not only is this a convenient way of putting the professor down, but also
you will not be bothered with the inconvenience of having to comprehend
something before you judge it.
Always be ready with reasons why you are an exception to the rules
established for the class, such as the dates for submitting written
assignments.
Avoid taking examinations at the same time and under the same
conditions as the rest of the class. Be certain to take it for granted that the

professor will give you a make-up exam at your convenience, regardless of

your reason for missing the exam.
Be very casual about class attendance. When you see your professor be
sure to ask, "Did I miss anything important in class today?" This will do
wonders for his or her ego. By all means expect the professor to give a
recital of all of the things you missed instead of taking the responsibility
for getting the information from another member of the class.
Be consistently late to class and other appointments. This shows others
how much busier you are than they.
Do not read your assignments in advance of class lecture and discussion.
This actually allows you to study more efficiently, for you can take up class
time asking about things which are explained in the reading. To be sure
that you get the important information you can adopt a look of pained
confusion when the professor refers to points made in the readings; this
will prompt him or her to go over them again.
Avoid using the professor's office hours for making an appointment.
Instead, show up when he or she is trying to finish a lecture before the
next class hour, and explain that you must see him or her right that
minute. It is especially desirable to say, as you enter the office, "Are you
busy? This will
only take a minute." Then ask the professor to help you write a petition to
exempt you from English Composition I.
Do not participate in such mundane activities as departmental advising
appointments. Instead, wait until the last minute for approval of your
schedule, and then expect the professor to be available at your
convenience. An especially good strategy is to go to the office during
lunch hour when you can be fairly certain he or she will not be in class.
But, when you do not find the professor, be sure to report to the dean or
registrar that you have not been able to complete your registration
advising because you have been looking for your advisor for three weeks
and he or she is never in the office. If you do meet with your advisor, be
sure to come to the advising session with no idea of what classes you need
or want to take so that your advisor has to do all of your planning for you.
Never bring a class schedule or college catalog to the advising session;
always borrow the professor's and then leave with it.
Note: It is acknowledged that students could provide a similar list of
faculty transgressions which result in less enthusiastic evaluations!
How to Get Good Letters of Recommendation
If you ask a professor who does not know you very well to write you a letter
of recommendation, then you will likely receive a "luke warm" letter of
recommendation. Why? Well stop and think about it. What if I asked you to
write me a letter of recommendation for an administrative position with the
Federal Government? If you only know me from class, then writing an
exceptional letter of recommendation would be very difficult for you. Before
you ask a professor to write you a letter of recommendation, you should
realize that a professor who does not know you very well will not be able to
comment on many of the qualities that graduate schools will be looking for

in an applicant.
When you ask a professor to write you a letter of recommendation, you
should ask about the type of letter the professor feels confident writing. You
may be very glad to get three professors to write you a letter of
recommendation, but if those letters are "weak" they will not help you get
into grad school.
For the single best thing you can do to get a good letter of
recommendation, click here.
So you want to go to graduate school? When you apply to a graduate
program, you will be asked to provide objective and quantitative
information, such as GPA, Graduate Record Examination scores, Statement
of Purpose, etc. In addition to objective and quantitative information, you
will be asked to have letters of recommendation (typically 3) forwarded to
that program. Many students are not aware of the important role a "good"
letter of recommendation plays in admissions
to graduate school, especially in "borderline" case decisions.
What are graduate program admission committees interested in?
How good are your research skills (of great interest to most graduate
programs)?
Do you offer thoughtful contributions to class discussions?
Do you have good interpersonal skills that enable you to get along with
faculty and other
students?
Do you exhibit strong leadership skills?
Have you contributed to the various extracurricular activities of the
Department, such as Psi
Chi or the Psychology Club?
By including such information, letters of recommendation can provide the
"big picture" of your overall promise and potential, something not
necessarily revealed by test scores, but every bit as important for
predicting success in a graduate program. Admissions committees know
this, and they read letters carefully.
Letters of recommendation play an especially important role if there is
some anomalous or seemingly contradictory aspect of your application. For
example, consider a student whose financial or family problems had an
adverse impact on academic performance during a particular year. A letterwriter can offer an explanation that prevents this from being held against
the student.
Most schools ask you to provide three letters of recommendation. Naturally,
you should get letters from faculty who know you best. A bland or neutral
letter, from somebody who knows you only as a name on a class roll, can
hurt more than help.
Good prospects for good letters are your advisor and those faculty teaching
the smaller, intensive courses required of all majors such as Statistics and
Research Methods (your grades in which graduate schools review especially
carefully).
Other helpful letters could be provided by faculty with whom you have
done Directed Research, those from whom you have taken several courses,
or faculty with whom you have an affinity and who know you well. Ideally,

your referees (letter-writers) are your advocates for admission. However,

their advocacy can be only as effective as their knowledge about you.
The single best thing you can do, to get a good letter of recommendation-particularly if a teacher does not have a long acquaintance with you--is to
provide your letter writer with useful information. Here is the type of
information letter writers often find helpful:
Your overall GPA
A list of psychology courses you have taken, and grades earned
Your minor if you have one
The titles and abstracts of any research papers you have written
Honor societies to which you belong
Awards that you have won
Activities in which you have participated (and any offices held)
Relevant work experience
Service activities, such as volunteer work
A description of your professional goals
With this information, you can help your referees make their best possible
case for you, to help you attain employment or admission to graduate
school.
Reference: Writing a Letter of Reference
Reference Letters
Almost everyone is called upon at some time to provide a
recommendation or reference for a colleague, an acquaintance, or an
employee. Reference letters may range from completing an admission
form for a prospective student to composing a detailed description of
professional accomplishments and personal characteristics for someone
seeking employment.
In order to write an effective letter of recommendation, you must be
familiar enough with the applicant's abilities or actual performance to offer
an evaluation. Then you must truthfully, without embellishment,
communicate that evaluation to the inquirer. For the reference letter to
serve as a valid selection device, you must address specifically the
applicant's skills, abilities, knowledge and personal characteristics in
relation to the requested objective. You may also be asked to say what you
know about the person's former employment and education or even his or
her military discharge and personnel records.
In a reference letter, always respond directly to the inquiry, being careful
to address the specific questions asked. For the record, you must identify
yourself: name, title or position, employer, and address. You will also have
to state how long you have known the applicant and the circumstances of
your acquaintance. You should mention, with as much substantiation as
possible, one or two outstanding characteristics of the applicant. Organize
the details in your letter in order of importance; put the most important
details first. Conclude with a statement of recommendation and a brief
summary of the applicants qualifications.
The Privacy Act of 1974 has had a major impact on reference letters.
Under the Act, applicants have a legal right to examine the materials in an

organization's files that concern them--unless they sign a waiver of their

right to do so. Organizations seeking to avoid the privacy issue may offer
applicants the option of signing a waiver against reading letters of
reference written about them. When you are requested to serve as a
reference or asked to supply a letter of reference, you should thus inquire
about the confidentiality status of your letter--whether the applicant's file
will be open or closed.
-Brusaw, Alred, & Oliu Handbook of Technical Writing, ,/I>1993, St.
Martin's Press, p.575-7
Arrange your references before you launch your job search.
Always ask permission before you put someone's name down as a
reference.
Contact professors, employers, and others who know your work and can
attest to your competence. Describe the kinds of jobs you intend applying
for so that they will know what skills and training are important.
One way to help people remember you is to send those who agree to give
you references a brief thank you note. In the note, you can remind them of
such things as how long you have known one another, what form your
relationship took, and of successes and frustrations you shared.
Here are some examples of reference letters and a thank you note.
Arthur James & Associates
235 Menlough Highway East
North Anglia, Indiana 47817
Mr. Sylvester Smith, Human Resource Director
Avant Garde Industries, Inc.
322 State Street
Madison, Wisconsin 53799
Dear Mr. Smith:
As her employer and her friend, I am happy to have this opportunity to
recommend Linda Gonzalez for a position with your company. I have
known Ms. Gonzalez since 1979, first as a clerk, later as a manager, and
now as a personal friend.
Ms. Gonzalez came to Arthur James & Associates from the State University
of Wisconsin at Heartland, where she received her degree in Business. For
two summers, she was a clerk/typist, and after graduation we hired her to
run the shipping department. At first, Linda was the entire department,
but over the years, as our organization grew, she became responsible for
supervising 8 other employees.
Linda is one of the most reliable employees we have had. She was a
superb supervisor, giving her staff many hours of her time, training them
carefully, and encouraging them to produce more for Arthur James &
Associates.
In 1988, we went through a major corporate restructuring. Linda's
department was able to continue offering high-quality service throughout
this difficult period, primarily because of her leadership. We here at Arthur
James & Associates will be sorry to see her go, but we know that moving
to Madison to be near her family is important to her and that it will also be
good for her career.

I strongly recommend Linda Gonzalez for her ability to motivate

employees, for her strong leadership skills, and for her sense of loyalty.
Please let me know if I can be of any other help.
Sincerely,
Arthur James
Arthur James
C.E.O. and President
West-Tech America
12000 Forestall Drive
Anselmo, Texas 78777
Mr. Sylvester Smith, Human Resource Director
Avant Garde Industries, Inc.
322 State Street
Madison, Wisconsin 53799
Dear Mr. Smith:
I am writing as a reference for Ms. Linda Gonzalez, who has applied for a
position with your company. I have known Linda for four years, during
which time I have been very impressed with her performance as a
supervisor with Arthur James & Associates.
Our company orders thousands of dollars worth of merchandise from
Arthur James & Associates every month and Linda has made sure that her
department gives every order the same careful treatment.
Linda has also been part of a program sponsored by West-Tech America,
on Total Quality Management. This group meets twice a month to discuss
qualtiy management issues and Linda has made some excellent
contributions to the group.
Any company that hires Linda Gonzalez is getting a gem--she's intelligent,
motivated, and caring.
Please feel free to contact me if you have any questions about her
background or her qualifications.
Yours,
Al Mikonos
Al Mikonos, Director of Purchasing
Indiana/Wisconsin/Iowa
788 Fremont Avenue
Burgoyne, New Hampshire 03303
Prof. Hayden Croft
School of Engineering
Heartland State University
Bascom, Heartland 53777
Dear Prof. Croft:
It was good talking with you again this past Saturday. I hope the Heartland
team did better in the second half than they did in the first! I have fond
memories of watching them play when I was an undergrad there.
As I explained to you, I am looking for a job in the widget industry,
preferably as a designer of new products, and I would like you to serve as
one of my references.

For the record, then, I was in your engineering classes in 1991, 92, and
93:
ME 615 Fall, 1991 AB
ME 660 Fall, 1992 A
ME 999 Spring, 1993 A
I also worked on the solar framus design project and assisted you with
your presentation at the National Induction Conference in Cleveland in
November, 1993.
Thank you so much for your help. Please let me know if there is ever
anything I can do to repay the favor.
Sincerely yours,
Jim Wilson
L. James Wilson
B.S. -- Heartland,'91

Prospective Employer:
I have known Tracy Graduate through her work experience with our firm
during the summer of 1996, when she served as an Auditor Intern in our
New York office.
Tracy became immediately involved in the annual audit of Zephyr
Megalithic, conducting much of the historical accounting research required
for the audit. In addition to gathering the financial information, Tracy was
instrumental in the development of the final certification report. Tracy also
participated in several other smaller audits, including her instrumental role
in the quarterly audit of Alpha Bank, where she developed several Excel
macros to audit the inputs at the PC level. She later further developed
these macros for use in future audits, which we have integrated into our
Auditors Toolkit.
Tracy has shown the kind of initiative which is necessary to be successful
over the long-term in the public accounting field. She has excellent
forensic skills, yet remains focused on the overall needs of the client. I
believe she will be a strong Auditor and has an excellent future in the
public accounting field. She is a conscientious worker and has an excellent
work ethic. We would gladly have hired Tracy upon graduation if she were
open to the New York City area.
I recommend Tracy to you without reservation. If you have any further
questions with regard to her background or qualifications, please do not
hesitate to call me.
Sincerely,
Terry Thompson
Partner-in-Charge
Instead of just supplying a standard reference sheet, add a "one-liner"
from each reference, a quotation that the person has given you that
summarizes a particular qualification or skill. It should be a one-line quote
that gives personal insight into an element of your background that
normally would not surface in the impersonal form of the standard
rsum/cover letter/references-type materials. You might be able to pull
the quotation from a letter of reference or from a conversation with the
person. If you are quoting verbal conversation, make sure you quote
accurately and confirm the quote with the person--no paraphrasing
allowed.
Example: "Tom is the brightest student I have ever known."
Example: "I am confident Julie will be an outstanding Accountant."
Example: "I could always count on Anne for our toughest projects."
The Live Reference Technique
A unique yet effective spin on the standard reference is to actually record
(either on audio tape or video tape) your references talking about you. It
requires some time, effort and a level of technical proficiency to put

together, but when used in proper application (especially in the creative

arts fields) it can supply a key differentiating factor in distinguishing you
from your competition. A broadcast communications major used this
technique and edited the references into a master tape of short clips,
which was provided to interested potential employers. It not only delivered
his references live, but also gave an indication of his professional editing
capabilities.
Use caution when using this technique. Don't just do raw cuts with an
available camcorder or tape recorder. Make sure you take the time to have
it done in a professional manner. If you lack the necessary technical skills,
you might be able to encourage a more proficient friend or classmate to
take on the task so that they can use it as a project listing on their rsum.
An additional caution: as with any technique that varies from the accepted
standards, use only as appropriate. While it will almost always work in any
of the communications and creative arts fields, it would likely be
considered too extravagant for a stodgy accounting firm.
The Reference Referral Technique
Your professional and personal references can also provide you with an
excellent opportunity to develop initial company referrals. After you have
dispensed with the formality of asking these persons to serve as your
references and provide you with letters of recommendation, ask your
reference which companies you should get in touch with. Ask for a
recommendation of the "Top Five" employers in your field that you should
definitely contact. And ask if there is a personal contact at the companies
to refer you to.
These people are not only serving your indirect needs as references, but
they are also serving your more direct needs as referral sources in your
new job search network.
How to Make Sure Your References Are Bulletproof
Your references will typically be contacted by phone for further
information. It has never failed to amaze me that people willingly supply
references from individuals who end up giving negative references.
Obviously, they were not aware that the references would be negative. But
that is my pointyou need to protect yourself in advance to ensure you
have the very best references.
How? By having your references checked in advance. Why? Because while
many people are unwilling to tell you to your face what they really think
about you, they may be very willing to submarine you when they get the
chance.
How to do it: do not call them yourself. Rather, have a professional
reference checking service do it for you. We have a special arrangment
with MyReferences.com for users of this site to have their references
checked in advance. Yes, it will cost you. But it's a small price to pay to
know that your references are bulletproof.
If any negatives surface, the best thing to do is quietly (and quickly!) drop
that person from your list. If you confront a negative reference, you run
the risk of that person seeking to further influence others. By quietly
dropping that reference, you have done your job in containing this closet
enemy.

It will be the best insurance money you ever spent. One of the worst
things that can happen to you is to get all the way to the company being
ready to make the offer, with the final step of checking references, only to
have a negative reference blow you out of the water.
Don't assume. Make sure. Contact MyReferences.com today for your
personal reference bulletproofing.

Tips for Writing a Letter of Reference

by Ralph Brigham, Montana State University
Attached is a copy of the "tips" memo that we include with each
recommendation form when they leave our office. Feel free to adapt these
as you see fit for your own campus.
TO: Writer of a letter of recommendation
RE: Helpful hints for writing a recommendation
In today's competitive job market, job applicants are being forced to use
every available tool to be successful. Writing a letter of recommendation is
not a simple task and must be taken seriously, because it could mean the
difference between being hired or being rejected. The job hunter has little
control over letters of recommendation, so I offer the following only as
suggestions on how to be an effective evaluator. Please return the
recommendation promptly, because a job may depend on the punctuality
of the recommendation.
Include your affiliation/relationship with the person. Were you a
supervisor? President of the company? Advisor? Professor? It is important
to indicate this because a professor may see the academic skills while a
supervisor may be able to identify work habits.
Give honest and factual information. When approached to write a
recommendation, ask yourself if you honestly know the person's qualities.
If you have not had much contact with the person you cannot give an
accurate description. It would be better to decline to write a
recommendation than to write a vague or irrelevant one.
Have the person give you a list of accomplishments, organizations that
he/she belongs to, or any other relevant information. It might surprise you
to see how much that person has done outside of your contact with them.
This can also help you get a more accurate picture of the individual.
Having the person give you a copy of his/her resume is an easy way to
have this information at hand.
Concentrate on several different aspects of the person. Specifically identify
his/her skills, attitudes, personal attributes and growth, as well as his/her
contributions to and performance within your organization. It is extremely
important to include examples where possible. It is one thing to state that
someone had some good ideas and another to say, "John integrated
reading and writing into a language experience program with an emphasis
on comprehension." Also, if you do make negative comments, back them
up with facts.
The appearance of a letter is a reflection on both you and the candidate
and it can also determine whether it will be read or not. PLEASE TYPE
YOUR RECOMMENDATION NEATLY!
If you are using a recommendation form, please do not restrict your
reference to the graph. Written comments should complement and
elaborate on this chart and not conflict with it. Written comments on the
form or on an additional page should not leave any questions in the mind
of the reader.
A recent national publication (1991 ASCUS Annual) listed the following
eight intangibles as important when evaluating teaching candidates:

(a) empathy, (b) native intelligence, (c) a divergent, abstract thinking

style, (d) a high level of commitment, (e) the ability to be a "self-starter,"
(f) a high energy level, (g) the recognition that excellence is a journey, not
a destination, and (h) the potential ability to lead.
Don't reference characteristics that can be the basis of discrimination,
such as race, color, nationality, gender, religion, age, appearance, any
handicapping condition, marital or parental status, or political point of
view!
Beware of the power of words! Some words seem harmless in every day
conversation, but carry positive or negative connotations to a prospective
employer.
Avoid bland words such as:
nice, good, fairly, reasonable, decent, satisfactory
Powerful words which are appropriate to use include:
articulate, effective, sophisticated, intelligent, observant, significant,
expressive, creative, efficient, cooperative, imaginative, assertive,
dependable, mature, innovative
The following list of attributes (compiled by the National Association of
Colleges and Employers) is often listed by employers as tools on which to
base eventual selection. So, these are excellent points to address:
ability to communicate
intelligence
self-confidence
willingness to accept responsibility
initiative
leadership
energy level
imagination
flexibility
interpersonal skills
self-knowledge
ability to handle conflict
goal achievement
competitiveness
appropriate vocational skills
direction.
A Few Tips on How to Write a Letter of Recommendation
As an employer, co-worker, or friend, you may at some point in your
career be called upon to write a letter of recommendation. If you are
unsure about how to go about it or simply don't know what to say, here
are some tips about what to include and how to structure a typical letter of
recommendation. This advice may also be useful if you request a letter of
recommendation from someone who is not familiar with how to write one.
First Paragraph -- Start out by specifying in what capacity and for how
long you have know the person whom you are recommending. If the
person is an employee or co-worker, indicate the term of employment, the
responsibilities of the position, and any significant projects undertaken by
the individual. You may wish to include a sentence about the nature of

your company and its activities. Here, you can also give a one-sentence
summary or overview of your opinion of the recommended individual.
Second Paragraph -- In the next paragraph provide a more detailed
evaluation of the person as an employee. Describe his or her performance
on specific assignments and list any important accomplishments. What are
the individual's strengths or shortcomings in the workplace? What was it
like to interact with him or her?
Third Paragraph -- To sum things up you can make a more broad
characterisation of the individual and his or her demeanor. Overall, was
the person responsible, polite, warm, disagreeable, lazy, spiteful? Finally,
indicate the degree to which you recommend the individual for the
position she or he is seeking: without reservation, strongly, with some
reservation, or not at all.
Before writing the letter, you may want to ask the person for a list of his or
her projects, since you probably will not be aware of all the work they've
done. Finally, if you have not had much contact with the person, you may
be better off declining to write the letter of recommendation, rather than
putting together something vague and dispassionate.
Letters of Recommendation
By Guide J. Steven Niznik
Value of Letters of Recommendation
Also called letters of reference and commendation, letters of
recommendation are a valuable job-searching tool. For example, it's no
secret that employers often use the cover of legit layoffs to get rid of
undesirable employees. If you get laid off, it might raise the eyebrows of
an interviewer or two. Was it because you were among the ranks of the
undesirable or simply because your job was eliminated? A letter of
recommendation that praises your performance and explains why
termination wasn't your fault might come in handy.
Employers might accept letters of recommendation in place of grilling your
references. That has several advantages. For one, it lets your references
off the hot seat. The more often they have to sit in the hot seat, the less
willing they may be. For another, it might speed up your hiring process. It
takes far more time to grill your references by phone or mail than it does
to read letters of recommendation. It also eliminates the risk that your
references will be unreachable, or might do a poor job because they're
busy or having a rotten day. All it takes is one unreachable or poor
reference to turn the tide against you, while only one stellar letter might
be enough to satisfy your potential employer. The biggest advantage is
that you already know exactly what your references said about you.
Letters might even impress employers and make them feel more
comfortable. Some employers justifiably fear involvement in lawsuits
resulting from poor references, and they typically document what your
references say. If you have letters, you've already documented for them
while reducing their liability.

Writing Reference Letters

Almost everyone is asked to write a reference letter at some time during
their career. Whether it's for an employee, a friend, or someone you've
worked with, it is important to be prepared to write an effective letter of
recommendation. It's equally important to be ready to say "no" if you're
not comfortable recommending someone for employment.
It's actually in the person's best interest for you to politely decline writing
a reference letter if you can't provide more than a wishy-washy
endorsement. A less than positive reference can cause as much harm as
a negative reference. Employers are usually good at reading between the
lines and will pick up on what you're not saying. If you decline, the person
can move on to another reference who may be able to provide a glowing
recommendation. A simple way out is to say that you are not familiar
enough with their work or background to provide a reference. That way
you can minimize any potential hurt feelings.
If you're thrilled to be asked, but, not sure what to say, ask the person for
a copy of their resume and a list of accomplishments. This will give you
guidelines to use when composing a letter. Start by describing how long
you've known the person and in what capacity. Include dates of
employment and details on how you've worked with (or known) the
person.
Continue by describing the person's skills and performance and what
makes them an ideal candidate for a potential new employer. Also
include two or three outstanding attributes. End by summarizing why you
are recommending this person for employment. You may also want to
provide a phone number or email address so employers can follow up if
they have questions or want more information

[Writer's Name or Company Letterhead]

[Street City State Zip Code]
[Phone # Fax phone # Messages phone # Email]

[Date today]

[Recipient's address block - optional]

[Address]
[Address]
Dear [Recipient's name] or To Whom it May Concern:
[First and foremost, if you don't feel comfortable writing a letter of
recommendation, don't. A vague or fabricated recommendation letter
might do more harm than good. Start by identifying your relationship with
the person for whom you're writing the letter. Are you the person's
manager, co-worker or professor? How long have you known or worked
with the person?]
[Picture the person in his or her job role. Point out a variety of positive
traits while focusing on work ethics, accomplishments, skills, and
significant contributions (use specific examples). If you draw a blank, ask
the person to refresh your memory. If you have access to the person's
merit reviews, refer to them for hints. If for business reasons you're sorry
to see this person go, say so. Avoid vague, powerless words such as nice,
good, fine and reasonable. Use words such as excellent, superior,
instrumental, creative, innovative, efficient, dependable, articulate,
meticulous, self-starter and confident.]
[Wrap it up with a recommendation to hire. Close by offering to provide
more information. Include your contact information if it's not in the
letterhead.]
Sincerely,
[Sign here]
[Your name]
[Your title]
cc [Names for copies - optional]

Important! This letter is only for personal use. Reproducing any

part of this letter in any media (commercial or not) is a violation
of copyright laws. However, you may link to it from your Web site:
http://jobsearchtech.about.com/library/weekly/aa021400smp1.htm
Copyright 2000, J. Steven Niznik. All Rights Reserved.
All About Recommendation Letters

Nearly every graduate program requires applicants to

submit letters of recommendation. Don't
underestimate the importance of these letters. While Related
your transcript, standardized test scores, and
Resources
personal statement/admissions essay are vital
Asking for
components to your application, an excellent letter of Recommendation
recommendation can make up for weaknesses in any Letters
of these areas.
Application Advice
A well written letter of recommendation provides
Writing
admissions committees with information that isn't
Recommendations
found elsewhere in the application. A letter of
recommendation is a detailed discussion, from a
faculty member, of the personal qualities,
accomplishments, and experiences that make you
unique and perfect for the programs to which you've applied.
Who To Ask?
Most graduate programs require two or more letters of recommendation.
Choosing your letter-writers often is difficult. Consider faculty members,
administrators, internship/co-operative education supervisors, and
employers. The persons you ask to write your letters should
know you well
know you long enough to write with authority
know your work
describe your work positively
have a high opinion of you
know where you are applying
know your educational and career goals
be able to favorably compare you with your peers
be well known
be able to write a good letter
Keep in mind that no one person will satisfy all of these criteria. Aim for a
set of letters that cover the range of your skills. Ideally, letters should
cover your academic and scholastic skills, research abilities and
experiences, and applied experiences (e.g., co-operative education,
internships, related work experience).
Approaching Recommenders

When you approach potential recommenders, ask if they know you well
enough to write a meaningful letter. Pay attention to their demeanor. If you
sense reluctance, thank them and ask someone else. Remember that it is
best to ask early in the semester. As the end of the semester approaches,
faculty may hesitate because of time restraints.
Provide Information
The best thing that you can do to ensure that your letters cover all the
bases is to provide your recommenders with all the necessary information.
Don't assume that they will remember anything about you. (I know, you're
quite memorable, but think about what it must be like to have 150 or more
students each semester!)
Make an appointment to speak with your letter writers. Give your letter
writers plenty of time (three to four weeks at minimum). Provide a file with
all of your background information:
transcript
resume or vita
admissions essays
courses you've taken with them
research experiences
internship and other applied experiences
honor societies to which you belong
awards you've won
work experience
professional goals
due date for the application
copy of the application recommendation forms
Confidentiality
The recommendation forms supplied by graduate programs require you to
decide whether to waive or retain your rights to see recommendation. As
you decide whether to retain your rights, remember that confidential
letters tend to carry more weight with admissions committees. In addition,
many faculty will not write a recommendation letter unless it is
confidential. Other faculty may provide you with a copy of each letter,
even if it is confidential. If you are unsure of what to decide, discuss it with
your recommenders.
As the application deadline approaches, check back with your
recommenders to ensure that the letters were sent on time (but don't
nag!). Contacting the graduate programs to inquire whether your materials
were received is also appropriate.
thesis
<Back>
<Full Glossary>
Definition: A requirement for a master's degree. A major piece of
research that demonstrated detailed knowledge of one's field and the
ability to do research and integrate knowledge of the field.
Related Resources:
dissertation
<Back>

<Full Glossary>

Definition: Normally required as part of the academic requirements for a

doctorate, a dissertation is a major research project. A dissertation is
expected to make a new and creative contribution to a field of study and
to demonstrate the student's expertise.
Resumes and Colored Paper
Click Here For More Information on Resumes
When you have more copies made of your resume use a quality paper (24
lb. to 28 lb.) Studies have shown mild pastel colors like ivory, tan, light
blue, rose, light gray, bordered and embossed presentation papers get
more positive attention, over other colored papers. Avoid using bright or
bold colors like orange, bright green, navy blue, as these colors can be
straining on the eyes. For a minute, consider your resume in a pile with
1000 others. Employers scan a resume approximately 40 seconds before
deciding if a resume should get more attention. In that time approximately
10% get selected for further reading, and the rest get moved to the end of
the line. Why? Boring white paper, poor reading format, to much
information or not enough. Remember, a mild pastel colored paper will
make your resume "more interesting," and is easy on the eye to read.
How to Send Your Resume Through the Mail
When sending your resume through the mail, use a 9" X 12" inch
white or matching "resume paper color" envelope. By sending
your resume in a 9 X 12 inch envelope the resume is not folded
when presented to a potential employer. It just makes a better
first impression. Additionally, a flat piece of paper is easier to
read, as well as handle compared to a resume that has been
folded. Be sure to type your address and return address on
mailing labels before securing them to your envelope. If you do
not have mailing labels simply use a pen with black ink to address
your envelopes.
Click Here For More Information on Resume and Career Assessments
To Whom it May Concern Letters - [Letters of Recommendation]
If you have not been requesting letters of recommendation from
your past employer's you really should start. Sometimes a letter
of recommendation can add that little extra appeal when applying
for a new job. Especially if the letter of recommendation provides
a good review on the qualifications that the new employer is
looking for. Of course, a letter of recommendation talking up your
good character is an asset, too. There are two ways to present a
letter of recommendation to a prospective employer: one way is
to state at the bottom of your resume that your letters of
recommendation and references are available upon request. In
this scenario, you would take your letter of recommendation and
reference sheet (contained in a professional portfolio, folder or
brief case) to the interview, and then present it during the
interview (only if it is requested). The second way to present a
letter of recommendation, and most commonly used, is to enclose
it along with your resume during initial mailing. Please, send no
more than two letters of recommendation. It is better not to

overwhelm a potential employer with a lot of information to read

(and of course, always send a copy of your letters, not the
originals). A good word from your past employer can give you the
added advantage you need, especially when your skills and the
companies needs are the same.
Reference Sheets
References should only be given at the request of an employer,
and should not be listed on your resume. Nor should you send a
reference sheet in your "initial" resume mailing. It is better when
an employer can meet with you personally before receiving
second hand information about you from your references. The
interview is the most important first step in the door, and who is
better to sell your good character and qualifications, than you,
yourself. Take your reference sheet with you to your interview (in
a professional attach, folder or portfolio), and present it during
the interview, (only if it is requested). By making your reference
sheet available during the interview, you will not waste personal
marketing gear on initial mailings or employers who do not find a
reference check necessary.
When mailing your resume package - what should it contain?
The resume package should contain a cover letter, a resume, and
a letter of recommendation. An executive styled resume folder
can be used if you feel one is appropriate for the position you are
trying to obtain. If your resume is more than one page in length
you can staple the two pages in the upper left hand corner.
However, do not staple your cover letter to your resume. Mail your
resume package in a 9" X 12" inch envelope. A step by step
procedure would be like this. Say for example you decided to use
an executive styled resume folder: you would open up the folder place your letter of recommendation at the very back - place your
resume on top of that - and place the cover letter on the very top.
Then close the protective resume folder, and place the resume
packet in a 9" X 12" inch envelope. When putting your resume
packet into the envelope, make sure you position the packet
where the cover letters heading is upright and facing the
employer as he or she pulls it out of the envelope. Address the
envelope using mailing labels and stick it in the mail. Before you
know it, you will be receiving calls for job opportunities.
Remember, your resume is a representation of you, a powerful
sales tool that will work for you when you're present, and when
you're not. Make sure to keep your resume up-to-date and
accurate, and when you need your resume, it will be there for you.
Click Here For More Information on Resume and Career
Assessments
Cover Letters - Two Types - Specific and General
Cover letters are necessary when sending your resume in the
mail, but remember to keep your cover letter short. A cover

letters purpose is to obtain an interview, not tell a lengthy story.

The focus should be on your qualifications, and setting up an
interview. There are two types of cover letters - specific and
general. The specific cover letter is directed at a specific
company, specific person, and position. The specific cover letter
personally addresses the companies needs. It also sends a
positive message to the employer that you are truly interested
because you took the time to write an individual letter. A general
cover letter is often addressed Dear Employer, (with date omitted)
and emphasizes your qualifications in hopes that a position will be
available to utilize your skills. Feel free to use the cover letter
examples below when preparing your own cover letters.
Post your job to HotJobs.com, the best recruiting site on the net!
SALLY B. DOE
7124 S. Decoto Street
Any Town, Any State 36254
Telephone: (815) 879-2680
January 30, 2001
Mr. Smith - Dir. of Human Resources
Raymond Kate Associates
524 Fair Lane Street
Any City, State 78194
Dear Mr. Smith:
I am responding to your advertisement in The City Tribune (dated
1/20/00), regarding the Pharmaceutical Representative position.
Please regard this letter as my formal application. Enclosed is my
resume showing my education, experience, and background.
I have over 7 years experience in the sales and marketing field,
and 3 years experience as an LPN staff nurse.
Throughout my sales and marketing career I won top sales
awards, and trained other sales representatives specific sales
techniques to increase their sales. I enjoy working with the public,
as well, demonstrating products, and educating others in their
uses. I believe I would excel in pharmaceutical sales because I
truly find sales a challenging and rewarding career; as well, my
nursing background offers an advantage in better understanding
the products I would sell.
May I arrange an interview to further discuss my qualifications? I
am available for an interview at a mutually convenient time.
Thank you for your time and consideration.
Sincerely,
Sally B. Doe
Encl.
BILL J. DOE
942 Sunset Circle
Hampton, Virginia 84217
(555) 555-0000

Dear Employer:
In response to your advertisement regarding the safety/loss
control position in your organization I am enclosing a resume for
your review. Please consider this letter as my formal application
presenting my background, education and experience.
I have over 8 years experience in the Health and Safety field; and
I am well versed in the areas of Health and Safety issues in
conjunction with state and federal guidelines.
I have considerable experience in dealing with insurance claims
and litigation; and a thorough knowledge of the process and
procedures of the corporate environment. I work well with people
and enjoy getting the work at hand completed.
Below is a list of agencies I have extensive consulting experience
with:
Virginia Workers Compensation Commission -- Environmental
Protection Agency -- Occupational Health and Safety
Administration -- Department of Transportation -- Virginia Natural
Resources Conservation Commission -- Federal Aviation
Administration
May I arrange an interview to further discuss my qualifications? I
am available for an interview at a mutually convenient time.
Thank you for your time and consideration.
Salary History:
Planned Health Care, Inc. $38,000.00
Jonet Group, Inc. $25,750.00
City of Millington $18,000.00
Sincerely,
Bill J. Doe
Encl.
Example: To Whom it May Concern Letter
To Whom it May Concern:
The purpose of this letter is to recommend Karen Smith for
employment as an office manager or related position.
Karen possesses excellent office and administrative skills
necessary to administer a project, while gaining the acceptance of
other office personnel. The work she produces is on-time and
accurate. This has made Karen a valuable part of our management
team. During her employment with us, we have acquired a larger
percentage of clientele. I believe her good business skills and
pleasant personality have helped our business grow.
During the last three years Karen has worked her way from
clerical worker to part of our management team. This is due
primarily to her ability to quickly comprehend difficult tasks.
Karen is unique individual with a positive attitude, who can accept
responsibility to complete a project with little oversight or
direction. Her excellent secretarial skills and office administration
skills make her a valuable asset. I would highly recommend her to
any company seeking these qualities in an individual.

Sincerely,
Mr. Jason Jenken
Example: Thank You Note
1/10/01
Attn: Mr. Alex Smith
Raymond Kate Associates
4854 Bay Street
Millington, Virginia 58745
Dear Mr. Smith:
Just a note to say thank you for giving me the opportunity to
interview with your company for the position of loss control
specialist. I enjoyed our conversation and feel my experience and
education would complement Raymond Kate Associates. I look
forward to being able to put my extensive knowledge and
experience of working with environmental protection agencies to
bring about effective safety programs to your company.
As we discussed I have enclosed 3 letters of recommendation
from my professional acquaintances. In addition, I am also
enclosing some of the safety programs I designed so you can see
first hand the type of work I am capable of performing to bring
about the successful safety programs the government requires in
organizations today.
Again, thank you for your time. I am looking forward to hearing
from you soon.
Sincerely,
Bill J. Doe
Letters of Recommendation
Letters of recommendation from faculty members are very important
because you teachers are in the best position to assess your ability to do
advanced academic work. Obviously you will want to approach faculty
members in whose classes you have done well. You want people who
know you personally, hence the importance of talking with you teachers,
both as you take their classes and afterward, when you seek advice on
possible graduate programs. Since initiative and independent thinking are
the hallmarks of a good graduate student, you need to display these
characteristics at the undergraduate level, and you can do that by asking
intelligent questions in class, discussing your exams with faculty members
during office hours, and seeking advice about your future career.
A good way to get to know faculty members is by doing research with
them. Many institutions have programs that recruit undergraduate
students to serve as research assistants. There are two advantages to
this. One, you are able to develop a close working relationship with a
faculty member and two, you have the chance to gain valuable
experience doing the kind of research that characterizes graduate work.
How Do I Ask for a Letter of Recommendation?
What Should I Give a Professor Before They Write my Letter?

How do I Ask for a Letter of Recommendation?

If you do not know the professor well, set up an initial meeting with them
to discuss your interest in graduate work. Be well prepared to speak with
them about all aspects of your decision and to display your commitment
to the process of applying. Some hints: Introduce yourself and remind
them of their relationship with you (in class, on a project, volunteer work,
etc.). Recall information learned and how well you performed during the
relationship. Talk to them about your decision to go to graduate school
and why you have chosen this path. Talk to them about potential
schools/programs that you are looking into and the faculty who you would
like to work with. Ask them about other schools they might recommend to
you. Do they know other faculty in your interest area? What are their
suggestions on the process of applying?
After speaking with them, wind up the meeting by asking if they would
feel comfortable writing you a letter of recommendation. Tell them that
you will provide them with information about yourself (resume), samples
of your work, deadlines for schools, and self-addressed and stamped
envelopes (if you can). Let them know the number of schools you will be
applying to and, if they say yes, ask them about the time frame that
would be best for them.
Top
What Should I Give the Professors Before They Write my
Recommendations?
Make the application process as easy as you can for the recommender.
For instance, on virtually all recommendation forms, there is a portion that
asks for the applicant's name and other vital information. Before you
leave this form with your recommender, first be sure you complete this
portion of the form. Sign any statements, provide a copy of your resume,
provide writing samples or examples of work (if needed), and if you can,
provide them with an appropriately addressed, stamped envelope to use
to mail the form with it is complete. If you are asking them to write to a lot
of universities, provide a comprehensive list with deadlines.
Writing Your Personal Statement
Sometimes the hardest thing to do is write about ourselves. The biography
you turned into me was to help you start thinking about who you are.
Now, you will begin to formulate your personal statement.
Use the guidelines in the "Graduate School and You" guidebook and the
guidelines below. Once you have a rough draft completed, you should
have it checked by Career Services, you faculty mentor, the McNair office,
and someone who has excellent English skills like the Writing Lab.
Suggested Guidelines
Having Trouble Getting Started?
Suggested Guidelines for Personal Statements
If there is a question, answer it!

Remember: motivation, experience, goals The majority of graduate programs do not interview their applicants. The
personal statement might be the only part of your application that comes
to the committee in your own voice. Make sure it tells the committee
things that cannot already be found in your transcript. The three key
issues are your motivation of pursuing this particular degree, the
experience you have had that has prepared you the rigors of graduate
work, and your long and short term goals. Do not get more personal that
you feel comfortable with. Think about the culture of the field for which
you are applying, and write accordingly.
Make every word count in your favor Do not exceed the page or word limit (if there is one - typically it is one or
two, single spaced pages). Do not use smaller than 11 pt. font and do not
shrink the margins. However, you do have much to say so you need to be
concise and as specific as possible. Do not be repetitious or make a list of
work or class experience. Do not reiterate your transcript.
Be specific, use examples, avoid theorizing & generalities When discussing your motivation and preparedness for graduate study,
speak specifically and knowledgeable about your research, your family,
and the direct instances of your life. Avoid statements like "I have always
know I wanted to be ..." As statement like that does not tell the reader
anything about you. However, the way in which you recount a particular
incident that gave you insight can tell volumes about who you are, which
is the ultimata purpose of the statement.
Use the language of the discipline to which you are applying When discussing your research and the areas which interests you in the
graduate program to which you are applying, use the correct terminology
and vocabulary. Doing so will illustrate to your reader that indeed, you
know whereof you speak. Do not be afraid to raise important issues you
want to tackle in graduate school.
Particularly in the science fields, speak in depth about your research
experiences Scientists are interested in finding colleagues from among the many
applicants to their programs. Imagine reading 500 statements to accept
10 or 15 students. What would you want to know about the people you are
selecting? If you have experience as an undergraduate working with ultrafast laser spectrometry, and are interested in pursuing this in your
graduate program, let the committee know that! If they have such a
research group, you might be a great fit. If they don't have that kind of
research, why are you applying there?
Research the programs to which you are applying and let the reader know
how you will fit into the work that is going on there Remember that in addition to answering the question of why you would be
the best student for the committee to accept, you must explain why this
program is the best one for you. The fit issue works both ways! Do your

homework - go online and find out exactly what kind of research is going
on in your prospective dept.
Be grammatically correct; use spell check (or even a dictionary) and have
at least three people proofread it (preferably faculty or editor types) Particular bugaboos for some faculty: its and it's; there, their, they're;
Some (many?) committees have been known to deep-six an application
with one typo so be aware! It is always a good idea to have at least three
people proof your final draft (be sure one of them, if not all, are excellent
editors).
Above all: be yourself and do not apologize
While you should explain any gaps or inconsistencies in your transcript, do
so in a positive manner rather than an apologetic one. Remember that
these inconsistencies might best be addressed in a separate letter. It may
be a good idea to have one of the faculty briefly address this issue in their
letter of recommendation if they are comfortable with it.
Top
Having Trouble Getting Started?
Start out by writing down the answers to the following questions:
What is your first recollection about the field you plan to enter? What was
your reaction to it?
When did you first think of graduate school?
Who do you know who is a professional, scholar, or professor in your
intended field? What do you like, respect, admire about that person or
persons?
Why do you want to enter this particular field instead of another?
Picture yourself in 15 years. Where will you be and what will you be doing,
personally and professionally? Be specific.
What are two things about you that make you different from anyone else
you know?
Describe every job and every volunteer experience you have ever had.
What did you learn about yourself and/or the world through those
experiences?
I am the dean of the program to which you are applying. Why should I
admit you, with full funding?
What life events have had significant impact on who you are today?
How do you know that graduate school is right for you?
Explain any aspects of your academic record that might raise questions.
What skills do you possess that will be useful to a graduate program?
What obstacles have you overcome? How did you do it and what have you
learned?
Talk to others about what you have written and discuss ways to clarify or
embellish each answer. Then begin to organize it in a clear and logical
manner. Remember, it takes 2 or 3 tries to really create a good statement.
We are not trained to write about ourselves, so this is a new concept. Do
not get frustrated - if you need help, set up an apt. at the McNair office
and we can work on it together.. There are examples of statements in the
office too.

OK. You've written a dynamite personal statement and filled out the applications. You're
coping with school, work, research, volunteer commitments, and applications when all of a
sudden you get an unexpected curve ball. One of your recommenders says. "I really want to
help you get into grad school. Why don't you write the letter of rec, and I'll sign it. That way it
will emphasize exactly what you think is most important."
You of course graciously acknowledge the recommender's good intentions and thank him or
her for the outstanding idea. Inwardly you panic, curse, and think, "I can't write one more
word. When am I going to find the time to do it? And what on earth am I supposed to say?"
Relax. I'll tell you what a recommender should say. In fact, you can pass these tips on to your
recommenders in case they don't know what to say and don't ask you to say it.
10 Tips for Recommenders
1.Review a copy of the applicant's personal statement or application essays so that your letter
of recommendation can dovetail with--not conflict with or duplicate--the rest of the
application.
2.Ask the applicant to supply you with additional information like a resume.
3.Describe your qualifications for comparing the applicant to other applicants.
I have been teaching for twenty years and have advised approximately 450 students on
independent research projects over the last five years.
I have personally supervised ten interns every summer for the last five years plus worked
with over two hundred college graduates in my capacity as trainer for Big Bank Corp.
4.Discuss how well you know the applicant.
I was able to get to know Mr. Doe because he made it a point to attend two of my sections
every week when only one was required.
Ms. Smith reported directly to me for two years prior to her well-deserved promotion to the
position of Assistant Campaign Manager
5.Choose two to three qualities that you observed in the applicant.
Jane has a rare blend of top writing and interpersonal skills.
The combination of tenacity, analytical abilities, and good communications skills found in
Mr. Doe is truly unique.
6.In discussing those qualities, support your statements with specific instances in which he or
she demonstrated those attributes. Be as concrete and detailed as possible

He is the only student I ever had who came to all my office hours as part of a relentless, and
ultimately successful, drive to master political theory. He was one of just ten percent in the
class to receive an A.
Because of Jane's writing skills, I didn't hesitate to ask her to write a report which was used
by our PAC as the basis for a major policy statement. Congressman X eventually used the
statement, based on Jane's sophisticated 20-page analysis of Middle East politics, in lobbying
for increased funding.
7.Try to quantify the student's strengths or rank him or her vis a vis other applicants that you
have observed.
He was in the top 10% of his class.
She has the best analytical skills of any person her age that I have ever supervised.
8.Avoid generalities and platitudes.
9.Include some mild criticism, typically the flip-side of a strength.
The only fault I have encountered in him is his retiring nature. His modesty sometimes hides
a young man of remarkable strength and broad interests.
Occasionally, her fortitude and persistence can turn into stubbornness, but usually her good
nature and level-headedness prevail.
10.Discuss the applicant's potential in his or her chosen field.
I enthusiastically recommend Mr. Doe to your graduate school. This well-rounded student
will be a fine social worker.
With her exceptional leadership, writing, and research skills, Ms. Smith will be an
outstanding professor and a credit to the graduate school she attends.
To whom it may concern:
I think extremely highly of Hongbin Wu, and therefore it is my great pleasure to write a letter
of recommendation on his behalf, for entrance into your MBA program.
I have known Hongbin for more than one and a half years. I hired him to work for me as a
Research Analyst at SRR in July of 1996. SRR is a full-service marketing research firm
whose clients are primarily large radio stations and other music oriented media companies
such as Capital Records, and MTV Networks. My roles at SRR include manager of new
product development (research products and the software to analyze the results), and internal
research consultant (sampling methodology and multivariate statistical analysis). In addition,
as a member of the management team at SRR, I am charged with constantly working to find
more efficient, cost-effective means of gathering respondent level data and producing our
research products. Since joining SRR as a Senior Research Analyst, and more recently as
Manager of Research and Development, Hongbin has been a major weapon in my arsenal of
tools for accomplishing these tasks.

Hongbin is a creative and original thinker. He has native intelligence, great curiosity about
people and ideas, and plenty of common sense that he has applied to solving many problems
at SRR. In addition, he has demonstrated excellent powers of observation, and an ability to
communicate and suggest change in effective but non-threatening ways. To illustrate
Early on, Hongbin was assigned to an important research project as a fill-in Project Manager.
In this role he was responsible for the technical aspects of creating a computer-based survey
questionnaire (from one given to him by our client services department), monitoring the
telephone data collection process, and completing the data processing and analysis of the
survey results.
From the beginning of this assignment, Hongbin began to re-define our expectations of a
good project manager. He started by participating in discussions with the client and
suggesting and implementing several changes to the script that shortened its length and
clarified the instructions to respondents. Without prompting or precedence he spent several
days working odd hours, observing and monitoring interviewers and supervisors as they
began to field this 2000 person study. Within a few days he had shortened and clarified the
script even more - removing redundant questions, collapsing multiple questions into one, and
improving the flow from question to question and screen-to-screen - all to the great praise of
both interviewers and the director of our phone center. He had also observed something about
a particular aspect of the interviewing process that was common to all surveys at SRR. He
wrote a memo to several managers outlining his proposed change in methodology that clearly
demonstrated the value of his idea: an annual cost reduction of close to $50,000. At the end of
the project, he wrote a several page critique of our interviewing and supervisory staff. He
described the characteristics and skills employed by the best interviewers he'd observed and
made suggestions for how these skills could be taught to the entire staff. His
recommendations were well received and soon implemented by the very manager whose staff
was being critiqued; such was the value of his contribution and the skill and sensitivity with
which he presented his ideas.
In processing the survey results, Hongbin also quickly learned to use several advanced
statistical techniques including Cluster Analysis and Discriminant Analysis with which he had
only a passing knowledge prior to the project.
Hongbin has also demonstrated his technical and analytical abilities in helping create a new
model for bidding on new business, and in spearheading the development of tool that used a
Maximum Likelihood algorithm for ascribing missing respondent data. Recently, Hongbin
helped me identify the most desirable qualifications and background of computer
programming candidates, and he assisted me in the recruiting and mentoring of two Chinese
student interns to this position. They have both made significant contributions in only a few
months of employment.
Hongbin is not a native English speaker or writer, and thus, he has had to work very hard to
clearly communicate his ideas. I have seen him grow in this area tremendously over the last
one and half years. His attentive listening and great enthusiasm has helped him overcome any
language limitations. He is both self-confident and self-deprecating, and has a great sense of
humor that has helped him form strong relationships with subordinates, peers, and members
of our management team. Managers in other departments frequently seek his advice, and his

name is always at the top of the list when choosing team members to spearhead important
company initiatives.
In all of these areas, Hongbin Wu has gone beyond expectations, and has out-shined all others
in his peer-group at SRR. His efforts were recently rewarded with a promotion to the position
of Manager of Research & Development.
Hongbin is very likeable and ambitious person. I have no doubt that he will be a serious and
enthusiastic student, and someday a quite successful senior level manager or entrepreneur that
you would be proud to call an alumni.
Sincerely,
Mark Peterman
Vice President
SRR
Dear Addimissions Officer:
I am writing this letter to support the admission of Wenli Lee to the Harvard Business School.
I was Mr. Lee's teacher and advisor for several years between 1993 and 1995. We have met
and talked several times since.
Mr. Lee's academic credentials are truly exceptional. He not only knows how to reason with
numbers, but how to render incisive and imaginative arguments in English. Unlike most of the
students I have taught from China(about 60 over the past 20 years) Lee immersed himself in
American culture. He composed a joke as part of his first presentation analyzing a local plan.
It worked. His classmates laughed and I was witness to masterful culture spanning. Lee came
to us a confident individualist uniquely suited to cultural cross fertilization. He earned straight
A grades in all my classes. Whether rendering a spread sheet analysis, crafting a graphic or
writing a report, Lee always demonstrated uncanny mastery combined with critical wit. While
many of the Chinese I have taught performed excellently in class, Lee alone has composed
essays and talks that met the sensibilities and tastes of American classmates. Even more
importantly he offered new ideas which they (and myself) could comprehend and even
assimilate.
Lee has a deep reservoir of talent and ambition. He has already accomplished a great deal in
the face of considerable challenge. He has worked hard bridging the cultural gulf separating
the Chinese and American ways of life, and produced an impressive record for one who has
enjoyed no special privilege. Lee possesses and uses an easygoing manner and spirited
conviviality to put people at ease. He can make small talk, but quickly moves conversation
toward more challenging and interesting topics. Lee's group leadership combines small "d"
democracy, intelligent judgment and gentle persistence. He learned early on the painful
lessons of coercive collectivism, and has learned how to anticipate and even tame adversarial
relations. I have every confidence that he will use these considerable skills to tackle
organizational problems on a larger scale.
While a student in our graduate program, Lee took a job helping recovering drug addicts in
the suburban community of Harvey. Harvey, an aging industrial suburb with an impoverished
African American population, does not usually attract the interest and attention of foreign

students from Asia. Lee swam against the strong currents of racism and fear associated with
minority neighborhoods. Furthermore, he did so in a manner that added value to the
community. Lee has labored for the ABC Authority, a large public bureaucracy, and currently
works as a private marketing and research firm. This diversity of experience represents a
crucial resource for Lee. He does not simply take jobs, but weaves these experiences together
into a framework for understanding American institutions from the inside out. Finally, Lee
plays with Americans. He does not hide out in Chinatown or the Chinese cultural center. He
rock climbs and sails. He can tell hip from hoopla.
Lee is smart. But more important he has acquired wisdom in the culture of both China and the
U.S. He wants to expand his considerable fund of wisdom and use it to provide cultural
scaffolding for commercial ties between the U.S. and China. Lee's ambitions and abilities are
in sync. He is poised and prepared to take this next step in an exciting journey. Not only will
faculty and students thank you for admitting such a fine candidate, but so too will those
employees, customers and citizens who will benefit from his future employ.
Sincerely,
David Smiths
Professor of ABC University