Letters Requesting Recommendations/Thank You Letters

Purpose:  In order to receive the best possible recommendations/the best possible response to a business letter, you need to write in a mature and responsible manner.  Additionally, for the letters requesting recommendations, you need to provide a resume with each letter in order to help the person give as much personal detail as possible.  You must respect their professional and private obligations and give them a reasonable amount of time to complete the letter.  Lastly, mastering proper letter writing can be used on numerous occasions in order to best communicate satisfaction or disappointment in the professional world.

Inside address:  Your street address  City, State and Zip (no comma after state abbreviation)  blank lines depending on centering   Date  blank line  Name of contact person, his/her title (If short, on the same line/If lengthy, give it a separate line)  Name of company  Company street address  City, State and Zip (no comma after state abbreviation)  blank line  Dear ___________:  blank line

Body Paragraphs?  The intro paragraph/sentence simply states the reason for the letter. (I am writing to request a letter of recommendation that I may use for employment, college applications, or scholarship applications)  ---Skip one line  The body paragraph lists specific details. (Give them specific information about how they know you, remind them of specific assignments, incidents, etc. that they would know about from working with you, highlight your accomplishments in general, and list your career/academic goals.)  ---Skip one line  Your closing paragraph gives specific mention of action to be taken. (For the recommendations you need to thank them for their time and list a specific date by which you need to pick up the letter. October 16th) Also, mention that you will politely check approximately one or two days before you need it to see if they have any questions.)  ---Skip one line  Sincerely,   blank lines (signature here)   Type name

What about the thank you letters?  Same idea. Keep the format the same, just change the content of the paragraphs.  In the intro paragraph you will explain why you are writing. (I am writing to thank you for taking the time to write me a letter of recommendation.)  In the body paragraph you explain in greater detail how their letter will help you. (Re-state what you’re using the letter for and how it has helped you.)  The last paragraph simply thanks them one last time.

How Should It Look:  How should it look?:  Single spaced  Left justified  12 Point Times New Roman Font  Called a “block style” letter, because blocks of information are separated by skipped lines, otherwise everything is single-spaced  Evenly spaced top to bottom

Cover Letter Basic Notes:  What is it for?:  Because your resumes are bulleted and limited in the amount of information you can pass on, cover letters 1) explain which job you are applying for and 2) highlight any part of your resume you feel deserves specific notice.  This can Include:  -Linking thename of a person (a reference) known to both the applicant and the employer.  -Indicating the applicant’s interest in the job.  -Indicating the job seeker’s knowledge of the organization.  -Listing additional information not included in the resume.  -Emphasizing skills, background, and strengths that match job requirements.  -Explaining special circumstances.  -Asking for an interview or indicates the job seeker’s follow up plan.

Cover Letter Basic Notes:  Format:  First paragraph: A sentence listing the job for which you are applying.  Second paragraph: Explains specific attributes of your resume you want to elaborate on in more detail.  Third paragraph: Thanks them for their consideration and details how you will follow up on your application.

One way to help out:  You can suggest that YOU write your own letter of recommendation for the adult.  You will write it in an honest manner that does not exaggerate. Give specific details.  You agree that they must read the letter first and only if they completely approve of the letter, will they sign it as their own.  This seems easy, but is difficult in that you must write from the point of view of an adult.

How to Write a Letter of Recommendation:  This is basically the flip side of the letter you wrote to them.  Put their address first.  Then the date:  *There is no recipient address because they are not writing to anyone in particular.  Then begin with the salutation (Dear Sir or Madame:).  The intro paragraph states the reason for the letter. (I am writing this letter of recommendation on behalf of _______.)  The body paragraph lists specific information about YOU. This paragraph should look similar to the body paragraph you wrote for them. How they know you, accomplishments, etc.  The concluding paragraph explains, within reason, the extent to which they were willing to write the letter and mentions that the reader may follow up with additional questions if necessary. (I am certain that ______ will be a valuable asset to your university or place of business. Please feel free to contact me should you have any further questions.)  Use the same closing salutation guidelines as in the cover letters/letters requesting recommendations.

Proofing Letters Requesting Recommendations:  Is the entire document 12 point, Times New Roman font and single spaced?  Is it evenly spaced top to bottom?  Is the opening heading correct? (Did they include their complete address? Did they include a comma after the city, but not after the state?  Are there 4-7 lines between the opening heading and date?  Is the date written correctly?  Do they have the inside address formatted correctly?

Proofing Letters Requesting Recommendations  Is there an opening salutation followed by a colon?  Check to see that none of the paragraphs are indented.  Is the first sentence/paragraph’s content accurate? For the thank you letters, did he/she state that they are writing to thank the author for their letter of recommendation?  Did he/she correctly list out how the person addressed should know the author and provide details? For thank you letters, did he/she correctly re-state how their recommendation letter will be used?  Is there a third paragraph that thanks the person addressed and does it give a specific date needed by? For the thank you letters, did he/she, thank them one last time?  Is there a closing salutation, four lines of space, the name written/typed out and a signature in between?  Check spelling, punctuation, and grammar