Letter sample
RESUME:
Jose A. Adelo
1525 Jackson Street, City, NY 11111
555-555-555
email: abc@abc.com
OBJECTIVE
To obtain a position where I can maximize my multilayer of management skills, quality assurance, program development, training experience, customer service, and a successful track record in the Blood Banking care environment.
SUMMARY OF QUALIFICATIONS
Results-oriented, high-energy, hands-on professional, with a successful record of accomplishments in the blood banking, training, and communication transmission industries. Experience in phlebotomy, blood banking industry, training, quality assurance, and customer service with focus on providing the recipient with the highest quality blood product. Fully compliant with FDA cGMP, Code of Federal Regulations, AABB accreditation, and California state laws.
Major strengths include strong leadership, excellent communication skills, competent, strong team player, attention to detail, dutiful respect for compliance in all regulated environment, as well as supervisory skills including hiring, termination, scheduling, training, payroll ,and other administrative tasks. Thorough knowledge of current manufacturing practices, and a clear vision to accomplish the company goals. Computer and Internet literate.
PROFESSIONAL ACCOMPLISHMENTS
Program/Project Manager
Facilitated educational projects successfully over the past two years for Northern California blood centers, a FDA regulated manufacturing environment, as pertaining to cGMP, CFR's, CA state and American Association of Blood Bank (AABB) regulations, and assure compliance with 22 organization quality systems.
Provided daily operational review/quality control of education accountability as it relates to imposed government regulatory requirements in a medical environment.
Assisted other team members in veni-punctures, donor reaction care and providing licensed staffing an extension in their duties by managing the blood services regulations documentation (BSD's) while assigned to the self-contained blood mobile unit (SCU).
Successfully supervised contract support for six AT&T Broadband systems located in the Bay Area. Provided customer intervention/resolution, training in telephony and customer care, Manpower Scheduling, Quality Control, Payroll, and special projects/plant extensions and evaluations to ensure proper end-of-line and demarkcation signal.
Reduced employee turnovers, introduced two-way communication to field employees, enhanced employee appearance, and spearheaded the implementation of employee (health) benefits.
Supervised and maintained the position of System Technician in charge of status monitoring and the integration of monitoring devices in nodes and power supplies. For the reception and transmission of telemetry to the network operation centers (NOC's) located in Denver, CO and Fremont, CA. Designed plant extensions, improved the paper flow and inventory control for the warehouse. Provided preventative maintenance at the system level, face to face customer interaction when required ,and traveled to several telephony/@home systems in the U.S. for evaluation and suggestions in using the status monitoring equipment.
Chief point of contact for the AT&T telephone and the ABC Affiliated TV stations, as it relates to complaints and diagnosing communicational problems either at the site or remote broadcasting. Also tested/repaired prototype equipment for possible consideration or for future use.
Reviewed FAA safety requirements and procedures to ensure compliance for aircraft and passenger safety.
Communication expert and programming specialist for the intermediate range Lance and Persian missile systems. Trained to operate and repair the (FDC) fire direction control computer system and field satellite communications.
Served as Instructor/Supervisor (during my off time) for military personnel and their dependents in various recreational classes to include; automotive repair/preventative maintenance, wood making, stain glass, photography, and pottery.
WORK HISTORY
· Acting Education Manager, American Red Cross, Oakland, CA: 2004 - 2006
· Education Coordinator, American Red Cross, Oakland, CA: 2003 - 2004
· Phlebotomist, American Red Cross, Oakland, CA: 2001- 2003
· Cable Television CATV Supervisor, Core Communication Inc, Sunnyvale, CA: 1998 - 2001
· CATV System Technician, TCI Cablevision Inc, Fremont, CA: 1991 - 1998
· Technician/Day Shift Supervisor, Avantek Inc, Milpitas, CA: 1984 - 1991
· Airport Security Supervisor, Wackenhut, San Jose, CA: 1983 - 1984
· Multi Craft Instructor, APO NY Germany: 1981 - 1983
· Communication Expert, US ARMY, APO NY Germany: 1979 - 1983
EDUCATION
· Associate of Art, Administration of Justice, San Jose University, San Jose, CA
· NCTI Certified, CATV System Technician, Denver, CO
· ABM Certified, Cornerstone Technician, Denver, CO
· __________________________________________________________________________________
2.Three types of recommendation letters
Letters of recommendation differ based on who writes them and for what purpose. There are three basic types.
Type of letter
From
Usual purpose
Employment recommendation
Employer
Getting a job
Academic recommendation
Teacher, professor
Getting into college or graduate school, receiving a scholarship or fellowship
Character reference
Friend, relative
Getting a job, winning an award, child adoption, court hearing, etc.
These distinctions are not carved in stone. Professors often write letters aimed at helping students secure employment. Employers often write letters to help current or former employees gain admission to academic programs.
Employment recommendations
Whether you are laid off or leave your job on your own accord a letter of recommendation from your employer can be a valuable tool for finding a new job. Such a letter is often preferable to listing your supervisor and his or her phone number on your resume. A reference letter
· Provides an organized analysis of your attributes and abilities
· Is a "fresh when written" appraisal not clouded by time
· Creates an unchanging assessment
· Saves future employers the effort of interviewing your former supervisor
· Saves your former supervisor the time and trouble of being interviewed
Importantly, obtaining a written letter also gives you insight into how your former employer perceives you-- on balance either favorably or unfavorably. With this information in hand you can spotlight a good reference or downplay a poor one.
Academic recommendations
Letters of recommendation are required for acceptance to the vast majority of both undergraduate and graduate degree programs. Often applicants must provide three or more letters.
While requirements differ by institution, program and concentration, generally speaking successful academic recommendations should
· Provide testimony to your aptitude, curiosity and industriousness
· Demonstrate your maturity and seriousness of purpose
· Speak to your leadership ability
· Paint you as "well rounded"
· Compliment your character
· Include other pertinent information about you-- things not readily apparent from admission test scores or transcripts
Character references
Character reference letters are a special category of recommendation because they are usually written by friends, neighbors or relatives. These letters meet a variety of non-employment and non-academic related needs. Everything from gaining memberships and winning awards to child custody and adoptions. Character reference letters can also be useful in job seeking. For sample character letters and more information on this kind of recommendation click here.
Requesting a letter of recommendation
You not only need the letter, you need it to be as effective as possible. So it's important to plan your request.
Who to ask
Given a choice about who to ask, ask someone who
· Is comfortable writing a letter for you
· Can write well and write easily
· Has experience writing letters of recommendation
· Is familiar with your work
· Knows you well enough to be able to include personal anecdotes in the letter
· Has the highest and/or most relevant job title
These guidelines apply to both supervisors and teachers. Keep in mind that if you've been working in Payroll but want a new career in Marketing, a letter from the Sales Manager of your old company will carry more weight than one from the Accounting Manager. Also, the higher up the writer the more clout the letter will carry. For example, a letter of recommendation from a full professor is more valuable than one from an assistant professor.
When to ask
Situations vary, but the more time you can allow for receiving your letter the better. As a general rule request your letter at least a month or two in advance.
How to ask
Always be forthright when requesting a letter of recommendation. Explain exactly why the letter is needed and its importance to you. In addition
· Lead up to the request if possible. Get a sense of the writer's comfort level before actually making the request
· Never put the writer on the spot
· Always offer to provide information that makes the writing task easier (biographical data, employment or attendance timelines, etc.)
· As a practical matter, if writing the letter will clearly be a favor make sure the writer knows you understand that
· If the subject is broached by the writer, offer to compose the letter yourself for the writer to sign
Writing a letter of recommendation
Don't write a letter unless...
Never agree to write a letter of recommendation unless you
· Have the time to write it
· Know the individual well enough to discuss him or her in a tangible way
· Honestly feel comfortable writing the letter
It is easier and better for all involved to politely say no when any of these conditions are not met.
No need to reinvent the wheel
While it's true that the more personalized a letter of recommendation is the more effective it will probably be. And it's true that writing a letter, any letter, involves a certain amount of creativity. It's also true that in terms of their underlying dynamics, what they cover and how they are organized-- letters of recommendation are almost always the same. In other words, good recommendation letters are highly formulaic. So, approaching your letter from this context will not only make your writing easier-- it will make your recommendation more useful.
Put yourself in the reader's shoes
The reader of your letter will most likely have read hundreds of recommendations before, and will have only limited time to devote to it.
The business reader will have the applicant's resume. The academic reader will have the applicant's transcript and his or her standardized test scores. Additionally, both types of readers will have the opportunity to interview their respective candidate. What they need from you are four things.
· A sense that your credentials are meaningful and therefore what you say in your letter is worth listening to
· A sense that you know the candidate well enough to form sound judgments
· A sense of whether or not you are vouching for the candidate
· Insights into the candidate's personal dimensions. Insights that cannot be gleaned from a resume or transcript, and often not from an interview.
These four items form the underlying dynamics of recommendation letters. Include all four in your letter, make them easily discernable, and you will have accomplished your task.
The underlying dynamics of recommendations
Each of the four underlying dynamics plays a role in determining the ultimate value of a recommendation, but only one requires much writing.
Dynamic
Comment
How communicated
Writer's credibility
What is writer's expertise? How important is writer? How relevant is writer's background to his or her recommendation?
On letterhead and/or signature title
Writer's relationship to individual
Is writer individual's supervisor, professor, co-worker? How long has writer been in a position to judge individual's talent and performance?
In second sentence in opening paragraph of letter (see letter format section below)
Writer's overall opinion of individual
Is the writer strongly positive about individual, lukewarm, or something else?
Made clear in first sentence of opening paragraph and reiterated in closing (see section below on communicating your overall opinion of the individual)
How individual rates on personal dimensions
Business examples
Ambitious?
Responsible?
Problem solver?
Extroverted?
Cooperative?
Can stand the heat?
Good character?
Academic examples
Love of field?
Ambitious?
Serious about studies?
Can stand the rigor?
Leadership potential?
Well rounded?
Good character?
Addressed in the body of the letter. Covering these or other similar dimensions makes up the bulk of the letter (see letter format section below).
Letter of recommendation format
As a rule letters of recommendation are organized into three sections. They usually contain between five and nine paragraphs. Total word count can range from 200 to 600.
Section
Length
Content
Opening
1 paragraph of a couple sentences
Sentence 1-- State the purpose of the letter, namely that you're writing a recommendation concerning the individual
Sentence 2-- Explain how you know the individual. State from where and for how long you've known him or her. Be very clear about the working relationship involved. That is, explain whether he or she was your subordinate, co-worker, student, etc.
Body
2 to 6 paragraphs of 2 to 4 sentences each
Paragraph 2-- Ease into the specifics contained in the rest of the body. Use this paragraph to characterize the individual in general terms.
Paragraphs 3 thru 6-- Address personal dimensions such as those listed above that you feel are pertinent and for which you have direct knowledge. Include anecdotes to back-up your assessments. Cover 1 or 2 dimensions per paragraph.
Final paragraph of body section-- If relevant, explain why the individual is seeking a new assignment. For example, if he or she was laid off mention why.
Closing
1 or 2 paragraphs of a couple sentences
Express your level of confidence in the individual. Explain the extent to which you believe he or she is suited to the job or program sought.
Rec letter length
Longer is not necessarily better. The reader, either the personnel professional or the admissions officer, is not likely to hang on every word. More probably, he or she will be doing a quick take on each of the four dynamics outlined earlier. What is important is that letter length in and of itself affects the reader's perceptions.
Dynamic
Comment
Expected length
Writer's credibility
The more important the writer's title the less time the writer can devote
Shorter letter
Writer's relationship to individual
The closer the writer is to the individual the more likely the writer will include anecdotes
Longer letter
Writer's overall opinion of individual
Communicated in opening and reinforced in closing
Does not influence letter length
How individual rates on personal dimensions
The more the individual stands out on a particular dimension the more apt that dimension will be covered at length.
One or more longer paragraphs
Communicating your overall opinion of the individual
When you combine the likelihood that the reader will not be devoting much time to reading with the truism that first impressions are not only potent but hard to overcome, it's becomes clear that communicating your overall opinion of the individual should be done very early in your letter.
In fact, recommendation letter writers almost always communicate most if not all of their true opinion when they open their letters. The trouble is it is often unconscious. So, it's important to understand the message you send when you open and to make sure it matches the tone of the rest of your letter.
Example opening words
Opinion of individual
This letter is in reference to
Very low
This serves as a letter of reference for
Fairly low
I am pleased to write this letter of recommendation for
Average
I am pleased to recommend
Fairly high
It is a genuine pleasure and honor for me to recommend
Very high
Writing your own letter
Since writing a letter of recommendation can easily consume 1 to 2 hours, it is not unusual for a busy manager or professor to hand all or part of the writing task back to the individual making a request. If you find yourself composing your own recommendation keep in mind
· You have two audiences, the signer and the recipient. While you must satisfy both, the signer is more important. So try to write from his or her perspective.
· Follow the letter of recommendation format outlined above.
· Address several personal dimensions. Obviously you want to emphasize your strongest points, but be aware that too much attention to one or two things is often perceived as a lack of breadth.
· Be honest with yourself about your strengths and weaknesses. Don't let overcompensation for weaknesses drive what you say.
· Unless asked to do otherwise, only deliver a complete, polished version of the letter-- one theoretically ready for signing. If the signer nevertheless wishes to add or delete something, accept his or her changes gracefully.
______________________________________________________________________________________
3.sample of support letter
Dear Dr.X
I am please to write a letter of support for your application to test the viability of applying data mining analytical techniques to Kentucky’s cash assistance administrative records. Your work with Drs. X and Y from the Speed School to apply traditional statistical techniques along with data mining techniques to the welfare reform administrative data files is of local and national importance. The interdisciplinary collaboration will help to move cash assistance clients into work, education or job training earlier. This research fits well within the mission of the Kent School of Work at the University of Louisville and builds on existing strengths in our School. The projects will help the State to meet federally mandated targets and is of strategic importance to the collaborative research agenda of Kent School of Social Work and the Cabinet for Families and Children.
Thank you for your initiative in this respect and we hope your proposal will be successful.
Sincerely,
--------------------------------------------------------------------------------------------
4.Sample of complaint Letter
Dear Sirs
Faulty (xyz) product
I'm afraid that the enclosed (xyz) product doesn't work. It is the third one I've had to return this month (see attached correspondence).
I bought it from ABC stores at Newtown, Big County on (date).
I was careful to follow the instructions for use, honestly.
Other than the three I've had to return recently, I've always found your products to be excellent.
I'd be grateful if you could send a replacement and refund my postage (state amount)
I really appreciate your help.
(Yours faithfully)
J Smith))
Enc.
5. Sample of apology letter
Hi,
Your question is a little vague, but here's one my girlfriend wrote to a retail shop (She had forgotten to pay a small bill)
________________________________________
Dear [NAME],
We are terribly sorry for the time it has taken to settle this bill and your difficulties in contacting us.
We just want to write a quick note to apologise for the above. We realise we have caused you an inconvenience and have enclosed the full amount with an additional *** pounds as a small gesture in appreciation of your patience in this matter.
Please accept our sincere apologies,
[NAME/S]
Example: Cover Letter 1
34 Second Street
Troy
October 4, 2001
Ms. Gail Roberts
Recruiting Coordinator
Department DRR 1201
Database Corporation
Princeton,
Dear Ms. Roberts:
Your advertisement for software engineers in the January issue of the IEEE Spectrum caught my attention. I was drawn to the ad by my strong interest in both software design and Database.
I have worked with a CALMA system in developing VLSI circuits, and I also have substantial experience in the design of interactive CAD software. Because of this experience, I can make a direct and immediate contribution to your department. I have enclosed a copy of my resume, which details my qualifications and suggests how I might be of service to Database.
I would like very much to meet with you to discuss your open positions for software engineers. If you wish to arrange an interview, please contact me at the above address or by telephone at (518) 271-9999.
Thank you for your time and consideration.
Sincerely yours,
Joseph Smith
Dear Mr. Reavis:
I would like to apologize for the mix-up on your last order. We recently hired a new sales person who was not familiar with your systems. We have corrected your order and shipped it out this morning. We have applied a 10% discount on your order, and again apologize for any inconvenience this may have caused you.
Sincerely,
Sample of condolence letter
Dearest Wendy,
You honor me by sharing your sad news. Perhaps you remembered my telling you of being alienated from my own father.
So it's a fitting coincidence to hear from you on Adolph's 91st birthday, on which I had reluctantly phoned him prior to your e-mail.
You've done the important work for yourself, Wendy. Hard, I am certain, but clearly thoroughly and well. He was a fortunate parent, a legacy of which he had to have been proud.
You and Rob are bonding all the more now. A rich inheritance.
Happy New Year
This has been an exciting and wonderful year, full of unexpected surprises, some good and some bad.
I hope you have a relaxing and renewing holiday season and enjoy happy times and meaningful moments with your family and friends.
Like most people, I'm looking forward to a more peaceful new year.
I hope the New Year brings happiness and good health to you and your families.
Faithfully,
Sample Cover Letter
General / Administrative
Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Cell Phone Number
Your Email
Date
Dear Hiring Manager,
I was excited to read about the Administrative Assistant job opening at XYZ company. I have several years of experience in a variety of fields including insurance and finance.
In addition to my extensive office experience, I have strong communication, customer service, and administrative skills. My broad background makes me an excellent candidate for this position.
Thank you for your consideration. I look forward to hearing from you to arrange an interview.
Sincerely,
Your Signature
Your Typed Name
Thank you Letter
Dr. Joan Nagle
Technical Design Group Director
Casey Engineering Systems Inc.
81796 Gulick Road
Charlotte, NC 28235
Nov. 15, 2000
Dear Dr. Nagle:
I want to thank you very much for interviewing me yesterday for the associate engineer position. I enjoyed meeting you and learning more about your research and design work.
The interview strengthened my enthusiasm for the position and interest in working for Casey. I believe my education and cooperative education experiences fit nicely with the job requirements, and I'm certain I could make a significant contribution to the firm over time.
I would like to reiterate my strong interest in the position and in working with you and your staff. You provide the kind of opportunity I seek. Please feel free to call me at the telephone number listed above if I can provide you with any additional information.
Again, thank you for the interview and for your consideration.
Sincerely,
James Dalious
James Dalious
Jose A. Adelo
1525 Jackson Street, City, NY 11111
555-555-555
email: abc@abc.com
OBJECTIVE
To obtain a position where I can maximize my multilayer of management skills, quality assurance, program development, training experience, customer service, and a successful track record in the Blood Banking care environment.
SUMMARY OF QUALIFICATIONS
Results-oriented, high-energy, hands-on professional, with a successful record of accomplishments in the blood banking, training, and communication transmission industries. Experience in phlebotomy, blood banking industry, training, quality assurance, and customer service with focus on providing the recipient with the highest quality blood product. Fully compliant with FDA cGMP, Code of Federal Regulations, AABB accreditation, and California state laws.
Major strengths include strong leadership, excellent communication skills, competent, strong team player, attention to detail, dutiful respect for compliance in all regulated environment, as well as supervisory skills including hiring, termination, scheduling, training, payroll ,and other administrative tasks. Thorough knowledge of current manufacturing practices, and a clear vision to accomplish the company goals. Computer and Internet literate.
PROFESSIONAL ACCOMPLISHMENTS
Program/Project Manager
Facilitated educational projects successfully over the past two years for Northern California blood centers, a FDA regulated manufacturing environment, as pertaining to cGMP, CFR's, CA state and American Association of Blood Bank (AABB) regulations, and assure compliance with 22 organization quality systems.
Provided daily operational review/quality control of education accountability as it relates to imposed government regulatory requirements in a medical environment.
Assisted other team members in veni-punctures, donor reaction care and providing licensed staffing an extension in their duties by managing the blood services regulations documentation (BSD's) while assigned to the self-contained blood mobile unit (SCU).
Successfully supervised contract support for six AT&T Broadband systems located in the Bay Area. Provided customer intervention/resolution, training in telephony and customer care, Manpower Scheduling, Quality Control, Payroll, and special projects/plant extensions and evaluations to ensure proper end-of-line and demarkcation signal.
Reduced employee turnovers, introduced two-way communication to field employees, enhanced employee appearance, and spearheaded the implementation of employee (health) benefits.
Supervised and maintained the position of System Technician in charge of status monitoring and the integration of monitoring devices in nodes and power supplies. For the reception and transmission of telemetry to the network operation centers (NOC's) located in Denver, CO and Fremont, CA. Designed plant extensions, improved the paper flow and inventory control for the warehouse. Provided preventative maintenance at the system level, face to face customer interaction when required ,and traveled to several telephony/@home systems in the U.S. for evaluation and suggestions in using the status monitoring equipment.
Chief point of contact for the AT&T telephone and the ABC Affiliated TV stations, as it relates to complaints and diagnosing communicational problems either at the site or remote broadcasting. Also tested/repaired prototype equipment for possible consideration or for future use.
Reviewed FAA safety requirements and procedures to ensure compliance for aircraft and passenger safety.
Communication expert and programming specialist for the intermediate range Lance and Persian missile systems. Trained to operate and repair the (FDC) fire direction control computer system and field satellite communications.
Served as Instructor/Supervisor (during my off time) for military personnel and their dependents in various recreational classes to include; automotive repair/preventative maintenance, wood making, stain glass, photography, and pottery.
WORK HISTORY
· Acting Education Manager, American Red Cross, Oakland, CA: 2004 - 2006
· Education Coordinator, American Red Cross, Oakland, CA: 2003 - 2004
· Phlebotomist, American Red Cross, Oakland, CA: 2001- 2003
· Cable Television CATV Supervisor, Core Communication Inc, Sunnyvale, CA: 1998 - 2001
· CATV System Technician, TCI Cablevision Inc, Fremont, CA: 1991 - 1998
· Technician/Day Shift Supervisor, Avantek Inc, Milpitas, CA: 1984 - 1991
· Airport Security Supervisor, Wackenhut, San Jose, CA: 1983 - 1984
· Multi Craft Instructor, APO NY Germany: 1981 - 1983
· Communication Expert, US ARMY, APO NY Germany: 1979 - 1983
EDUCATION
· Associate of Art, Administration of Justice, San Jose University, San Jose, CA
· NCTI Certified, CATV System Technician, Denver, CO
· ABM Certified, Cornerstone Technician, Denver, CO
· __________________________________________________________________________________
2.Three types of recommendation letters
Letters of recommendation differ based on who writes them and for what purpose. There are three basic types.
Type of letter
From
Usual purpose
Employment recommendation
Employer
Getting a job
Academic recommendation
Teacher, professor
Getting into college or graduate school, receiving a scholarship or fellowship
Character reference
Friend, relative
Getting a job, winning an award, child adoption, court hearing, etc.
These distinctions are not carved in stone. Professors often write letters aimed at helping students secure employment. Employers often write letters to help current or former employees gain admission to academic programs.
Employment recommendations
Whether you are laid off or leave your job on your own accord a letter of recommendation from your employer can be a valuable tool for finding a new job. Such a letter is often preferable to listing your supervisor and his or her phone number on your resume. A reference letter
· Provides an organized analysis of your attributes and abilities
· Is a "fresh when written" appraisal not clouded by time
· Creates an unchanging assessment
· Saves future employers the effort of interviewing your former supervisor
· Saves your former supervisor the time and trouble of being interviewed
Importantly, obtaining a written letter also gives you insight into how your former employer perceives you-- on balance either favorably or unfavorably. With this information in hand you can spotlight a good reference or downplay a poor one.
Academic recommendations
Letters of recommendation are required for acceptance to the vast majority of both undergraduate and graduate degree programs. Often applicants must provide three or more letters.
While requirements differ by institution, program and concentration, generally speaking successful academic recommendations should
· Provide testimony to your aptitude, curiosity and industriousness
· Demonstrate your maturity and seriousness of purpose
· Speak to your leadership ability
· Paint you as "well rounded"
· Compliment your character
· Include other pertinent information about you-- things not readily apparent from admission test scores or transcripts
Character references
Character reference letters are a special category of recommendation because they are usually written by friends, neighbors or relatives. These letters meet a variety of non-employment and non-academic related needs. Everything from gaining memberships and winning awards to child custody and adoptions. Character reference letters can also be useful in job seeking. For sample character letters and more information on this kind of recommendation click here.
Requesting a letter of recommendation
You not only need the letter, you need it to be as effective as possible. So it's important to plan your request.
Who to ask
Given a choice about who to ask, ask someone who
· Is comfortable writing a letter for you
· Can write well and write easily
· Has experience writing letters of recommendation
· Is familiar with your work
· Knows you well enough to be able to include personal anecdotes in the letter
· Has the highest and/or most relevant job title
These guidelines apply to both supervisors and teachers. Keep in mind that if you've been working in Payroll but want a new career in Marketing, a letter from the Sales Manager of your old company will carry more weight than one from the Accounting Manager. Also, the higher up the writer the more clout the letter will carry. For example, a letter of recommendation from a full professor is more valuable than one from an assistant professor.
When to ask
Situations vary, but the more time you can allow for receiving your letter the better. As a general rule request your letter at least a month or two in advance.
How to ask
Always be forthright when requesting a letter of recommendation. Explain exactly why the letter is needed and its importance to you. In addition
· Lead up to the request if possible. Get a sense of the writer's comfort level before actually making the request
· Never put the writer on the spot
· Always offer to provide information that makes the writing task easier (biographical data, employment or attendance timelines, etc.)
· As a practical matter, if writing the letter will clearly be a favor make sure the writer knows you understand that
· If the subject is broached by the writer, offer to compose the letter yourself for the writer to sign
Writing a letter of recommendation
Don't write a letter unless...
Never agree to write a letter of recommendation unless you
· Have the time to write it
· Know the individual well enough to discuss him or her in a tangible way
· Honestly feel comfortable writing the letter
It is easier and better for all involved to politely say no when any of these conditions are not met.
No need to reinvent the wheel
While it's true that the more personalized a letter of recommendation is the more effective it will probably be. And it's true that writing a letter, any letter, involves a certain amount of creativity. It's also true that in terms of their underlying dynamics, what they cover and how they are organized-- letters of recommendation are almost always the same. In other words, good recommendation letters are highly formulaic. So, approaching your letter from this context will not only make your writing easier-- it will make your recommendation more useful.
Put yourself in the reader's shoes
The reader of your letter will most likely have read hundreds of recommendations before, and will have only limited time to devote to it.
The business reader will have the applicant's resume. The academic reader will have the applicant's transcript and his or her standardized test scores. Additionally, both types of readers will have the opportunity to interview their respective candidate. What they need from you are four things.
· A sense that your credentials are meaningful and therefore what you say in your letter is worth listening to
· A sense that you know the candidate well enough to form sound judgments
· A sense of whether or not you are vouching for the candidate
· Insights into the candidate's personal dimensions. Insights that cannot be gleaned from a resume or transcript, and often not from an interview.
These four items form the underlying dynamics of recommendation letters. Include all four in your letter, make them easily discernable, and you will have accomplished your task.
The underlying dynamics of recommendations
Each of the four underlying dynamics plays a role in determining the ultimate value of a recommendation, but only one requires much writing.
Dynamic
Comment
How communicated
Writer's credibility
What is writer's expertise? How important is writer? How relevant is writer's background to his or her recommendation?
On letterhead and/or signature title
Writer's relationship to individual
Is writer individual's supervisor, professor, co-worker? How long has writer been in a position to judge individual's talent and performance?
In second sentence in opening paragraph of letter (see letter format section below)
Writer's overall opinion of individual
Is the writer strongly positive about individual, lukewarm, or something else?
Made clear in first sentence of opening paragraph and reiterated in closing (see section below on communicating your overall opinion of the individual)
How individual rates on personal dimensions
Business examples
Ambitious?
Responsible?
Problem solver?
Extroverted?
Cooperative?
Can stand the heat?
Good character?
Academic examples
Love of field?
Ambitious?
Serious about studies?
Can stand the rigor?
Leadership potential?
Well rounded?
Good character?
Addressed in the body of the letter. Covering these or other similar dimensions makes up the bulk of the letter (see letter format section below).
Letter of recommendation format
As a rule letters of recommendation are organized into three sections. They usually contain between five and nine paragraphs. Total word count can range from 200 to 600.
Section
Length
Content
Opening
1 paragraph of a couple sentences
Sentence 1-- State the purpose of the letter, namely that you're writing a recommendation concerning the individual
Sentence 2-- Explain how you know the individual. State from where and for how long you've known him or her. Be very clear about the working relationship involved. That is, explain whether he or she was your subordinate, co-worker, student, etc.
Body
2 to 6 paragraphs of 2 to 4 sentences each
Paragraph 2-- Ease into the specifics contained in the rest of the body. Use this paragraph to characterize the individual in general terms.
Paragraphs 3 thru 6-- Address personal dimensions such as those listed above that you feel are pertinent and for which you have direct knowledge. Include anecdotes to back-up your assessments. Cover 1 or 2 dimensions per paragraph.
Final paragraph of body section-- If relevant, explain why the individual is seeking a new assignment. For example, if he or she was laid off mention why.
Closing
1 or 2 paragraphs of a couple sentences
Express your level of confidence in the individual. Explain the extent to which you believe he or she is suited to the job or program sought.
Rec letter length
Longer is not necessarily better. The reader, either the personnel professional or the admissions officer, is not likely to hang on every word. More probably, he or she will be doing a quick take on each of the four dynamics outlined earlier. What is important is that letter length in and of itself affects the reader's perceptions.
Dynamic
Comment
Expected length
Writer's credibility
The more important the writer's title the less time the writer can devote
Shorter letter
Writer's relationship to individual
The closer the writer is to the individual the more likely the writer will include anecdotes
Longer letter
Writer's overall opinion of individual
Communicated in opening and reinforced in closing
Does not influence letter length
How individual rates on personal dimensions
The more the individual stands out on a particular dimension the more apt that dimension will be covered at length.
One or more longer paragraphs
Communicating your overall opinion of the individual
When you combine the likelihood that the reader will not be devoting much time to reading with the truism that first impressions are not only potent but hard to overcome, it's becomes clear that communicating your overall opinion of the individual should be done very early in your letter.
In fact, recommendation letter writers almost always communicate most if not all of their true opinion when they open their letters. The trouble is it is often unconscious. So, it's important to understand the message you send when you open and to make sure it matches the tone of the rest of your letter.
Example opening words
Opinion of individual
This letter is in reference to
Very low
This serves as a letter of reference for
Fairly low
I am pleased to write this letter of recommendation for
Average
I am pleased to recommend
Fairly high
It is a genuine pleasure and honor for me to recommend
Very high
Writing your own letter
Since writing a letter of recommendation can easily consume 1 to 2 hours, it is not unusual for a busy manager or professor to hand all or part of the writing task back to the individual making a request. If you find yourself composing your own recommendation keep in mind
· You have two audiences, the signer and the recipient. While you must satisfy both, the signer is more important. So try to write from his or her perspective.
· Follow the letter of recommendation format outlined above.
· Address several personal dimensions. Obviously you want to emphasize your strongest points, but be aware that too much attention to one or two things is often perceived as a lack of breadth.
· Be honest with yourself about your strengths and weaknesses. Don't let overcompensation for weaknesses drive what you say.
· Unless asked to do otherwise, only deliver a complete, polished version of the letter-- one theoretically ready for signing. If the signer nevertheless wishes to add or delete something, accept his or her changes gracefully.
______________________________________________________________________________________
3.sample of support letter
Dear Dr.X
I am please to write a letter of support for your application to test the viability of applying data mining analytical techniques to Kentucky’s cash assistance administrative records. Your work with Drs. X and Y from the Speed School to apply traditional statistical techniques along with data mining techniques to the welfare reform administrative data files is of local and national importance. The interdisciplinary collaboration will help to move cash assistance clients into work, education or job training earlier. This research fits well within the mission of the Kent School of Work at the University of Louisville and builds on existing strengths in our School. The projects will help the State to meet federally mandated targets and is of strategic importance to the collaborative research agenda of Kent School of Social Work and the Cabinet for Families and Children.
Thank you for your initiative in this respect and we hope your proposal will be successful.
Sincerely,
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4.Sample of complaint Letter
Dear Sirs
Faulty (xyz) product
I'm afraid that the enclosed (xyz) product doesn't work. It is the third one I've had to return this month (see attached correspondence).
I bought it from ABC stores at Newtown, Big County on (date).
I was careful to follow the instructions for use, honestly.
Other than the three I've had to return recently, I've always found your products to be excellent.
I'd be grateful if you could send a replacement and refund my postage (state amount)
I really appreciate your help.
(Yours faithfully)
J Smith))
Enc.
5. Sample of apology letter
Hi,
Your question is a little vague, but here's one my girlfriend wrote to a retail shop (She had forgotten to pay a small bill)
________________________________________
Dear [NAME],
We are terribly sorry for the time it has taken to settle this bill and your difficulties in contacting us.
We just want to write a quick note to apologise for the above. We realise we have caused you an inconvenience and have enclosed the full amount with an additional *** pounds as a small gesture in appreciation of your patience in this matter.
Please accept our sincere apologies,
[NAME/S]
Example: Cover Letter 1
34 Second Street
Troy
October 4, 2001
Ms. Gail Roberts
Recruiting Coordinator
Department DRR 1201
Database Corporation
Princeton,
Dear Ms. Roberts:
Your advertisement for software engineers in the January issue of the IEEE Spectrum caught my attention. I was drawn to the ad by my strong interest in both software design and Database.
I have worked with a CALMA system in developing VLSI circuits, and I also have substantial experience in the design of interactive CAD software. Because of this experience, I can make a direct and immediate contribution to your department. I have enclosed a copy of my resume, which details my qualifications and suggests how I might be of service to Database.
I would like very much to meet with you to discuss your open positions for software engineers. If you wish to arrange an interview, please contact me at the above address or by telephone at (518) 271-9999.
Thank you for your time and consideration.
Sincerely yours,
Joseph Smith
Dear Mr. Reavis:
I would like to apologize for the mix-up on your last order. We recently hired a new sales person who was not familiar with your systems. We have corrected your order and shipped it out this morning. We have applied a 10% discount on your order, and again apologize for any inconvenience this may have caused you.
Sincerely,
Sample of condolence letter
Dearest Wendy,
You honor me by sharing your sad news. Perhaps you remembered my telling you of being alienated from my own father.
So it's a fitting coincidence to hear from you on Adolph's 91st birthday, on which I had reluctantly phoned him prior to your e-mail.
You've done the important work for yourself, Wendy. Hard, I am certain, but clearly thoroughly and well. He was a fortunate parent, a legacy of which he had to have been proud.
You and Rob are bonding all the more now. A rich inheritance.
Happy New Year
This has been an exciting and wonderful year, full of unexpected surprises, some good and some bad.
I hope you have a relaxing and renewing holiday season and enjoy happy times and meaningful moments with your family and friends.
Like most people, I'm looking forward to a more peaceful new year.
I hope the New Year brings happiness and good health to you and your families.
Faithfully,
Sample Cover Letter
General / Administrative
Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Cell Phone Number
Your Email
Date
Dear Hiring Manager,
I was excited to read about the Administrative Assistant job opening at XYZ company. I have several years of experience in a variety of fields including insurance and finance.
In addition to my extensive office experience, I have strong communication, customer service, and administrative skills. My broad background makes me an excellent candidate for this position.
Thank you for your consideration. I look forward to hearing from you to arrange an interview.
Sincerely,
Your Signature
Your Typed Name
Thank you Letter
Dr. Joan Nagle
Technical Design Group Director
Casey Engineering Systems Inc.
81796 Gulick Road
Charlotte, NC 28235
Nov. 15, 2000
Dear Dr. Nagle:
I want to thank you very much for interviewing me yesterday for the associate engineer position. I enjoyed meeting you and learning more about your research and design work.
The interview strengthened my enthusiasm for the position and interest in working for Casey. I believe my education and cooperative education experiences fit nicely with the job requirements, and I'm certain I could make a significant contribution to the firm over time.
I would like to reiterate my strong interest in the position and in working with you and your staff. You provide the kind of opportunity I seek. Please feel free to call me at the telephone number listed above if I can provide you with any additional information.
Again, thank you for the interview and for your consideration.
Sincerely,
James Dalious
James Dalious
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