Writing a recommendation letter
Ken Pelczarski | TLT Career Coach November 2021
Taking the time to craft a written reference for a colleague can pay off in many ways.
Throughout my more than 40-year career in recruitment, I have observed a relatively low number of recommendation letters being written by lubricant industry professionals on behalf of their colleagues. Is the shortage of recommendation letters due to individuals unwilling to write them, job candidates failing to ask for them or another unknown reason?
I believe the low number of recommendation letters is due to a combination of busy schedules, a lack of advance planning and perhaps, primarily, because of not recognizing their potential value.
When would it be appropriate to write a recommendation letter for a colleague who lists you as a reference?
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You know the individual’s skill set, work experience and/or character well.
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You have positive things to say about the individual.
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You recommend the individual for certain types of positions.
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There is no restrictive policy in place at your current employer with regards to providing a reference for a current or past employee.
Why take the time to write a recommendation letter for someone?
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To help a respected colleague secure a desirable career opportunity.
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To help an employer learn what they need to know about an individual, so they are better able to hire the most suitable candidate.
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To spend time helping others and increase chances that others will help you when roles are reversed.
There is great value in references provided over the phone, via email or through social media such as LinkedIn. There usually is even greater value in a recommendation letter because employers recognize the time and thought it takes to write such a letter.
What are the main advantages of a written recommendation letter versus other ways of providing a reference?
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A letter will be a handy reference document over time for an employer to utilize.
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There are no phone calls or emails necessary to obtain the reference.
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It can speed up the process of hiring someone.
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It enables an individual to provide an organized, thorough and well-thought-out reference.
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It can add to the credibility of a reference.
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An individual reference taking the time to write a letter displays enthusiasm about a job candidate.
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There will not be a problem down the road if a reference is no longer in the industry or is difficult to reach.
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A letter will document positive things about a person that a reference may not easily remember from many years ago.
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A letter provides job candidates with an added written record of their skill set and accomplishments.
What should you include in a recommendation letter?
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Your contact information
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Number of years you have worked in the field
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How you know the individual and for how long
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How long you worked with the individual and in what capacity
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How well you know the person’s work
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The person’s skill set and strengths
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The person’s outstanding soft skills
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Types of positions for which you recommend the person
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The person’s strengths as related to the open position (unless it is a general recommendation letter)
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The person’s outstanding accomplishments (quantified if possible)
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Comparing and/or ranking the person among others in the field
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Sticking to facts if explaining a person’s possible shortcomings (mention challenges, adversity, undesirable work environment and other obstacles to success)
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Deferring to the job candidate for explanation of short-term jobs or involuntary terminations
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Stressing that you would hire the individual if you had the opportunity
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Offering to be contacted by phone.
Keep in mind that recommendation letters can become outdated, especially if you have changed careers to one that emphasizes a different skill set than your previous career. Another reason it is wise to have recent recommendation letters on hand is that employers look to evaluate pertinent experience and accomplishments over the last five to 10 years. Despite the great value in written recommendations, try to maintain phone contact information on all your references, because employers often like to ask pointed questions about a person’s ability to do a specific job.
Make it a habit to ask for a recommendation letter when you know that an individual believes in you. Equally important, when you believe in the talents of specific colleagues, offer to write recommendation letters for them, especially if they request to use you as a reference.
Ken Pelczarski is owner and founder of Pelichem Associates, a Chicago-based search firm established in 1985 and specializing in the lubricants industry. You can reach Ken at (630) 960-1940 or at pelichem@aol.com.