Recommendation Letter Template and Advice

Getting Started

At the end of every internship program, there will come a time when one of your former interns will ask you to commit to the following question:

“Would you be able to write me a letter of Recommendation?”

Remember, writing a meaningful letter of recommendation requires time and thoughtfulness, an understanding of the target readership, and most importantly, knowledge of the intern for whom you are writing. To be sure, the content of the letter is just as important as the person or organization that is writing it.

So where do you begin?

A letter of recommendation is an opportunity to describe how an intern’s accomplishments at your organization reflect any unique professional, academic and character qualities or aptitude—and how these would separate him or her from other candidates.

The following quick tips may save you some time when structuring and writing the letter:

• Talk to your intern about the letter’s requirements. Find out what the letter is for and why the intern needs one. Ask the intern about deadlines and submission instructions. Discuss specific projects which could be highlighted in the letter.

• Take Time to Reflect on the Intern’s Work. You may want to refer back to performance evaluations or finished products completed by the intern. Observations or interactions related to the intern’s work ethic and professionalism are key.

• Keep the letter to 1-2 pages. The letter should be written in first person and on your organization’s letterhead. Absent specific instructions stating otherwise, the letter should be single-spaced.

• Your opening paragraph should explain your relationship to the applicant. Include the name of the intern for whom the letter is being written and the length of time and in what capacity you know the intern.

• Describe the intern in 3-5 paragraphs. These paragraphs should be specific and detailed. Show, not tell.

• Include specific examples or stories. Highlight what projects or accomplishments demonstrate the intern’s potential for success and his or her ability to contribute in his or her field professionally, academically, or otherwise. Point out something distinctive in the intern’s work.

• Use comparative language to differentiate the intern from potential candidates. An example would be, “…definitely one of our most analytical interns” or “Has written one of our top ten policy papers by interns for our organization”.

• Highlight a special interest or a particular motivation for the intern’s career path. Are there particular interests that the intern has in his or her chosen field?

• Identify any observations related to the intern’s character, integrity, or emotional maturity. Mention any distinguishing qualities. For instance, you may want to touch upon how the intern operates in a team and any leadership, analytical, or communication skills essential to making a contribution in the profession or the academic institution.

• If you have any familiarity to the reader of the recommendation, you can additionally point it out. A great letter of recommendation presents and explains why your intern is a promising candidate to the school, program, or scholarship to which the intern is now applying for. Your letter should make that connection and tie it back to this theme. It will eliminate the “template” or plain feel of other letters and the reader will appreciate this extra step in making such connection.

• In your final paragraph, summarize and include an overall evaluation: Have an unequivocal statement of your overall evaluation of the intern. If you are writing a “strong” letter of recommendation, then you may want to state that in you are “strongly” recommending this applicant.

• In your final paragraph, conclude with an appropriate closing: Include your contact information/where you can be best reached.

• As always, make a rough and final draft; eliminate grammar mistakes, check for spelling errors, and edit for stylistic flow.