I’ve spent some time writing letters of recommendation, but I’ve spent a much larger chunk of time reading them as an admissions reader for the UCLA Film Department. When I write letters of recommendation, I always worry about making sure I portray the person in the best light and don’t ruin their application. As a reader, I know that nobody has the time to delve into the kind of scrutiny I worried about when writing a letter. 

So take a deep breath and remember that the letter of rec is one small part of a larger application and the letter alone isn’t going to break your applicant’s chances of admission. As a reader, the toughest calls weren’t the very good or very bad admissions packages, but rather the ones in the middle. That’s the one situation where a great letter can give your applicant a little boost. 

Before You Begin

The first thing you want to do when someone asks you for a letter of recommendation is confirm that you’re the right person to write it. Do you know the person well enough to vouch for their character, work ethic, and/or academic ability? 

If you don’t know them well or can’t endorse their skills, it’s fine to decline to write the letter. But if you’re reading this, I’m guessing that you already feel comfortable writing the letter and you’ve already agreed to it.

The next thing you should do is ask for a copy of the job description or academic program description. You want to find out what characteristics and skills the program is looking for so you can highlight them in your letter.

The Basics

Now we’ll move on to length, content, and structure.

Length: Application readers have a lot of territory to cover, so keep your letter succinct and to the point. One-half to three-quarters of a page (single spaced) is a good length. If it’s shorter than that or you’re really struggling, you may not be the right person for the job. More than a page is definitely too much.

Content: What am I looking for when I read a letter of rec? For me, I want to find out about the applicant’s personality and background that may not have been showcased elsewhere in the application.  It’s a personal reference. Furthermore, the letter of rec should be personal. I’m not suggesting you share the applicant’s life story, but discuss situations where you’ve worked with them and observed their problem-solving skills, ethos, and attitude. 

Please don’t include a laundry list of academic achievements or grades. That tells me you don’t know the applicant well or at all. It’s also redundant because it will be included elsewhere in the application.

Structure: I usually try to write 4-5 brief paragraphs. This isn’t academic writing, so a 2-3 sentence paragraph is totally fine. I do stick to basic academic structure: intro with thesis, 2 supporting paragraphs, and a conclusion.

Here’s what I’d suggest

Paragraph 1: Introduce yourself and explain your connection to the applicant. Highlight 2-3 specific skills from the job description that you know the applicant can bring to the team or program. 

Paragraphs 2-3: In each of these paragraphs, provide a brief, specific example of the applicant demonstrating one of the aforementioned skills, like a challenging group project where the applicant got everyone to harmonize or a time the applicant succeeded in the face of adversity. 

Paragraph 4: Reiterate the applicant’s qualities and leave your contact information (if you feel comfortable) in case the readers have any follow-up questions.

Finally: If you are passionate about the candidate and how wonderful they are, make sure you show it! Not every letter is glowing and that’s okay, but if you think this person is amazing and talented, put it in writing! As a reader, the letters that stood out the most were the ones where the letter-writer’s care for the candidate shone through. 

So now get writing. I wish both you and your applicant the best!