By Sheryl Schelin

If you've been asked to write a letter of recommendation for a graduate school applicant, the prospect of getting started might first appear somewhat daunting. Striking a balance between "honest" and "helpful," while wondering about things like how much detail to put in about how you know the person, or how to focus on those strengths without seeming overly ebullient, can be a difficult task.

Here are some tips for writing those letters of recommendation:

  1. Organize the content. Even a letter of recommendation should follow the standard "opening - body - closing" structure. Take a minute to understand each of these components and what you have to say in each of them.

  2. Opening: Explain who you are, and how you know the applicant. Discuss your acquaintance with the applicant and give the relevant information in one paragraph. How do you know the applicant? Is your relationship centered around work or school or volunteerism? How long have you known the applicant?
  3. Body: Discuss the applicant's strengths here, in two paragraphs. In the first paragraph, list a few of his areas of expertise or particular skill or maturity (i.e. organization skills, creative problem-solving, keen grasp of the importance of deadlines, etc.). Keep this paragraph succinct and to the point. In the second paragraph, choose one skill or trait of the applicant's that is particularly noteworthy on which to focus - for example: "Of all John's abilities and strengths, perhaps his greatest is his ability to analyze complex issues without losing his compassion." Then, go on to give one or two concrete examples of how the applicant has demonstrated that trait or ability in the past. Keep your anecdote brief. Focus on the applicant's choices or skills, and how those choices and skills led to a good result.
  4. Closing: Sum up the letter by restating and drawing the reader's attention to the applicant's goals. Link the traits and abilities to the intended course of study. For instance, for an applicant applying for a law degree: "In short, Jane has demonstrated the quick thinking and critical analysis skills necessary to become an outstanding attorney."
  5. Your recommendation: The last sentence of the closing should give your recommendation. To what extent do you recommend the applicant - wholeheartedly? Without reservation?
  6. Think about declining. If you have reservations - for instance, you would recommend the applicant only conditionally, or not at all, or feel rather neutral - then ask yourself whether you really are the best person for this job. Do you lack enough information to make an informed judgment? If so, give serious thought to asking the applicant to seek someone else's assistance, rather than derailing the applicant's future plan or coming off too lukewarm or apathetic.
  7. Pay attention to details. Ensure you have left appropriate margins, spelled all words correctly, and have made no grammatical errors or poor syntax choices. Double-check the request for the letter to make certain you have properly addressed the letter, and to clarify whether the letter should be given to the applicant or mailed separately; follow the rules "to the letter" and avoid questions later.
  8. Talk to the applicant. Especially if you have worked with him or her only in a limited capacity, you may not be aware of all that he or she has accomplished. Ask for a list of recent projects or work experience to give you a better idea.