How to Email a Letter of Recommendation
Writing a letter of recommendation is an important task that can significantly impact someone’s future opportunities. Whether it’s for a job application, a scholarship, or admission to a prestigious institution, a well-crafted letter can make a substantial difference. In today’s digital age, email has become the primary mode of communication for sending letters of recommendation. This article will guide you through the process of how to email a letter of recommendation, ensuring that your message is both professional and effective.
Step 1: Choose the Right Format
Before you start drafting your email, it’s essential to choose the appropriate format. A standard business email format is typically used for professional letters of recommendation. This includes a clear subject line, a formal greeting, and a professional closing. Make sure to double-check the email format of the recipient, as some institutions may have specific guidelines.
Step 2: Draft Your Email
Start by composing a concise and compelling email. Here are some key elements to include:
– Subject Line: Clearly indicate that the email contains a letter of recommendation. For example, “Letter of Recommendation for [Candidate’s Name] – [Position or Program].”
– Greeting: Address the recipient by name, such as “Dear [Recipient’s Name],” or “To Whom It May Concern.”
– Introduction: Briefly introduce yourself and your relationship with the candidate. Mention any relevant qualifications or experiences that make you qualified to write the letter.
– Body: Highlight the candidate’s strengths, achievements, and why they are a suitable candidate for the position or program. Be specific and provide examples to support your claims.
– Conclusion: Reiterate your recommendation and express your willingness to provide further information if needed.
– Professional Closing: Use a formal closing, such as “Sincerely,” “Best regards,” or “Thank you,” followed by your name and contact information.
Step 3: Attach the Letter
Once you’ve drafted your email, it’s time to attach the letter of recommendation. Follow these guidelines:
– File Format: Save the letter as a PDF or Word document to ensure compatibility and readability.
– File Name: Name the file appropriately, such as “Letter_of_Rec_for_[Candidate’s Name]_[Date].pdf.”
– Attach the File: Use the email’s attachment feature to include the letter in your message.
Step 4: Proofread and Send
Before sending your email, take a moment to proofread it for any typos or grammatical errors. Make sure the letter of recommendation is attached and that the email is addressed to the correct recipient. Once you’re confident everything is in order, hit send.
Step 5: Follow Up
After sending the email, it’s a good idea to follow up with the recipient to ensure they received the letter. This can be done through a brief email or a phone call, depending on your relationship with the recipient. Express your gratitude for their time and consideration.
By following these steps, you can effectively email a letter of recommendation, helping to ensure that the candidate’s application stands out from the competition. Remember to be professional, concise, and genuine in your message, and you’ll be well on your way to providing a valuable recommendation.
