Whether you run a small business or a large business, you need to learn how to write an effective business recommendation letter. At some point you will have to write this letter to any employee, company, client or partner who has decided to look elsewhere.
Providing a great reference letter gives them an edge over the competition. Although there are no standard guidelines for writing reference letters, there are some rules you must follow. Here we will show you what those rules are and an example to help you better visualize the way to do it.
What is a business recommendation letter?
A business letter of recommendation is a document that contains a reference and is delivered on behalf of a vendor, a customer, or any other type of business partner. At some point, you may be required to provide such a letter, also known as a business reference letter or company letter of recommendation.
What is the structure of a business recommendation letter?
To write an effective business letter of recommendation, you must include the following elements:
- Your name and contact details, as well as those who will receive the reference letter.
- The name of your business or organization and the name of the business that will receive the reference letter.
- The date that you wrote the letter.
- A formal salutation.
- Your qualifications as a letter writer.
- Your general impressions about the organization or person mentioned in the letter along with your responsibilities and character.
- The nature of your relationship with the person mentioned in the business recommendation letter.
- Details showing why the person or organization qualifies for the partnership or job.
- Your willingness to work with the person mentioned in the letter again.
- How the reader can communicate with you in case of questions or follow-up.
Recommended Structure Order
Begin your business letter of recommendation with a formal greeting. Following this comes the body of it. Of course, this is where you provide details about your referral or recommendation.
After the body, the next part is a closing statement. Following the closing statement, write your full name and contact details. Proofread your letter, print, and then place your signature right above your name.
Details
In the body of your letter, add a statement confirming or verifying the employment details and qualifications of the person you are referring to in the letter. Some important details include dates of employment, job title and ability, and even the employee’s salary if necessary. In the case of the company, enter only the time that the commercial relationship was maintained and its development.
You can also share details about the employee’s attitude and performance. If the employee’s performance was more than you expected, you can include this in the business recommendation letter along with any details you feel are important.
When you write the reference letter for one of your previous employees, you will need to provide recommendations for them to get a good position in another organization. In such a case, you may also want to include your former employee’s previous responsibilities with the company.
Other details to include are the employee’s professional strengths and skills. Also, indicate how willing you are to hire him again if he reapplies to your organization. If you still have room in the letter, you can share specific projects or situations that show the skills and strengths of the employee you are referring to in your letter.
If it is a company, the body of your business recommendation letter must explicitly contain all the details of the business relationship that your company had with it. The strengths of the recommended company and the reason for making the recommendation should also be mentioned.
Alignment of elements in the text sheet
When it comes to drafting, reference letters vary. But as with structure, most people follow a basic style. Align the recipient’s mailing address, salutation, your name, and signature on the left side of the document. The date is aligned to the right.
When and why to use a business recommendation letter?
A business recommendation letter is a written reference given by one entity on behalf of another entity which can be an individual or an organization. It helps verify the quality of goods and services or deals offered by the organization or individual to a potential customer.
There are so many businesses available today that it can be extremely difficult to compete without letters of reference or business recommendations. If you’re a business owner, you know there are a lot of generic partners or people who want to learn more about your business and reputation.
The best way for them to learn about your business is through a business recommendation letter. Therefore, it is important to have it before trying to knock on the doors of the customers or businesses you want to offer your services to. You can also use this card when looking for a new job, a business partner or a service contract.
- Act as your endorsement in written form.
- Explain in detail the rating of the person who wrote the letter.
- Provides information about the reputation of the named entity.
How is a business recommendation letter written?
You may need to write business recommendation letters for companies or organizations that you have tried to work with in the past. In such cases, we would need the letter in order to confirm the operational strength of the business and its ability to perform as expected.
Here are some tips:
☑️You can use a basic business recommendation letter template for the structure of your document. It then enters the content as needed, after some consideration. You should include honest comments about the capabilities and quality of service of the company you are writing about.
☑️Provide specific details about your relationship with the company. Those details include the goods you’ve purchased, the services you’ve taken advantage of, and how long you’ve been with them. Also, give a clear statement about your reason for writing the letter.
☑️Then you should put specific information about the performance of the company and any other details that the reader may find useful. Be as specific as possible when discussing these details. Remember that the reader will use the information in the letter as a deciding factor in whether or not to work with the company.
☑️If you had a good experience with the company, you can write about all those good things in the business recommendation letter. Of course, if you had a bad experience and the company asks you to write a business reference letter for them, you should politely decline rather than write a letter containing inaccurate information.
☑️When describing the company’s strengths, use concrete examples. The more you use illustrative comments, the more the reader will understand the business. This is much better than giving too much praise and sentiment, which in some cases may seem insincere.
☑️Close your business recommendation letter with a summary of the company’s strengths, along with a clear and concise recommendation. This wraps your letter in the best possible way, as it fulfills the purpose of the document.
☑️As you write your business recommendation letter, don’t make it too short or too long. Stay away from language that is too general, effusive, or superlative. Instead of describing company traits using adjectives, provide concrete examples of how you saw those traits firsthand.
☑️Be sure to proofread your letter before printing or emailing it. A letter that contains too many grammatical and spelling errors will not be as believable as one that has been perfectly proofread and polished.
☑️Don’t forget to include your contact information in the letter. In some cases, the recipient wants to contact you and ask more questions about the business or person you wrote about. In case the recipient calls you, answer all their questions as honestly as you wrote the letter.
☑️Sometimes a person or company can convince you to write a reference letter even though you don’t have anything nice to say. Although the first thing you should do is diplomatically decline, there are some cases where you just can’t. You must be as professional as possible.
☑️You may want to do a little research on the person or organization. Learn more about their strengths so you have something nice to say about them. Focus on strengths no matter how small. By doing so, you continue to give a positive letter without providing inaccurate information.
Business recommendation letter example
Writing a business recommendation letter can be challenging, especially when you have no idea where to start. The good thing is that you can download a template or read examples of letters to learn more about them. After doing this, you will realize that the letter is very simple.
As long as you include all the basics in your business recommendation letter, you can send it and expect positive feedback from the recipient. When it comes to writing a reference letter for a former service provider, partner, or employee, just keep the tips we just gave you in mind. You can also download the template and customize it according to your requirements.
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