Any correspondence at the official level needs to have a clear purpose, tone and intended reader. Without it, it is hard to achieve maximum productivity and smooth operations across the board. That’s one of the main reasons why both universities and commercial enterprises invest time and money to teach people how to write.
Although the main purpose of studying and doing a job could be different, there are certain parallels that we can draw, even at the cost of oversimplification. One parallel is the periodical, or perennial, exchange of letters among different players. The most common causes for exchanges include employment, securing admission, placement, and so on. This is where recommendation letters and reference letters come into the picture.
Both are often misused as the same thing, even though they are different in their tone, purpose, and utility.
In this article, we will go through;
- Definition of a recommendation letter and a reference letter
- Differences between the two
- How to obtain one
A Reference Letter – Testament to Character, Ethics, & Abilities
A reference letter is a general-purpose letter to convey a clear message to another organization or a person in an official capacity. The latter asks for a reference letter when they need to verify the personal traits of the applicant for a job or university admission.
The letter sheds light on the character, behavior, and work ethics of the bearer, implying that the writer of the reference letter knows the bearer and thus vouching for him or her.
Since it is general or open to its intended readers, it can be used on several occasions without requiring any amendments to the original text.
A Recommendation Letter – Highlights Knowledge, Experience, & Abilities
It is only after comparing it with a reference letter, we can see the clear differences between the two. A recommendation letter highlights the knowledge, experience, and skills of the bearer who is also a candidate for a certain position or role in another organization.
Instead of being open and general, a recommendation letter is specific and to the point in its content and tone in identifying the traits and capabilities of that person. While writing a recommendation letter, it is necessary for the writer to quote direct examples of the bearer’s competency and skills, to camp up the claims. This is to draw parallels between the desired position of the candidate and his abilities.
Differences Between A Reference Letter & A Recommendation Letter
While besting the tricky waters of admissions or employment, professionals often require either a recommendation letter or a reference letter, or both. Whatever the case, it is necessary to know the differences between the reason.
If a person does not know the difference between an experience letter or a recommendation letter, which are more or less the same thing, it is hard to obtain the needed of the relevant person or authorities.
In the section below, we are going to discuss some of the differences between a reference letter and a recommendation letter. Here is a rundown:
- Rationale
- Time of Writing
- The Writer
Rationale
One of the most apparent things that differentiate one from another is the rationale or purpose. There is no denying that both letters are written to make the case for the candidacy of a professional, the two serve very different purposes.
When it comes to a reference letter, it is “timeless” and “generic” in its purpose. What makes it so is its application at any time and anywhere in the future to serve as a testament to that person’s work ethic and character.
On the other hand, a recommendation letter is intended for a specific vacancy in a specific organization, be it a company or a university. By relying on specific details and examples, a recommendation letter makes the case that the bearer of the letter is perfect for the position because of his or her abilities and skills. That’s why it is considered higher in authority and influence as it is direct in its content and addressed to a single entity. That’s why it is often sent by the writer to the recipient directly.
Time of Writing
The point of when to use either letter makes the case for their differences.
In the case of a reference letter, it is a safe bet to have one written by a former boss, mentor, or any other responsible person. This will help in securing further employment and academic positions without waiting for a “new” letter.
However, the time and extent of application for a recommendation letter are different. A recommendation letter is required when the applicant is in line for a specific position in both academic and corporate spheres. As it offers better insights into the abilities and performance at the last position, a recommendation letter holds a much more “formal” position. That’s why they are required for competitive positions such as scholarships and high-profile jobs.
The Writer
Before we discriminate between the writers of the two, it is necessary to point out a similarity; both can be written by former employers or mentors, such as managers and university professors.
To get a reference letter, it is best to select an individual with whom you enjoyed a formidable personal and professional relationship during your stay there. For instance, asking a former manager or a supervisor is a great choice as they personally or professionally would know you well and can highlight your work ethic and character.
For the recommendation letter, it is best to choose a person that knows your professional worth. This is where a team lead can help as he or she would know how capable you are and can back the case with concrete examples and statistics. The more specific a recommendation letter is, the more potent its message will be.
How to Obtain A Recommendation Letter or A Reference Letter
Obtaining a recommendation letter or a reference letter that can check all the boxes can be a science and an art. Many steps to it can help an aspirant secure the position.
Here is a rundown of the steps in the process of securing either a recommendation letter or a reference letter:
- Selecting the Writers
- Choosing the Right Time
- Connecting with Writers
- Providing the Details
Now, let us take a look at each of the points so that aspirants can seamlessly get the letters.
Selecting the Writers
There are cases when people may need multiple reference letters. If that’s the case, it is best to connect with diverse people from the past, including mentors, supervisors, and even friends. A family member should not write a reference letter as it contradicts the purpose of getting a reference letter.
However, for a recommendation letter, it is necessary to connect with a person who has extensive experience with the aspirant, either in a personal or professional capacity. The ideal scenario involves finding a person with authority and close experience so that he or she can vouch for the professionalism of the aspirant.
Choosing the Right Time
When the timeline for submitting an application and supporting documents is vast, it is only professional to connect with the writer of your choice as soon as possible. This will give them ample time to write and tweak the letter as it takes time to do so. This applies to both reference letters and recommendation letters.
On the other hand, if an aspirant does not have much time to connect with a writer professionally, connect with respect and chalk out the details before asking them to write a recommendation letter or a reference letter for them.
There is no need to rush them and decide on a timeline before connecting with them for a follow-up.
Connecting with Writers
After choosing the writer, it is necessary to connect with them and go through the mutual experience, such as office anecdotes or jokes about university life.
In either case, stay humble and appreciate taking the time and energy to write a reference letter or a recommendation letter for your next role.
It happens rarely but if a writer declines to write one for you, thank him or her still and find another one from your contacts.
Providing the Details
The modes and mediums of submitting a reference letter or a recommendation letter can be different. Whatever that be in the case of an aspirant, they must share all the relevant details with the writer. This will give them a direction to move in when they start writing that letter.
In addition to this, be clear and direct about the deadline or any other instructions on how the letter should be written.
Conclusion
Obtaining a recommendation letter or a reference letter can be tricky, especially when a person does not know the differences between the two. In this post, we have gone through the definitions of the two along with the contrasting factors that set them apart from each other. We have also shed ample light on the process of how to obtain one for university admission or employment.
Indeed, this article will help people from both sides of the fence to understand the nature of both a recommendation letter and a reference letter and how to write one.
