They may have similar jobs, but employees perform differently. It's your task to explain how in a recommendation memo.
If you've been asked to supply a memo of recommendation, you've also been given a big, broad hint, and the clue is found in the word "memo." Unlike letters of recommendation, memos are brief -- about half the size of a letter. This format requires you to reply in a direct and succinct matter, making every word count as you make only the most relevant points about an employee's performance.
Instructions
1. Determine the position the employee has applied for so that you can use the laws of deductive reasoning to formulate your recommendation. For example, think about the potential difference in job responsibilities between a safety director's position and a safety coordinator's position. The titles alone should tell you that a director probably will have more management and leadership responsibilities, which should guide the direction of your recommendation.
2. Prepare the heading of your memo. Flush left, it should contain four, single-spaced lines: "The date:" "To:" "From:" and "Subject:" After "From:" include your name, your title and the name of your organization.
3. Begin your memo by stating that you are writing to (highly) recommend your employee. Include the employee's name, title and the duration of her tenure. Briefly describe her responsibilities.
4. Employers appreciate precision and specificity in a recommendation memo -- not to mention your honesty.
Devote the next two paragraphs to detailing not only the functions the employee performed but how she performed them and what special qualities enhanced her efforts. A prospective employer views these qualities as differentiators, so be specific: "Liz was responsible for ensuring that company safety protocols were kept up-to-date and followed consistently and uniformly across three surgical centers. This required a relentless attention to research, a laser-beam focus on detail and an unfailing ability to communicate updates and reforms to employees at all levels -- from the cleaning crew to the orthopedic surgeons."
5. With the same specificity, describe any special projects or assignments the employee completed and their effect on your organization. Without fawning, point out any of the employee's exceptional personal characteristics. Think in terms of the employer, who may be curious about a prospective employee's motivation, dedication, conscientiousness, work ethic, organizational and time-management skills, attitude and enthusiasm and self-discipline.
6. Close the memo with a sincere endorsement of the employee -- "Liz has been an exceptional asset to my organization, as I'm confident she would be to yours" -- and, if applicable, an offer for the prospective employer to contact you if he or she needs additional information.
7. Given the structure of memos, you do not have to sign the bottom. However, some people like to write their initials after their name, in the heading of the memo. This is a matter of personal choice.
