Provided by: Maamoun Salam, Bilal Khawam
Last updated: 18/7/2007
Source: Internet Search

What is a covering letter
Content
Tell the employer
How should a covering letter be laid out?
Format and Main Body:

Paragraph 1 – Why you are writing
Step 1 - Introduce yourself
Step 2 - Explain why you are making this application
Paragraph 2 – What you can offer them
Step 3 – You need to do a bit of self selling
Paragraph 3 – Summary and next step
Sept 4- Ending the letter

Disclosing personal information
Tips to remember
Applying by email
One final point

What is a Covering Letters?

- Every time that you send out your CV you will need to send out a cover letter with it, whether you are sending your CV in response to an advert or direct to an employer or recruiter. This cover letter needs to tell the person you are sending it to why they should read your CV.

- A covering letter needs to say a lot more than just: 'Here is my CV!' which is all some people seem to think a covering letter should say. It needs to tell the person why you are writing to him and outline why you are the ideal candidate for the job. You need to pick out the highlights from your CV that are relevant to this specific application.

- You will probably spend much effort and time on producing your very best CV – maybe to such an extent you will be really be amazed at what you have to offer and how well you have presented it in your CV.

- But… a poor Covering Letter… or, worse still, none at all can mean that the reader simply doesn’t even read your CV! All good organizations will be staffed with very good and therefore busy people. They will often need to get a pile of applications down from say 50 to 5 to interview for 1 vacancy in a very short time. This means that you only get one chance at making an impression. Initially that may be just about 60 seconds. This sounds brutal – particularly after you’ve spent weeks on your application – but it is reality. So don’t throw all your hard work away by attaching a poor covering letter.

Content

Tell the employer:

• who you are.
• what you are applying for and where you saw it advertised if applicable.
• why you want the job or opportunity and why you are attracted to the organization.
• how you feel that your qualifications and experience make you a suitable candidate.
• what you want them to do for you, e.g. ask about the possibility of arranging an interview or a visit (this will depend on your circumstances and whether you are making a speculative application or responding to an advertised vacancy).
• What you hope will happen next, e.g. a polite, positive closing statement, saying you will telephone to follow up your letter or that you look forward to hearing from them.
• By the end of the letter the employer should be really impressed by what you have to offer and be encouraged to find out more from your CV or application form.

How should a covering letter be laid out?

Your letter should usually adhere to the following layout:

• Your contact details
- This should include your name, address, telephone number and email address if you have one.
- Remember make it easy for the employer to contact you
- Your address and contact details usually on the right side at the top.

• Employer/agency details
- This should include whom the letter is going to, company name and full address.
- If you know the name of the person e.g. if it is mentioned in the advertisement then
use it.
- If no particular name was mentioned use a department title e.g. Personnel manager
or Managing director.
- The employer's name and address usually on the left side.

• Date
- You should use long date format in full e.g. 27th April 2006 and not 27/4/06

• Salutation & Opening
- If you know the name use it e.g. Dear Mr Smith. If you don’t know, use Dear Sir/Madam.
- It is preferable to use a name.
- The company’s web site is often a good place to search for the appropriate
individual.
- A reference number for the job (if you know it) and/or the job title.

• Letter title
- Centre and bold the text. This will enable the addressee to know immediately that this is an application.

• The main body of the letter,
- Justified to the left hand margin, with a line between paragraphs:
Paragraph 1 – Why you are writing
Paragraph 2 – What you can offer them
Paragraph 3 – Summary and next step
(See below)

• Closing
- Use “Yours sincerely” if you are sending the letter to a named person, otherwise use “Yours faithfully”.
- Add a few blank lines and finish with your name.
- The space between is used for your signature once printed.

Format and Main Body

The letter itself needs to cover 4 main areas. Remember, it isn’t meant to duplicate the CV but should be treated as a “Trailer” for the “Main Event”.

Paragraph 1 – Why you are writing
- You want to try & get the interest of the Employer.
- You should start the letter with the reason for writing and indicate the position that you are applying for along with how you heard of the vacancy.
- This is also a good place to tell then why you are interested in the position and convey a genuine interest in the company.
- The company website will be a good source of background information.

Step 1 - Introduce yourself
Some examples:
• “I have just graduated from…”
• Try to avoid the “My name is …” approach – it isn’t particularly elegant and makes you sound like Eminem.
• If you are writing this letter having spoken to someone on the telephone or at a fair, say so in your letter. This could even be your opening sentence e.g. “Following on from my recent conversation with Joe Bloggs, I am pleased to enclose a copy of my CV as requested”.

Step 2 - Explain why you are making this application
- This will need to cover both the company and the job/function for which you are applying. - Having researched the company and job (you have, haven’t you?) explain why you want this job.
- Make it a personal statement about you and why you want them to say “yes” to this application. Maybe start with an “I” statement.

Some examples: :
• “I’ve always wanted to be a Chartered Account and the reputation of your company and its training is well known”
Or
• “I met one of your recruitment team at your company’s presentation and the company and its approach to work is just what I’m looking for”
Or
• “I’m looking for a career switch into Advertising and my research shows you are one of the best”
Or
• “I’m looking to continue to my career as a research chemist and working for XYZ Plc, with its tremendous investment program in my field of interest, is to me a natural choice”

- Whether you start by talking about your interest in the organization or in the job depends on what attracted you to apply in the first place. Structure your letter according to what “did it” for you.

- As well as interest, you need to demonstrate an understanding of the job you are applying for – and the company too. Show you have done your research properly. Don’t make statements that state the blindingly obvious e.g. “you are a large multinational firm with 30 offices worldwide”. Instead, say WHY that matters to you, and what it is about them that makes you want to work for them.

- Remember the aim is to make your letter stand out from the rest. Provide a personal statement with an element of passion and drive and this should encourage the reader to want to read on with a positive frame of mind. However, don’t make it artificial – it has to be real. It should also sound like you have written it – don’t feel you have to pack it with long words and complicated rhetoric if that is not your personal style. Express yourself simply and clearly.

Paragraph 2 – What you can offer them
- Here you describe briefly why you think you should be considered for the role.
- You should summaries relevant qualifications for the position along with your experience and skills.
- Also give a brief example of one or two jobs you have worked in that relate to the position.
- Try to make sure that it is not just a list of what is in your CV but is individualized to the job application.

Step 3 – You need to do a bit of self selling

Some examples: :
• "I believe my research project demonstrates my special technical knowledge in the filed as well as managing a team against very difficult timescale and technical difficulties"

Or

• "My work as Shift supervisor at Mac Burgers clearly shows I can lead and motivate a team and achieve results. I've enjoyed this work and really feel I can now move on and make a difference and build a career in your company "

Paragraph 3 – Summary and next step
Sept 4- Ending the letter
- Refer to your enclosed CV and also ask for the interview.
- Conclude the letter with a friendly "I look forward to hearing from you…"
Or, you may at this point suggest that you will be making a follow up call.
- It is also important that you thank the reader for their time and consideration and tell them that you look forward to hearing from them.

And now consider these points on style

• Don’t' be afraid to put in anything you feel will make you stand out providing it is relevant of course.
• Be positive and upbeat. Try to avoid negative information about yourself e.g. phrases like "Although I have no experience in this sector..."! Instead refer to the skills you do have that are transferable and relevant to this sector! As with your CV, you need to use language in a positive way and phrase things in the active tense rather than passively. Action verbs work just effectively in a cover letter as they do in a CV
• A word of caution- humor is often a poor traveler and it is often best avoided in covering letters. Remember, you want to be taken seriously and not as potential officer joker.

Disclosing Personal Information

• Although the general rule is to avoid referring to “negative” information in your covering letter, there may be situations when it is appropriate to do so.
• For example, if you are applying to an employer who is strict about A-level results but you have a good reason for why your marks were low (e.g. serious illness during your exams), you may want to mention this in your covering letter.
• There might also be situations where you may want to mention a disability but again, this could be raised at a later date if applicable e.g. if you need wheelchair access to attend an interview. The Careers Service has a specialist adviser for students with disabilities if you want to discuss this with someone.
• The secret is to present this information in a positive light, perhaps as evidence to demonstrate your particular drive, resilience and so on.
• Remember the company is not interested in your life story. What they need to see is whether or not you have what they need. Do not dwell on it and remember to focus on all the positive things you have going for you!

Tips to remember

• Covering letters are not easy to write. Try brainstorming some ideas first before trying to construct full paragraphs.
• Where possible, write to a named individual.
• Make the letter as personal as possible…
“Dear Sir/Madam” is OK – finished with “Yours faithfully”
“Dear Mr. Smith or Ms Jones is better – finished with “Yours sincerely”
“Dear Caroline” might be OK if you have met someone before or spoken with them on the phone and are sure that this familiarity is appropriate. Finish with “Yours sincerely” or “Yours truly”. If in doubt, stick to Dear Ms Jones.
• It is worth spending some time experimenting with different versions before adopting a style that suits both you and the organization you are writing to.
• In terms of the physical appearance of your letter, print it on the same paper as your CV. Use nice quality paper for both and sign your letter by hand. Use the same font face as for your CV so they look consistent as a “package”.
• Try to keep your letter to one side of A4 word processed text, printed on good quality plain paper, ensuring that the layout looks balanced.
• Use a legible font (e.g. Arial, Times) with a minimum size of 11 point.
• Sell yourself and emphasis your enthusiasm for, and commitment to, the opportunity or profession.
• Aim for a maximum of three paragraphs. Remember simple is best.
• Use upbeat and positive language and avoid exaggerated statements.
• Ensure there are no spelling, grammar, or punctuation mistakes
• Always use black ink.
• Express yourself with confidence.
• Your CV or Resume cover letter should be tailored specifically for each application.
• Be concise and to the point. Try to avoid repeating what's in your CV.

Applying by Email

- If you intend to send your CV by email then in the body of the email is where you need to reproduce your cover letter.
- Email can be an informal method of communication – do not make the mistake of making your covering email informal.
- The content should be the same as if you had sent it on paper.
- Remember that not all email systems are the same - you may be able to format the email message at your end but it may not come out looking quite the same when it arrives at the other!

One final point

- Each cover letter needs to be individually written for that particular company. Of course, your own details, degree results as well as your skills, experiences and attributes are the same, but you do need to tailor your cover letter to each particular company and/or job, as well as give the right emphasis to those particular skills etc the company specifically mentions.
- Trying to produce a “typical cover letter” into which you simply paste in the changes in address runs the risk of making your letter too bland and impersonal. It will not make you stand out.
- If you’ve followed all this advice then the reader ought to be eagerly anticipating your CV. If not… all that effort… and never even read!

Importance:

• How to get Started
• Guidelines to Help thinking about the task of writing LORs.
• 10 Tips for Recommenders that Supervisors Use when Writing LORs
• Letter of Recommendation Template.
• Sample Letter of Recommendation for Medical School:
  Sample1
  Sample2
  Sample3
  Sample4
• Phrases to use

1. Importance:

   As you probably know, the admissions process for medical school is extremely competitive.
   In any given year, only around 40% of the students who apply are accepted. Even students who have strong grades and standardized test scores need excellent and convincing letters of recommendation in order to help them gain admission.
   So a Letter of Recommendation is letter written by one of the medical staff that supervised on you for a period of time at your mother school of medicine or at your electives abroad( USA, UK,Germany,……..)
   It tills the readers the opinions your supervisor had about your work, your personality, your achievements, etc. …
   It might be one of the requirements you need to meet when writing for some medical schools asking for electives, and then they should be written by Doctors from your own school of medicine.
   It is one of the main goals you have to put in your mind to get when you are abroad doing clinical electives, research electives or observer ships.
   So, LOR will help you getting electives first, and the ones you get from your supervisors at electives will be a great tool to use when applying for your speciality.
   



2. How to get Started:

   There are two ways to get a LOR:
   1. First, you may simply ask your supervisor at your mother school or at your elective to give you a LOR. And in this case, he will be the one who will write the LOR for you.
   2. The other way, is that some doctors says "O. I really want to help you get into medical school. Why don't you write the letter of rec and I'll sign it. That way it will emphasize exactly what you think is most important." This is the way that goes with your supervisors at your mother school.
   Please, whether you were a supervisor or a student, DO NOT say "I can't write one more word. When am I going to find the time to do it? And what on earth am I supposed to say?"
   This file helps you manage writing a LOR.
   So Relax. We'll tell you what a recommender should say.
   In fact, you can pass these tips on to your recommenders in case they prefer to write the letter themselves, but don't know what to say.
   
   

3. Guidelines to Help thinking about the task of writing LORs

   • When a student asks you to write a letter of recommendation, know that you are not obligated to do so, and decide whether you can write enthusiastically enough to be helpful to the student.
     Since the vast majority of recommendations are positive, those that are neutral are interpreted as negative and can impair a student’s chances for admission.
     If your honest evaluation may handicap a student, and if you are uncomfortable writing favorably, you have every right to decline a student’s request for a letter.
     
   • In writing, please:be as specific as possible.
     General descriptions of a student’s positive qualities are not as useful as detailed examples that illustrate the student’s abilities and achievements.
     A statement like:“John is a brilliant thinker” is quite flattering, but it becomes more convincing if more details are added: “John is a brilliant thinker. For my class at Penn, he submitted an extraordinary fifty-page term paper on women and medicine in early modern England. After determining what practices were available to women in that period, he analyzed the representations of female physicians in the drama of the English Renaissance. His literary interpretation was original and elegantly written.”
   • This same level of specificity is important indiscussing non-academic matters too.
     Take, for instance, the following statement:“John’s commitment to the Narberth Ambulance Squad and to the people we serve is extraordinary.” The medical schools would find this assessment all the more useful if more information were added, such as: “John’s commitment to the Narberth Ambulance Squad and to the people we serve is extraordinary. While most of our volunteers live within the township, John commutes 45 minutes each way from Philadelphia by bus and by train for each of his shifts. And his record of attendance is perfect. This conscientious behavior is typical of the way he conducts himself.”
   • Try to compare the student to others you have known in a similar capacity.
     Statements like, “In terms of intellectual talent and drive, John ranks in the top 10% of all undergraduate students I have taught over the past seven years,”can help an admissions committee place your recommendation into a broader context.
   • Admissions committees often interpret omissions of relevant information as implicitly negative.
     For example, if you praise a student’s academic work but say nothing about him/her as a person, an admissions officer may conclude that the student is smart but socially inept.
     Therefore, it is ideal to try to touch on the following topics in any letter of recommendation:
     The student’s intellectual strengths, level of motivation, personal character, commitment to medicine, and interpersonal skills.
     Of course, your ability to comment on these topics will vary depending on how you know the student.
   • Statements that are negative or refer to problems can jeopardize a student’s candidacy.
     A comment like, “John is sometimes abrasive, but I don’t think he ever means to be rude,” or John worked hard but his exams were never quite up to snuff,”can give an admissions committee pause.
     If you have serious concerns about a student, whether of an academic or personal nature, then it may be better to ask the student to look elsewhere for a recommendation.
   • If you wish to give a thoughtful evaluation of a student’s weaknesses (as well as his/her strengths), please try to couple it with an explanation of how they will not interfere with the student’s ability to perform well in medical school.
   • Please omit references to the student’s appearance, as they trivialize the recommendation.
     If you want to discuss personal charm, which is frequently a relevant asset, describe its effect on others. For example:“John’s warmth and sense of humor naturally draw others toward him and help make him a welcome participant in our laboratory’s weekly meetings.”
   • Unless the student requests otherwise, please do not address your letter to a particular medical school.
     In most cases, your letter will be sent to every medical school to which the student applies.
   • Federal law stipulates that students can see letters of recommendation unless they waive their right in advance.
     The student’s decision as to whether your letter will be confidential or non-confidential will be designated on the form he or she gives to you.
     Most students choose to waive their right, since the medical schools generally find confidential letters to be more convincing and compelling.
     However, if you, as the author of a confidential letter, wish to show a copy to the student, that is absolutely your right.
   • Please Please type your letter of recommendation.
     You may type it directly onto the recommendation form, or print it onto a separate page and attach it to the form.
   
   

4. 10 Tips for Recommenders that Supervisors Use when Writing LORs :

   1. Review a copy of the applicant's personal statement so that your letter of recommendation can dovetail with--not conflict with or duplicate--the rest of the application.
   2. Ask the applicant to supply you with additional information like a résumé.
   3. Describe your qualifications for comparing the applicant to other applicants.
      • I have been teaching for twenty years and have advised approximately 450 students on independent research projects over the last five years.
      • I have personally supervised ten interns every summer for the last five years plus worked with over two hundred college students in the Big Medical Center ER.
   4. Discuss how well you know the applicant.
      • I was able to get to know Mr. Doe because he made it a point to attend two of my sections every week when only one was required.
      • Ms. Smith did research in my laboratory for two years, and I worked very closely with her.
   5. Choose two to three qualities that you observed in the applicant.
      • Jane has a rare blend of top research, analytical, and interpersonal skills.
      • The combination of tenacity, willingness to help, and good communications skills found in Mr. Doe is truly unique.
   6. In discussing those qualities, support your statements with specific instances in which he or she demonstrated those attributes. Be as concrete and detailed as possible
      • He is the only student I ever had who came to all my office hours as part of a relentless--and successful--drive to master biochemistry. He was one of just ten percent in the class to receive an A.
      • Because of Jane's research and communications skills, I didn't hesitate to ask her to monitor epileptic patients and prepare electrodes to be implanted in their bilateral temporal lobes. Her quality work contributed significantly to a paper we co-authored and presented to the Society for Neuroscience.
   7. Try to quantify the student's strengths or rank him or her vis-à-vis other applicants that you have observed.
      • He was in the top 10% of his class.
      • • She has the best research skills of any person her age that I have ever supervised.
   8. Avoid generalities and platitudes.
   9. Include some mild criticism, typically the flip-side of a strength
      • The only fault I have encountered in him is his retiring nature. His modesty sometimes hides a young man of remarkable sensitivity and broad interests.
      • Occasionally, her fortitude and persistence can turn into stubbornness, but usually her good nature and level-headedness prevail.
   10. Discuss the applicant's potential in his or her chosen field.
       • I enthusiastically recommend Mr. Doe to your medical program. This well-rounded student will be a fine, compassionate doctor.
       • With her exceptional interpersonal and research skills, Ms. Smith will be an outstanding doctor and a credit to the medical school she attends.
   
   

5. Letter of Recommendation Template

   
   [University Letter Head] ( If requisted by the student )
   
   [Sender's Name]
   [Sender's Address, Line 1]
   [Sender's Address, Line 2]
   [Sender's Phone Number]
   [Sender's Fax Number]
   [Sender's E-mail Address]
   
   [Today's Date]
   
   [Recipient's Name]
   [Recipient's Address, Line 1]
   [Recipient's Address, Line 2]
   
   Dear [Recipient's Name] or To Whom it May Concern,

   It is my pleasure to recommend Jane Doe for admission to [name of program] at [name of university]. I am a fifth year Ph.D. student at the University of California, Berkeley. I came to know Jane when I was her Graduate Student Instructor for Philosophy 111: Ethical Relativism, taught by Professor John Doe. The course comprised [short description of course]. Jane distinguished herself by submitting an exceptionally well researched and interesting project on ethical practices in ancient Greece. I would rank her in the top 2% of students that I have taught in the past five years in respect of her writing ability and research skills.

   Overall, Jane is highly intelligent and has good analytical skills. Her project on ethical practices in ancient Greece demonstrated her ability to come a detailed understanding of the ethical practices of another, very different culture, and to analyze the consequences of those practices for contemporary ethical theories. She gave a particularly interesting discussion of the difficult practice of infanticide, and showed both sensitivity and detachment when discussing its ethical consequences. Her overall intelligence is also reflected in her grades for the course, which were by far the best in the class.

   Jane has excellent communication skills. Her written work is both clear and concise, and interesting to read. She demonstrated her oral articulateness in the discussion sections that were an integral part of the course. Each discussion section focused on a particular ethical dilemma. Students were required analyze morally problematic situations, and to develop and argue for their own ethical views with regard to the issue in question. Jane was highly proficient in applying the course material in analyzing the problem situations. She always explained her views very concisely and gave supporting arguments that were both clear and persuasive. Jane also demonstrated good team working skills in group assignments.

   At a personal level, Jane is a well disciplined, industrious student with a pleasant personality. She went well beyond the course requirements in the quantity and quality of her project, putting in a lot of extra research and attending office hours every week. Throughout the course, Jane demonstrated great perseverance and initiative. She was not only interested in and motivated to learn the material, but put great work into assimilating it to her own experience and developing her own ideas about each ethical topic that we discussed.

   Jane is unquestionably an exceptional candidate for graduate study in Ethics. Jane's work in Philosophy 111 suggests that she would greatly benefit from the opportunities for intellectual development provided by a sustained period of graduate study. She has proven herself to have the perseverance and initiative, and the intellectual creativity necessary to complete an advanced graduate degree. I would therefore highly recommend Jane Doe. If her performance in my class is a good indication of how she would perform as a graduate student, she would be an extremely positive asset to your program.

   If I can be of any further assistance, or provide you with any further information, please do not hesitate to contact me.

   Yours Sincerely,

   [Signature]

   [Sender's Name and Title]

6. Sample Letters of Recommendation for Medical School:

   
   

   Sample 1 (PDF – Download)

   
   

   Sample 2:

   Dear Sir or Madam:

   I am professor at Shenyang Medical University of China, and was Ms. Olivia Li's Advisor for her graduation thesis. Now I am pleased to recommend her to your Ph.D. program in Pharmaceutics.

   During the one-year period while Ms. Li worked with me on her thesis project, she impressed me deeply as a highly motivated, goal-oriented student of lively personality and creativity. She was a member of our research group for a project I was in charge of in developing a sustained release preparation for a compound herbal medicine. Since part of the compound substance was volatile, the project temporarily came to a halt. Ms. Li tackled the problem, under my direction, and thus assumed an important role in the research team. She spent many hours looking up technical literature, and proposed a novel solution with satisfying results. All along, I found Ms. Li a fine research worker of uncompromising scientific rigor and adventurous spirit. She has also demonstrated a solid educational background and a remarkable ability in lab experimentation. In addition, she has an excellent command of English, which is rather uncommon among undergraduate students. She can read professional journals and documents in English without any problem, and can carry a conversation with native speakers of English easily.

   As her teacher and former Advisor, I am proud of Ms. Li for her academic achievements. She certainly stands out as a student of great potential. Since the study and research in Pharmaceutics in China are still below international standards, I personally believe that it will be to Ms. Li's best interest to enter a graduate degree program in Pharmaceutics in a technologically advanced country. And I have no doubt that Ms. Li will take full advantage of this precious opportunity to make herself a first-rate pharmacist.

   Finally, I again recommend this student of mine, in view of her remarkable academic potential and positive personality, to your graduate program. Ms. Li has my wholehearted support.

   Yours Sincerely

   
   

   Sample 3:

   Letter of Recommendation for MIPT Alumnus (01/2000) The Biophysics Student admitted to Caltech, MIT, Princeton

   Applicant: Irina I. Ivanova
   Recommender: Dr. Petr P. Petrov

   It is my pleasure to write a letter of recommendation on behalf of Irina Ivanova. I have known her since 1998, when she started to work as a research assistant under my guidance. For more than a year I have close experience of Irina’s work and can state unequivocally that her academic and professional skills place her in the top 5% of the students I have worked with during my 50 years of work at Lebedev Physics Institute of Russian Academy of Sciences.

   Some of the main credits of Irina are her persistence and diligence sometimes even ranging with obsession with work. I will give you an example. When I first met Irina in September 1998 she was a 4th year student at MIPT and possessed a solid background in physics and mathematics, though she lacked some knowledge in biology and chemistry necessary for successful research in the field of biophysical kinetics which our laboratory is primary concerned with. It took her only a few months to read a rather large number of books and articles in Russian as well as in English and become proficient in this field. From that time she started to attend extra-curriculum lectures and seminars on different topics in biophysics (such as Biophysics of Membrane Processes, Biochemical Physics, Physical aspects of Biological Processes) at MIPT as well as at Moscow State University.

   I must admit that now Irina possesses a unique combination of solid academic knowledge in physics, chemistry, biology and mathematical methods. In scientific discussions and during colloquia Irina revealed maturity, excellent analytical thinking and clarity of thought. She often proposed original ideas and made outstanding conclusions.

   As a member of our laboratory Irina investigated permeability of erythrocyte membrane for glucose and oxygen in normal conditions and under pressure. This was an important part of our major research concerning influence of pressure on permeability of cytoplasmic membranes. Irina took part in construction of theoretical model and then carried out a lot of independent research. I should mention her accuracy and thoroughness in carrying out experiments and an ability to pay attention to nuances, which often play crucial role. Her findings were very important for confirmation of our theory of structure of cytoplasmic membrane. As a result of this work in June 1999 Irina successfully defended her thesis and got BS with Honors. Recently she has reported these results at Biophysics section of MIPT Scientific Conference. This report was made at the top level.

   In summary, Irina distinguished herself as an individual who exhibits an organized, scientific approach to research, and with a high degree of motivation, innovation and initiative, can accomplish her goals. Therefore, I evaluate Irina Ivanova as a person with high potential to carry out an advanced study in the field of biophysics and strongly recommend her for further education at Biophysics Department of California Institute of Technology.

   Petr P. Petrov, D.Sc. 12/07/99
   Professor, Lebedev Physics Institute RAS
   Leninskii prospekt 51, Moscow, Russia
   Tel. 7(095)555-5555
   
   

   Sample 4

   Sample reference letter from a hospital administrator for a Chief of Psychology Service seeking a new position: (names are fictitious)

   To Whom It May Concern:

   This serves as a letter of reference for Dr. Martin Kaye, Ph.D., who has applied for an administrative position at your company, Healthcare Systems. It is my honor to recommend Dr. Kaye. I have known him since January 1994. I became his administrative supervisor upon my employment at County Medical Center.

   Dr. Kaye has been the Chief of Psychology Service here for ten years. He has demonstrated outstanding talents in both administrative/ managerial as well as clinical practice spheres. He has a reputation as a superb manager of the mental health program at this center.

   Revealing of his administrative abilities, Dr. Kaye took the initiative to significantly enlarge the substance abuse treatment program (in-patient, day hospital, and outpatient) and the mental health outpatient clinic program. He was able to greatly increase staffing and funding for these services. Consequently the hospital was able to construct an entire new building, devoted exclusively to these programs, a few years ago. As Chief of the Psychology Service, Dr. Kaye has demonstrated uncanny skill in selection of staff and interns. These employees and trainees continue to practice successfully to this day.

   Dr. Kaye has also distinguished himself as a superb clinician, working in his profession over two decades: ten years here and ten years in a previous, similar setting. His competence, compassion and ethics as a psychologist are exemplary. In providing a broad spectrum of psychological assessment and treatment, he has more than proven his ability to lead a large and complex mental health care system.

   As a clinician, Dr. Kaye also devoted much time recently to developing an outstanding Anger Management Program, a special area of interest which has become in demand in modern American society for obvious reasons. His skill diagnosing and treating Post-traumatic Stress Disorder and other disorders is remarkable. He regularly lectures on these topics to other mental health professionals. Dr. Kaye also provides excellent consultations to inpatient psychiatry and medical-surgical units of this center.

   His commitment to education and teaching is highlighted by his early development of the Psychology Internship Program for trained individuals who have completed coursework to qualify for doctoral degrees in psychology. In this capacity he had to develop a seminar curriculum, schedule clinical assignments, arrange for supervision (by himself and others), and coordinate with their doctoral departments at several universities. The supplementary services of these interns do greatly benefit the medical center and its patients. This program had to gain official approval by the American Psychological Association; it thus affords much prestige for our medical center in addition to providing required training for future licensed psychologists.

   I am deeply impressed by Dr. Kaye and recommend him unhesitatingly. I am confident that, if selected for your vacancy, he would provide the same high level of service and commitment. If you have any questions or wish to speak further about Dr. Kaye, please feel free to call me at 443-887-2345.

   Sincerely,
   Donald Stern, Ph.D.

7. Phrases to use:

   • Dr. XXXXX is bright, and hard working.
   • His medical knowledge is superb; His clinical evaluation, judgment, and management are all excellent above and beyond the level of his colleagues.
   • He is persistent regarding the care of his patients: to search, diagnose, treat and overall provide the best and comforting care which puts him at a level hard to achieve at his age.
   • His clinical assessment and plan is outstanding, spontaneous, expeditious, unhesitating and prompt. He is studious and diligent.
   • He keeps his knowledge up to date with the latest clinical developments through his extensive journal readings and Medline literature search.
   • Dr. XXXXX is neat, handsome, and easy going; he is courteous, and a very pleasant person to work with; he has excellent relationship with his colleagues and nursing staff.
   • I have enjoyed working with him and I am sure that he will be an asset to your program.
   • I am writing to you on behalf of Dr. XXXXX who graduated from ……University Medical School in February 2004 with a very good appreciation M.D. Degree.
   • I know Dr. XXXXX as a student in the department of at …… University Hospital.
   • I am writing to you on behalf of Dr. XXXXX who was a medical Student in the Department of at ….. university Hospital.
   • I knew him very closely when he started his clinical studies.
   • During schooling and externship in department he proved to be neat, punctual, ready to learn, hard working and caring about his patients.
   • He has an excellent character with good relationships with his colleagues, nursing staff, and patients.
   • His medical knowledge and judgment is excellent, and he is an extremely hard worker, intelligent, responsive to teaching, happy in his work and get well with the faculty. Moreover, He is very considerate, charming & cheerful pleasant young man.
   • Enthusiastic, studious and eager to learn.
   • He is a hardworking person with very good medical knowledge and judgment.
   • to be more specific I am pleased to tell you that Dr. XXXXX worked under my supervision and he shared in the evaluation and treatment of many cases such as and.
   • In addition, he shared in the evaluation and management of in-patient, out-patient cases of …… .
   • I do recommend Dr. XXXXX to receive every consideration in his future at any program he will apply for.
   • In conclusion, I highly support his application for any postgraduate position in USA.
   • For any further questions, please contact me.
   • For any further questions, please do not hesitate to contact me.