The date on a letter of recommendation is typically placed at the top of the letter, positioned right below your contact information and just before the recipient's details. This placement adheres to standard formal letter conventions, ensuring clarity and professionalism.
Understanding the Formal Letter Header
A letter of recommendation is a formal document, and its structure should reflect this professionalism. The header of such a letter typically follows a specific order, providing essential information at a glance. It begins with your (the recommender's) contact details, followed by the date, and then the recipient's contact information. This logical flow ensures that all parties involved are clearly identified and that the letter is properly dated for record-keeping purposes. For optimal readability and a highly professional appearance, it's recommended to use a clean, legible font such as Times New Roman, with a font size of either 11 or 12 points.
Here's a common layout for the top portion of a formal letter:
| Element | Placement & Details | Example |
|---|---|---|
| Your Contact Info | Top left or right; full name, address, phone, email. | Dr. Jane Doe 123 University Ave. City, State 12345 [email protected] (555) 123-4567 |
| Date | Immediately below your contact info, often left-aligned. | October 26, 2023 |
| Recipient's Info | Below the date; name, title, organization, address. | Admissions Committee XYZ University 456 Education Blvd. Another City, State 67890 |
| Salutation | Below recipient's info. | Dear Admissions Committee, |
Why the Date is Crucial
The date serves several critical functions in a letter of recommendation:
- Timeliness: It indicates when the letter was written, which is vital for the recipient to assess the recency and relevance of the recommendation. Admissions committees or employers often look for current recommendations.
- Record-Keeping: Both the recommender and the recipient can use the date for filing and tracking purposes.
- Formality: It's a standard element of any formal business correspondence, lending credibility and structure to the document.
Proper Date Formatting
While several date formats are acceptable, consistency and clarity are key. Here are some commonly used formats:
- Month Day, Year (U.S. Standard): This is widely preferred for formal letters in the United States.
- Example: October 26, 2023
- Day Month Year (International/U.K. Standard): Also acceptable, especially if the recipient is outside the U.S.
- Example: 26 October 2023
Avoid using all-numeric date formats (e.g., 10/26/2023) as they can be ambiguous due to differing month/day order conventions in various countries. Writing out the month in full eliminates any potential confusion.
Best Practices for Your Letter of Recommendation
Beyond correct date placement, consider these tips for writing an effective letter of recommendation:
- Professional Tone: Maintain a formal and respectful tone throughout the letter.
- Clarity and Conciseness: Get straight to the point and ensure your arguments are clear and well-supported.
- Specific Examples: Provide concrete examples of the applicant's skills and achievements to strengthen your recommendation.
- Proofread Carefully: Errors in grammar or spelling can detract from the letter's professionalism. Always proofread multiple times.
- Utilize Resources: Refer to reputable guides on formal letter writing and recommendation letters to ensure your document meets all expectations. For general business letter formatting, resources like the Purdue Online Writing Lab (OWL) can be invaluable. Many university career services also provide excellent templates and advice, such as guides from Harvard Extension School on letter writing.
