MBA Recommendation Letters: Expert Tips & Best Practices
A well-crafted letter of recommendation can make a significant impact on an applicant’s chances of admission to a top business school. Adcoms rely on these letters to get an outsider’s perspective on a candidate’s strengths, leadership abilities, and overall potential. Given how crucial they are in the MBA application process, it is essential that recommendation letters are thoughtfully written and strategically structured. Whether you are a recommender or an applicant guiding your recommender, the following tips and best practices will help you in crafting/securing compelling MBA recommendation letters for your dream program.
1. Choose the Right Recommender
Ideally, the recommender should be someone who has worked closely with the applicant and can provide firsthand insights into their professional achievements and leadership qualities. A direct supervisor is usually the best choice. If a direct supervisor is unavailable, a senior colleague, mentor, or former manager can be a good alternative. Titles matter less than genuine knowledge of the candidate’s contributions.
Avoid choosing high-ranking executives or well-known figures unless they have directly worked with the applicant. A well-written, detailed letter from a mid-level manager who knows the applicant well is far more impactful than a vague endorsement from a C-level executive.
2. Know When to Ask for a Recommendation
Timing and approach matter when requesting a recommendation letter. Candidates should inform potential recommenders about their MBA aspirations well in advance—ideally 4 to 6 months before the application deadline. This early notice allows recommenders to observe the candidate’s work more closely and reflect on key contributions that could be highlighted in the letter.
Closer to the submission deadline, around 6–8 weeks before, candidates should either formally request the letter or enter their recommender’s details into the b-school application portal to initiate the recommendation process, depending on the school’s admissions process. This allows ample time for the recommender to write a strong and well-thought-out letter.
When making the request, be clear about why the individual was chosen and provide context on the application process. It can be helpful to share details about the program, key points the recommender may wish to highlight, and deadlines to keep in mind. Offering to provide a summary of accomplishments or a discussion to refresh their memory can also be useful.
3. Understand the Purpose of the Recommendation Letter
Admissions committees use recommendation letters to gain deeper insights into an applicant’s professional and personal attributes beyond what is visible in a resume or essays. They are looking for concrete evidence of leadership, teamwork, problem-solving abilities, and impact in the workplace. A great recommendation letter should not simply reiterate what is already in the application but should provide new dimensions to the applicant’s candidacy.
4. The Common Letter of Recommendation
To simplify the recommendation process, many business schools accept the Common Letter of Recommendation (LOR), developed by the Graduate Management Admission Council (GMAC). This standardized format helps recommenders provide consistent and relevant insights across multiple applications without needing to draft entirely new letters for each school. If the applicant is applying to multiple programs, checking whether they accept the Common LOR can save time and ensure uniform quality in recommendations. More information on the Common LOR can be found here.
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5. Customize the LOR for Each School
Each business school has its own culture, values, and emphasis in admissions. A generic letter will not have the same impact as one that is tailored to align with a school’s specific expectations. If possible, the recommender should subtly reference aspects of the program that resonate with the applicant’s strengths and career goals where relevant.
6. Use Specific and Impactful Examples
Admissions committees value specificity over vague praise. Instead of stating, “X is a great leader and problem-solver,” it is more effective to say:
“X demonstrated exceptional leadership during a critical client project where our company faced a potential contract loss. He swiftly coordinated a cross-functional team, reassessed the client’s needs, and proposed an innovative solution, resulting in not only retaining the contract but expanding the business relationship by 30%.”
Concrete examples like this provide tangible proof of the candidate’s abilities.
7. Include Real Incidents from the Recommender’s Experience
A strong recommendation letter should be grounded in personal observations and specific incidents. Recommenders should not just list the candidate’s qualities but illustrate them through real experiences. For example:
“During a high-stakes product launch, X displayed exceptional crisis management skills. When a supplier issue threatened to delay production, X quickly assessed alternative suppliers, negotiated new terms, and ensured the launch proceeded on schedule. His quick thinking and ability to mobilize teams under pressure were instrumental in the product’s success.”
Admissions committees appreciate letters that provide authentic, firsthand insights rather than generic statements.
8. Highlight Growth and Potential
While past achievements matter, business schools are also interested in an applicant’s trajectory. A strong recommendation letter should showcase how the candidate has grown under the recommender’s mentorship. Describing how the applicant has improved over time, taken on greater responsibilities, or responded to feedback demonstrates adaptability and high potential.
9. Showcase Leadership and Initiative
Leadership is one of the most sought-after qualities in MBA candidates. If the applicant has taken initiative or led a project, these instances should be highlighted with examples. For instance:
“When our company faced a sudden market shift, X took it upon herself to initiate a data-driven strategy to reassess our pricing model. Her proactive approach led to a 15% increase in revenue within six months.”
Such stories illustrate the candidate’s leadership in action rather than just stating they possess leadership qualities.
10. Address Weaknesses Thoughtfully (If Required)
If a recommendation letter is required to discuss a candidate’s weaknesses, it is best to frame them constructively. A good approach is to acknowledge an area of improvement while demonstrating how the candidate has taken steps to address it. For example:
“In the early stages of his career, X was hesitant to voice his ideas in leadership meetings. However, through mentorship and increased exposure to strategic discussions, he gained confidence and is now a key contributor in high-level decision-making.”
This approach reassures the admissions committee that the applicant is self-aware and capable of personal growth.
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11. Avoid Generic and Overused Phrases
Phrases like “one of the best employees I’ve ever worked with” or “a hard worker and team player” sound clichéd and do not add real value. Instead, use unique anecdotes and descriptions that differentiate the applicant from others.
12. Maintain a Professional yet Personal Tone
A compelling recommendation letter should be professional but also convey genuine admiration and belief in the candidate’s potential. Authenticity is key. The best letters sound natural and heartfelt rather than forced or overly formal.
13. Stick to the Word Limit and Guidelines
Most business schools provide specific word limits and questions for recommendation letters. Recommenders should ensure they adhere to these guidelines and avoid excessive length, while also answering each question thoroughly without diluting the impact of their message.
14. Align with the Candidate’s Overall Narrative
While the recommendation letter should provide an independent perspective, it should also complement the overall narrative of the application. If the applicant’s essays focus on their leadership in sustainability initiatives, the recommendation letter should ideally reinforce this aspect with additional details rather than contradicting or neglecting it.
15. Proofread and Review for Clarity
A letter with grammatical errors or unclear phrasing can weaken the credibility of the recommendation. Taking time to review and refine the letter ensures it is polished and professional.
A compelling recommendation letter is not just a formality; it is a powerful tool that can enhance an applicant’s business school application. By carefully selecting the right recommender, approaching them at the right time, leveraging standardized options like the Common LOR where applicable, providing specific examples, showcasing growth and leadership, and maintaining authenticity, a strong recommendation letter can significantly boost an applicant’s chances of admission.
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