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Writing an Evaluation Letter

Do you need to write an evaluation letter about your friend, coworker, fellow student, or anyone else? Read this article to know how to do this!

Steps for Writing an Evaluation Letter

  1. Learn as much as possible about the person you’re evaluating. Discover the details about his/her job, responsibilities, duties, skills, etc – anything you need to write a quality evaluation.
  2. Observe the person’s activities. Don’t let him/her know about it to watch the actual work or study performance, not the one staged for you. In this case, the data you gather will be reliable.
  3. Begin writing. Don’t forget to add the date, the person’s name and title, the address of the organization he/she works for. In the first paragraph, also tell about his/her work experience, study or employment dates and other relevant information.
  4. List the duties. In the second paragraph, give details of the person’s duties and responsibilities.
  5. Offer your recommendations. Basing on the results of your examinations, give your recommendations of the person in the third paragraph.
  6. Tell who you are. Write your name, title, name of your organization, and other relevant information.
  7. Proofread. Make sure that your evaluation letter has no errors or misspellings.

Key Points to Consider

  1. Develop a set of criteria. Make sure to bring up these criteria somewhere in the beginning of your letter.
  2. Be neutral, polite, and official. It will help your evaluation look more objective and unprejudiced.
  3. Format your letter properly. Whether it is a regular letter or an email, it has to be well-formatted. Don’t use fancy fonts, caps lock, cursive, color highlighting and other things that may damage your letter’s homogeneity.

Do and Don’t

Do

  • Do support all the claims you make, whether they’re positive or negative. Make sure that the facts you add are solid and reliable.
  • Do be objective. Don’t take into account different life circumstances, personal attitude or other unrelated factors. Focus on evaluating the person’s performance regardless of everything else. 
  • Do be respectful while making your comments.

Don’t

  • Don’t be contemptuous or rude and don’t provide your personal subjective opinion.
  • Don’t jump to conclusions in your evaluation letter. Assess the person’s performance objectively, considering all relevant factors.
  • Don’t compare yourself to the evaluated person. You write this letter not for yourself, remember about that.

Common Mistakes to Avoid

  • Allowing your bias and prejudice toward the person you’re evaluating to mess up with your letter.
  • Commenting on the evaluated person’s qualities and traits that are irrelevant to the evaluation.
  • Forgetting to create a list of criteria that you will use to evaluate the person and, as a result, failing to do this appropriately.
  • Focusing on the person’s drawbacks, criticizing him/her too much and forgetting to mention his/her positive qualities.

Now when you know how to create a good evaluation letter, go ahead and do this!