Use current, accurate company information where appropriate, but prepare an account of the new applicant’s own work and assignment. Do not carry over another person’s duties or experience as if they were shared facts.
Separate reusable corporate evidence from personal history
Check dates, entity names and staffing against current records. Avoid collecting unrelated private information about the predecessor when the evidence needed concerns the company and the new applicant. A reused template generally separates cleanly into a company section and a personal section, and only the company section - business description, structure, ownership - should carry forward once its facts are confirmed current.
The personal section describing duties, qualifications and the specific assignment should be drafted fresh for the new applicant rather than edited from the predecessor's version, since editing tends to leave stray sentences that no longer match the new person's actual background. A side-by-side comparison of the old and new letters, sentence by sentence, catches any description of duties or qualifications that survived unchanged from one person to the next; an identical sentence describing two different individuals' work is a signal that the letter was not actually tailored. Confirming that dates, titles and reporting lines in the personal section match the applicant's own records, rather than the predecessor's, closes the most common gap between a reused letter and one written for the person actually being described.