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How to write a letter of recommendation (with examples)

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What’s a letter of recommendation?

Format of a letter of recommendation, tips for writing a letter of recommendation, letter of recommendation examples, how to write a letter of recommendation for a friend, start writing.

Sometimes, a former colleague pops up in your inbox to ask you for a favor. This time, it’s a letter of recommendation. If you loved working with this coworker, you’d jump at the opportunity to help them out.

There’s only one problem: you’ve never written a letter like that before. You don’t even know where to begin — it’s time to learn how to write a letter of recommendation.

Writing an effective letter of recommendation takes time, thoughtfulness, and insight into the person’s background and character. 

If you’re willing to write a letter for this person, you’re likely overflowing with praise for them. But how do you balance your high regard with professionalism? This article discusses what a letter of recommendation is and how to write an effective one. It also includes valuable examples to get you started.

A letter of recommendation highlights a person’s skills, knowledge, and experience to bolster an application. Someone who knows a candidate writes one of these letters to vouch for them, expressing why they’re the best person for the opportunity.

A professional letter of recommendation is usually addressed to a hiring manager, admissions committee, or potential employer. You might also need to write one for someone applying for any of the following:

A new home or apartment 

Scholarships, grants, or awards

A new job 

Fellowship programs 

Graduate or professional school programs

As the letter writer, your communication skills are tested since you’re responsible for painting a positive picture of this person. Someone you once managed might be changing careers ; they need you to highlight their transferable skills .

Your letter could include positive comments about how they have strong public speaking skills and experience juggling multiple deadlines simultaneously.

Research has shown that people referred for a job are 4x more likely to be offered it than those without a referral. While a recommendation isn’t necessarily an internal referral, these letters show that someone credible vouches for the letter’s subject to have this position. A good letter of recommendation can make or break an application.

Letter of recommendation versus letter of reference

Let’s not confuse a letter of recommendation for a reference letter. While a letter of recommendation focuses on skills, knowledge, and experience, a reference letter describes a person’s character. It’s when you describe their work ethic and personal qualities. Both letters require specific examples and details, but they address different aspects of a person.

A reference letter:

Used for generic reasons 

Doesn’t have to be for professional reasons

Provides an overview of a person’s character and qualities

A letter of recommendation:

Used for specific positions or opportunities

Includes details and examples

Written by someone in an authoritative position, like a former manager or professor

You could be a little rusty when it comes to formatting a letter — or maybe this is completely new to you. One CBS poll found that 37% of Americans said it's been over five years since they've written a personal letter , and 15% had never done it at all. Don't fret if you relate. It’s never too late to learn a new skill.

Writing a letter of recommendation requires you to flex your organizational skills . If that’s something you struggle with, you might benefit from a letter of recommendation template. We've got you covered. 

Here are five sections you should include in your letter:

Greetings: Keep this section short and sweet. This is where you address the recipient of the letter. Make sure you know how to spell their name and title properly, or write a general greeting like "To whom it may concern" or “Dear [University Name] admission committee.”

Introduction: In your introduction, explain who you are, your relationship to the candidate, and why you recommend them for the opportunity. Consider briefly explaining why you're writing this letter and hint at what you'll discuss further down.

Body of the letter: This section contains the most important information. It'll include an overview of the person's past experiences, skills, and industry knowledge. Make sure to share short personal anecdotes with details that illustrate their abilities. For instance, you might describe the person's communication skills by using an example of when they were part of a large research project you worked on together and had to communicate effectively with team members. 

Closing statement: A good letter needs a solid closing statement. It's your chance to summarize your points and highlight why you're giving this person a strong recommendation. Be succinct and thorough, but avoid repeating details.

Your signature: It's time to finish your letter. Add your signature and contact information at the very end to signal it's over.

Understanding how to structure your letter will help organize the writing process. Make sure you’re thoughtful with your words and pay attention to the details .

Here are five tips to consider when writing a letter of recommendation:

Collect all the necessary information before you begin writing

Keep a positive voice, but avoid clichés 

Tailor your tone to the situation 

Focus on highlighting the most important details

Proofread your letter several times

The things you include in a letter for someone hoping to gain admission into graduate school differ from someone trying to secure a job offer. Each letter follows the same format, but the details are different.

You may find that getting the first few words down is the hardest, and that's understandable. But once you start your introduction, the rest of the letter will follow suit.

Here are three examples of how to start letters of recommendation for different scenarios, plus a few things to keep in mind for the rest of the letter:

1. Recommendation letter for a job

It's my pleasure to recommend [Person's name] for the Data Scientist role at X Company. I was [Person's name] supervisor from 2011-2021 and valued their deep knowledge of software programs, time management skills, and prior experience.

Above all, their innovative problem-solving techniques helped our team excel on projects. I've watched their skills grow immensely and think they'd be an ideal candidate for the job.

Next, share detailed examples of the person's problem-solving techniques and expand on how much they've grown throughout the years. Finish the letter by telling this employer how lucky their company would be to have this candidate based on your examples and their skills. 

2. Recommendation letter for graduate school

I highly recommend [Person's name] for admission to the [program] at X University. I am a psychology professor at Y University and had the pleasure of teaching [Person's name] in [course code] during their bachelor's degree in nutrition.

[Person's name] stood out from the other students because of their ability to research topics with exceptional depth and use feedback to strengthen their knowledge on how best to present nutritional studies. They thrive in collaborative environments because of their superb teamwork skills and communicate effectively with peers and colleagues.

Consider finishing the letter by expanding on the candidate's research topics and explaining some of the reasons why they have good teamwork and communication skills. It will help to know more about the program they’re applying to and which strengths to emphasize.

Each admissions committee will have different criteria, so tailor your examples to reflect the skills they’ll need to succeed. 

3. Recommendation letter for a scholarship

I highly recommend choosing [Person's name] for your annual marketing scholarship. I'm a former coworker of [Person's name] from 2015-2022 and saw firsthand how skilled they execute marketing strategies and intuitively understand data to predict future trends.

[Person's name] started as an intern and has since secured a full-time paid position. In their time at X Company, they demonstrated exceptional leadership skills and a high level of professionalism, which is why they'd be an ideal candidate for your scholarship. They would represent your scholarship and their school with dignity and integrity. 

The body of your letter should include references to specific projects the person worked on and how they’ve become a great leader in the workplace to show the selection committee why they best meet the scholarship’s criteria.

If a friend has asked you to write them a personal letter of recommendation, it won’t be as professional in tone as a letter a former employee or manager requests. It will act more like a reference letter by leaning on their character while highlighting strengths and accomplishments.

Here are a few things to consider when writing a letter of recommendation for a friend:

Ask for details: It would be tough to provide specific examples without details about what you’re recommending them for. Asking your friend for details on where they’re applying will help you structure your letter and pack it with the most valuable information.

Explain your relationship: This doesn’t have to be long but describe how you know the person. Explain if you have a professional working relationship or if you’ve known each other since childhood. This gives you credibility as a letter writer. 

Share your contact information: Include ways for people to contact you for a potential follow-up. Consider using your work email address or LinkedIn profile.

You could encounter a situation where you don’t want to write a letter of recommendation for a friend. Whatever your reason is, don’t feel pressured to write a letter. Learning how to say “no” helps you solidify your boundaries and honor your values.

Learning how to write a letter of recommendation tests your organizational and communication skills. You need to be precise and articulate with your praise — and that’s not easy, especially if you’ve never written a letter of recommendation before.

These letters are for various purposes, like landing a job, getting into a school, or signing a lease agreement. No matter the purpose, these letters should meet the same guidelines. You’ll always benefit from being detailed, asking the person questions for greater clarity about the application, and including all necessary sections. 

Remember that writing a letter of recommendation requires your authentic self . You have to be honest with your recommendation and reasons for offering it. After you’ve written it, be proud of yourself. You’ve taken the time to do something kind for someone else, and kindness never goes out of style.

Elevate your communication skills

Unlock the power of clear and persuasive communication. Our coaches can guide you to build strong relationships and succeed in both personal and professional life.

Maggie Wooll, MBA

Maggie Wooll is a researcher, author, and speaker focused on the evolving future of work. Formerly the lead researcher at the Deloitte Center for the Edge, she holds a Bachelor of Science in Education from Princeton University and an MBA from the University of Virginia Darden School of Business. Maggie is passionate about creating better work and greater opportunities for all.

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How to Write a Reference Letter (Template & Examples)

By Ammar Ahmed

Published: January 29, 2024

A reference letter serves as a formal endorsement of an individual’s skills, character, and achievements, typically penned by a former employer, colleague, or academic mentor. 

This guide aims to empower professionals with the tools and knowledge to craft effective reference letters, combining best practices with practical templates to streamline this essential task.

Types of Reference Letters

Understanding the different types of reference letters is crucial for professionals, as each type caters to specific contexts and highlights various aspects of an individual’s profile. Below, we explore three key types: Professional, Academic, and Character Reference Letters.

Professional Reference Letters

Professional reference letters are written by a previous employer, supervisor, or professional colleague. They focus on the applicant’s work experience, skills, and professional achievements. These letters are often required during job applications or for career advancement opportunities. 

These letters should detail the individual’s role, responsibilities, key accomplishments, and work ethic. It’s essential to mention specific instances where the individual demonstrated their skills and contributed to the organization’s success.

Related Article: Who to Use for Professional References 

Academic Reference Letters

Academic reference letters are typically requested for educational pursuits, such as college admissions, scholarships, or academic awards. Written by teachers, professors, or academic advisors, these letters highlight the individual’s academic achievements, intellectual capabilities, and potential for future success in their field of study. 

They should reflect on the individual’s academic performance, participation in class, and any notable projects or research work. This type of letter often emphasizes the individual’s dedication, curiosity, and ability to overcome academic challenges.

Character Reference Letters

Character reference letters focus primarily on the personal attributes of an individual. They are usually written by someone who knows the person well but is not a family member, such as a mentor, family friend, or community leader. 

These letters are particularly important when assessing an individual’s suitability for a role that requires a high degree of trust and integrity. They should provide insights into the individual’s character, values, and behaviors, illustrating how these traits have been beneficial in various situations.

Related Article : How Many References Should You Have? 

Letter of Recommendation Examples

In crafting a letter of recommendation, it’s essential to tailor the content to the specific needs and strengths of the individual. Whether it’s for a professional role, character assessment, or a remote work position, each letter should effectively highlight the candidate’s unique qualities and contributions. 

These examples are designed to provide a clear understanding of how to articulate a candidate’s abilities and achievements in a manner that resonates with the recipient, ensuring the letter is both compelling and relevant to the candidate’s desired opportunity.

Professional Employment Reference Letter

Taylor Robinson Hiring Committee Chair Innovatech Solutions 321 Future St. Techville, TV 32167 April 5, 2024

Dear Mr./Ms. Robinson,

It is with great enthusiasm that I recommend Laura Smith for the position of Project Manager at Innovatech Solutions. As the Senior Director of Project Management at TechGenius, I had the privilege of observing Laura’s professional growth and remarkable contributions over her four-year tenure as an Assistant Project Manager.

Laura’s standout achievement was her leadership in the “GreenTech Initiative” project in 2020. Under her guidance, the project not only met but exceeded its objectives, achieving a 30% increase in energy efficiency for our client’s products. Her strategic planning, combined with her ability to seamlessly integrate new technology into existing systems, was critical to the project’s success. Laura’s innovative approach and meticulous attention to detail were instrumental in securing a 15% grant for future sustainability projects for TechGenius.

Beyond her technical skills, Laura’s interpersonal abilities truly set her apart. Her team leadership and conflict resolution skills were pivotal during challenging project phases, ensuring team cohesion and maintaining client satisfaction. Her mentorship of junior staff members has left a lasting positive impact on our department.

I am confident that Laura will bring the same level of exceptional performance, dedication, and innovation to the Project Manager role at Innovatech Solutions. Her blend of strategic foresight, technical expertise, and leadership ability makes her an excellent fit for your team. I strongly recommend her for this position and believe she will be a valuable asset to your organization.

Please feel free to contact me for any further information or clarification.

John Doe Senior Director of Project Management, TechGenius [email protected] +1 555 123 4567

Character Reference Letter for a Coworker

Jane Doe Human Resources Manager Green Earth Initiatives 123 Business Rd. Business City, BC 12345 January 1, 2024

Dear Ms. Doe,

I am writing to express my wholehearted support for Emily Johnson’s application for the Community Outreach Coordinator position at Green Earth Initiatives. As Emily’s coworker at Design & Innovate Corp for over five years, I have had the privilege of witnessing her exceptional character and dedication to community service.

Emily has always been more than just a proficient graphic designer ; she is a driving force for positive change within our community. One of her most notable contributions was her volunteer work with the local “Food for All” campaign, where she not only designed impactful promotional materials but also played a crucial role in organizing community food drives. Her efforts helped raise awareness and significant donations for the cause, demonstrating her compassion and commitment to helping those in need.

What truly sets Emily apart is her genuine empathy and integrity. She often takes the initiative to support new team members and creates an inclusive and welcoming work environment. Her ability to connect with people from diverse backgrounds, combined with her strong ethical values, makes her an outstanding role model and team player.

Emily’s passion for community engagement, along with her innate ability to inspire and mobilize people toward a common goal, makes her an ideal candidate for the Community Outreach Coordinator role. I am confident that her exceptional interpersonal skills and dedication to social causes will enable her to excel in this position and make a meaningful impact at Green Earth Initiatives.

Please do not hesitate to contact me if you require any further information or insights regarding Emily’s character and abilities.

Warm regards,

David Thompson Senior Graphic Designer, Design & Innovate Corp [email protected] +1 555 678 9101

Remote Work Employment Reference Letter

Alex Martinez Hiring Manager VirtualTech Inc 456 Justice Ave. Law City, LC 45678 March 10, 2024

Dear Attorney Martinez,

I am delighted to recommend Mark Benson for the position of Lead Software Engineer at VirtualTech Inc. As the CTO of NetSolutions, where Mark has been working remotely for the past three years, I have had ample opportunity to observe his exceptional technical abilities and adaptability to the remote working model.

During his tenure with us, Mark was instrumental in developing our flagship product, CloudSync, a complex cloud storage solution. His technical expertise, particularly in cloud computing and cybersecurity, was vital in overcoming the project’s significant challenges. Despite the remote setting, Mark’s consistent communication and collaboration were standout qualities. He regularly led virtual team meetings and coding sessions, ensuring that all team members, regardless of their location, were aligned and engaged.

What impresses me most about Mark is his self-motivation and time management skills, crucial in a remote work environment. He has an innate ability to prioritize tasks effectively and meet deadlines without compromising on the quality of work. His initiative to conduct weekly virtual training sessions for the team not only enhanced our collective skill set but also fostered a sense of community and teamwork among remote employees.

Mark’s blend of technical acumen, excellent communication, and leadership skills, along with his proven ability to thrive in a remote work environment, makes him an ideal candidate for VirtualTech Inc. I am confident that he will be a valuable asset to your team and contribute significantly to your company’s success in the digital realm.

Please feel free to contact me if you would like further information or specific examples of Mark’s work and achievements.

Susan Lee Chief Technology Officer , NetSolutions [email protected] +1 555 234 5678

What to Include in a Reference Letter

When composing a reference letter, it’s essential to include certain key elements to ensure the letter is effective and provides a comprehensive overview of the candidate’s qualifications.

These elements include:

1. Sender’s Information

The sender’s information is a critical component of any reference letter, as it establishes the credibility and authority of the person writing the letter.

This section should be clearly outlined at the top of the letter and include the following details:

• Name: The full name of the individual writing the reference letter.
• Title or Position: The professional title or position of the sender, which adds weight to the reference. This should be the current title or the one held while working with the individual being recommended.
• Company or Organization: The name of the company or organization where the sender is employed or affiliated.
• Contact Information: Including an address, phone number, and email address is crucial. It not only offers a means for the recipient to verify the information or seek further clarification but also demonstrates transparency and openness.

2. Recipient’s Information

• Name: The full name of the recipient. If the recipient’s name is not known, a general title or department can be used, such as “Hiring Manager” or “Admissions Committee.”
• Title or Position: Including the recipient’s professional title or position helps in directing the letter to the appropriate person, especially in large organizations where multiple individuals may be involved in the decision-making process.
• Company or Organization: The name of the company or organization where the recipient works. This acknowledges the professional setting into which the candidate is seeking entry or advancement.
• Address: The full postal address of the company or organization. 

3. Salutation

The salutation in a reference letter is more than just a formality; it sets the tone for the communication and shows respect for the recipient.

Here are key elements to consider:

• A Formal Greeting: Begin with a formal greeting such as “Dear,” which is universally recognized as professional and respectful.
• Addressing the Recipient: If you know the recipient’s name, use it directly after the greeting, e.g., “Dear Mr. Smith,” or “Dear Dr. Jones.” 
• Inclusive and Respectful Language: If the recipient’s name or gender is unknown, use a neutral and inclusive salutation like “Dear Hiring Manager,” “Dear Selection Committee,” or “To Whom It May Concern”. 

4. Opening Paragraph

The opening paragraph of a reference letter is pivotal in establishing the context of your relationship with the candidate and setting the stage for the endorsement to follow.

Here are some elements to include in this initial section:

• Introduce Yourself: Start by introducing yourself to give the recipient an understanding of who you are. Mention your name and your professional position or title, as this adds credibility to your recommendation.
• Your Relationship with the Candidate: Clearly state your professional or academic relationship with the person you are recommending. This could be as their supervisor, colleague, professor, or mentor.
• Duration of Relationship: Include how long you have known the individual. This time frame helps the recipient gauge the depth and extent of your experience with the candidate.
• Purpose of the Letter: Briefly mention the purpose of your letter – to recommend the individual for a specific position, program, or opportunity. This sets a clear context for the rest of your letter.

5. Body Paragraphs

The body paragraphs are the core of the reference letter, where you provide detailed insights into the candidate’s qualifications, skills, achievements, and character.

Here’s how to structure this section effectively:

• Specific Examples and Details: Use concrete examples to illustrate the person’s skills and qualifications. For instance, if you are highlighting their leadership skills, mention a specific project they led and the positive outcomes that resulted from it.
• Highlight Relevant Experiences and Accomplishments: Discuss experiences that directly relate to the position or opportunity the individual is pursuing. For example, if they’re applying for a managerial role focus on instances where they demonstrated effective management skills.
• Unique Qualities or Strengths: Point out any unique strengths or qualities that make the individual stand out. This could include exceptional problem-solving skills, innovative thinking, or a strong commitment to teamwork.
• Personal Anecdotes or Stories: Including a brief story or anecdote can make your letter more engaging and memorable. This could be an instance where the individual overcame a significant challenge or went above and beyond in their role.
• Balanced Perspective: While it’s important to focus on positive attributes, offering a balanced perspective can add authenticity to your letter. If appropriate, you can mention areas where the candidate has shown growth during your relationship.

Remember, the goal of these paragraphs is to provide a vivid picture of the candidate’s abilities and character. Well-chosen examples and stories make your endorsement more convincing and help the recipient understand why the individual is an excellent fit for the opportunity.

6. Closing Paragraph

The closing paragraph of a reference letter is where you encapsulate your overall recommendation and express your support for the individual.

Here are some elements to include:

• Summarize Key Points: Briefly restate the most important qualities, achievements, or skills of the candidate that you have highlighted in the letter. This reinforces your endorsement and reminds the reader of the candidate’s suitability for the position or opportunity.
• Express Your Strong Recommendation: Clearly state your confidence in the candidate and your belief in their suitability for the role or opportunity. Use affirmative language like, “I highly recommend,” or “I am confident that,” to leave no doubt about your support.
• Offer to Provide Further Information: Indicate your willingness to provide additional information or clarification if needed. This shows your genuine support and readiness to assist further in the candidate’s application process.
• Contact Information Reminder: Although your contact information is already at the top, a brief reminder here ensures that it is easily accessible for the reader, should they wish to follow up with you.

7. Closing Salutation

Here’s how to conclude your letter appropriately:

• Use a Professional Closing: Opt for a formal and universally accepted closing phrase. Common examples include “Sincerely,” “Best regards,” or “Yours truly.” 
• Consistency with the Tone: Ensure that the closing salutation matches the overall tone of your letter. If your letter is highly formal, a closing like “Sincerely” is appropriate. For a slightly less formal tone, “Best regards” can be a good choice.
• Space for Signature: If you are sending a hard copy or a scanned version of the letter, leave space for your handwritten signature above your typed name. This personal touch adds authenticity to the document.
• Typed Name and Title: Below the signature space, type your full name and title again. 

Related Article: When Do Employers Check References?

Reference Letter Template

This reference letter template is designed for professionals to easily adapt and customize according to the specific needs of the individual being recommended. Simply fill in the blanks and modify the text as necessary to suit your context.

[Your Name] [Your Title or Position] [Your Company or Organization] [Your Contact Information (Address, Phone Number, Email)] [Date]

[Recipient’s Name] [Recipient’s Title or Position] [Recipient’s Company or Organization] [Recipient’s Address]

Dear [Recipient’s Name],

I am writing to recommend [Candidate’s Full Name] for [Position/Opportunity/Program] at [Recipient’s Company/Organization/School]. As [Your Position] at [Your Company/Organization], I have had the pleasure of working with [Candidate’s Name] for [Duration of Relationship] and have witnessed [his/her/their] significant contributions first-hand.

[In this paragraph, provide specific examples of the candidate’s skills, achievements, and qualities. Mention a particular project or responsibility and the impact of their work. Highlight any unique attributes that set the candidate apart.]

[This paragraph should continue to build on the candidate’s qualifications. Include personal anecdotes or stories that illustrate their capabilities and character. Focus on how their contributions positively affected your team or organization.]

I am confident that [Candidate’s Name] will bring [his/her/their] remarkable [skills/qualities, such as leadership, creativity, dedication] to [Recipient’s Company/Organization/School]. [His/Her/Their] ability to [specific skill or contribution] makes [him/her/them] well-suited for [Position/Opportunity/Program]. I strongly endorse [his/her/their] candidacy and believe [he/she/they] will be a valuable addition to your [team/program/organization].

Please feel free to contact me at [Your Contact Information] if you require any further information or specific examples of [Candidate’s Name]’s work and achievements.

[Your Handwritten Signature (if applicable)]

[Your Typed Name] [Your Position]

Related Article: How to Provide References for a Job

Tips for Writing Letters of Recommendation

Crafting effective letters of recommendation requires a delicate balance of showcasing the candidate’s strengths, providing specific examples, and employing persuasive language. Here are some valuable tips to help you navigate the intricacies of this crucial task.

Quantify Achievements

When writing a letter of recommendation, it’s powerful to quantify the candidate’s achievements. Use specific figures and statistics to illustrate their accomplishments. For example, instead of saying “significantly increased sales,” specify “increased sales by 30% over six months.” This provides concrete evidence of their capabilities and makes their achievements more tangible and credible. Quantifying contributions also helps the recipient gauge the scale and impact of these accomplishments, offering a clearer picture of the candidate’s potential.

Connect to the Position or Opportunity

Tailor the letter to the specific position or opportunity the candidate is applying for. Highlight skills and experiences that are directly relevant to the job requirements or academic program. For instance, if the candidate is applying for a leadership role, emphasize their successful team management experiences. This shows that you understand what the role entails and have thoughtfully considered how the candidate’s skills and experiences make them a good fit, making your recommendation more relevant and persuasive.

Include Keywords

Identify important terms in the job listing or academic program description, such as “project management,” “analytical thinking,” or “creative problem-solving,” and weave them into your letter. This not only tailors the letter to the specific role but also ensures it passes through any automated screenings, increasing the chance that your recommendation will be read by decision-makers.

Leverage Technology for Reference Letter Management

Utilize technology platforms for efficient reference letter management. For example, online reference request platforms simplify the process of requesting, writing, storing, and submitting letters of recommendation. These tools often offer templates, reminders, and the ability to submit letters directly to institutions or employers. 

Leveraging such technology can streamline the process, ensuring timely submission and organization of your reference letters, while also offering a secure way to manage sensitive personal information contained within these documents.

Related Article: Reference Check Questions

About the Author

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How to Write an Excellent Letter of Recommendation (+Templates)

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As a professional, you can get recommendation letter requests at any time. It's important to be prepared. Learn how to write a good recommendation letter.

A recommendation letter (or a reference letter) is written by a manager (or coworker) to highlight an employee’s skills and achievements during the time they worked together. It also contains information about the employee’s attitude at work to give a potential employer a glimpse of what it’s like to work with them.

Companies often request recommendation letters when conducting a background check before extending a job offer to an applicant. In some cases, they require applicants to send one a few weeks after submitting their resume.

Students also use recommendation letters when applying for school admission, scholarship grants, and research grants.

In this guide, I’ll show you how to write a professional recommendation letter, so you know what to do when a colleague or former employees requests one from you.

Why Make an Effort in Writing a Good Recommendation Letter? 

I know what you’re thinking. You’re not the one getting a job, so why bother writing a good letter? 

Below are three reasons it’s worth making an effort to write a good recommendation letter.  

• A potential source of referral: What if by some twist of fate, you wind up applying where the person you recommended now works? If you helped them before, they'd be more inclined to return the favor.
• It’s a good professional deed, and it’s nice to know that what you wrote helped someone get a job.
• If the person who made the request was a model employee, then you owe it to that person to write a recommendation letter worthy of all the effort and sacrifices they made while working with you.

How to Write a Recommendation Letter + Examples and Templates

Here’s a breakdown of the different parts of a recommendation letter, plus examples to give you an idea of what each section includes. You can also download our FREE recommendation letter templates PDF file , which includes a letter for a laid-off employee .

1. Start With the Inside Address and Salutation

Use the company’s letterhead to make your recommendation letter look formal. Put the date when you wrote the letter on the first line, and then write the recipient’s name, position, and business address below that.

Here's an Example to Follow

October 22, 2017 John Smith Chief Marketing Officer, ABC Startup 123 Main St. Northeast Harbor, ME 04662

Since this is a formal letter, start the greeting with “ Dear ” followed by the right salutation for the recipient, so write either “ Mr .”, “ Ms .”, or their professional designation, such as “ Professor ” or “ Dr .” for doctor.

The use of informal greetings such as “ Hi ” or “ Hello ” may be frowned upon in certain industries where recruiters and decision-makers are strict about such professional formalities, so err on the side of caution.

2. Open Your Recommendation Letter Right

Let's look at how to start a letter of recommendation. The first paragraph or the opening of the recommendation letter is easy to write because all you have to do is mention the details of your working relationship with the person you’re recommending.

• Your job title
• The name of the person you’re recommending
• Their job title
• Your working relationship: boss or co-worker
• Length of time you worked together

“As the Project Manager for Spectrum Finance, I was Kevin’s direct supervisor from 2010 to 2013. We worked closely on several product launches, and I enjoyed watching him grow as a business analyst in our team.”

3. Write a Good Recommendation Letter Body

The letter body has two to three paragraphs that include details of the skills, knowledge, and achievements of the person you’re recommending.

To keep the letter concise, start with a list of the person’s areas of expertise, and then try to remember situations where you witnessed those strengths such as previous projects or a problem they solved at work. 

Once you have this list, pick two to three items that best represent the candidate’s value to a potential employer. You can also use the Challenge-Action-Result format to write a short but compelling story about the candidate.

Write about your thoughts on the candidate’s soft skills or attitude as an employee in the last paragraph of the body. Employers don’t hire applicants based on technical skills alone, so mention positive attributes such as dependability, initiative, and honesty, as well. If you feel like those descriptors don’t fit the person you’re recommending, try:

• Good communications
• Analytical thinking

“Cassie’s knowledge of marketing and expertise in public relations was a huge advantage to our business. She used her skills in influencer marketing and writing to get our small brand noticed by prominent publications such as Marie Claire and Cosmopolitan. She also completed her tasks with minimal supervision, that’s why I was confident in giving her more significant projects to handle. Despite her hectic schedule, she’s always on excellent terms with her colleagues and other teams.”

4. Nail the Recommendation Letter's Closing Paragraph

Write that you’d be willing to hire the person again, but only if you can honestly say this. If not, you can end the recommendation letter on a positive note by emphasizing how valuable the person’s contribution was to the company, or stress how that the person’s skills will be an asset to whoever hires them next. End the paragraph with an invitation to contact you if the recipient has follow-up questions.

“For all the reasons I wrote above, I give Mark my strongest recommendation for the position of Senior Web Developer. Please don’t hesitate to contact me if you have any questions.”

“Louie is the kind of employee I would hire again with no hesitation. I know she’ll make an excellent graphic designer and a valuable asset to your team. Please email me if you have any questions.”

5. Close With a Professional Signature

Don’t just write “ Sincerely ” followed by your name and leave it at that. Include your job title, office email address, and work telephone number below your signature to show the recipient that you’re a legitimate source of recommendation—not a phony paid to give a good recommendation.

Those are the basic parts of a recommendation letter. If you want more examples, check out the fill-in-the-blanks template below and download the FREE PDF attachmen t for this tutorial.

Recipient’s Complete Name

Recipient’s Job Title

Recipient’s Office Address

Dear Mr./Ms. Last Name,

It’s my pleasure to recommend my former subordinate/co-worker , Name , for the position of Job Title in your company.

Name worked with me as a Previous Job Title at Y our Company’s Name for almost Number of Years. During that time, I was impressed by his/her overall performance, particularly in his/her knowledge in Skill . He/She consistently worked hard to achieve Result for our team.

Name is a reliable Previous Job Title and a joy to work with who doesn’t hesitate to help his/her co-workers. He/she is also an excellent communicator and Soft Skill , that’s why he/she doesn’t have trouble maintaining a positive relationship with our clients. I’m confident Name will be a great asset to your team, just as he/she was in ours.

Please contact me if you’d like to discuss Name’s professional experience further.

Your name and job title

Email address

Office telephone number

3 Quick Tips to Write a Better Recommendation Letter

Tip 1. keep it short.

The letter’s recipient could be a third-party recruiter, a company hired to do background checks, or the future manager of the person you’re recommending. Whoever it is, that person will be busy with other items on their to-do lists. They don’t have time to read a long and rambling letter, so keep your recommendation letter concise. Limit it to three to five paragraphs and no more than one page.

Tip 2. Send it Using the Right Format

If the company doing the background check sent the request, you could send the letter using the same method they used, unless their instructions say otherwise. If the request came from a former employee or co-worker, just ask them how they’d like you to send it.

In most cases, employers prefer that you send the recommendation letter via email by pasting the contents of the letter in the body of the email, and attaching it in both PDF and MS Word format.

Tip 3. Avoid Generic Descriptions

Bland adjectives like hardworking, dedicated, and friendly, don’t help anyone. These words won’t add value to the application of the person you’re recommending, and it won’t help the recipient decide on the candidate fit either. These adjectives are nothing but empty promises that don’t demonstrate how the person exemplifies them. 

Replace these adjectives with a combination of strong verbs and specific examples. So instead of writing that your coworker is dedicated to their craft, talk about their eagerness to learn new skills and work on different projects.

What If You Can’t Write a Positive Recommendation?

Decline the request. I know it’s not as simple as it sounds, but that’s the best you can do without lying to yourself and the person who will read the letter.

It’s also better for the candidate if you say no. If you wrote a lukewarm recommendation and their potential employer reads it, they might decide not to continue with the job offer.

It might feel awkward to decline the request if you can’t provide a good reason for saying no. Just say you’re not comfortable writing a recommendation letter and that a letter from someone else might serve them better. 

If you really can’t back out because it’s company policy for you to provide a reference, just write a brief letter listing the person’s job title and responsibilities. Alison Green of Ask a Manager has more tips on this subject at her article on Inc . 

Editorial Note: This content was originally published in 2017. We're sharing it again because our editors have determined that this information is still accurate and relevant.

How to Write A Letter of Recommendation (Format & Sample Included)

Mike Simpson 0 Comments

By Mike Simpson

The best way to discuss your letter of recommendation is clearly by beginning with a little role playing ( wink wink ).

Imagine you’re at a huge party. The room is filled with people you’ve never met and you’re standing awkwardly off to the side, unsure of what to do. You want to interact but you don’t know a single person there.

Sure, you could go up and start introducing yourself to people but that’s always tough.

You keep looking around, trying to find somebody – anybody – you know. Then, out of the corner of your eye you spot a familiar face! Whew, you’re saved!

You rush over to your friend and suddenly that strange feeling of being totally alone in a crowd is gone.

“Boy am I glad to see you,” you tell your friend.

“Are you here alone?” they ask.

You nod and look around the room, again taking in the crowd of total strangers. Let’s be honest…it’s a little intimidating. “You’re the only person I know here.”

“Well that’s not good. Come on, I’ll introduce you to the gang!”

Your friend takes you by the arm and pulls you into the crowd. They not only introduce you by name to everyone, but also go so far as to even brag a bit about knowing you, sharing short stories about funny and smart you are as well as how hard working you are and how proud they are to know you.

Within minutes you’ve met everyone and suddenly you’ve gone from being an awkward outsider to an insider with a whole new slew of people to hang out with.

Nice, huh?!

Being in the job market and going to interviews with hiring managers is a little bit like going to that party where you don’t know anyone. It’s tough to walk into a room and suddenly find yourself having to interact with total strangers.

Wouldn’t it be nice if you had a friend who could help you out?

No, we don’t mean you should start using the buddy system for all your interviews, but it is possible for an interviewer to have a good heads up as to who you are and what some of your best qualities are.

So just what do you call this amazing pre-introduction?

A letter of recommendation.

Having a well written recommendation letter can do more to help you get a job than almost any other piece of paper in your job hunting arsenal.

A letter of recommendation (sometimes also called a reference letter ) is a document where the writer (also called the referee) breaks down the potential job seeker’s skills, qualities, and abilities based on the job for which they’re applying and relates personal anecdotes and examples to help give the reader an inside look at their personality and work ethic.

To go back to our earlier party scenario, that letter of recommendation is acting like your friend and introducing you to potential employers. Not only is it giving your name, but also highlighting some of your best qualities that might not be revealed should a hiring manager just be looking at your resume .

In this article, we’re going to break down reference letters into two parts: what to do if you’re writing one and what to do if you’re asking for one to be written for you .

How to Write a Letter of Recommendation

No matter what stage of your career you’re in, knowing how to write a solid recommendation letter can only help you. Not only may you be asked to write a letter of recommendation for a coworker or colleague, but knowing what goes into one will only make asking for your own letter later on easier and more effective.

Let’s start with how to respond if you’re asked to write one.

Hopefully the person asking you to write one is a solid candidate for whatever position they’re applying for. In that case writing a letter should be fairly straight forward and simple. (We’ll have a template at the end of this post for you to build off of.)

But what if the person asking you for a letter isn’t someone you feel comfortable writing one for?

Maybe they’re not right for the position they’re applying for.

Maybe they don’t have the skills in place yet for the job.

Maybe it’s someone you don’t know well enough to really recommend for anything.

Then again, maybe it’s someone you just don’t like and writing them a glowing letter feels like lying.

There are a million reasons you might not want to write a letter for someone. So how do you say no gracefully?

How To Decline a Request to Write One

First off, keep in mind that a letter of recommendation is more than just a piece of paper that says nice things about someone. It’s also a written document that you, as the writer, are staking your reputation on.

By writing one, you’re vouching for someone and putting your reputation as a professional and brand on the dotted line, as well as the company’s reputation and brand.

Whoa! Suddenly that letter became a whole lot more heavy, didn’t it?!

First thing first, check your employer/employee handbook. Many employers actually have a pretty firm policy in place that forbids employees from writing letters of recommendation.

Of course, even if your company doesn’t explicitly forbid it, you can refuse to write them on the grounds that you don’t do it for anyone due to potential liability issues.

It’s also perfectly acceptable (and always preferred) to be honest with whoever is asking, especially if you’re asked to write one for someone you don’t know well or don’t feel comfortable writing one for.

Without going too far into detail (and certainly without being intentionally mean or devastating) a simple “I’m sorry, I’m flattered you’ve asked me but I don’t feel comfortable writing one for you because I don’t feel we’ve worked together long enough/closely enough to truly speak to your talents and abilities,” (or a variation of that same theme.)

If you know your letter, no matter how hard you try, is not going to be positive, don’t waste your time or the time of the person requesting the letter by trying to write one. And whatever you do, don’t lie in the letter . Saying no is so much easier and so much more professional than sending out a letter padded with fluff, half-truths, and/or full out lies.

Again, remember, it’s not just a letter, it’s your reputation.

But what if you say yes? How do you write a good letter of recommendation for someone you’re truly interested in helping?

If You Agree to Write a Letter of Recommendation

Let’s start with the basics.

At their core, letters of recommendation are essentially just personalized praise for someone.

You’re highlighting a person’s qualifications and skills and giving a potential employer more information about who they are beyond just what their resume might tell someone .

Start your letter out with a bit of genuine praise and enthusiasm for the individual. Make sure whoever is reading the letter knows instantly that the person you are writing about is someone you genuinely believe in.

Don’t be ridiculous about your praise…and be sincere.

Make sure you also indicate how you know the person and for how long.

When it comes time to talk about the person you’re recommending, blanket statements are a great way to start out but don’t forget to also go into specifics, especially as it relates to the position they’re applying for or the job they’re going for.

Try to relate a personal story about how you observed/witnessed/noticed the individual using their skills/knowledge/abilities in a positive way.

Leave room for growth as well.

Make sure you’re not putting the person you’re writing about so high on a pedestal that it comes off as disingenuous or false. Say where they’ve improved and/or grown and that they’re continuing to learn and grow as they continue in their career.

Close your letter with a positive statement relating to the person you’re writing about and their ability to take on this new role/job. Again, keep it realistic and brief.

Proper Letter of Recommendation Format

Now that we’ve gone over the basics, let’s look at recommendation letter formatting!

It’s first and foremost a letter, so sticking to the same rules we’ve gone over countless times for other forms of correspondence ( cover letters , resignation letters , letters of interest , etc.) still stand.

Keep it professional. Keep it focused. Keep it to one page.

Legibility is “Rule Number 1” when writing any sort of letter, so make sure you stick to fonts that are easy to read.

Sans Serifs fonts are fonts which are are known for being “easy of the eyes” which basically means that a hiring manager reading it won’t have any issues trying to figure out what they’re looking at or run into any kind of eye strain or other difficulties.

The Sans Serifs fonts that we consistently recommend are Arial ,  Verdana ,  Trebuchet MS ,  Century Gothic ,  Gill Sans MT ,  Lucida Sans and  Tahoma as well as our favorite,  Helvetica . Helvetica works well because it is the perfect combination of both clarity and style.

You also want to be very careful when you are deciding what font size you are going to use. The strategy of making everything tiny so you can fit it all onto one page won’t make a great impression with the hiring manager who reads your colleague’s letter of recommendation.

Try to stay between 10.5 and 12 points . Any smaller and it’s hard to read.

Okay, let’s pull this all together and see how an example letter might look. Ready? Here we go:

Letter of Recommendation Sample

Look, we get that trying to write a letter like this for the first time can be an intimidating task, so below we’ve provided you with a great sample letter of recommendation that you can easily model your letter after:

[Your Name] [Your Address] [Your City, State, Zip Code] [Your Phone Number] [Your Email]

[Name] [Title] [Organization] [Address] [City, State, Zip Code]

Dear Mr./Mrs./Ms. [Last Name],

I am writing to you to confidently recommend [Name] as a candidate for [position] with [Company].

As a [position], [Name] has worked with me at [Company] for [length of time].

During that time, I thoroughly enjoyed working with [Name]. While employed with us here at [Company], [Name] demonstrated critical skills, knowledge and abilities that will make [him/her] a valuable employee to your company.

While working with [Name], I observed on several occasions that [his/her] knowledge of [specific subject/skill] was extensive. In fact, on numerous occasions [Specific story related to their skills at a particular job or task that relates directly to the position they are now applying for].

In addition, [Name] is a team player and has demonstrated time and time again a willingness to go above and beyond. [Name] is a hard-working, dependable, knowledgeable individual and I consider [him/her] to have been a true asset to myself, the team and the company overall.

Please don’t hesitate to contact me at [your contact information here] should you have any questions or would like to discuss [Name]’s qualifications and skills in greater detail. I would be more than happy to expand further on my endorsement.

[Your Name]

[signature]

Wow, now that’s a great letter of recommendation template to use!

Of course, it’s just a sample template and you should absolutely use it as a guide…but be sure to tweak it to fit your individual needs. Remember, specifics are what get people hired so make sure you include those in your letter and be ready to back them up should a potential employer call you to ask for further details and clarification (another reason to NEVER LIE or OVEREXAGGERATE!).

If you still feel like you need a few more samples to look over, you should definitely check out TemplateLAB . They have a lot of different options there to assist you.

Of course, like everything in life, there are ways to write your letter and ways not to write your letter. Let’s quickly go over what not to do.

Top 5 Mistakes

1. writing a letter for someone you don’t want to write one for:.

We touched briefly on this before but we’ll go over it again because it’s so important.

Never write a letter for someone you don’t want to!

Again, there are a million good reasons NOT to write a letter but only ONE good reason to write one…and that reason is you genuinely and honestly believe the person you are writing the letter for is a good candidate for the position and you’re ready to stake your personal and professional reputation on that belief.

If you can’t honestly say that is true, then do NOT write the letter. No.

2. WRITING A LETTER THAT IS PADDED WITH LOTS OF COMPLIMENTS BUT NO SPECIFICS:

This goes hand in hand with mistake number 1. If you don’t know the person well enough to write specifics, then it’s probably a good sign you shouldn’t be writing the letter in the first place.

3. NOT TAILORING YOUR LETTER:

It’s always a good idea to ask the person you’re writing the letter for exactly how your letter will be used so you can properly tailor  it.

Anyway, if there is a specific job they’re applying for, ask them if you can take a look at a copy of the job posting/write up. It won’t do anyone any good if you write a glowing letter that completely misses the specifics of the job they’re applying for.

If the letter you’re writing is more of a general letter of recommendation (great for recent grads or people new to the job market) you still want to try to work some specifics into what you write to help them out. Ask them what sort of jobs they will be using the letter for and tailor your content based on that.

The more information you have about what sort of work they want to do and how the letter will be used, the more effective you can make your letter.

4. WRITING A LETTER THAT ISN’T TRUE OR IS OVERINFLATED:

It might seem like you’re doing the person you’re writing the letter for a favor by overstating their abilities, but in actuality all you’re doing is setting them up for failure. When you build up a potential employers expectations for an individual, you’re essentially making promises the job seeker can’t keep.

Not only could that have serious ramifications for them if they’re hired into a position they’re unprepared/unqualified for, but it also calls into question your ability as a professional to assess quality work.

5. NOT SPELL CHECKING/PROOFING YOUR LETTER:

This extends beyond just the usual grammar/spell checking and should also cover making sure you’re spelling the recipient’s name correctly as well as the name of the individual you’re writing the letter for.

Nothing screams “I don’t really know this person that well” quite like spelling their name wrong…and if you don’t know them well enough to spell their name right, what else do you not know about them? It throws the entire letter into doubt, including the validity of your endorsement.

Ok, so the last few sections dealt with the recommendation letter writer – or the person who is asked to write a letter of recommendation.

But what if you’re the one asking for the letter…not writing it yourself? So glad you brought that up!

How to Ask For a Letter of Recommendation

Asking for a letter of recommendation can be a nerve wracking experience, but it doesn’t have to be.

In many cases, the individual you’re asking will feel flattered that you trust them enough to write that letter for you.

And speaking of flattery, it doesn’t hurt to let them know why you consider their opinion of you to be important either, especially in a professional capacity.

Let the person you’re asking know why you value their opinion and how you feel their professional experience will help you in your pursuit of your next job.

Yes, this might seem like simple flattery, and it certainly doesn’t hurt to give a little ego boost along with your request, but more importantly, it shows the person you’re asking that you’re doing your research and making sure that the letter they write is right for the job you’re applying for.

You’re demonstrating to them that you trust their opinion and feel comfortable allowing them to assess you and share that opinion with your potential future employer.

Who To Ask For One

Always keep in mind what jobs/positions/companies you’re applying to and make sure your letters are relevant to that job/position/company.

It’s okay to have a letter from someone outside of the industry you’re applying to, especially if you’re in a career transition, but you want to make sure no matter what that the content of the letter directly relates to the job you’re going for.

In other words, choose a person that will offer a reference that is relevant to the industry.

Speaking of relevance, make sure you’re only using letters that are current. Using a letter that is old or outdated is only going to make you look bad. You want to use a letter that relates directly to the work you’re currently doing and/or applying to do.

You also want to make sure it’s someone who knows you well enough to be able to honestly assess you and your skills . At the same time, you also want someone who is going to be objective in their assessment.

What to Include in a Letter of Recommendation

Now let’s talk about what should be in that letter and the best way to make sure it covers what you want it to cover is to give your writer all the relevant information up front.

THIS DOES NOT MEAN YOU WRITE THE LETTER YOURSELF AND GET YOUR TARGET WRITER TO JUST SIGN IT.

Hey, we get it, everyone’s busy and not everyone is going to be eager to write you a personalized letter. In many instances, when you ask someone for a letter, they’ll agree to sign one as long as you write it up.

Do NOT fall for this.

While it might be tempting to write your own letter of recommendation (and really, who knows you better than you do?) you’re not doing anyone any favors, yourself most of all.

Because these letters tend to come off as over the top and insincere. You want your letter to read “ objective and sincere ” and it is tough to accomplish when you are singing your own praises.

Instead, try suggesting that you’ll write up some specifics and ideas and then let them elaborate on those in their own words.

It’s also a great idea to provide the person writing your letter with specific achievements and recent interactions.

You should also include any details you feel might be relevant to the job you’re applying for as well as examples of skills you have demonstrated that will help you with your future work as well.

This echoes the “tips” we offered earlier in this article that cover “tailoring” the letter. Make sure the person writing your letter understands that the letter will be much more powerful if it highlights the knowledge , skills and abilities that your company puts the most value in (and of course making the case that you possess those qualities) .

Again, the idea isn’t to write your own letter, but to provide whoever is writing the letter with enough solid information to make it easier on them.

Finally, make sure you let the person writing your letter know how much you appreciate both their time and the letter.

Dropping them a little note is not only a great way to say thank you but will also go a long way towards future requests should you have to ask them for another letter of recommendation again down the road.

Top 5 Recommendation Letter-Securing Tips

1. give your writer enough time to write the letter:.

Writing a personalized letter of recommendation for someone is a big deal. Make sure when you ask someone for one that you’re showing them respect and appreciation for what you’re asking by giving them enough time to get the task done.

Asking someone for a letter 24 hours later means you run the risk of ending up with a sloppily written rush job. Always provide plenty of lead time and follow up with gentle reminders, but try not to be annoying or put too much pressure on the individual writing the letter.

2. GIVE YOUR WRITER THE INFORMATION THEY NEED TO WRITE YOU A GREAT LETTER…BUT DON’T WRITE IT YOURSELF:

The ultimate goal of any job seeker required to provide a letter of recommendation is to have one that is specifically tailored to the job you’re applying for and the best way to make sure that happens is by providing your writer with as much information as possible.

If you’re applying for a specific job, include a copy of it with your letter so they can tailor what they share about you. Feel free to also include a list of applicable accomplishments and achievements. Remember, you’re not writing the letter for them, but making sure that their task is easy and painless.

3. ASK SOMEONE WHO REALLY KNOWS YOU:

Having a letter of recommendation from the desk of the CEO of your company might seem like a great idea, but unless you’re working directly with this person and they know your work personally, it’s essentially a useless letter.

Don’t try to impress a potential employer by giving them a letter full of generic compliments written by someone who barely knows you. While it might look good in theory to get a letter from the head of the company, employers would much rather have a letter from someone who really knows you and is aware of your skills and abilities and can speak directly to your contributions to and history with the company.

4. ASK SOMEONE WHO IS RELEVANT TO THE JOB YOU’RE GOING AFTER:

It’s great to have a well written letter of recommendation but asking for one from someone who has little to no relevance to the job you’re applying for is basically a waste of time for you both.

If you’re applying for a job as an upper level accountant with a multi-national corporation, it really won’t do you much good to bring in a letter from your local dog groomer who you’ve worked with a few times before while in college .

5. DON’T INSIST YOU GET TO READ THE LETTER YOURSELF:

It is absolutely human nature to want to know what others think of you, but in the case of recommendation letters, sometimes not knowing is better off than knowing.

Confused? Don’t be. Let me explain.

In some instances applications which ask for letters of recommendation also include a form where you can waive your rights to read what those letters say. (Generally this is most true in the world of academia, but is sometimes also included in the professional world as well, so it’s worth covering here briefly.)

Why would you ever say okay to this form and waive the right to know what your letters say about you?

Going back to human nature – a person will generally be more honest and candid in what they write if they know that you’re not going to be reading the letter yourself. Of course, this is a great way to make sure the person you’re asking to write your letter is the right person for the job.

If you have any doubts about what they might write, then that’s probably a good indicator that they shouldn’t be the person you choose to ask.

Putting it All Together

So there you have it! More information than you ever thought possible for letters of recommendation. We’ve covered both how to write a solid letter for someone as well as how to ask for one for yourself and given you a great letter of recommendation template to help build your own off of.

Regardless of what side of the letter you are on (writer or receiver) keep in mind that a well written letter is a lot like your friend at our role playing party.

You want them to give you the best possible introduction without totally blowing smoke up the tail pipe of whoever is reading it. Keep your letters brief, keep them targeted, keep them realistic and honest, and as always…

Co-Founder and CEO of TheInterviewGuys.com. Mike is a job interview and career expert and the head writer at TheInterviewGuys.com.

His advice and insights have been shared and featured by publications such as Forbes , Entrepreneur , CNBC and more as well as educational institutions such as the University of Michigan , Penn State , Northeastern and others.

Learn more about The Interview Guys on our About Us page .

About The Author

Mike simpson.

Co-Founder and CEO of TheInterviewGuys.com. Mike is a job interview and career expert and the head writer at TheInterviewGuys.com. His advice and insights have been shared and featured by publications such as Forbes , Entrepreneur , CNBC and more as well as educational institutions such as the University of Michigan , Penn State , Northeastern and others. Learn more about The Interview Guys on our About Us page .

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How to Write a Letter of Recommendation [With Tips & Template]

Every now and then, applying for a position will require that you also submit a letter of recommendation. 

Or, maybe, a coworker will ask you to write a recommendation letter for their new job application.

If you're not certain how to go about it, don't worry - nothing about recommendation letters needs to be complicated. Especially once you learn the nitty-gritty of the topic. 

This is exactly what this article is here to teach you!

What is a Recommendation Letter?

What should a letter of recommendation include.

• How to Write a Letter of Recommendation

3 Types of Recommendation Letters

• How to Ask For a Recommendation Letter
• Recommendation Letter Template

A letter of recommendation is a formal document confirming and recommending a person’s work, skills, or academic performance and potential. 

Typically, a recommendation letter is required for: 

• University admissions
• Fellowships or internship positions
• Job applications
• Volunteering opportunities

You should ideally write a recommendation for someone whose abilities and work ethic you are familiar with - for example, a colleague, student you taught, your employee, or someone you supervised at work.

Similarly, if you’re the one asking for a recommendation letter, you should ask someone who can attest to your professional or academic abilities. 

The types of recommendation letters are:

• Academic recommendation letters.
• Employment recommendation letters.
• Character recommendation letters.

Here’s what each type of recommendation letter is about:

#1. Academic Recommendation Letters

Academic recommendation letters are typically required to be submitted by students during the admission processes of graduate and undergraduate schools. 

Generally, each prospective student is requested to submit up to three references, which can be written by any education professional familiar with the candidate’s academic background. 

Academic reference letters include:

• Recommendation letter for undergraduate/graduate school
• Recommendation letter for a scholarship
• Recommendation letter for a fellowship program

#2. Employment recommendation letters 

This type makes up the most popular type of recommendation letter.

Sometimes, employers can ask you to submit up to 3 recommendation letters as part of your job application.

More often, though, a recruiter might ask you for recommendation letters if they already like your resume and want to learn more about you. 

Employment recommendation letters are written by former - or current - coworkers, employers, or supervisors.

If you can choose, pick someone with more years of experience than you. After all, the more senior they are, the more weight their recommendation carries.

Employment recommendations include: 

• Recommendation letter for a coworker
• Recommendation letter for a (former) employee

#3. Character recommendation letters

Character recommendation letters, also known as personal references, are used to describe an individual’s personality by someone who knows them well, including close friends, coworkers, or employers. 

Personal references serve many purposes, the primary ones being court cases dealing with criminal issues such as drunk driving offenses, or legal situations such as child adoption procedures. 

It is not uncommon, however, to have a potential landlord or even immigration officials ask for a personal reference. 

Personal references include: 

• Recommendation letter for a friend
• Recommendation letter for a tenant
• Recommendation letter for a patient

Recommendation letters follow a particular format and layout that make writing them significantly easier. 

In this section, we’ll cover how to do each the right way, starting with:

Letter of Recommendation Format

A letter of recommendation includes the following sections: 

• The salutation ; if you are addressing someone whose name you know or writing a personal recommendation letter, the salutation can be addressed to “Dear Mr./Mrs./Dr. Smith.” Otherwise, you may use the generic “to whom it may concern.”
• The introduction , which first and foremost includes your statement of recommendation (i.e. “ it is my pleasure to recommend… ”). It is common to also briefly state who you are and what your expertise is.
• The overview, or a description of the applicant’s top skills, attributes, and strengths.
• A personal story describing more of the applicant’s skills and qualifications.
• The closing statement , or the final call for action, is where you encourage the recruiter to contact you if additional information is needed.
• The signature , where you repeat your name and include your full contact information.

Letter of Recommendation Layout 

When it comes to the layout of the recommendation letter, all you need to do is follow some basic formatting rules. Here are the most important ones: 

#1. One page length. This rule applies to resumes too, but it’s even more essential for the recommendation letter. Recruiters go through hundreds of them, so chances are they appreciate concise, to-the-point letters that don’t waste their time. And besides, a good recommendation letter doesn’t have to be an essay to get the recruiter ‘hooked’ - especially if you follow the above format. 

#2. Single-spaced lining, with space between paragraphs . This also keeps your reference letter within the limit by shortening the text. 

#3. Traditional font. Don’t go for something too creative - pick a classic that works. We recommend Times New Roman, Calibri, Arial, Ubuntu, Roboto or Overpass.

#4. 1” margins on all sides . This creates enough white space around the margins and makes the letter easy to read. Additionally, the text should be aligned to the left - although this is a standard alignment for most documents.    

#5. 10-12pt font size . This is the font size range that makes the document easy to read. Adjusting the font size is another good way to keep your recommendation letter within the length limit.

Recommendation letters usually follow similar layout rules as resumes. Learn more about font size and style from our article on the best resume font, size, and format . 

Recommendation Letter Template 

Struggling to write a recommendation letter? 

Just follow our tried-and-tested template! 

To whom it may concern: 

[Recommend the referee for the position they are applying for.]

[Briefly introduce yourself and state your position/ job title , as well as your work experience .]

[Tell how you know the referee and describe their top skills, qualifications, and strengths.]

[Share a personal story with the referee where you highlight their strong points and key achievements .]

[Add a few more of the applicant’s skills and positive traits, preferably fitting the job description.]

[Show your availability to provide additional information for the referee if needed.]

Best Regards

[Your full signature and contact information]

How to Ask for a Recommendation Letter 

Need to ask someone for a recommendation letter? Here’s what you need to know.

The go-to person for your recommendation letter will depend on the type of reference you’ll need. 

For example, if you need an employment recommendation letter , your top choices should involve people who are familiar with your work ethic and professional abilities, but with whom you’ve also had a positive professional relationship. For example:

• Your team lead
• Department head
• CEO of the company
• Direct manager
• A coworker you’ve worked with together on a project

If you are a recent graduate with little work experience, you can ask a mentor or college professor to write you a professional reference. 

In case you need an academic recommendation letter , consider asking a professor with whom you’ve worked closely and can positively attest to your academic potential and achievements.

Your thesis advisor, for example, would make a good choice to ask for an academic reference. If you never wrote a Bachelor’s or Master’s thesis, any professor who knows you as more than just a face in a sea of students should do the trick. 

Finally, keep the following in mind when the time comes to ask for a recommendation letter: 

• Whoever you end up asking, talk to them about it in advance . Then, follow up with a formal email that should contain all reference-related information, such as the submission details and deadline. The email can also include a description of what you’re currently doing (professionally, academically, or independently), what qualifies you for the position, and some relevant skills, achievements, or noteworthy facts.
• If you’re asking for a professional recommendation letter, make sure to also include your resume and the job description in the follow-up email. This way, the person writing the letter will know more about you and your new position and will be able to write a more relevant recommendation by tailoring your skills to the job, or by mentioning some of your (relevant) achievements.
• Notify the contacts you’ll be asking - considering that in most cases recruiters ask for up to three recommendation letters - at least two weeks in advance. This will give them enough time to prepare and write a good recommendation letter. This is especially important for academic references because professors are usually writing several recommendation letters simultaneously.
• Consider attaching a recommendation letter template such as the one provided in this article to your email. The template will considerably ease or guide them through the process of writing the letter.
• Follow up by sending thank you notes to everyone who writes you a recommendation letter. Sending a letter of appreciation is a courtesy act that will let them know you are grateful for the time and effort they took to recommend you positively.

If you’re also looking to update your resume or create one, head over to our guide on how to write a resume in 2024 !

5 Tips on How to Write a Letter of Recommendation

There’s more to writing a recommendation letter than just following the layout instructions or sticking to the format.

We’re referring to content quality, which happens to be the trickiest part of the process. 

In this section, we’ll teach you how to write a recommendation letter that will impress the recruiter and help your referee!

Tip #1. Write an Attention-Grabbing Introduction  

First things first - the introduction.

This is where you need to grab the reader’s attention and get them interested in reading the recommendation letter. 

How to go about it? Before formally (and briefly) introducing yourself, aim to write an attention-grabbing recommendation statement, instead of a generic one the recruiter probably knows by heart already. 

Let’s explain this more practically: 

Dear Mr. Smith, 

I am pleased to recommend Sarah McKay for the Communications Assistant position.

Nothing wrong with this introduction at first glance, right? It’s a standard way of opening a recommendation letter after all. 

Well that’s exactly what’s wrong with it - it’s way too common. No, this probably won’t get your application disqualified, but it won’t impress the recruiter either.

Want yours to strike the right note? Try something like this instead:

Dear Mr. Smith,

I am sincerely glad to be the one recommending Sarah McKay for the Communications Assistant position.

This recommendation statement is not significantly different from the previous one, except for one thing: it gives the reference letter a head start by implying that recommending Sarah is an honor. And that’s more likely to get the recruiter’s attention - or, at least, curiosity. 

In case you’re struggling to come up with an attention-grabbing introduction, simply mention one of the following points, and you’re good to go: 

• A little-known fact about the candidate. 
• Your general consideration of the candidate’s qualities.
• A remarkable achievement or award the candidate might have won.  

Tip #2. Establish a Meaningful Relationship With the Candidate 

All recommendation letters explain what the relationship with the referee is before listing their skills and qualifications. 

To make the recommendation more meaningful, you should show the recruiter you are just the right person to attest to the candidate’s abilities. And that’s not something you can convey by simply stating how you know them. Take the following example:   

I have taught Jake Political Science for four years. 

Does this example tell the recruiter how you know the applicant? Sure, it does. 

But it does so in a boring way and without establishing a convincing relationship with them. For all the recruiter knows, Jake is just one out of a thousand students you’ve taught over the years.

It has been a pleasure for me to teach Jake for four years and guide him through his remarkable Bachelor’s thesis in Conflict Resolution.

Notice the difference? This example specifies the writer is Jake’s thesis advisor, which makes the recommendation all the more meaningful. 

Tip #3. Tailor Your Recommendation to the Application 

Want to put in the extra effort and make sure your referee truly stands out?

Tailor the recommendation letter to the job / university program they’re applying for.

Tailoring your letter to the candidate’s application is easiest when you’re recommending someone for employment (you can just check the job requirements), but it works for any type of recommendation (incl. academic). All you need to do is match the referee’s skills and strengths to whatever they’re applying for. 

Let’s assume, for example, that you’re recommending a co-worker for a marketing manager position.

Some of the job requirements are: 

• +5 years of professional experience in marketing
• Experience developing marketing campaigns 
• Excellent communication skills 
• Project-management and multi-tasking skills 

To tailor your recommendation to the job requirements, all you need to do is mention them as your referee’s best qualities. For example: 

Even after seven years working together, Ema’s skillful way of effectively communicating with clients and co-workers alike doesn’t cease to amaze me. It only comes second to her multi-tasking abilities, which I’ve witnessed throughout the many marketing campaigns we have developed and managed. 

As you can see, there’s not much to it. 

All you need to do is check the job requirements, pick several skills and qualifications, and make them part of your referee’s top skills, strengths, or personality traits.  

Tip #4. List the Candidate’s Achievements 

Mentioning some of the candidate’s achievements is another great way to help your referee really stand out.

After all, skills, strengths, and character traits are awesome, but they can also come across as meaningless if you can’t back them up with facts. 

What do we mean by this?

Let us explain:

Here’s how a typical personal story in a recommendation letter looks like:

I came to truly appreciate Eric’s work ethic, passion, and attention to detail the first time I assigned him to do a report on child trafficking. Eric was respectful of journalistic ethics but also willing to chase the story relentlessly, believing in its value and importance. 

Sure, this is a perfectly acceptable personal story. 

However, it doesn’t do much more than just list the referee’s skills, traits, and work experience through a subjective lens. 

What we’re saying is, it doesn’t really sell the candidate.

Now, let’s compare it to the following:

Eric’s ability to chase after difficult stories first became apparent when I assigned him a report about child trafficking. Despite the challenging topic, Eric not only pulled through but achieved more than expected by a) identifying a trafficking ring that put more than 50 minors into forced begging, b) interviewing 10 of the older minors and managing to bring that trafficking network down once the reportage went public and c) increasing the TV Channel’s ratings by 40% in 3 weeks. 

By mentioning those achievements, your account of the candidate’s experiences is a lot more “factual,” as well as impressive for the recruiter.

Not sure which achievements to include? Check out these 101+ achievements to list on your resum e !

Tip #5. Polish Up Your Recommendation Letter

Finally, here’s 5 more simple tips to get your recommendation letter ready:

• Maintain positive rhetoric . At no point throughout your reference letter should the recruiter sense a hint of doubt regarding the applicant’s skills and qualifications.
• Don’t overdo the positivity. Extremes are never good - which means being overly positive might also come across as a bit suspicious or weird (even if everything you're saying is true). 
• Follow the submission instructions . A bunch of employers, but also educational institutions, will provide instructions on how to submit the recommendation letter. We recommend you ask the candidate to double-check them and give you a heads up, because if you submit the recommendation letter wrong, the candidate might lose their chance.
• Use a business tone . Even when you’re being creative, your writing tone should maintain a business tone - polite, and as formal as possible.
• Mind your grammar and spelling . This is another tip that goes for all things application-related. You won’t compromise the referee’s chances with a typo, but your recommendation won’t matter much either if it’s filled with simple grammar/spelling mistakes. Run your letter through a grammar and spell-check app once you’re finished with it, just to be on the safe side of things.

Recommendation Letter FAQ

Still have some questions on how to write a letter of recommendation?

Find your answers below!

1. What is a professional letter of recommendation?

A professional letter of recommendation - also called an employment recommendation letter - refers to an official document that is typically required when you apply for a job and which describes the applicant’s professional skills, experiences, and qualifications. 

Professional letters of recommendation are typically written by current or previous employers or supervisors. A coworker can also write you a professional letter of recommendation, but it’s not as optimal as a coworker is not really an authority figure (and might just be a friend doing you a favor instead of being honest).

2. What should be written in a letter of recommendation?

Letters of recommendation generally follow the following format: 

• A formal salutation
• An introduction (which includes a recommendation statement and your professional title)
• An overview of some of the applicant’s skills, strengths, or qualifications, which you can tailor to the application
• A personal story where you can mention some of the applicant’s achievements
• A closing statement and call for action
• A signature , with your contact information

3. Who should I ask for a letter of recommendation?

If you’re asking for an academic letter of recommendation, you can ask:

• Current or former professors
• Academic mentors
• Thesis advisors

If you’re asking for a professional recommendation letter, though, you can ask:

• Current or former employers
• A supervisor or professional mentor
• Former professors
• Experienced coworkers

4. How do you start a recommendation paragraph?

To keep the recruiter reading your recommendation letter interested, you should start with an attention-grabbing introduction - specifically, an interesting recommendation statement. 

This statement is the opening sentence of the letter and it should optimally express your conviction to recommend the applicant in a non-generic way. 

If you’re struggling with coming up with something creative, just start with one of the following:

• A little-known or impressive fact about the candidate
• Your general consideration of the candidate’s qualities
• A remarkable achievement, or an award the candidate might have won

5. How do you end a letter of recommendation?

A letter of recommendation concludes with a call to action or a request towards the recruiter   showing your availability and willingness to provide additional information if needed. After mentioning that you remain available to discuss the candidate’s qualifications, you may finalize the letter with your signature - your name, title, and company.

Key Takeaways 

And that’s a wrap! We hope this article will make the process of writing a recommendation letter easier for you. 

Let’s go over some of the main points we covered: 

• A letter of recommendation is a formal letter confirming and recommending a person’s work, skills, or academic performance and potential.
• Recommendation letters follow a particular format and layout. The format typically consists of 1) the letterhead and full contact information, 2) a salutation, 3) an introduction, 4) an overview, 5) a personal story, 6) a closing sentence and 7) your signature.
• The three types of recommendation letters are employment, academic, and character recommendation letters.
• Who to ask for a recommendation letter depends on the type of reference you need. As a rule of thumb, pick someone who knows your skills and strengths well and whom you’ve had a positive experience (professional or academic) with.

Related Articles

• How to List References on a Resume [w/ Examples]
• How to Address a Cover Letter in 2023
• Motivation Letter Writing Guide + Examples for 2023

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How to Write a Letter of Recommendation

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Tips that will help you write a recommendation letter

We have compiled some power tips that can help you get the style, tone, content, and presentation of your recommendation letter just right:

• Introduce yourself and state your position.
• Say how you know the candidate and how long you have known him or her.
• Outline the candidate's skills that are relevant for the position, and any relevant experience.
• Give a brief description of his or her personal qualities, for example, helpful, calm, etc.
• Mention how the person interacts with others, for example, a good team player, considerate of colleagues, etc.
• Say why, in your opinion, the candidate is suitable for the position and what you believe he or she could offer the organization.
• Emphasize anything outstanding about the candidate. For example: What are their particular talents?
• Mention any important gaps in the candidate's skills or knowledge.

The person you are writing the letter for (the candidate) has asked for your recommendation as he or she feels you know him or her sufficiently well. The candidate believes you would be pleased to support his or her application. These tips are for a generic recommendation letter, but they can also be applied to writing a college recommendation letter for an academic position or an employee recommendation letter to help them land a top job in the business world. Your aim should be to provide support by giving a positive but balanced summary of the person and his or her skills and qualities.

Strike a balance in your letter of recommendation

It is important that your letter be written in a balanced manner. Although the focus of your recommendation letter should be on the good things about the candidate, the person you are writing to needs to know if the candidate needs particular help in any area. You may be concerned about writing something that seems negative, but as long as you present your views in a positive way, highlighting an area where the candidate needs to improve, your comment should not be detrimental.

For example, imagine you are writing the recommendation letter for a student (let's call him John) who has difficulties meeting deadlines. You have already talked to John about this, and he is now working on his time management and organizational skills. You feel it is right to mention this in the recommendation letter as it is a fairly big problem for John, and you know he will need ongoing support while he develops these skills.

One way to approach this could be to write:

"John has many skills and qualities that I have mentioned above. However, to ensure he can achieve his long-term goals, he will need further support to develop his time management and organizational skills. He has been working hard to improve these skills over the last year, and I have already seen some improvement."

Remember, your reputation for giving an honest recommendation is also important.

Recommendation letter format

Now we have looked at the content; what about the recommendation letter format?

The letter should be a standard formal letter with your contact details and the date at the top of the letter. Times New Roman font always looks very professional, and the font size should be 11 or 12 point. You should address the recommendation letter directly to the person responsible for the application or to the Human Resources department if you don't have a name (in the case of a company). In the case of other types of organizations, you can address the letter "To Whom It May Concern." However, it is always best to get the candidate to provide you with a contact name if possible.

Try not to write an excessively long letter of recommendation. A page should be sufficient, as the candidate will also have completed an application form and/or submitted a resume or curriculum vitae.

Be mindful of your tone

The tone of a recommendation letter should be professional, with content that is easy to read and clear in meaning. You should show the reader that you are approachable and would be pleased to provide more help or information. You can do this by adding the following sentence at the end of your letter:

"Please do not hesitate to contact me if you require any further information."

Make an impression with the presentation of your recommendation letter

Sometimes it may help to look at a recommendation letter example to see exactly how this letter should look. And nothing looks more unprofessional than a recommendation letter with spelling, grammar, or punctuation mistakes, and poor attention to detail, so consider having it professionally proofread before sending it in.

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8 Templates: A Perfect Letter of Recommendation

By Status.net Editorial Team on June 5, 2023 — 9 minutes to read

• When to Write a Letter of Recommendation Part 1
• Letter of Recommendation Format Part 2
• How to Write a Letter of Recommendation Part 3
• Letter of Recommendation Templates and Examples Part 4

Part 1 When to Write a Letter of Recommendation

You should write a letter of recommendation when someone you know well asks you to support their application for a job, academic program, or other opportunity. It’s important to only agree to write the letter if you genuinely believe in the person’s abilities and can provide specific examples of their qualifications and experience. Related: The Full Guide to Reference Letters [Best Templates]

Part 2 Letter of Recommendation Format

Format considerations.

• Start with your contact information, followed by the date, the recipient’s information, and a formal greeting.
• The body of the letter should highlight the person’s skills and achievements.
• Feel free to use examples from their resume or job description for relevance.
• To wrap up, add your signature, printed name, and title

Part 3 How to Write a Letter of Recommendation

Step 1: introduction and greeting.

Begin your letter with a polite and professional greeting, addressing the recipient by name if possible. If you’re unsure of the recipient’s name, consider using “To Whom It May Concern” or “Dear Hiring Manager.”

Dear Dr. Smith,

Related: How to Start a Letter (and Mistakes to Avoid)

Step 2: Overview of Relationship and Qualifications

In the first paragraph, briefly explain your relationship with the person you’re recommending. Include information such as how long you’ve known them, in what capacity, and any relevant qualifications that make you an appropriate reference.

I have had the pleasure of working with Jane Doe for the past four years at (…) Company, where she served as a project manager under my supervision. During this time, I have been consistently impressed with her dedication, expertise, and ability to lead.

Step 3: Highlighting Skills and Accomplishments

Outline the person’s most relevant skills and accomplishments, demonstrating how they have excelled in their role or contributed to the success of your team. Be specific and provide examples, focusing on their most notable achievements within the context of the position they’re applying for.

Jane’s exceptional skills in data analysis and project management enabled her to deliver high-quality results on a tight deadline, ensuring the success of our team’s initiatives. Throughout her employment, she not only met but also exceeded the expectations for her role, successfully managing a complex workload and fostering a collaborative work environment.

Step 4: Personal Anecdote and Testimonial

Try to share a personal anecdote or testimonial that demonstrates the person’s character and emphasizes their professionalism. This personal touch can provide a more in-depth understanding of the applicant’s personality and work ethic.

I recall a particularly challenging project where we faced numerous setbacks. Despite the adversity, Jane remained steadfast and took on additional responsibilities to keep the team on track. Her persistence and positive attitude not only contributed to the project’s success but also inspired her colleagues to stay motivated.

Step 5: Closing Statement

Conclude your letter with a strong statement that clearly expresses your confidence in the person, your willingness to serve as a reference, and the fact that you believe they’re the right fit for the position or opportunity. Offer your contact information as well, in case the recipient has any further questions or needs clarification.

In summary, I highly recommend Jane Doe for the position of Senior Project Manager. She is a valuable asset and her unparalleled skills in data analysis, project management, and teamwork make her an ideal candidate. Please feel free to reach out to me if you require any additional information or clarification. I am confident that Jane will excel in whatever role she takes on next.

Part 4 Letter of Recommendation Templates and Examples

Professional letter of recommendation template 1.

Dear [Recipient’s Name],

It’s with great pleasure that I recommend [Candidate’s Name] for [Position/Opportunity] at [Company/Academic Institution]. I have known [Candidate’s Name] for [Number of Years] while we worked together at [Your Company/Previous Company], and I have always been impressed by [his/her/their] outstanding work ethics, dedication, and ability to contribute effectively to our team.

[Candidate’s Name] is skilled in [Relevant Skill 1], [Relevant Skill 2], and [Relevant Skill 3]. One example that stands out is when [Candidate’s Name] [Describe a specific achievement or project highlighting their abilities]. This accomplishment not only showcased [his/her/their] technical expertise but also [his/her/their] exceptional problem-solving skills.

I am confident that [Candidate’s Name] would make an excellent addition to any team. [His/Her/Their] dedication and commitment to excellence will undoubtedly contribute to the success of [Recipient’s Company/Academic Institution]. I highly recommend [Candidate’s Name] for the [Position/Opportunity]. Please feel free to contact me if you need additional information or have any questions about [Candidate’s Name].

Sincerely, [Your Name] [Your Contact Information]

Professional Letter of Recommendation Template 2

I am excited to recommend [Candidate’s Name] for the [Position/Opportunity] at [Company/Academic Institution]. As a [Your Relationship to Candidate], I have had the opportunity to observe [Candidate’s Name] firsthand and can attest to [his/her/their] outstanding performance, work ethic, and potential to excel in this role.

During our time together, [Candidate’s Name] displayed exceptional skills in [Relevant Skills 1], [Relevant Skills 2], and [Relevant Skills 3]. One notable example is when [Candidate’s Name] [Describe a situation demonstrating their skills]. This instance illustrates [his/her/their] ability to take initiative and deliver outstanding results in a challenging environment.

I am confident that [Candidate’s Name] will be an excellent fit for the [Position/Opportunity] at [Company/Academic Institution]. [He/She/They] are dedicated, talented, and ready to contribute in meaningful ways. I wholeheartedly recommend [Candidate’s Name] and encourage you to consider [him/her/them] for this opportunity.

Please don’t hesitate to reach out if you have any questions or need further clarification about [Candidate’s Name] and [his/her/their] qualifications.

Best regards,

[Your Name] [Your Contact Information]

Professional Letter of Recommendation Template 3

I am writing to recommend [Candidate’s Name] for the [Position or Program] at [Company or Institution]. As [Your Relationship with the Candidate], I have had the pleasure of closely working with [Candidate’s Name] and can confidently vouch for their abilities and determination.

[Insert 1-2 paragraphs highlighting specific examples and achievements of the candidate. Focus on their skills, experience, and personality traits that make them a great fit for the opportunity.]

In these instances, [Candidate’s Name]’s skills and experiences have only continued to impress me, and I am certain that they would be an incredible addition to the [Company or Institution]. I wholeheartedly recommend [Candidate’s Name] and would be happy to provide further information if needed.

Letter of Recommendation Template 4

To Whom It May Concern,

I enthusiastically recommend [Candidate’s Name] as an ideal candidate for the [Position or Program] you are offering at [Company or Institution]. I have worked with [Candidate’s Name] for [Length of Time] in the capacity of [Your Relationship with the Candidate], and I can attest to their exceptional capabilities.

[Insert 1-2 paragraphs discussing the candidate’s strengths and accomplishments that set them apart from others. Highlight their dedication, creativity, and capacity to excel in the desired role or program.]

Based on my experience working with [Candidate’s Name], I am confident that they possess the skills, determination, and commitment to excel in the [Position or Program] at [Company or Institution]. I highly recommend [Candidate’s Name] for this opportunity and feel free to reach out if you require any further information.

Letter of Recommendation Template 5

I am writing to wholeheartedly recommend [Candidate’s Name] for [Role/Position] at your [Company/Organization]. During the [Number of Years] I have worked with [Candidate’s Name] at [Previous Company], I have witnessed their strong work ethic, dedication, and determination.

[Example of candidate’s achievements or specific skills]

[Example of candidate’s problem-solving, leadership, or teamwork]

I strongly believe that [Candidate’s Name] would be a great fit for [Role/Position] at your [Company/Organization]. If you require additional information, please feel free to contact me.

Letter of Recommendation Template 6

It is with great pleasure that I recommend [Candidate’s Name] for the position of [Role/Position] at your esteemed [Company/Organization]. I have had the privilege of working closely with [Candidate’s Name] for [Number of Years], and I can confidently say that they possess the skills and competencies required for this role.

[Example highlighting candidate’s performance or adaptability]

[Example illustrating candidate’s communication or interpersonal skills]

I am confident that [Candidate’s Name] will make a valuable contribution to your [Company/Organization] and excel in the [Role/Position]. Please feel free to reach out if you have any questions.

Letter of Recommendation Template 7

  Dear [Recipient’s Name],

I’m writing to recommend [Person’s Name] for [Job/Position/Program]. As [Your Relationship to Person], I’ve had the opportunity to observe their [Skill/Strength/Quality] first-hand. [Person’s Name] consistently demonstrates [Specific Examples that Highlight Skill/Strength/Quality].

[Provide a short story or situation that demonstrates the person’s abilities]

[Person’s Name] would be a valuable addition to your [Company/Team/Organization] not only because of their [Key Strength], but also their unique approach to [Relevant Topic/Process/Task]. They’ve shown time and time again [How They Provide Value/Make a Difference].

I wholeheartedly recommend [Person’s Name] for [Job/Position/Program]. If you have any questions or would like to discuss further, please feel free to reach out.

Letter of Recommendation Template 8

I’m delighted to recommend [Person’s Name] for [Job/Position/Program]. I’ve had the pleasure of working with them as [Your Relationship to Person] and can attest to their [Skill/Strength/Quality]. They have made a significant impact on our [Company/Team/Organization].

Notably, [Person’s Name] has demonstrated [Specific Examples of Accomplishments]. Their dedication to [Relevant Task/Role/Responsibility] undoubtedly contributed to [Positive Outcome/Result/Impact].

Their exceptional skills in [Mention Skill Set or Trait] make them an excellent fit for [Job/Position/Program]. I am confident they will exceed your expectations and thrive in this role.

Please don’t hesitate to reach out if you require any further information.

Frequently Asked Questions

What are key components in a recommendation letter.

Key components include addressing the recipient, introducing the candidate and your relationship with them, providing specific examples of the candidate’s skills and achievements, expressing confidence in the candidate’s abilities, and offering contact information for any further inquiries.

How to structure a letter of recommendation?

Start with a formal salutation, followed by an introductory paragraph expressing the purpose of the letter and your relationship to the candidate. Include 1-2 paragraphs discussing the candidate’s relevant skills, experiences, and achievements. Conclude with a strong statement of recommendation and your contact information.

What are some tips for effective writing?

• Use clear, concise language
• Focus on the candidate’s strengths and accomplishments
• Provide specific examples of the candidate’s work
• Maintain a professional yet personable tone

How to personalize a recommendation letter?

To personalize a recommendation letter, share unique examples of the candidate’s work or skills, highlight their individual qualities, and provide insights into their character. Use specific instances and anecdotes to showcase how they excelled in different situations.

How to choose a suitable template?

Choose a template that aligns with the purpose of the recommendation, fits the writing style you are comfortable with, and highlights the candidate’s strengths effectively.

What are common mistakes to avoid?

Avoid using vague language, exaggerating the candidate’s abilities, being overly informal, not providing specific examples, or submitting a generic letter without any personalization. Make sure to proofread the letter for grammatical and spelling errors.

Related: The Full Guide to Reference Letters [Best Templates]

• 6 Example Emails: How to Ask for a Letter of Recommendation
• 65 Example Phrases for Perfect Reference Letters [and 5 Templates]
• 10 Smart Examples of An Interview Thank You Email
• How to Start a Letter (and Mistakes to Avoid)
• 10 Examples: How to End an Email Professionally

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• Resume Examples
• Cover Letter
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How to Write a Letter of Recommendation in 6 Steps (+5 Templates)

• Julia Mlcuchova , 
• Updated July 24, 2024 9 min read

You must be really good at your job if someone has asked you to write a recommendation for them. But here you are, googling 'how to write a letter of recommendation,' in search of the ultimate guide or template to help you craft the perfect letter. 

All because your favorite coworker emotionally blackmailed talked you into writing one. 

Of course, you want to do your best. Especially when you realize that your letter of recommendation might be just the thing that tips the scale in their favor. 

But with great power comes great responsibility. And a great amount of stress, am I right? So, why don't you just relax and let us do the explaining.  

In this article, you'll find:  

• What is a letter of recommendation;
• How to write one in 6 steps;
• Letter of recommendation template(s);

Table of Contents

Click on a section to skip

What is a letter of recommendation?

Why do employers ask for letters of recommendation, how to write a letter of recommendation in 6 steps, letter of recommendation example, letter of recommendation template (copy & paste), flip the script: asking for a letter of recommendation, key takeaways: how to write a letter of recommendation.

A letter of recommendation is exactly what it sounds like — a recommendation letter. Its main purpose is to have a professional vouch for the skills, qualifications, character, and expertise of a job applicant in the form of a formal document . 

People often mistake letters of recommendation with references . And while both serve to endorse a job candidate, they are quite different.

These are the key differences between a reference and a recommendation :

• Reference. A reference is usually included in the resume in a professional references section. It contains a reference's name, job, and contact info.
• Letter of recommendation. On the other hand, a letter of recommendation is a written document that delves deep into what exactly makes the candidate a perfect fit for the job.

In other words, if you're listed as a reference on someone resume, you can expect a call or an email from an employer to speak about the person's credentials.

While if you're asked to write a letter of recommendation, you can prepare a letter beforehand, and dive deeper into the person's skills and qualities.

When can you be asked to provide a letter of recommendation

You might be wondering, "When would I actually need to write a letter of recommendation?" Well, it happens more often than you think. 

Here are some common scenarios:

• Job applications. If a colleague or employee is applying for a new job, they might ask you to write a letter to help them stand out. 
• Academic admissions. Similarly, students often need recommendation letters when applying to colleges, universities, or grad schools. 
• Internships. Letters of recommendation are especially valuable for recent graduates seeking to land their first internship. 
• Volunteering position. Lastly, you may even be asked to write a letter for someone who's trying to get into volunteering. Organizations want to know they're bringing in dedicated and trustworthy people, and your letter can help paint that picture.

At first, you were probably taken aback when you were asked to vouch for your colleague's credentials. But looking at this list, you’re probably more surprised that nobody has asked you to write one before.

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But why do employers still ask for this kind of assessment of their candidates? After all, isn’t their resume enough? 

Well, not quite. A recommendation letter offers something a resume can’t: a personal touch. It’s a way for employers to get a deeper look into how well they perform in a real work setting. 

Here are reasons why employers might ask for letters of recommendation:

• To verify a candidate's skills and experience. When you list skills and accomplishments on your resume, they sound great on paper. But employers want to hear from someone who’s seen those skills in action. And a letter of recommendation from a credible source provides that extra layer of validation. 
• To learn about their work ethic. While resumes highlight your achievements, they don't really show how you go about your work. So, a recommendation letter can give employers insight into your work ethic, reliability, and dedication. 
• To get an insight into their character. Beyond skills and qualifications, employers also want to know who you are as a person! Are you a team player? Or, do you handle stress well? Are you someone who contributes positively to the work environment? 
• To assess cultural fit. Let’s not forget that every company has its own culture. And if the letter shows you mesh well with the company’s values, you're one step closer to landing the job.

The point is, you need to understand exactly what employers are looking for. How else would you know how to write a letter of recommendation that can actually make a difference?

So, you've been asked to write a letter of recommendation. Congrats! This gesture means that the person asking you for this favor thinks highly of you. 

And when the first wave of excitement finally washes over, you’re a bit unsure of where to start. But no worries!

Here’s a detailed, 6-step guide to help you craft a letter of recommendation that’s clear, impactful, and gets the job done:

So, no “Hello there!” or “How's it going?” You need to make sure your greeting matches the level of formality required in a professional setting. Stick to “Dear Mr. Smith,” instead.

Next, you need to explain who you are and how you know the person you’re recommending. So, mention your position and the nature of your relationship with the candidate — whether you’re their supervisor, colleague, or professor.

Here’s where you dive into the candidate’s qualifications. Focus on their key strengths, skills, and accomplishments. And don't forget to use specific examples and evidence to back up your claims.

But make sure it's relevant and appropriate. There's a fine line between humanizing and humiliating the candidate! Always highlight their strengths! For example, if they went above and beyond to help a team member or tackled a difficult project with ease.

What contributions did they bring to the table? Positive ones, of course. And go into detail. Because their future employer must understand the value this person can bring to their company.

In the previous chapter, we've shown you all the necessary steps that will lead you to an outstanding letter of recommendation.

And now, it's time to put all the pieces together and look at a specific example .

Dear Mr. Crane,

I’ve had the pleasure of working with Robert for the past three years as his supervisor at KinsCorp.

Robert is an exceptional project manager. He led a team that successfully completed a major project ahead of schedule and under budget. His leadership and problem-solving skills were instrumental in this success.

I remember a time when he stayed late to troubleshoot a major issue that came up unexpectedly. His dedication ensured that our client’s deadline was met, and he even took the time to train the team on the solution.

Robert’s innovative approach to project management significantly improved our team’s overall efficiency. His strategies led to a 20% increase in productivity and enhanced client satisfaction, resulting in several new business opportunities for our company.

Based on my experience, I wholeheartedly recommend Bob for the position of Senior Project Manager. His skills, dedication, and professionalism will undoubtedly be a valuable asset to your team.

If you have any questions or need further information, feel free to contact me at [email protected] or +111 123 456 789. 

Best regards, 

Claire Williams, 

Project Manager at KinsCorp

Knowing how to write a letter of recommendation really isn't rocket science. But we also understand that writing formal letters isn't necessarily everybody's cup of tea. Especially if you're not used to handing recommendation letters left and right. 

But don't worry, we're not gonna let you drown! 

We've prepared 5 professional letter of recommendation templates to help you do your very best. Find the one that suits you the most, copypaste, and get right to it!

Employee letter of recommendation templates

Firstly, let's check out 3 templates you can use to write a recommendation letter to your employee (or even your colleague):

#1 Employee letter of recommendation template

Dear [Recipient’s Name],

I am writing to recommend [Candidate’s Name] for [the position/role] at [Company/Organization/Institution]. I have had the pleasure of working with [Candidate’s Name] for [number] years at [your company], where [he/she/they] [held a specific role/worked on specific projects].

During [his/her/their] time with us, [Candidate’s Name] consistently demonstrated [mention specific skills/qualities]. One instance that stands out is when [he/she/they] [provide a specific example that showcases the candidate’s strengths and achievements].

[Candidate’s Name] is not only skilled but also a great team player who helped foster a positive and productive work atmosphere. For example, [provide an example if relevant, such as how the candidate supported a team member or contributed to a successful project].

I am confident that [Candidate’s Name] will be an excellent addition to your team. [His/Her/Their] [specific qualities or skills] make [him/her/them] a perfect fit for [the position/role]. I wholeheartedly recommend [Candidate’s Name] and am certain that [he/she/they] will bring the same level of dedication and excellence to your organization.

Please feel free to contact me at [your email] or [your phone number] if you need any further information.

Best regards,

[Your Name] [Your Job Title]

#2 Employee letter of recommendation template

I am delighted to write this letter of recommendation for [Candidate’s Name]. I have known [him/her/them] for [number] years in my capacity as [your job title] at [your company/organization]. During this time, it was impossible to overlook [his/her/their] outstanding skills, dedication, and professionalism.

[Candidate’s Name] has consistently demonstrated exceptional [mention specific skills/qualities]. For instance, [he/she/they] [provide a specific example that illustrates these qualities].

Beyond [his/her/their] technical abilities, [Candidate’s Name] is a wonderful team member. [He/She/They] [mention qualities related to teamwork, work ethic, communication, etc.]. A notable example of this is when [he/she/they] [provide an example of teamwork, collaboration, or support].

Moreover, [Candidate’s Name] is highly respected by peers and supervisors alike for [his/her/their] [mention additional qualities such as integrity, reliability, enthusiasm]. [His/Her/Their] ability to [mention any unique contributions or strengths] has greatly benefited our team and the company.

I am confident that [Candidate’s Name] will be a valuable asset to your organization. I sincerely believe that [his/her/their] [specific qualities or skills] make [him/her/them] ideally suited for [the position/role]. I wholeheartedly recommend [Candidate’s Name] without reservation.

Should you need any additional information, please do not hesitate to contact me at [your email] or [your phone number].

#3 Employee letter of recommendation template

I’m reaching out to share my recommendation for [Candidate’s Name] for [the position/role] at [Recipient’s Company/Organization]. I’ve had the privilege of working closely with [him/her/them] at [Your Company/Organization] for [number] years, and [he/she/they] have consistently impressed me with [his/her/their] skills and dedication.

[Candidate’s Name] has a knack for [mention a specific skill or quality]. For instance, [he/she/they] [describe a notable example, such as leading a key project, driving innovation, or significantly improving a process]. [His/Her/Their] [mention another relevant skill or trait] really shines through in [his/her/their] work.

In addition to [his/her/their] professional skills, [Candidate’s Name] is also a pleasure to work with. [He/She/They] always brings a positive attitude and a collaborative spirit to the team. [He/She/They] has consistently shown [mention personal qualities like reliability, enthusiasm, or excellent communication skills], which has made a notable impact on our work environment.

I am confident that [Candidate’s Name] will be a great fit for your team and will contribute positively to [Recipient’s Company]. If you have any questions or need more details, don’t hesitate to contact me at [Your Email] or [Your Phone Number].

Letter of recommendation template for student

But what if you're in a situation where you've been asked to write a recommendation by one of your students? Well, we thought about that too:

#1 Letter of recommendation template for student

I am pleased to write this letter of recommendation for [Student’s Name]. I have had the pleasure of teaching [him/her/them] in [course name/subject] at [University/College Name] for [duration]. During this time, [Student’s Name] has never ceased to impress me with [his/her/their] exceptional academic abilities and dedication.

[Student’s Name] has consistently demonstrated a strong understanding of [subject area], and [his/her/their] work is always of the highest quality. One particular instance that stands out is [provide a specific example, such as a project, research paper, or class presentation that the student excelled in].

In addition to [his/her/their] academic strengths, [Student’s Name] is also a wonderful human being and a joy to have in class. [He/She/They] [mention qualities related to collaboration, communication, and interpersonal skills]. For example, [he/she/they] [provide another example, such as how the student contributed to a group project or helped peers understand complex concepts].

[Student’s Name] is not only academically talented but also highly motivated and passionate about [his/her/their] field of study. [His/Her/Their] ability to [mention any unique contributions or strengths] has greatly benefited our class and the broader academic community.

I am confident that [Student’s Name] will excel in [the program/scholarship at [Organization/Institution Name]. [His/Her/Their] [specific qualities or skills] make [him/her/them] an excellent candidate for this opportunity. I wholeheartedly recommend [Student’s Name] and am certain that [he/she/they] will bring the same level of dedication and excellence to your program.

Should you require any further information, please do not hesitate to contact me at [Professor’s Email] or [Professor’s Phone Number].

[Professor’s Name] [Professor’s Title] [Department Name] [University/College Name]

#2 Letter of recommendation template for student

I am pleased to write this letter of recommendation for [Student’s Name], who is applying for an internship position at [Recipient’s Company/Organization]. As [his/her/their] professor in [Course Name] at [University/College Name], I have had the opportunity to observe [Student’s Name]’s academic growth and personal development over the past [number] semesters.

[Student’s Name] has demonstrated a strong aptitude for [mention relevant skills or subjects]. [He/She/They] consistently excelled in [specific projects, assignments, or coursework], showcasing [his/her/their] ability to grasp complex concepts and apply them effectively. For example, [describe a specific project or achievement, such as a noteworthy research paper, presentation, or assignment].

In addition to [his/her/their] academic abilities, [Student’s Name] has proven to be a diligent and motivated individual. [He/She/They] actively participates in class discussions, seeks feedback, and shows a genuine enthusiasm for learning. [His/Her/Their] positive attitude and strong work ethic have made a notable impression on both [his/her/their] peers and faculty.

Although [Student’s Name] is seeking [his/her/their] first internship, [he/she/they] already possesses many qualities that will contribute to [his/her/their] success in a professional setting. [He/She/They] is a quick learner, adaptable, and eager to gain hands-on experience in [relevant field or industry]. [His/Her/Their] strong analytical skills and collaborative approach make [him/her/them] an excellent candidate for an internship opportunity.

I am confident that [Student’s Name] will make a valuable contribution to your team and benefit greatly from the experience at [Recipient’s Company/Organization]. Please feel free to contact me at [Professor’s Email] or [Professor’s Phone Number] if you have any questions or need further information.

Thank you for considering [Student’s Name] for this opportunity.

Alternatively, you may find yourself on the other side of the recommendation request — be the one asking for the letter. 

Maybe it’s for a job, an internship , or grad school. Either way, asking for a letter of recommendation can feel a bit awkward. 

But if you follow these tips, you can make the whole process stress-free:

• Pick the right person. Firstly, you need to think about who knows you well. Moreover, this should be someone who's seen you in action. Because the more familiar they are with your work, the better the recommendation will be.
• Respect their time. Crafting a thoughtful recommendation takes time, so don’t wait until the last minute to ask. For example, a month or more in advance is usually a good timeframe.
• Go into detail on your request. Thirdly, be straightforward and precise about what you need. For instance, explain what the letter is for and mention any key skills and achievements you’d like them to highlight. In short, the more guidance you provide, the better the result. 
• Don't be stingy with gratitude. Lastly, be sure to thank your recommender sincerely once they’ve received the letter. A handwritten note or a thoughtful email can go a long way in showing your appreciation.

And remember, most people are happy to help — you just need to ask politely! If you don't know where to start, you can draw inspiration from our templates.

How to ask for a letter of recommendation template

In case you want to persuade your colleague or a supervisor to be your recommender, you can formulate your request like so:

#1 How to ask for a letter of recommendation template: from a colleague

Hi [Colleague’s Name],

I hope you’re doing well. I’m writing to ask if you could do me a favor and write a letter of recommendation for me. I’m applying for [mention the purpose, e.g., a job, an internship, graduate school], and I think your perspective would be really helpful.

Working with you over the past [time period] has been a great experience, and I’ve learned so much. Now, I’m looking to [briefly explain why you are applying], and a recommendation from you would really boost my application.

If you could mention [specific skills, achievements, or experiences you want to be emphasized], that would be awesome. I’ve attached my resume and a draft of my cover letter to give you more info.

The deadline for the recommendation is [mention the deadline], but if you need more time or any other details, just let me know.

Thanks so much for considering this. I really appreciate your help and support.

Best, [Your Name]

#2 How to ask for a letter of recommendation template: from a supervisor

Dear [Supervisor’s Name],

I hope this message finds you well. I am writing to seek your help with a letter of recommendation. I am currently applying for [a new job, an advanced degree program, an internship], and I believe your endorsement would make my application shine. 

Over the past [time period], I have greatly valued your leadership and the opportunities I’ve had to contribute to our team at [Company Name]. Your insight into my work ethic and achievements would provide a fair evaluation that I feel would increase my chances at landing this opportunity. 

Specifically, I would appreciate it if you could highlight [mention specific skills, achievements, or experiences you want to be emphasized]. I have attached my resume and a draft of my cover letter for your reference.

The deadline for the submission of the letter is [mention the deadline]. If you need any additional information or have any questions, please do not hesitate to contact me.

Thank you very much for considering my request. I am grateful for your support and assistance.

How to ask for a letter of recommendation from professor template

Or, maybe you're a student in dire need of a great recommendation from your professor so you can strengthen your internship/scholarship/doctoral program/first job application.

Dear Professor [Professor’s Last Name],

I hope my email finds you well. I am reaching out to ask if you could write a letter of recommendation for me. I am applying for [mention the purpose], and I think your insights into my work and character would be incredibly helpful.

I have really enjoyed and learned a lot from your [class/course/lab], and to say that your guidance has been invaluable to me would be an understatement. I believe your perspective on my efforts there would really strengthen my application.

It would be fantastic if you could mention [specific skills, achievements, or qualities you want to emphasize]. I have attached my resume and a draft of my personal statement to give you more context.

The deadline for the recommendation letter is [mention the deadline]. If you need any more information or if there is anything I can do to help, please let me know.

Thank you so much for considering this. Your support means a lot to me.

[Your Name] [Your Major/Program]

In conclusion, a letter of recommendation is an excellent way to strengthen any job or internship application. 

Having a fellow professional or supervisor vouching for a job candidate’s credentials is a powerful endorsement. Because it provides a layer of credibility and personal insight that a resume alone simply can’t offer. 

When you get contacted by your colleague or team member with request for recommendation, following these 6 steps will help you craft a compelling letter:

• Start with a friendly greeting but keep it professional. 
• Introduce yourself and your relationship with the job candidate.
• Illustrate why they're the right person for the job. 
• Don't shy away from sharing a personal story. 
• Broadcast the candidate’s impact on their former workplace. 
• Close your letter with an undisputable endorsement. 

Not the letter you wanted? No worries! If this isn't quite what you were looking for, you might want to check out guides on writing a cover letter or, you know, a resignation letter instead.

Julia has recently joined Kickresume as a career writer. From helping people with their English to get admitted to the uni of their dreams to advising them on how to succeed in the job market. It would seem that her career is on a steadfast trajectory. Julia holds a degree in Anglophone studies from Metropolitan University in Prague, where she also resides. Apart from creative writing and languages, she takes a keen interest in literature and theatre.

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5 Outstanding Recommendation Letter Samples (+ How to Write Your Own)

• by Rebecca Safier

Some links in this post may be affiliate links. This means if you click on the link and make a purchase, I may receive a small commission at no cost to you. But rest assured that all opinions remain my own. You can read my full affiliate disclaimer here .

Writing a recommendation letter for an employee or a coworker is a big responsibility, as your letter could make or break their job application. So how can you write an effective letter of recommendation that will impress a hiring manager?

This article will explain how to write a recommendation letter for a job, as well as provide five recommendation letter samples to guide you through the process.

Use the table of contents to jump straight to the samples, or keep reading for tips on how to write an excellent letter of recommendation.

• Recommendation letter sample 1
• Recommendation letter sample 2
• Recommendation letter sample 3
• Recommendation letter sample 4
• Recommendation letter sample 5

Why are recommendation letters important?

Before diving into the recommendation letter samples, let’s consider what role recommendation letters play in the job application process. Why do hiring managers ask for letters of recommendation? What purpose do reference letters serve?

Powerfully advocate for the job seeker

Well for one, you can powerfully advocate for a candidate in your letter. By throwing your support behind them, the hiring manager will see that this person has successfully worked with a boss or colleague in the past.

Add personality to a job application

Your letter can also help personalize someone’s application. A hiring manager might read through lots of resumes, but your letter will help the candidate come to life by shedding light on their personality and work style.

Point out past achievements

By discussing specific achievements a candidate has made, you can also help prove the job seeker will make similar accomplishments in the future. They say past behavior points to future behavior, so sharing anecdotes in your letter will help the hiring manager see what the job seeker would be like if they got hired.

Help the job seeker get hired

If you write a generic, vague letter, it might not do much to sway a hiring manager’s opinion. Or it could easily be outshined by someone else’s letter of recommendation, where the writer took the time to get personal and specific.

But if you take the time to craft a strong, thoughtful letter, it could help push the job seeker’s candidacy over the edge and land them the job — or at least a job interview !

6 ways to make your letter of recommendation effective

Assuming you want to help the job seeker as much as you can, how can you craft a letter that will help their application stand out? Here are a few ways to make your letter of recommendation powerful.

1. Customize your letter to the job at hand

Just as a job seeker should customize their cover letter to each job they apply to, so too should you customize your letter of recommendation to the job at hand. If you send off a general letter without mentioning what job the candidate is applying for, it will look weak compared to one that was written specifically for the role.

Let’s say you’re recommending an employee who worked in marketing and is now going after a director role. If you simply describe what it was like to work with that employee, your letter will fall flat.

Instead, you should talk about why you’re recommending them to become a director; discuss what makes them ready to move into a managerial role.

In your letter, name the new job and company to show that you understand what job the candidate is applying for and wholeheartedly recommend them for the specific position. Remember, the hiring manager is looking for someone who would be a good fit; your letter can go a long way toward persuading them this is the person they’ve been looking for.

2. Use 2-3 specific examples

While calling the candidate motivated, accountable, or creative is all well and good, you want to back up these descriptors with actual examples. Let’s say you’re talking about how the candidate is great at creative problem-solving.

Choose a specific time when a problem came along and talk about how the candidate solved it. By providing two to three specific anecdotes, you can prove the candidate really has the qualities you say they do.

Plus, your letter will come to life, rather than simply being a repeat of what’s already on the candidate’s resume . If it’s just a list of titles and certifications, it doesn’t add anything extra to the application.

Since you worked with the candidate in the past, you can shed light on their past achievements. By identifying a few specific accomplishments, your recommendation letter will become even more valuable and convincing.

Bonus points in the accomplishments you highlight match up to a core competency of the job description. For instance, if the new role wants someone who takes initiative, choose a story where the candidate took initiative in the past.

3. Speak to the candidate before you write

Writing a letter of recommendation is a tall order, and you don’t have to do it all on your own. Before you sit down to write, speak with the job seeker about their plans.

Let them tell you what the new role is and why they’re excited about it. They might even share their cover letter and application materials, so you can make sure your letter complements the story they’re presenting in their application.

You might even ask the candidate to provide two to three specific anecdotes they’d like you to include in your letter. If you worked closely with this person, you can probably come up with these on your own.

But sitting down to chat will help you get insight into their goals and craft an effective letter.

4. Explain why your opinion matters

Let’s face it, a recommendation letter from someone’s mom isn’t going to hold as much weight as one from their manager. A hiring manager wants to see the letter comes from a reputable source who has worked closely with the candidate in the past.

So somewhere in the beginning of your letter, explain who you are and what makes you qualified to recommend this person. That way, your reader will understand where you’re coming from and know to take your opinion seriously.

5. Start with enthusiasm

Another good way to grab your reader’s attention is to start your letter with a strong statement of support. Some strong openers include,

• As Juan’s former manager at XYZ Company, it’s my great honor to recommend him for the role of…
• It’s my great pleasure to recommend Laura for the position of…

Although it’s easy to start with “I’m writing to recommend…,” that opener will look lukewarm next to something more powerful. So try to hook your reader with enthusiasm right away.

6. Format your letter correctly

Although some companies are more formal than others, it’s still important to format your letter in an official manner. Use official letterhead if possible, making sure to include your name, position, workplace, and contact information.

At the top, include the contact information for the hiring manager (see samples below). Address your letter to a specific person, if possible.

Your letter will probably be three to five short paragraphs with spaces in between, and it doesn’t have to be longer than a page.

At the end, invite the reader to follow up with you via email or phone for any further information.

5 recommendation letter samples

Now that you have a sense of what makes a strong recommendation, check out these practices in action in these five recommendation letter samples. While your letter should be unique, these examples can act as recommendation letter templates and guide you as you write your own.

Recommendation letter sample #1: Teaching job

Ms. Lila Sullivan Principal Alpine High School 1 Swiss Road Townton, Anywhere USA

Dear Ms. Sullivan,

It’s my great pleasure to recommend Stacy Nichols for the position of English teacher with Alpine High School. As the principal of Mountain High School, where Stacy has taught for the past five years, I’ve been extremely impressed with Stacy’s skills as an educator, commitment to her students, and creativity in the classroom. I have no doubt she will bring the same enthusiasm, rigor, and dedication to her new role in your school.

Along with her enthusiasm, positive energy, and attentiveness to students’ needs, Stacy brings a special talent to curriculum design. She led a committee last year to revamp the 11th and 12th grade curriculum, adding new books that better fulfilled our mission of inclusivity and diversity. She also helped revise our senior thesis project to bring in multimedia and make it more relevant to current events.

As a Google-certified educator, Stacy leads the way when it comes to bringing technology into the classroom. She’s also taken the time to train other teachers on how to incorporate technology as an effective vehicle for learning. This year, for instance, she led three trainings for the English department on how to incorporate the Google suite of tools into classroom lessons. 

Finally, Stacy is special for her ability to connect with students and be sensitive to their needs. At the end of last year, I had several parents contact me directly about what a positive impact Stacy and her class had on their sons and daughters. This positive impact was obvious by the surprise party her students threw her on the last day of the semester!

While the team and I would love to keep Stacy here forever, we have to bid her farewell when she moves across the country next month. Although we’ll miss having her as part of the team, we’re 100% confident she’ll make an incredible addition to your English department at Alpine High School.

Please don’t hesitate to contact me for any more information at 617-716-7566 or by email at [email protected] .

Sincerely yours,

Rachel Smith Principal Mountain High School

Recommendation letter sample #2: Remote content writer job

Roberta Moor Director of Marketing Facegramchat 55 Market St. Anywhere, USA

Dear Ms. Moor,

I’m writing to wholeheartedly recommend David Sanchez for the role of content writer with Facegramchat. As the director of marketing for Instabooksnap, I hired David when he was fresh out of college with his degree in English and communications.

David has grown tremendously over the years and has become one of the most valuable and prolific writers on our team. Although we’ll all be sad to see him go, I understand his to desire to work in a remote role, an arrangement our company unfortunately cannot offer him at this time.

David is a talented wordsmith, researcher, and editor who has a way with words. He’s extremely skilled at naturally incorporating keywords throughout his articles and has an intuitive sense of how to write SEO-optimized articles that rank well in organic search.

In fact, his article on XYZ is consistently the highest driver of traffic to our site with more than 5,000 unique visitors per day. Along with SEO-optimized articles, David is skilled at pitching original ideas, reporting on news, and interviewing sources to add original commentary to his pieces.

He’s also been a tremendous contributor to our team internally, crafting process documents to help our team run more smoothly and leading trainings in our weekly meetings. In the past month, David created a training document on best practices for competitor analysis for new writers, as well as led a training on the subject. These training documents will be an excellent addition to our onboarding guide for new team members.

David is extremely accountable to deadlines and skilled at working independently, while at the same time is proactive about contributing to the team and collaborating with his colleagues. Because he’s so accountable and communicative, I have no doubt that David will excel in a remote role with a distributed team.

As I’m sure you can tell from David’s portfolio, the quality of his writing speaks for itself. As his manager for four years, I can attest that David is an impressive, reliable, consistent, and creative employee who supports his colleagues, takes initiative, and is an absolute pleasure to work with.

Please feel free to contact me at 555-525-5252 or [email protected] for any more information.

Best regards,

Bob McIntire Director of Marketing Instabooksnap

Recommendation letter sample #3: Remote sales job

Victor Snow We Sell Stuff Co. 5 Seller’s Lane Townplace, USA

Dear Mr. Snow,

It’s my pleasure and honor to recommend Brian Danson for the account manager position with We Sell Stuff Co. Brian and I worked together for the past five years, where I was his manager at Sellers Gotta Sell, Inc.

Throughout his time with our sales team, Brian proved himself to be a hard-working, motivated, ambitious, charismatic, and reliable employee. His honesty, dependability, confidence, and excellent communication skills helped him become the top salesperson two years running, surpassing his quarterly goals by an incredibly impressive 22%.

Positive testimonials about working with Brian have poured in from our clients. Our team also holds Brian in the highest regard, not just because he’s a great person but also because he’s taken a proactive role in organizing office parties and celebrations.

While Brian’s next sales role will be remote, I have no doubt he’ll continue to make a positive impact on his teammates, wherever they’re located. He’s a talented salesperson and overall great person to be around. While we’ll miss having him on the team, I have no doubt he’ll exceed all expectations as a member of We Sell Stuff Co.

Please don’t hesitate to contact me with any questions at 677-776-6767 or [email protected] .

Kim Commercio Director of Sales Sellers Gotta Sell, Inc. 5 London Lane Los Angeles, CA

Recommendation letter sample #4: Customer service job

Kathy Rosenstein Director of Customer Support Glossy Glasses Co. 1 Clients Way Anywhere, USA

Dear Ms. Rosenstein,

It’s my great pleasure to recommend Jill Harrison for the position of customer support representative with Glossy Glasses Co. Jill has worked as a customer support representative for our company for the past two years. As her direct supervisor, I’ve been incredibly impressed with her warmth, personability, and commitment to our customers.

Jill is a true people person who loves speaking with customers and resolving their questions and concerns. She truly embodies our mission to put the customer first and help solve issues in any way we can.

Positive reviews have flooded in from customers that have spoken with Jill about the customer service they received, with most recommending her for our top monthly incentive prize of an Amazon gift card (satisfied customers can also choose a free coffee or lunch).

Along with providing excellent support to our customers and helping build long-term relationships with our client base, Jill has been proactive about improving our team processes. She volunteered to outline our procedures and answers to common questions, creating documents that are a great help to our current team members and will be extremely useful when onboarding new hires.

Jill stands out for her kindness, commitment, and initiative, and I’m completely confident she will surpass all expectations when joining your customer service team.

Thanks for your time, and please feel free to contact me at 888-888-8888 or [email protected] .

Elizabeth Ward Director of Customer Service Moda Moda

Recommendation letter sample #5: Remote web designer job

Melanie Davos Director of Engineering Coding XX 9 Computer Way Austin, TX

Dear Ms. Davos,

It’s my absolute pleasure to recommend Julie Brown for the role of web designer with Coding XX. Julie has worked with our company Outdoor Gear Inc. on a freelance basis for the past three years. From her work with us, as well as our Slack chats and video meetings, I’ve gotten to know her as a highly skilled and passionate web designer with a knack for visual design.

In her work with us, Julie redesigned our web page to our specifications while contributing great ideas herself on how to make our website user-friendly and beautiful for our users. Since her redesign, we’ve seen our time on page and conversion metrics increase by five times what they were with our old site.

Julie also ensured her new, elegant designs are consistent across all our branding platforms, including email newsletters, social media, and our outreach efforts with other sites. Her contributions have been absolutely invaluable, and it seems there’s no challenge too big for Julie to tackle.

Julie is especially passionate about your company’s mission to teach girls and young women to code, so I’m excited for her to have the opportunity to join your team. I’m completely confident her skills and experience as a web designer, combined with her commitment to your important cause, will make her an invaluable employee who will drive your organization forward.

Please feel free to contact me with any questions at 454-321-1234 or [email protected] .

Steven Programmer Engineering Manager Outdoor Gear Inc.

Writing the best letter of recommendation you can

Now that you’ve read through the sample recommendation letters, you have a general recommendation letter template to guide your writing.

• Start with the name, job title, and company address of the hiring manager, and address your letter to a specific person.
• In your intro, explain why you’re writing and what your relationship to the job candidate is.
• In two to three short paragraphs, describe what’s so special about the candidate, and do your best to provide specific anecdotes to back up your assertions.
• Finally, conclude with a final message of support, and invite the hiring manager to contact you via phone or email with any questions.

Make your recommendation letter positive but accurate, and think of ways to make it stand out from others that might be in the pile.

And don’t forget to customize your letter to the specific job. Maybe the new company has a mission that the job seeker is especially passionate about, for instance, or perhaps you know the job seeker would excel in a remote role where they can have a flexible schedule.

By following these tips, you’ll be sure to write a strong letter of recommendation for your employee or colleague. Your letter might even be that special sauce that scores them the job !

About Rebecca Safier

Letter Templates

Reference Letter Good Communication Skills

When it comes to writing a reference letter, one of the most important qualities to highlight is good communication skills. This can be a game-changer for someone looking to land their dream job or advance in their career. In this article, we’ll explore tips for writing a great reference letter that focuses on communication skills, provide examples for different scenarios, and answer some frequently asked questions.

Tips for Writing a Reference Letter Good Communication Skills

When writing a reference letter that highlights good communication skills, it’s important to keep the following tips in mind:

1. Be specific: Instead of simply stating that the person has good communication skills, provide specific examples of how they demonstrated these skills in their work.

2. Highlight various forms of communication: Communication skills go beyond just speaking and writing. Be sure to mention the person’s ability to listen actively, collaborate with others, and convey ideas effectively through various channels.

3. Discuss the impact: Explain how the person’s communication skills have contributed to the success of projects or teams they have worked with.

4. Keep it professional: While it’s okay to mention personal anecdotes, be sure to keep the focus on their communication skills in a professional setting.

5. Edit and proofread: Make sure there are no grammatical or spelling errors in the letter. Edit it carefully, and have another person review it if possible.

If you need more help crafting your reference letter, there are many templates and examples available online that you can use as a starting point and tailor to your needs.

Examples of Reference Letter Good Communication Skills

Reference letter for a sales associate.

Dear Hiring Manager,

I am pleased to recommend John for the sales associate position. His strong communication skills were key to his success in our store. John was always able to build rapport with customers, and his ability to listen actively helped him match them with products that met their needs. He was also a great collaborator and worked closely with our marketing team to develop effective sales strategies.

I have no doubt that John will be an asset to your team. Please do not hesitate to contact me if you have any further questions.

Best regards,

Reference Letter for a Project Manager

I am writing to recommend Sarah for the project manager position. Her communication skills were essential to the success of the project she managed for us. She was able to convey complex ideas effectively to team members with a range of technical backgrounds, and her ability to listen actively helped her understand and address any concerns they had.

Not only was Sarah a skilled communicator, she was also a great collaborator. She worked closely with stakeholders to ensure that project goals were aligned with the overall strategy of the organization.

I have no doubt that Sarah would be an excellent addition to your team. Please feel free to contact me if you have any further questions.

Reference Letter for a Teacher

Dear Principal,

It is my pleasure to recommend Emily for the open teaching position at your school. Her communication skills were exceptional, and her ability to connect with students both in and out of the classroom was truly impressive.

Emily was always able to convey complex concepts in a way that was accessible to all of her students. She also worked closely with parents and guardians to ensure that they were informed about their child’s progress and any areas that needed improvement.

I would highly recommend Emily for any teaching position. Please do not hesitate to contact me if you have any further questions.

Jessica Brown

Reference Letter for a Customer Service Representative

I am writing to recommend Tom for the customer service representative position. His communication skills were top-notch, and he always went above and beyond to ensure that our customers had a positive experience.

Tom was able to listen actively to customers and understand their needs, which helped him provide tailored solutions to their problems. He was also a great team player and worked well with our other customer service representatives to ensure that all customer inquiries were addressed promptly and efficiently.

Please do not hesitate to contact me if you have any further questions.

Mark Johnson

Reference Letter for a Marketing Manager

I am pleased to recommend Kelly for the marketing manager position. Her communication skills were essential to the success of the marketing campaigns she led for us.

Kelly was able to develop effective messaging that resonated with our target audience, and her ability to collaborate with other departments helped ensure that our marketing efforts were aligned with our overall business strategy.

I have no doubt that Kelly would be an asset to your team. Please do not hesitate to contact me if you have any further questions.

Reference Letter for a Human Resources Generalist

I am writing to recommend Rachel for the human resources generalist position. Her communication skills were essential to her success in the role.

Rachel was able to communicate effectively with employees at all levels of the organization, and her ability to listen actively helped her address any concerns they had. She was also a great collaborator and worked closely with our recruiting team to identify and attract top talent.

Please feel free to contact me if you have any further questions.

Angela Davis

Reference Letter for an Accountant

I am writing to recommend Michael for the accountant position. His communication skills were essential to his success in the role.

Michael was able to communicate complex financial information effectively to clients, and his ability to listen actively helped him understand their needs and provide tailored solutions. He was also a great team player and worked closely with our other accountants to ensure that all client needs were addressed promptly and efficiently.

Emily White

Frequently Asked Questions

What should be included in a reference letter for good communication skills.

A reference letter for good communication skills should include specific examples of how the person demonstrated these skills in a professional setting. It should also highlight various forms of communication, discuss the impact of the person’s skills, and be edited carefully.

Who can write a reference letter for good communication skills?

A reference letter for good communication skills can be written by a current or former employer, supervisor, colleague, or professor who has worked closely with the person and can speak to their communication abilities.

What is the best way to structure a reference letter for good communication skills?

A reference letter for good communication skills should have a clear introduction, a detailed explanation of the person’s skills, and specific examples to highlight these skills. It should also have a professional tone and be edited carefully.

Can I use a template to write a reference letter for good communication skills?

Yes, there are many templates and examples available online that can be used as a starting point and tailored to your needs. However, it’s important to ensure that the letter is specific to the person and their skills.

What are some common mistakes to avoid when writing a reference letter for good communication skills?

Common mistakes include being too general in your praise, focusing too much on personal anecdotes instead of professional accomplishments, and not editing the letter carefully for grammar and spelling errors.

Should I include any weaknesses or areas for improvement in the reference letter?

No, a reference letter should focus on the person’s strengths and accomplishments. If there are areas for improvement, these should be addressed separately and directly with the person.

Good communication skills are essential in almost every profession, and highlighting these skills in a reference letter can make a big difference for someone looking to advance in their career. By keeping in mind the tips and examples provided in this article, you can write a reference letter that showcases the person’s communication abilities and helps them stand out in a competitive job market.

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• Career Blog

Write a Standout Letter of Recommendation: What to Include

A letter of recommendation is a document written by someone who has personal or professional experience with an individual and wishes to vouch for their abilities, character, or accomplishments. These letters are commonly used by job seekers, college applicants, or individuals seeking admission or promotion within organizations.

The purpose of a letter of recommendation is to provide an assessment or evaluation of the person being recommended, highlighting their strengths and qualifications. Such letters can help the recipient make informed decisions about the candidate, as well as provide third-party validation of the person’s abilities and accomplishments.

However, not all letters of recommendation are created equal, and the importance of crafting a standout letter cannot be overlooked. A well-written letter can make a tremendous difference in the outcome of the candidate’s application or job search. A standout letter can provide context and insight into the candidate, helping to differentiate them from other applicants and make a compelling case for why they are the right choice.

In this article, we will explore what to include in a standout letter of recommendation, from the key elements to the tone and language used. With this guide, you can learn how to write a letter of recommendation that truly stands out and showcases the strengths and potential of the individual in question. So without further ado, let us dive into the essentials of writing a standout letter of recommendation.

Know Your Audience

Writing a letter of recommendation isn’t just about endorsing someone’s skills or achievements, it’s also about understanding your audience. Knowing who will read your letter, why they are reading it, and what they hope to gain from it can help you craft a more effective and targeted recommendation.

Who is the letter for?

First and foremost, consider the person or organization that will receive your letter. Is it a potential employer, academic institution, or professional association? Is it an individual or a committee? Understanding the context of the recommendation can inform the tone, content, and format of your letter.

What is their purpose for reading the letter?

Next, think about why the recipient is reading your letter. Is it to evaluate the candidate for a specific job or program? Are they looking for reassurance about the candidate’s abilities or potential? Do they want to know about the candidate’s character, work ethic, or leadership skills? Clarifying the recipient’s purpose can help you focus on the most relevant aspects of the candidate’s background and tailor your language to meet their expectations.

What are their expectations?

In addition to understanding the recipient’s purpose, it’s important to consider their expectations. What level of detail or specificity do they require? What format or structure do they prefer? What qualities or qualifications are they most interested in? Answering these questions can help you strike the right balance between showcasing the candidate’s strengths and addressing any concerns or weaknesses.

How well do you know the person you are recommending?

Finally, it’s crucial to assess your own relationship with the candidate. How long have you known them? In what capacity have you worked with them? What specific experiences can you draw from to support your recommendation? If you don’t know the candidate well enough to provide a meaningful recommendation, it may be better to decline the request or suggest that someone else write the letter.

By taking the time to consider your audience and how they will use your letter of recommendation, you can increase the chances of your candidate standing out among other applicants. Keep these factors in mind as you write, and you’ll be well on your way to crafting a standout recommendation that does the candidate justice.

What to include in the introduction

When writing a letter of recommendation, the introduction is the perfect opportunity to set the tone and provide context for the reader. Here are three key elements to include in your introduction:

The reason for the letter

Begin your letter of recommendation by stating the purpose for writing it. Explain why you are recommending this person and what specific skills or qualities you believe make them an excellent candidate. Be clear and concise in your explanation, as this will set the foundation for the rest of the letter.

Your relationship to the person you are recommending

It’s important to establish your relationship to the person you are recommending. Are you a former supervisor? A colleague or collaborator? A mentor or advisor? This context is crucial for the reader to understand the perspective from which you are evaluating the candidate.

How long you have known them and in what capacity

Finally, provide an overview of your experience with the candidate. How long have you known them? In what professional or personal capacity have you interacted with them? Be specific, focusing on the types of projects or situations where the candidate has demonstrated their skills or qualities.

By including these three elements in your introduction, you can set the stage for a standout letter of recommendation that truly showcases the strengths of the person you are recommending.

Specifics to highlight in the body

When writing a letter of recommendation, it is important to not only provide general information but also highlight specific examples of the person’s skills and accomplishments. This helps to demonstrate to the reader that the individual truly stands out from others in their field.

One great way to showcase someone’s abilities is to provide specific examples of projects or assignments they excelled in. This not only highlights their skills but also shows that they are capable of delivering quality work on a consistent basis. It’s important to give specific details about the project or assignment and how the individual contributed to its success.

Additionally, it’s crucial to explain how the person stands out from others in their field. This could be their unique perspectives, approaches, or techniques that have made an impact in their industry. Providing concrete examples of how they differentiate themselves helps to paint a more vivid picture of their abilities and accomplishments.

Finally, it’s important to highlight how the individual has grown and developed over time. This could be in their skills or knowledge, or even in their approach to work and problem-solving. Showing that the person has evolved and improved over time demonstrates that they have the ability to learn and adapt to new situations, which is extremely valuable in any field.

When writing about someone’s skills and accomplishments, it’s important to be specific, detailed, and provide concrete examples. By highlighting specific projects or assignments they’ve excelled in and explaining how they stand out from others in their field, you can help to create a standout letter of recommendation that truly showcases the individual’s unique abilities and accomplishments.

Addressing any weaknesses

It’s important to acknowledge that no candidate is perfect, and it’s okay to discuss their weaknesses or areas for improvement in a letter of recommendation.

One of the weaknesses I have observed is that the candidate struggled with presentation skills. In the past, they had difficulty conveying their ideas effectively in front of a group. However, they recognized this weakness and have taken intentional steps to improve. They have attended public speaking workshops, participated in Toastmasters, and sought feedback from colleagues. As a result of their hard work, I have seen significant improvement in their presentation skills.

Another area for improvement is time management. The candidate has a tendency to take on too many projects at once, which can lead to missed deadlines and overwhelmed feelings. However, they have recognized this weakness and have made changes to their approach. They have created a prioritization system to ensure that they are focusing on the most important tasks first. Additionally, they have begun delegating tasks to others on their team, which has helped to alleviate some of their workload.

Lastly, I have noticed that the candidate has struggled with accepting feedback in the past. However, they have actively sought out feedback from colleagues and superiors, and have made a concerted effort to receive it with an open mind. They have shown a willingness to improve based on the feedback received, and have taken the necessary steps to implement the changes suggested.

While the candidate may have weaknesses or areas for improvement, it’s important to note that they are actively working to improve in these areas. They are committed to their personal and professional development, and have taken steps to address their weaknesses head-on. As a result, I am confident that they have the potential to excel in any position they may be considered for.

Personal qualities to highlight

When writing a letter of recommendation, it’s important to highlight the person’s character and personality traits. Admissions officers, hiring managers, or scholarship committees look beyond academic or professional qualifications. They want to know what makes the person stand out from the rest.

Highlighting person’s character and personality traits

Start by identifying the characteristics and personality traits that set the person apart. Whether it’s their kindness, creativity, resilience, or leadership skills, these traits should be emphasized in the letter.

For instance, if the person has a positive attitude even in difficult situations, explain how this trait helped them overcome challenges and achieve their goals. If they have strong intuition or empathy, show how they have used these traits to connect with others and create positive relationships.

Examples of their work ethic, dependability, and teamwork skills

It’s also essential to provide concrete examples that illustrate the person’s work ethic, dependability, and teamwork skills. The following are some examples:

Work ethic: If the person is known for their strong work ethic, explain how they have consistently gone above and beyond what was expected of them. For example, perhaps they took on extra projects or stayed late to ensure a project was completed on time.

Dependability: If the person is reliable and trustworthy, mention how they have consistently shown up on time and met deadlines. You could also talk about how they have taken the initiative to ensure that things are running smoothly and that others can count on them.

Teamwork skills: If the person is an excellent team player, provide examples of how they have collaborated with others to achieve a common goal. Talk about how they have contributed to the team’s success and how they have helped others improve their skills.

Highlighting the person’s character and personality traits, as well as their work ethic, dependability, and teamwork skills, can help create a standout letter of recommendation. Remember to provide specific examples and to use a positive and enthusiastic tone throughout the letter.

Specific examples

A letter of recommendation can make or break someone’s job application or academic admission. Thus, it’s vital to personalize it with specific examples that demonstrate your subject’s strengths and potential. Here are some tips on how to choose the right examples for maximum impact.

1. Identify the key qualities

Before looking for examples, it’s essential to understand what traits the letter recipient is looking for. Is it leadership, teamwork, creativity, problem-solving, communication, or something else? Read the job description or admission criteria carefully, and talk to your subject to determine the most relevant skills or experiences to highlight.

2. Use stories or anecdotes

The best way to showcase someone’s abilities is through vivid and unique stories or anecdotes. Don’t just list their achievements or skills; explain how they manifested in a real-life situation. For instance, instead of saying that your subject is a skilled writer, narrate how they wrote an impressive report that won a client or a contest.

3. Be specific and quantifiable

Avoid vague language or generalizations that could apply to anyone. Use specific details, such as names, places, dates, and outcomes, to give credibility to your examples. Also, try to quantify your subject’s impact, wherever possible. For instance, instead of saying that your subject improved customer satisfaction, state how much (e.g., increased it by 30%).

4. Choose recent and relevant examples

While it’s tempting to mention every positive experience you’ve had with your subject, it’s better to choose the ones that are recent and relevant to the job or program they’re applying for. Focus on the experiences that show your subject’s growth, versatility, and potential. Also, avoid examples that are too personal or private, as they may not be appropriate or applicable.

5. Balance strengths and weaknesses

A letter that only praises someone’s strengths could sound biased or insincere. It’s essential to acknowledge potential weaknesses or areas for improvement, too, but in a constructive and supportive way. Instead of criticizing or dismissing the flaws, show how your subject is aware of them and actively working on them. Balance the critique with positive feedback and encouragement.

A letter of recommendation that includes specific stories or anecdotes can leave a lasting impression on the recipient. By following the above tips, you can choose the right examples for maximum impact, showcase your subject’s strengths and potential, and help them stand out among other applicants. Remember to proofread your letter and seek feedback from your subject before submitting it. Good luck!

Formatting and tone

When it comes to writing a standout letter of recommendation, the formatting and tone you choose can make a significant impact. Here are some tips to help you get it right:

Choosing the right tone for the letter

It’s important to strike the right tone when writing a letter of recommendation. You want to come across as professional and knowledgeable, while also conveying enthusiasm and support for the candidate. Here are some things to keep in mind:

• Be positive: Regardless of the specific context, it’s important to convey a positive outlook and attitude throughout your letter. Use upbeat language, express your confidence in the candidate, and highlight their strengths and abilities.
• Use specific examples: To back up your claims and paint a vivid picture of the candidate’s skills and character, try to include specific examples or anecdotes. This can help personalize the letter and make it more compelling.
• Tailor the tone to the position: Depending on the nature of the role or opportunity the candidate is applying for, you may need to adapt your tone accordingly. For example, if they are applying for a creative position, you may want to emphasize their artistic flair and out-of-the-box thinking.

How to format the letter for maximum readability and impact

In addition to the tone of your letter, the way you format it can also influence the reader’s perception of your message. Here are some best practices for formatting your letter of recommendation:

• Start with a clear introduction: Begin by introducing yourself and your relationship to the candidate. This can help establish your authority and credibility as a recommender.
• Use a professional font and style: To enhance readability and maintain a professional look, choose a clear and easy-to-read font (such as Times New Roman or Arial) and align the text left.
• Organize your thoughts logically: To avoid rambling or confusing the reader, organize your thoughts into clear sections (such as background, strengths, and examples).
• Use bullet points and subheadings: To break up long paragraphs and make skim-reading easier, consider using bullet points and subheadings to highlight key points.
• End with a strong conclusion: Wrap up your letter by reiterating your support for the candidate and summarizing the main points you’ve made.

By following these tips for formatting and tone, you can create a standout letter of recommendation that supports the candidate’s goals and leaves a lasting impression on the reader.

Emphasizing the person’s potential

When writing a letter of recommendation, it’s important to not only focus on the person’s past accomplishments but also their potential for future success. Here are some tips on how to emphasize the person’s potential:

• Use specific examples.

When highlighting the person’s strengths, it’s important to use specific examples of when they demonstrated those strengths. For example, if they have excellent leadership skills, provide an example of a time when they led a successful project or team. By using specific examples, it’s easier to see how their strengths will translate to future opportunities.

• Discuss their goals.

Ask the person what their career goals are and then discuss how their strengths and potential can help them achieve those goals. This not only shows that you care about their future but also highlights how they can succeed in the industry or field they’re interested in.

• Focus on their potential.

When discussing the person’s accomplishments, make sure to also discuss their potential for future success. This can be done by highlighting how their accomplishments have contributed to their growth and development, and how they have shown a willingness to learn and take on new challenges. By focusing on their potential, you’re showing that you believe in them and that they have what it takes to succeed.

• Be specific about future opportunities.

If you know of specific opportunities the person is interested in, discuss how their strengths and potential make them a great fit for those opportunities. By being specific about future opportunities, you’re showing that you’ve thought about the person’s future and believe they have what it takes to excel in those roles.

When writing a letter of recommendation, it’s important to not only discuss the person’s past accomplishments but also their potential for future success. By using specific examples, discussing their goals, focusing on their potential, and being specific about future opportunities, you can highlight the person’s strengths and demonstrate how they will translate to future opportunities.

Closing the Letter

End your recommendation letter by summarizing your key points and reiterating your endorsement of the candidate. This summary should highlight the candidate’s strengths and specific accomplishments that make them a great fit for the opportunity at hand.

Additionally, offer to be available for any further questions or to provide additional information that may be helpful in the decision-making process. This shows a level of investment in the success of the candidate and the opportunity they are pursuing.

Remember, your letter of recommendation should be sincere and truthful, highlighting the unique qualities and experiences that set the candidate apart. With a strong closing, you can leave a lasting impression and help the candidate stand out in a competitive field.

Example Letter of Recommendation

A letter of recommendation provides insight into a candidate’s personal and professional qualities, making it a crucial factor in the selection process. Here’s an example of a letter that effectively highlights the candidate’s strengths:

Dear Admissions Committee,

I am pleased to recommend Sarah Johnson for enrollment in your esteemed institution’s graduate program. I have had the pleasure of working with Sarah for three years, during which I have seen her grow into a committed, dedicated, and hardworking individual.

As Sarah’s supervisor, I have had the opportunity to witness her exceptional ability to take on immense responsibilities with ease. Her unwavering attention to detail, coupled with her outstanding organizational and time-management skills, has consistently enabled her to effortlessly manage multiple projects while delivering stellar results.

Furthermore, Sarah’s exceptional interpersonal skills and warm demeanor have made her a valuable asset to our team. She effortlessly collaborates with her colleagues, fostering teamwork, and engendering a positive workplace culture. Her openness to feedback and eagerness to learn have enabled her to make significant contributions to our team’s growth and success.

Sarah’s insatiable thirst for learning and her natural curiosity have motivated her to continually keep improving her skills. With her commitment and work ethic, I am confident that Sarah will be a valuable asset to your institution.

Please feel free to contact me if you require further information.

Sincerely, John Smith“`

Detailed Annotations:

• The letter begins with a formal greeting, addressing the Admissions Committee directly.
• The writer emphasizes his professional relationship with the candidate and his extensive experience working with her.
• The letter is structured to highlight the candidate’s key strengths, starting with her exceptional ability to manage multiple projects simultaneously.
• The annotations use specific examples to bolster the writer’s assertions about the candidate’s abilities, providing credible evidence to support a strong recommendation.
• The writer further emphasizes the candidate’s interpersonal strengths, highlighting her ability to collaborate effectively with colleagues.
• The letter concludes strongly, with the writer’s unequivocal recommendation of the candidate.

Using this letter as a guide for your own recommendation:

When writing a letter of recommendation, it’s critical to provide specific instances of the candidate’s skills, work ethic, and character. This letter, for instance, highlights the candidate’s strengths effectively, providing the evidence required to support its claims.

As you draft your letter, be sure to:

• Address the recipient formally, using their correct name and title.
• Use examples to illustrate the candidate’s specific talents, skills, or accomplishments.
• Make your letter stand out by drawing attention to the candidate’s personal qualities that make her or him unique.
• Close your letter with a clear and strong statement of recommendation for the candidate.

By following these guidelines, you’ll be sure to write a standout letter of recommendation that effectively highlights the candidate’s skills, abilities, and personal qualities.

Tips for Success

A letter of recommendation can make all the difference in a student’s or job applicant’s future, but how do you make sure your letter stands out and makes an impact? Here are some tips for success:

Tips for Making Your Letter Stand Out

• Use specific examples: Provide specific instances that showcase the applicant’s skills and qualities. This adds weight to your recommendation and helps paint a picture of the applicant’s capabilities.
• Highlight unique characteristics: Mention any standout qualities or traits that make the applicant stand out from others, such as a unique work ethic, leadership abilities, or dedication to their field.
• Be personal: Adding a personal touch to your letter, such as a memorable interaction or inside joke, can help the applicant stand out and make your letter more memorable.

Common Mistakes to Avoid

• Vague language: Using vague language or cliches can weaken your recommendation and make it seem less genuine. Instead, be specific and provide concrete examples to back up your statements.
• Focusing on weaknesses: While it’s important to be honest about the applicant’s weaknesses, focusing too much on them can detract from your overall recommendation. Instead, frame weaknesses as areas the applicant can improve upon.
• Lack of enthusiasm: Make sure your recommendation comes across as enthusiastic and supportive of the applicant. A lukewarm recommendation may not have the desired impact.

How to Make Sure Your Letter is Effective and Impactful

• Tailor your letter: Customize your letter to the position or opportunity the applicant is applying for. This shows that you understand the requirements of the position and can endorse the applicant’s suitability for it.
• Consider the audience: Who will be reading your letter? Make sure you speak to their interests and concerns, and format your letter in a way that is appropriate for them.
• Proofread and edit: Finally, make sure your letter is error-free and well-written. Typos and grammatical errors can detract from the impact of your recommendation, so take the time to proofread and edit your letter before submitting it.

By following these tips and avoiding common mistakes, you can make sure your letter of recommendation is effective, impactful, and helps the applicant stand out from the crowd.

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How to Write a Letter of Recommendation (With Examples)

In a competitive job market, every candidate can use a boost. While there are several ways for someone to make their application stand out, a great letter of recommendation is one of the best ways for them to have someone else highlight their skills and achievements.

87% of employers check references and often seek third-party verification before proceeding with a candidate, meaning a strong letter of recommendation could make or break someone’s chances of landing the job. Basically, for applicants, these letters can be career-defining, transforming potential hires into top contenders.

If you’ve ever wondered how to craft a standout recommendation letter that truly makes an impact, you’re in the right place. We’ve loaded this quick guide with expert tips and sample letters to help you get started.

TL;DR — Key Takeaways

Recommendation letters often offer valuable insights into a candidate’s skills and personal qualities , helping verify their potential and giving them an edge in the hiring process.

While reference letters are particularly impactful for senior roles , they may be less crucial for entry-level positions where skills tests offer more insight into their abilities to perform well on the job.

A solid recommendation letter should have a header, introduction, main body, conclusion, and signature , maintaining a professional yet warm tone to endorse the candidate effectively.

When crafting your own reference letter , use the job description as a guide for what to include, covering skills, projects, qualifications, and personality traits.

Reference letters are most effective when integrated into a smooth hiring process, enhancing the employer’s brand. Toggl Hire’s ATS helps you track skills tests, interviews, and CVs seamlessly.

What’s the purpose of a recommendation letter?

To…recommend a candidate. Oh, beyond that? It’s to provide credible insights about a candidate’s skills, personality, and achievements . They help employers assess a candidate’s suitability for a job by highlighting their strengths, achievements, and potential contributions to the team.

Potential employers usually ask for letters of recommendation after they’ve shortlisted job applicants and require verification of candidate credentials . They are almost always private, allowing writers to offer a candid and subjective assessment.

Not all positions require a letter of recommendation. As a rule, they are mostly needed for:

Senior roles where experience and leadership skills are essential

Roles where honesty and reliability are critical , such as those involving money or confidential documents

Entry-level positions rarely require letters of recommendation. But an exception to the rule could be a start-up looking to assess cultural fit and skills when building a new team, for example.

Letters of recommendation can be useful in different ways:

For candidates , letters provide accurate representations of their abilities. A compelling recommendation letter could give them an edge when competition is fierce.

Potential employers benefit from third-party opinions. This makes it easier to decide whether candidates meet role requirements.

A previous employer asked to write a letter of recommendation can help maintain a good relationship with promising ex-employees. A good letter can also help build a positive brand .

How to format a letter of recommendation

Well, for starters, we don’t recommend using AI to compose and structure a recommendation letter, as they can vary greatly depending on which role the person is applying for and what skills are most important to success in that role.

They’re also highly personal, and it would look pretty darn suspicious if the letter sounded like it was written by Chat GPT.

Despite these variations, the format remains fairly consistent.

The tone should always be professional and concise , avoiding slang or jokes. These letters validate the candidate’s skills and achievements and often comment on their potential in a new role. While it’s okay to throw in an anecdote or two, now’s not the time to try and be funny.

Recommendation letters generally also follow a standard format . The following core elements are almost always present.

The header is the first thing a reader sees, so it’s important to get this right.

Write the date of writing and the recipient’s address. Add your professional address to enable return mail if necessary (whether that’s a physical or email address). Double-check all of these details and present them professionally. Errors here ruin the tone of the letter before recipients read a word.

Greeting and introduction

Next comes the salutation or greeting. As this is a professional letter, a formal tone is required .

Greetings like “Hi there” aren’t appropriate. If you have the full contact details, use “Dear [recipient’s name].” If you’re unsure who you’re addressing, write “To Whom It May Concern” (and pay attention to capitalization).

It’s generally better to personalize the greeting to create a human connection. Personalization matters in a process that can feel a bit robotic. Feel free to ask the candidate for more information about the recipient to ensure it’s addressed to the right person.

After the greeting, write a short introduction. Introduce yourself and your connection to the candidate. Re-stating the purpose of the letter is also a good idea. Something like “I can confidently recommend [X] for the role of [Y]” immediately creates a positive impression.

Body paragraph

The next section is critically important, as it forms the bulk of the letter and explains:

The candidate’s qualifications (if relevant)

Achievements in a professional setting

Personal qualities that make the candidate a valuable asset

Every sentence should relate to the role in question. If the candidate is a former employee, describe how their experience fits the role. Use specific examples to illustrate the candidate’s skills and potential .

When a candidate moves from a junior to a senior position, it’s okay to be subjective. Think about how they’ve demonstrated leadership abilities. Running project sub-teams or stepping up to fill staff absences are both good examples.

Comparative assessment (optional)

This section is optional but can help when potential employers have plenty of choices. If the role is particularly competitive, explain how the candidate stands out from their peers .

For example, the candidate may have an outstanding work ethic or an exceptional thirst for knowledge. They may stand out for their concentration and focus under pressure. Or they may be a model colleague, defusing tensions and managing disagreements.

Closing statement

A good recommendation letter finishes with a positive but professionally-worded candidate endorsement.

The endorsement summarizes points made earlier about the candidate’s strengths and qualifications. Mention why the applicant fits the employer’s team. Stress your confidence that the candidate will perform well in the advertised role (not in the general workplace).

Invite the reader to contact you for further information. Employers may desire clarification before they make a final decision.

Finally, the letter should end with a formal closing and a signature . If you don’t know the recipient, “Yours” or “Best” are fine for the closing. However, “Sincerely” is generally acceptable. Definitely don’t go with “Peace out” (you’d be surprised…).

After that, print and sign the letter of recommendation. Typing your name is fine if you choose a digital format. Remember to include your professional title underneath the signature.

Tips for writing a strong recommendation letter

Mastering the structure above is fairly simple, but without care and attention, it’s easy to misjudge the tone or leave out important content. The five tips below will help you perfect the wording and structure every time.

Understand the purpose of the reference letter

Before writing anything, look at the job description and job title . Understand the required skills, tasks connected to the role, and cultural qualities suitable candidates need. This information influences your content and tone. Don’t start writing a letter of recommendation without thinking it through.

Think about the person asking for the recommendation

Keep the candidate in mind when writing a letter of recommendation. List achievements, focusing on what made your colleague a good team member. Pick out some unique qualities that set the candidate apart from run-of-the-mill applicants.

Remember to provide specific examples , including any quantifiable metrics, where possible.

Start with a reference letter template

Save time by using a pre-written letter of recommendation template .

Below, you’ll find an expertly created template (along with some sample letters). Fill in the gaps with information based on your former employee and the role in question.

Edit to personalize and highlight the right skills

Before using a letter of recommendation template, check that it meets your requirements. For instance, you may want an extended section on different projects and relevant skills. Or you may need content on academic performance if you are a teacher or university professor.

Customize the template to highlight candidate strengths. Some areas won’t be relevant to your letter of recommendation, while others are critical. Focus on what skills most suit the person for the position they are pursuing.

Specific examples of recommendation letters

Letters of recommendation are not creative writing exercises. However, writing an effective letter does require creativity and care. Well-written letters also fit their context. They suit a particular role and never come across as generic.

If that sounds tricky, we’ve created three exemplary recommendation sample letters for different situations to use as guidance the next time an ex-employee asks for help.

1. An entry-level role for a previous intern or junior employee

Dear Mr. Doe,

I am writing about Ms. [x] regarding the Web Development Officer position. I employed Ms. [x] for three years, first as an intern and then as a junior technician. During that time, she contributed to a website redesign and became a valued member of our IT support team.

Ms. [x] regularly demonstrated the ability to contribute and develop her skills. She volunteered for coding and web design courses and used those skills in subsequent projects to maintain the company website. Her initiative and desire to succeed exceeded our expectations and requirements for someone in her position.

I confidently recommend Ms. [x] for a permanent technical role. She possesses exceptional potential and a willingness to learn. She is honest and friendly and works hard to meet project goals. I have no doubt that she will become a valuable asset to any business workforce.

Yours sincerely,

Mr. Referee

The example above provides a positive assessment of a young but ambitious colleague. The text informs the recipient about how the candidate has developed their skills and contributed to business operations. It explores the candidate’s potential, offering an honest but upbeat character assessment.

2. A senior-level position

I am writing about Mr. [x] concerning the position of Digital Marketing Manager. I employed Mr. [x] for five years at Cybersales Enterprises and confidently recommend him for the position.

While at Cybersales, Mr. [x] rose to the position of Regional Sales Executive. He showed exceptional business and organizational capabilities, running a 30-person team responsible for North American operations.

During his time with us, Mr. [x] oversaw the creation of an immersive sales app that used 3D technology to introduce new products. He also managed several product launches, ensuring seamless rollout and strong sales figures.

Mr. [x] also contributed to our learning culture by developing his skills and mentoring junior staff. He showed a flair for relationship management, enabling colleagues to realize their potential. His character makes him a strong candidate for management roles.

At all times, Mr. [x] demonstrated a strong work ethic and proved an honest, enthusiastic team member. I am confident his skills and qualities make him an ideal addition to your team. He will confidently assume additional responsibilities without any problems.

Yours sincerely.

This recommendation example focuses on what makes the candidate a management candidate. It details specific projects and general performance observations. It notes aspects of the candidate that suggest management potential while remaining relevant to the role under discussion.

3. A character-specific letter focused on soft skills, not technical qualifications or skills

I am writing about Mr. [x] for the Corporate Social Responsibility Manager position. I employed Mr. [x] for seven years at Ecowash Industries as our Environment and Ethical Officer. I have no hesitation in recommending him for a senior CSR position.

As an employee, Mr. [x] showed a passionate belief in environmental protection and social causes while aligning CSR initiatives with our business strategy. He communicated clearly with senior colleagues, explaining corporate policy changes and updating production managers about performance targets.

Mr. [x] also demonstrated an exceptional ability to resolve disputes and motivate colleagues. He used game-playing techniques to embed energy conservation practices. He also bridged the gap between executives and factory staff, easing the transition to different packaging and production techniques.

I am confident Mr. [x] will perform well as a CSR manager. He has outstanding commitment, negotiation skills, and positivity. As an employer, he is also a pleasure to work with.

This reference letter stresses the candidate’s personal qualities. It provides some detail about technical projects but focuses on desirable character traits over qualifications or professional achievements. The tone is slightly less formal, as the emphasis is on personality.

How to hire employees you want to recommend

Letters of recommendation add a human touch to recruitment, communicating admiration, respect, and even affection. Reference letters also reassure employers in a world where around 70% of candidates write misleading resumes .

But that’s not all they do. Recommendation letters can also be critical reference points in hiring decisions . At Toggl Hire, we often think, ‘Will we be proud to recommend this candidate?’ If we aren’t sure, it’s time to take a second look.

The challenge is finding candidates you want to recommend . If that’s what you’re after, then consider implementing skills testing and other candidate assessment checks during your hiring process to ensure you’re hiring all-around great employees you’ll be happy to recommend once they eventually move on to a different role (hopefully far into the future!).

Skills tests, for example, can help you identify individuals with skills and personalities that suit your organization. Find out more with a free Toggl Hire account . Sign up today to make your hiring more efficient and plan for a more productive workforce.

Elizabeth is an experienced entrepreneur and content marketer. She has nine years of experience helping grow businesses and has experienced first-hand the impact of skills-based hiring in today's global, digital world.

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These 2 Recommendation Letters Got Me Into Harvard and the Ivy League

College Admissions , Letters of Recommendation

When I applied to college, I was accepted into every school I applied to, including Harvard, Princeton, Stanford, MIT, the Ivy League, UC Berkeley, UCLA, and more. While I had a strong overall application, the two teacher letters of recommendation were critical in getting me admitted .

Why? Both teachers said I was one of the top students they had ever taught. Both enthusiastically advocated for my personality, leadership skills, and energy.

How can you earn recommendation letters that will get you into your top choice colleges? I'll show you how in this article.

For the first time, I'm sharing my full, unedited letters of recommendation as examples for you. These are the exact letters submitted when I applied to college. Even better, you'll see exactly what my Harvard admissions officer underlined—what really stood out as important and noteworthy.

First Things First

Quick question— how confident are you in knowing what colleges are looking for in your recommendation letters?

Do you have a strong understanding of what an effective letter consists of, and what a bad letter looks like?

Many students have the totally wrong idea of what colleges are looking for in recommendation letters. This, naturally, leads to subpar letters for students.

Before I show you my letters, I first want to explain why recommendation letters from teachers are such an important part of your college application, and then what makes effective letters so effective.

If you're champing at the bit and really want to jump directly to my letters, here's Recommendation Letter Example #1 , and here's Recommendation Letter Example #2 .

But I highly recommend that you stick with me for the next two sections—you'll get a lot more out of this guide and get much stronger rec letters as a result.

Why Teacher Recommendation Letters Are So Important for College

The goal of your overall college application is to communicate who you are as a person, in an easily digestible package that can take 20 minutes to understand (or less). From this package, colleges will decide whether they want you to join their community or not.

Yeah, it doesn't feel great to have your 18 years of existence compressed into a web form. But that's the best system colleges have come up with so far to deal with the tens of thousands of college applications they receive every year. (Or in the case of UCLA , 135,000+ applications.)

What do colleges care most about? Ultimately, it boils down to two things:

• how likely you are to succeed in college and in your career
• how much you'll benefit the school community as a student and beyond

These are the ultimate goals of colleges when selecting their next class of students. Your application must convince the college that you will succeed in both goals.

Of course, these are complex ideas—success is not only hard to predict, but different people also have different ideas of what success means.

But there are a few general principles that hold true for most colleges:

• previous academic success is a great predictor of future academic success , which in turn predicts career success.
• you also generally want to avoid the opposite of these traits. These are all bad adjectives: unethical, narrow-minded, unmotivated, self-centered, arrogant, rude.

For the first admissions requirement of academic success, your coursework and test scores play the biggest role. If you took a rigorous courseload and got a high GPA , and you got a high SAT/ACT score , you have shown that you can handle high school academics. This means you're in a great position to succeed academically in college.

How do you show the second requirement—personality traits? Part of this is in your personal essays and extracurriculars, where you'll show what you're interested in and give voice to your personality.

But of course you'll describe yourself as curious, creative, collaborative, kind, and so forth. Who would describe themselves as unethical and mean?

This is why colleges need objective, third-party observers to comment on who you are. This is where your teacher recommendations come in, and why they're so important.

The role of the rec letter is to show who you are as a person. Your teachers have engaged with you throughout at least a year of class. They've seen you in class with other students, and possibly out of class too. There are hundreds of small interactions that piece together to form your teacher's impression of you.

How do you interact with students? How do you interact with teachers? How creative was your work? How much did you participate in class discussions? How motivated were you to excel in school?

Are you a jerk nobody wants to be around? Or are you someone the teacher entrusts with the future?

A great teacher recommendation tells the college all of the above.

Let's Hear From Harvard's Dean of Admissions

What if you don't fully believe me yet? I'm just one guy with his own admissions experiences.

So I'm going to call on William Fitzsimmons, Dean of Admissions at Harvard College:

Recommendations from secondary school teachers and counselors are extremely important at Harvard and at many other colleges, particularly those with selective admissions processes. Faced with more academically qualified applicants than places in the freshman class, our admission officers review the two required teacher recommendations and the counselor report with great care, often commenting on them in writing on "reader sheets" in each application. We often project the recommendations themselves onto large screens so that all members of the Admissions Committee can see them during the subcommittee and full committee review processes in February and March. Recommendations can help us to see well beyond test scores and grades and other credentials and can illuminate such personal qualities as character and leadership as well as intellectual curiosity, creativity, and love of learning. Along with essays, interviews, and other materials in the application, recommendations can offer evidence of an applicant's potential to make a significant difference to a college community and beyond.

Notice how he says Harvard is "faced with more academically qualified applicants than places."

What does this imply? "Among a pool of students with the same academic qualifications, we use personality traits to decide who to admit or reject." And letters of recommendation for students describe those personality traits.

To beat a dead horse: your teacher recommendations add more color to your academic achievements, your test scores, and your GPA.

The best recommendation letters for colleges rave about your personality and personal qualities.

This is why my two letters below are so effective.

You do not want your recommendation letters to just be repeats of your resume. This gives the admissions officer zero extra information about who you are a person.

You do not want your recommendation letters to just say, "Johnny got an A and turned in his homework on time." This makes it very obvious that the teacher has no idea who you are as a person, which means it adds zero to your application.

Great recommendations talk about more than your class performance. They discuss your personal qualities, how interacting with you feels like, and why you're likely to succeed in the future.

First, I'm going to show my letters to you, with analysis of why they were so effective. You'll see the highlights made by my Harvard admissions officer, which will tell you what things she found important.

Then I'll give you advice on how to build relationships with your teachers so you can get letters like this on your own.

My Letter of Recommendation Samples

Usually you don't get to read letters of recommendation for students because you sign the FERPA waiver, waiving away your rights to read your application. But I was able to retrieve my full Common App and Harvard application from Harvard, complete with my original letters of recommendation.

Most colleges require you to have two letters from teachers in different subjects. The two teachers I asked for letters were my favorite two teachers in all of high school.

Personally, I vibed most strongly with teachers who actually cared about teaching . They gave engaged students with energy, treated us kindly and empathetically, and went above expectations to help students succeed. Not only did I have the most fun with these teachers, but they were also more likely to advocate for me enthusiastically in their letter.

You might not vibe with teachers for the same reasons, but it's important you choose teachers you get along with and who you feel will write you very strong letters .

My first letter comes from my AP Chemistry teacher from 10th grade. My second comes from my AP English Language teacher from 11th grade.

As you read these letters, remember—these letters didn't come instantly. They take hundreds of small interactions over a year or more to build an impression of who you are. You can't trick a teacher into writing a great recommendation letter for you.

If you honestly like learning and are an enthusiastic, responsible, engaging student, a great recommendation letter will follow naturally. The horse should lead the cart.

How long have you known this student and in what context?

I've known Allen as a student inside the classroom and outside the classroom in extracurricular academic activities since he was in the 10th grade. What are the first words that come to your mind to describe this student?

Intelligent, motivated critical thinker; Charasmatic, well rounded, talented individual; Independent, mature, responsible student.

List the courses you have taught this student, noting for each the student's year in school (10th, 11th, 12th) and the level of course difficulty (AP, accelerated, honors, IB, elective, etc.)

As a 10th grader, Allen was one of the top students in my AP Chemistry class.

Please write whatever you think is important about this student, including a description of academic and personal characteristics. We are particularly interested in the candidate's intellectual promise, motivation, maturity, integrity, independence, originality, initiative, leadership potential, capacity for growth, special talents, enthusiasm, concern for others, respect accorded by faculty, and reaction to setbacks. We welcome information that will help us to differentiate this student from others.

See enclosed letter.

Compared to other college-bound students in his or her secondary school class, how do you rate this student in terms of:

This was the Common Application from 2004-05, over 10 years ago. In today's Common Application, all of these ratings are retained, aside from "Potential for Growth." Today's Common App also now includes Faculty Respect, Maturity, Leadership, Integrity, Reaction to Setbacks, Concern for Others, and TE Overall. You can tell that Common App teacher evaluations place a strong emphasis on personality.

From Miss Vorak, you can see a very strong evaluation. First she says she's known me for over two years and has had interactions inside and outside the classroom. Then she's very enthusiastic with her "first words" answer, listing off a lot of strong personal traits. Finally, she gives me the highest ratings possible for all qualities.

The Ratings section is really important. In one go, you're compared to all the students your teacher has ever taught. The better your ratings here, the more competitive you are relative to your classmates.

What makes for good enough ratings for you? That depends on your personal college goals and your school's competitiveness. The more competitive the colleges are, the higher up your ratings need to be.

If you're applying to your state school, where the admissions rate is >30%, and your high school is pretty competitive, simply being Very Good or Excellent can be a strong rating for you.

On the other hand, if you're applying to the most selective colleges like Harvard, Stanford, or the other Ivy League schools, it is important to be ranked "One of the top few encountered in my career" for as many ratings as possible . If you're part of a big school, this is critical to distinguish yourself from other students. The more experienced and trustworthy the teacher, the more meaningful this is. You really want to make sure you're one of the best in your school class, if not one of the best the teacher has ever encountered.

Next, let's look at her letter.

As you read this, think— what are the interactions that would prompt the teacher to write a recommendation like this? This was a relationship built up in a period of over 2 years, with every small interaction adding to an overall larger impression.

Again, if the images are too small to read, I'll have the exact text below, so scroll down.

And here's the letter in text form. I've bolded the sections that were underlined by my Harvard admissions officer:

To Whom It May Concern:

It is with very great pleasure that I write this recommendation for Allen Cheng to support his application for admission into Harvard. Allen has a deep passion for science and has been one of the few exceptionally gifted students that I have encountered in my career as an Advanced Placement Chemistry teacher. Among his many achievements and accomplishments, Allen's performance on a battery of Chemistry Olympiad exams taken by approximately 11,000 students nationwide recently secured him the position as the second alternate for the U.S. Chemistry Olympiad team, ranking 6th in the country for a team which represented our nation in the International Chemistry Olympiad competition in Germany this past spring. As a senior, Allen hopes to surpass his performance once more in hopes of securing a solid position as one of the four members on the 2005 U.S. Chemistry Olympiad team this coming spring.

I first encountered Allen when he was a sophomore in my AP Chemistry class. He was the youngest student in the class of upper classmen , but he was the top excelling student among the two sections of AP Chemistry classes that I taught during the 2002-2003 academic year. As a sophomore, he worked very well with others, mastered laboratory techniques, earned the top score on the AP Chemistry Exam, and was one of the top performers on the National Chemistry Olympiad Exam that year.

As one of the top performers on the National Chemistry Olympiad Exam in 2003, Allen was one of twenty students in the nation who qualified to be a participant in the United States National Chemistry Olympiad National Team in the spring that year. He spent an extensive amount of time studying independently in order to ensure that he would cover all of the topics that our class did not yet study and often sought additional instruction during lunch and after school during which he asked questions and performed labs from previous Chemistry Olympiad competitions for practice. When results were published, Allen was ecstatic to have qualified as one of the twenty participants in the U.S. Chemistry Olympiad Study Camp and he enjoyed the experience training for the International Chemistry Olympiad during which he was exposed to Organic Chemistry, Physical Chemistry, Analytical Chemistry, Biochemistry, etc., branches of science typically encountered at the college level.

As a member of my Advanced Placement Chemistry class, I have found Allen to be an intelligent, conscientious, motivated and responsible student who masters theory-and applies it well . He academically excelled among his peers, often explained concepts to confused classmates, actively participated during discussion, asked questions to ensure that he had a firm understanding of concepts, and sought additional sources for supplementary problem solving exercises. As a scientist, he was always meticulous when performing experiments, he led his lab group to successfully complete experiments, he wrote great detailed analytical lab reports, and he worked well with others. Allen is a self motivated, dedicated, hardworking student of high intelligence who can grasp difficult concepts, think critically and handle the rigor of a competitive college environment. He exhibits the qualities of a leader and promising scientist who truly loves science.

Allen truly impresses me as a student who actively seeks new experiences which support his love for science. This past summer, Allen was a participant at the Research Science Institute at MIT where he conducted research in the field of neuroscience. In addition, Allen has been conducting research with the Jisan Research Institute under the guidance of a professor for two years and has recently coauthored a paper which was published and presented in the LASTED International Conference on Robotics and Applications in Hawaii this year. In addition to conducting research, Allen has also been volunteering at Methodist Hospital and in an immunology lab at the City of Hope National Medical Center where he has been able to strengthen his general laboratory skills. He is clearly an independent, active member of society who pursues personal interests.

Beyond his academic excellence, Allen is a charismatic individual who is respected and liked by faculty and peers. Throughout his high school career, Allen often stopped by my room during lunch to take my AP Chemistry tests to review his general chemistry, but he also often stopped by during lunch or after school to chat about his latest developments, events in school, or other various topics. His maturity and charisma are qualities that are quite rare among high school students. He interacts well with his peers be it in the classroom setting or with the broader diverse student population where he is well known as a balanced individual with a warm personality and sense of humor . He balances his time well by excelling in a heavy course load filled with advanced placement classes and he also participates in various school and community activities, including our school's academic teams which provide a structured yet fun forum for competition and learning. Allen is a well rounded individual who clearly enjoys a challenge.

Overall, Allen exhibits the qualities of a leader as well as a great scientist who has had ample research experience and excels academically in challenging, college level courses. He is an intelligent, well-rounded, and grounded individual who challenges himself and actively seeks new opportunities and experiences. He has the determination, maturity, and intelligence to succeed in any endeavor and always maintains a positive attitude. His academic and personal achievements show that he is committed to his education and will work hard to achieve his goals. He exudes confidence and has a vivid, outgoing, and friendly personality that allows him to get along with others very well in any setting. I admire him for his intelligence, sincerity, honesty, and integrity and am impressed by his discipline as an independent learner. He is a highly motivated individual with a thirst for knowledge. Allen Cheng would truly be a superior addition to the student body at Harvard.

Cherryl Vorak

AP Chemistry, Chemistry Honors Teacher

The letter here is very strong for a multitude of reasons. First, the length is notable —most letters are just a page long, but this is nearly two full pages , single spaced. This is pretty rare, since teachers often have to write dozens of letters a year. It's clear she's interacted with me a lot, cares a lot about supporting me, and is willing to put in the work to do so.

The structure is effective: first Miss Vorak talks about my academic accomplishments, then about my personal qualities and interactions, then a summary to the future. This is a perfect blend of what effective letters contain. She highlights my most important extracurricular activities and awards (you can read more about it here in my Complete college application ).

At the detail level, her diction and phrasing are specific and supportive . She makes my standing clear with precise statements : "youngest student…top excelling student among the two sections" and "one of twenty students in the nation." She's clear about describing the effort I put in, like studying college-level chemistry and studying independently.

When describing my personality, she's exuberant and fleshes out a range of dimensions : "conscientious, motivated and responsible," "exhibits the qualities of a leader," "actively seeks new experiences," "charismatic," "balanced individual with a warm personality and sense of humor." You can see how she's really checking off all the qualities colleges care about and corroborating her ratings.

Overall, Miss Vorak's letter perfectly supports my application —my love for science, my overall academic performance, and my personality. The last part is especially important—she adds much more color beyond my A in AP Chemistry. This letter was important to complement the overall academic performance and achievements shown on the rest of my application.

Let's go to my second Common App teacher recommendation.

Curious about what my college application looked like, including personal essays, grades, test scores, and extracurriculars?

You're in luck—I've published my ENTIRE college application here . This includes my complete Common Application, teacher recommendations, counselor recommendation, and Harvard supplement.

This application got me into every school I applied to, including Harvard, Stanford, Princeton, and more.

Check out how Miss Vorak's letter complemented my entire college application and my Personal Narrative .

Teacher Letter #2: AP English Language Teacher

My second teacher Mrs. Swift was another favorite. A middle-aged, experienced English teacher, I would describe her as "fiery," in a good way. She was passionate, always trying to get a rise out of students in class discussions. She was challenging as a teacher and grader, and I always wanted to impress her. Emotionally she was a reliable source of support for students.

First, the teacher evaluation from the Common App:

2 years, AP student.

What are the first words that come to your mind to describe this student?

11th Grade AP English

You can see right away that her remarks are terser. She didn't even fill out the section about "first words that come to mind to describe this student."

You might chalk this up to my not being as standout of a student in her mind, or her just getting tired of recommendation letter requests every year.

In ratings, I earned three of the "one of the top in my career" for "Motivation," "Independence, initiative," and "Intellectual ability." The rest are marked as Outstanding (top 5%).

These are overall great ratings, but not as universally "top ever" compared to my AP Chemistry teacher.

There are a few explanations for this. As a teacher's career lengthens, it gets increasingly hard to earn this mark. Since Mrs. Swift was a lot older than Miss Vorak, she had run through a ton of students already, which makes it harder to be one of the top few ever encountered.

I probably also didn't stand out as much as I did to my Chemistry teacher— most of my achievement was in science (which she wasn't closely connected to), and I had talented classmates. Regardless, I did appreciate the 3 marks she gave me.

Now, the letter. Once again, as you read this letter, think: what are the hundreds of interactions, in the classroom and outside, that would have led to a letter like this?

It is with great pleasure that I recommend Allen Cheng for admission to your school. In my three years of working with him, he has demonstrated the qualities necessary for high success in the demanding academic atmosphere of a high caliber university as well as the social skills needed to be successful in college.

Academically, he is an extremely strong student, earning an A both semesters in AP Junior English (a feat few accomplish), and A's throughout his high school career. He consistently exhibits dedication and vigor in all that he approaches. He is a member of the National Honor Society, the California Scholarship Federation, and an integral part of the Jisan Research Institute. He is a vital member of all that he is a part of.

Outside of the classroom, Allen's passion is for research. He has a brilliant and lightning quick mind; he is a fantastic scientist, one with great charisma and leadership skills. Though he is a year younger than the rest of his class, he is heads and shoulders above them. He has been more than ready for all that a major university has to offer for quite some time.

Perhaps one of Allen's most outstanding characteristics is his independence of thought and his willingness to express those thoughts . In other situations where students-would never speak their minds, he showed no hesitation to voice questions, thoughts, and ideas. He was always an active participant in class discussions, his animated character and controversial positions often being the spark that set off the entire class to an impassioned and heated period of arguing, often with him at the focal point of one side or another.

His other qualities are of equal magnitude – his leadership skills came to forefront in group projects where he took charge, assuming the majority of the work and responsibility, ensuring that everything was completed in a timely manner and to his extremely high standards. He also has the ability to take the quiet and shy student and actively engage him or her, transforming that student into an active member of the class. I went out of my way to partner him with other students who needed this kind of attention and encouragement.

Another quality that sets him apart from other student leaders is his strength of conviction . He will argue on any topic that has touched a nerve. He breathes with raw, unbridled passion. It is a rare gift in a person of any age; in someone just 16 , it is breathtaking. He is honest, never stooping to cheat; he is entertaining, relying on wit, knowledge, and intelligence to persuade. Friends rely on him; he is attentive to their true needs. Teachers enjoy him in their classes.

I recommend Allen completely, with no hesitation. He will make his mark and be known.

Judith Swift

Overall, this letter is very strong. It's only one page long, but she spends a lot more time on my personal qualities. She writes with her characteristic flair:

"In other situations where students would never speak their minds, he showed no hesitation to voice questions, thoughts, and ideas."

"controversial positions often being the spark that set off the entire class"

"ability to take the quiet and shy student and actively engage"…"went out of my way to partner him with other students who needed"

"strength of conviction"…"raw, unbridled passion"…"He will argue on any topic that has touched a nerve."

These comments support my personality strongly. I lean more towards an irreverent, straightforward personality, not being afraid to speak my mind. While this came across in my personal essays and application, an experienced teacher vouching for this adds so much more weight than just my writing it about myself .

Again, this impression was built up over a year of her teaching me. It wasn't just one time I stopped by after class. It was continuous participation in class discussions, strong performance throughout the year, and likely observations of me when I didn't know she was even looking.

With my two letters in mind, let's end with advice for how you can get the best college rec letters possible.

How You Can Get the Best Recommendation Letters from Your Teachers

By now, I've repeated my most important advice for you a few times. The important thing is that the advice sticks in, and that you actually practice it.

The best recommendation letters for students gush about your personal qualities and why that makes you the promising beacon of the future.

You can't trick a teacher into writing a strong letter for you. This is the wrong attitude to have, and most teachers will be able to sniff out insincerity. Don't think that you can just stop by after class three times and get the teacher to be your buddy.

Instead, your teacher's impression of you is built up over hundreds of interactions —in class discussions, in group projects, in your homework, during presentations, when arguing about test scores, and even when you think she's not listening.

With all this in mind, here are strategies for how you can build great relationships with your teachers and get super strong letters along the way:

• Starting sophomore year, identify 2-3 teachers each year you get along with . Have at least one in math/sciences, and another in the other subjects. You won't get letters from all of them, but you do want backups in case your top choice writers don't work out.
• Prepare well for class discussions, and don't be afraid of sounding dumb. Speak your mind and your teacher will remember it. As a teaching assistant in college and grad school, I can tell you firsthand how annoying it is to ask the class a question and have no one respond. Prep beforehand and show that you're one of the few students who actually cares about learning.
• In your interactions with teachers, focus on improving yourself and learning , not on getting a better grade. This applies to talking about grading, group projects, and learning what's on a test. Students who grovel for extra points on a test are really annoying. In contrast, students who try to figure out where their weaknesses are and how to improve for the future are really fun to work with.
• Try to make the teacher's life easier. If you can help the teacher save time, she'll love you for it. This might mean helping out classmates who are struggling, sharing notes with the class, or noticing problems she's having and trying to fix them.

This will take sustained effort and energy, but it's the most reliable way to get very strong recommendation letters. Even more, you'll likely have a lot more fun in school, and you'll build a strong relationship with an adult mentor who can teach you a lot.

For a lot more detailed advice like this on how to interact with teachers earnestly, check out my How to Get a 4.0 GPA and Better Grades guide .

Keep Reading to Build Your College Application

Do you like my advice in this guide? Great—I've written a lot more to help you build the strongest college app possible.

Want more recommendation letter samples? Check out 4 more excellent recommendation letters from teachers .

How to Get a Perfect SAT Score / How to Get a Perfect ACT Score

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Also, check out my series on getting perfect scores in each of the sections on the SAT/ACT:

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If you're aiming for top tier colleges, this is a must read for you .

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As co-founder and head of product design at PrepScholar, Allen has guided thousands of students to success in SAT/ACT prep and college admissions. He's committed to providing the highest quality resources to help you succeed. Allen graduated from Harvard University summa cum laude and earned two perfect scores on the SAT (1600 in 2004, and 2400 in 2014) and a perfect score on the ACT. You can also find Allen on his personal website, Shortform , or the Shortform blog .

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