what is a cover letter for letter of recommendation

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 (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.

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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.

Writing a resignation letter that’s effective and professional

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• How to Write a Letter of...

How to Write a Letter of Recommendation

11 min read · Updated on August 25, 2022

Writing a letter of recommendation is an honor, but also a big responsibility. Take the guesswork out of creating something that can make or break a colleague or student's candidacy.

As a trusted colleague, boss, or friend, you may be asked to write a letter of recommendation. That says a lot about the esteem in which others hold you and you should take it as an honor. Because you want to do a good job to ensure the person you are writing about has the best shot at the position they want, you need to understand how to write a letter of recommendation.

But what exactly is a letter of recommendation and how should you go about writing one? There's no mystery. Once you understand what goes into a great recommendation letter and how you can compile one, you'll be equipped to help that star student or employee make their next life move.

In this blog we will detail the steps to take and the following:

What is a letter of recommendation?

Recommendation letter examples

Types of recommendation letters

Recommendation letter format

Tips for writing a letter of recommendation

Mistakes to avoid

A letter of recommendation is a formal introduction and reference for a person seeking a new job or academic role. Letters of recommendation are typically written by a former employer, professor, client, or colleague whose attestation to your skills and qualities will impress the reader.

If you are asked to write a letter of recommendation, you can be sure that the requester believes you will have good things to say about their professional qualities and why you believe they are an excellent candidate for this new role.

A great recommendation letter, like a great resume or cover letter, entices the reader to want to learn more about the candidate and to offer them an interview to discuss the opportunity further.

Not everyone who requests a recommendation letter is asking because they have entered the job market. An employee may be returning to school to get an advanced degree, or applying for a certification program or fellowship.

Each different purpose requires a slightly different letter-writing approach. There are two main types of letters of recommendation you as a supervisor, client, manager, teacher or other superior may be asked to write:

Academic 

Academic letter of recommendation

Colleges, universities, and other post-graduate programs often seek letters of recommendation as part of the application process. These letters may also play a role in whether a candidate receives a scholarship or other financial assistance.

Academic letters of recommendation should focus on who the applicant is as a person and what insight and dedication they will bring to the academic department or program. Your job as an academic letter of recommendation writer is to offer an unbiased perspective on the applicant's personality, but also on their ability to grasp new concepts and any other skills and attributes that will make them an excellent student.

Employment letter of recommendation

Typically written by supervisors, managers, or clients, employment recommendation letters are focused on the attributes that will make the letter's subject an excellent employee. If you are asked by a person you supervise to write a letter of recommendation and it is not against company policy, make sure you honestly believe the person is a quality candidate. Your name will be on the letter, too.Teachers, academic advisors, and university professors may also be asked to write employment recommendations, especially if their students are searching for their first job or first job in a new field.

Exercise caution

Be aware that many employers will not allow you to write a recommendation letter for a colleague. They will, instead, suggest that you refer the person to the Human Resources Department, which will merely confirm a person's tenure with the company.

Before you begin to write, it will help to understand what goes into a reference letter. Any letter of recommendation should follow a standard format. Here are the components you need to include:

Introduction

Closing statement and signature

You may also consider including a personal anecdote if you feel comfortable doing so and it illustrates a positive quality about the letter's subject.

You may be asking yourself, “How do I write a letter of recommendation?” Take it one section at a time. Below, we offer detailed information on what each section should contain and recommendation letter example text for each.

Since this is a formal letter, your greeting should also be formal, unless the person for whom you are writing the letter asks you to keep it casual. You can't go wrong with Dear Mr./Ms./Dr. [Last name] since you are relying on the information given to you by the letter's subject. 

If you do not know who the recipient of the letter is, kindly suggest that a letter with a personalized greeting goes a lot farther than one with a generic greeting. Above all, avoid the stilted “To Whom It May Concern” if at all possible.

The beginning of a recommendation letter serves an important purpose: It tells the reader who you are writing about and why. Although it may seem less than creative, one of the best ways to start is simply by adapting the following letter of recommendation examples intro: 

“I am pleased to recommend Sarah Peterman for the financial analyst manager position at Holdfield Century Inc. I have supervised Sarah for four years at Rosano Industries and feel she would be outstanding in this role.”

This format works for a candidate applying for a university program by simply changing the job and prospective employer's name to the academic program and university's name. 

The overview comprises the bulk of your letter of reference; it is the middle two or three body paragraphs. This may be the most difficult section to write because it is here that you explain why you believe the candidate is worthy. To help guide you, try answering the following questions:

What words best describe the candidate's work style?

What qualities help them excel and make them right for the new role?

What project or achievement stands out from their tenure?

What story or personal anecdote can you tell that will illustrate the best of the candidate?

Peg each piece of the information you share with a skill or attribute necessary for the new role. Make sure you connect the dots and explain exactly how each quality builds a case for the candidate.

Here is a recommendation letter example for the overview:

“I remember when Sarah began working in my department. She was eager to learn and, in fact, quickly developed an understanding of business modeling and our proprietary accounting system. Sarah is not afraid to ask clarifying questions and is always ready to lend a hand to get the job done. 

“In the course of our four years of working together, Sarah has taken every opportunity to stretch and grow as a financial analyst. In fact, I believe she is ready to move into the role of financial analyst.

“Just last week, I entrusted Sarah with completing and presenting our five-year business forecast at the company's quarterly meeting. I offered her this opportunity because I knew not only that she would do a fabulous job, but also that she was outgrowing her role as my subordinate. She did not disappoint. Her presentation was flawless and her analysis spot-on.”

Closing statement

You've written a recommendation letter that makes a great case for the candidate. Now you need a few sentences that remind the reader that you believe they are ready for their next move and you believe they have chosen wisely.

Here is a letter of recommendation example for a closing statement:

“After having managed Sarah for four years, I can attest to her dedication, determination and knowledge of business processes and strategies. Holdfield Century Inc. would be lucky to have Sarah in the position of finance manager.”

Finally, sign off with Sincerely or Regards, your full name, your title, and the company for which you work.

“Sincerely,

Anna Chavez

Financial analyst manager

Rosana Industries”

Tips for writing a good letter of recommendation

When writing a letter of recommendation, there are some hints to keep in mind that will make the process easier and more fruitful for the candidate. After all, you wouldn't have agreed to write the rec letter unless you believed in the candidate and wanted to help them.

Here are some tips for writing a great letter of recommendation.

Make sure you don't waste a word. You have only a few paragraphs to convince a hiring manager or admissions officer that the person you have chosen to endorse is an excellent candidate. Unless it's relevant, don't take space mentioning that they love soccer or knitted you a beautiful sweater for your birthday.

If you link each sentence to a quality necessary for the position, you won't have any trouble with this.

Use descriptive words to make a strong case. If possible, ask the candidate for the job listing or requirements for the academic program. Incorporate necessary attributes into your sentences. If creativity falls high on the list of requirements and you can honestly say it's true, write a phrase such as “creative thinker” or “able to develop creative solutions to thorny business problems.”

Get specific. The best letters of recommendation offer pointed examples, not platitudes. They offer data, details, and reasons for your high praise. “Kenton is a great employee” pales in comparison to “Kenton has never missed a deadline and often turns in his high-quality work early.” If you're in a data-driven industry, cement the case with relevant figures.

Check the facts with the letter's subject. It's not your career you're writing about. Do a little research to make sure you don't miss a key fact or accomplishment. Don't be shy about double-checking the details or even asking the candidate to refresh your memory.

Now that you know what you should do, here are a few things you should not . 

Don't say yes to writing the letter if you can't make an honest recommendation. A tepid letter of recommendation may be worse than none at all. Perhaps your underling has learned from the mistakes she made during her tenure as your employee and just needs a fresh start. That doesn't mean you have to write a recommendation letter. It's OK to say no.

Damning with faint praise. This is definitely a case where a less than ringing endorsement will have the recipient reading between the lines. That old saw, “if you don't have anything nice to say, don't say anything at all” applies here. Certainly do not write an anti-recommendation letter. Instead, let the candidate's resume, cover letter, and interview stand on their own.

The flipside: Hyperbole. While you don't want to get negative, you also don't want to go over the top with your language. The statement, “Kayla's art is among the best in the world” may have the reader thinking, “Really? Compared to Frida Kahlo, Picasso, and Rembrandt?” Keep it real. “Kayla's graphic designs have helped our customers increase traffic to their websites by 20%” is much more realistic and offers a better idea of what Kayla can do.

To be asked to write a letter of reference is an honor. It says that the person trusts you and believes you know their best qualities.

Follow the structure above, using a professional tone. Make it clear that you highly recommend the candidate for that position.

Choose a personal, but professionally related, anecdote to illustrate the candidate's outstanding qualifications for the job or academic program.

It is better to say no than to write a letter of recommendation that doesn't praise the candidate.

Make sure you have all the details right by doing some research and double-checking your facts

Find more resume-writing advice in our related articles below or upload your resume for a free review from our resume experts! Recommended reading

How to Keep a Bad Reference from Ruining Your Career

The 5 Best Questions to Ask in An Interview

Our TopResume Career Expert Answers Your Burning Job-Search Questions

Related Articles:

Guide to Writing a Great Resume with No Work Experience

What to Say When Emailing a Resume (with Examples)

How To Write a Sick Leave Letter (with Template and Example)

See how your resume stacks up.

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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.

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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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What Is a Letter of Recommendation?

Definition & Examples of a Letter of Recommendation

A letter of recommendation is a letter written by someone who can recommend an individual's work or academic performance. It's typically sent to a hiring manager or admissions officer who is deciding whether to employ or admit a candidate.

Learn more about letters of recommendation and how to write or ask for one.

A letter of recommendation describes a person's qualifications and skills as they relate to employment or education. These letters typically come from previous employers, professors, colleagues, clients, or teachers. They discuss the qualities and capabilities that make the candidate a good fit for a given position, college, or graduate school program.

How a Letter of Recommendation Works

Applicants for a job or program typically request letters of recommendation from qualified individuals, who then send them directly to the employer, other hiring personnel, admissions committee, or department. Recommenders may offer you the opportunity to review the letter before they send it, but they aren't obligated or expected to.

Requesting a Recommendation Letter

Choosing the best people to write your letter of recommendation can be tricky. The letter writer should be someone who can speak directly to the quality of your work.

The ideal recommendation would come from someone who:

• Is familiar with your work and feels positive about it
• Has the time to write a letter that will truly impress a hiring manager
• Is in a position of authority or otherwise has a reputation that will mean something to the employer or admissions officer

Once you approach someone and have a positive response, prepare a short list of qualities and accomplishments you’d like to highlight in the letter. You might say something like, “I know the hiring manager is particularly interested in candidates with marketing skills, so if you feel positive about my contribution to ABC project, that might be something to mention.”

Proofread your emails to the people who are writing your letters and the final letters themselves if the recommenders share them. Pay close attention to the spellings of company names and other branded entities. If you notice a mistake in the letter of recommendation, it’s fine to ask the recommender for a quick fix.

Some jobs and programs directly request letters of recommendation via email. If you know letters may be required for a job or program you're applying for, talk to potential recommenders before you start the application process so they're not caught by surprise.

Writing a Letter of Recommendation

If you’re asked to write a letter of recommendation, ask the requester for guidelines on what to include. They should be able to tell you which skills and qualifications are most important for the job or academic program.

Some organizations will provide a format for these letters; if they don’t, review letter of recommendation samples. Use them to inform your writing, but be sure to customize your letter for the specific requirements.

Recommendation Letter Example

Sarah Donatelli Partner / Attorney Law Firm of Howard, Lewis, and Donatelli, LLC 340 Third Street, Suite #2 Hoboken, New Jersey 07030 (000) 123-1234 sdonatelli@email.com

February 21, 2020

To Whom It May Concern:

Our senior paralegal, Jefferson Adams, has asked me to write a letter of recommendation on his behalf, and I am more than happy to oblige. Since joining our law firm as a junior paralegal in 2008, Jefferson has been my “right hand.” Within three years of his initial hiring, he was promoted to senior paralegal and tasked with supervising a team of up to 10 paralegals and interns within a fast-paced, accuracy-critical environment.  

Jefferson came to us as a recent graduate of Middlesex County College’s ABA-accredited paralegal program. He really hit the ground running, using his paralegal training to assume and manage a heavy caseload inherited from his predecessor. Within two weeks, he had brought a backlog of case files and chronologies up to date while at the same time ensuring that all court filing deadlines were met well ahead of schedule.  

Jefferson possesses a firm command of the processes required for the successful practice of personal injury law. A highly analytical thinker and excellent writer, he is adept in legal research and writing, all phases of trial preparation, and e-filing. He instills confidence in our clients and skillfully negotiates court and meeting dates with opposing counsel. 

I highly recommend Jefferson Adams to your firm. While we will sorely miss his organizational talents, leadership skills, abundant energy, and cheerful and witty demeanor, we know that he will prove himself to be a splendid and productive addition to your legal team.

Please feel free to contact me at the phone number or email listed here if you would like more information about Jefferson’s solid and admirable performance history with our firm.

Sarah Donatelli

Key Takeaways

• A letter of recommendation is a letter written by someone who can recommend an individual's work or academic performance.
• These letters typically come from a previous employer, professor, colleague, client, or teacher. 
• If you're requesting a letter of recommendation, ask for one from someone who is familiar with your work and feels positively about it. 
• If you're writing a letter of recommendation, ask the requestor what should be highlighted. 

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Writing a Letter of Recommendation: Full Guide

• Jan 30, 2024

Constructing a letter of recommendation is a big responsibility. You are given the power to endorse your recommendee's skills and qualifications to help them land an opportunity.

Therefore, you need to do your best to craft a thoughtful and meaningful letter that accurately reflects the qualities and accomplishments of the person you are recommending.

"Your network is your net worth." Porter Gale

This article will provide tips for both parties: the recommendie and the recommender. In the end, you will find recommendation letter templates and examples for creating a complete picture of how to write this professional document.

What is a letter of recommendation?

A recommendation letter is a document that supports an individual's candidacy for a job, admission to educational institutions, or other opportunities. This correspondence is typically penned by a person knowledgeable of the individual and can assure of their character and credentials.

The letter's composer should be able to give valuable insight into the candidate's capabilities and talents that would not be simply procured through a resume or other documents.

A reference letter can provide a more exact depiction of the person's qualifications and experiences, allowing them to be distinguished from others.

It is also important to remember that the letter of recommendation should be honest and genuine . Regardless of the relationship between the recommender and the recommendee, the letter must authentically attest to the job seeker's expertise.

Recommendation letter samples

To better prepare you for writing a recommendation letter, below are a few letters of recommendation examples composed for different occasions. Use them as a reference when constructing yours.

Sample letter of recommendation for job application

Recommendation letter sample for internship.

Dear Ms. Jefferson, I am writing to express my enthusiastic support for John Wilson's application for the Assistant Manager's position. Over the past three years, I have had the privilege of working closely with John and can confidently attest to his outstanding qualities. John is not only a dedicated professional but also an exceptional team player. His quick grasp of new concepts and impressive problem-solving skills make him stand out. His passion for work is evident in his strong commitment to completing projects promptly with precision and organizational prowess. John excels in handling multiple projects simultaneously, showcasing his ability to thrive under pressure without compromising quality. His interpersonal skills are exceptional, fostering effective collaboration within the team. Reliable, punctual, and selfless in prioritizing the team's needs, John is a valuable asset. I wholeheartedly recommend John for any position requiring strong organizational skills, precision, and the ability to thrive in a team-oriented environment. In conclusion, John Wilson has been an indispensable contributor to our team. I endorse his application for the Assistant Manager's position and encourage you to consider him for this role. I wish John the very best in his job search. Best regards, Alisa Stones

Sample letter of recommendation for graduate school application

Dear Admission Committee, I am writing to wholeheartedly recommend Henry Brown for admission to the MBA program at the University of Texas at Austin. My name is Peter Wescott, and I am honored to serve as an Assistant Professor of Business at Arizona State University. Over the course of four years, I have had the privilege of teaching and advising Henry, and it is with great confidence that I express my endorsement of his application. Henry is an exceptional student, exemplifying high motivation and unwavering dedication to his academic pursuits. His enthusiasm and diligence have not only propelled him to graduate with top honors in his undergraduate degree but also contributed to his impressive research experience. Throughout his college tenure, Henry showcased robust analytical skills, acquiring a profound understanding of the subjects we explored. Beyond his academic prowess, Henry distinguishes himself as an outstanding communicator. His ability to articulate complex ideas with clarity during our meetings at the Entrepreneurship Center was consistently impressive. Moreover, he proved to be a collaborative force within the team, fostering creativity and effective teamwork among peers. In addition to his scholastic achievements, Henry has garnered practical experience through internships with Lone Star Bank & Trust. This hands-on knowledge equips him with a real-world perspective that seamlessly aligns with his intended studies at the graduate level. In summation, I am unequivocal in my belief that Henry is an exemplary candidate for your MBA program. His combination of passion, intelligence, and unwavering dedication positions him as a perfect fit for the academic environment at your institution. It is with utmost confidence that I strongly recommend Henry Brown for admission to your esteemed program. Sincerely, Peter Wescott

Recommendation letter template

Formulating a letter of reference can be challenging. However, it is an integral part of the job search process . Here is a letter of recommendation template to help you get started.

Dear [Hiring Manager],

I am pleased to write this letter in support of [Name]'s application for [Position]. My name is [Your Name]. I am [Your Title]. I have known [Name] for [length of time], as we worked together at [Company].

In my role as [position], I had the opportunity to observe [Name] closely. I was consistently impressed by her hard work and dedication to the job. She always approached tasks with enthusiasm and was eager to learn new skills.

[Name]'s commitment to excellence was evident in all aspects of her work. She was highly organized, with great attention to detail. She also had excellent problem-solving skills and was quick to develop creative solutions.

[Name] is a true team player, and I found her easy to work with. She was always willing to lend a helping hand and share her knowledge with others. On top of that, she has an engaging personality and can build relationships easily.

Overall, I believe [Name] would add value to your organization. I can confidently recommend her for the position and wish her all the best in her future endeavors.

Sincerely, [Your Name]

Who to ask for a recommendation letter?

A good letter of recommendation may make all the difference when getting the job you want. But how do you know who makes a good reference?

Letter of recommendation - examples of references:

• Employer or colleague. Your manager from the previous job is usually the best reference. They have worked with you directly and can offer detailed insight into your abilities. They can also speak to your reliability and professionalism.
• Professor or mentor. If you don't have any work experience or are applying for a position in academia, a reference from your educational journey is an excellent choice. They can talk about your academic performance, noteworthy accomplishments, engagement in extracurricular activities , and ability to take initiative and collaborate with peers.
• Supervisor from a volunteer organization. Volunteering can provide valuable experience and demonstrate your commitment to the greater community . Having a coordinator who worked in such an organization serves as a reference and allows potential employers to see these qualities in action.

Ultimately, having reliable references is key to ensuring that a potential employer learns about you as much as possible. While many people may be willing to serve as references, not everyone will have the capacity to provide a detailed assessment of your skills or character.

Some hiring managers may consider recommendations from mutual connections or colleagues to be influential in their hiring decisions. This is why networking is important.

Choosing the right references helps ensure that your recommendation letter will make a great impression on hiring managers.

Tips on how to ask for a letter

Acquiring a letter of recommendation could be daunting as you may feel nervous or afraid of rejection. Use these hints to help you ask confidently and politely.

1. Reach out in person or by phone

Contacting your recommender via phone or a personal meeting is better than email. It also gives a space for a conversation to talk about the details to be included in the letter.

2. Provide information

Give the chosen recommender your resume , list of accomplishments, job description, and other details to help them boost their letter with facts . Ensure they receive all the necessary materials to write the letter, such as a link to a submission form.

3. Set expectations

Let the chosen person know when the recommendation letter is due, who should receive it, and any other relevant details .

4. Follow up

Contact your recommender when you hear back from the company or school regarding their decision. Share the updates or any new details as they become available.

5. Show your appreciation

Send a thank-you note after they write the letter to show your gratitude for their effort. Regardless of the outcome, be grateful for their willingness to help you achieve what you desire.

As you reach out to your potential recommender, be polite and professional . Make sure you request a recommendation letter well in advance to allow enough time to write it.

Be prepared that someone may not be able to commit to composing a supporting letter for you at the time. Hence, have a backup of who else you may ask for a letter of recommendation.

Types of recommendation letters

Letters of recommendation hold significant weight in the hiring process. Most employers value them as an essential factor in their decision-making process.

With such weight that is put on your shoulders, you may see the task of writing a recommendation letter as a challenge. Especially if this is your first time being a recommender. However, it does not have to be.

Letters of recommendation provide employers with information about a candidate's character and qualifications. There are several types of letters of recommendation, each with its purpose.

A letter of recommendation is a valuable part of the job application process. Different types of letters offer unique insights about the candidate. Understanding each type can help you choose the best letter for your needs.

Recommendation letter format

The letter of recommendation format is similar to other professional letters, such as a cover letter or letter of interest.

Below are some suggestions to help choose the proper recommendation letter format for easy and effective delivery. Use a professional font . A standard font like Times New Roman of a font size 12 is the most common choice. Align your text to the left margin , and leave adequate space between the lines and paragraphs. Include the date at the top of the letter. This will facilitate the organization. If possible, use the organization/company's letter blank to add credibility. Keep your letter to one page of 4-5 paragraphs long.

By taking note of these guidelines, you will indeed compose a recommendation letter that is pleasant to read.

Tips on writing a recommendation letter

A recommendation letter is an important document that can help someone get their dream job or university acceptance.

"Networking is not about just connecting people. It's about connecting people with people, people with ideas, and people with opportunities." Michele Jennae

Writing a great letter of recommendation is not always easy. Use the following advice to craft an excellent letter of recommendation.

• Use an appropriate salutation. Start with "Dear Mr/Ms/Dr [Last name]" if you know the person, or "To Whom It May Concern" if you don't know whom you are addressing.
• Introduce yourself. Tell who you are and detail your relationship with the individual. State how long you have been acquainted, how you met them, and why you are capable of outlining your reasons for providing a letter of endorsement.
• Highlight Qualifications and Credentials. Indicate the unique attributes of the individual whom you are recommending. Describe any accomplishments they have achieved and special skills they possess. Illustrate other successes that make them great candidates for the job or university program.
• Be Specific. Give concrete illustrations of the person who has excelled in their previous roles or studies. This will give your letter more credibility and provide substantial evidence to support your recommendation. Discuss any challenges they might have faced and how they overcame them.
• Keep it Positive. While being honest about the person's abilities is important, keep your letter focused on their positive qualities and using active language . Talk about the applicant's character traits, such as reliability, commitment, hard work, and dedication.
• Remain professional. Do not incorporate overly emotional language or funny stories that do not relate to the person's job performance or qualifications. These can hurt their chances of being taken seriously.
• Restate your recommendation in the end. Close by summarizing your recommendation and expressing confidence in their success. You can also offer to provide additional information if needed.
• Sign the letter. Finish with a closing like "Sincerely" followed by your full name, contact information, and signature.
• Proofread. Read your letter multiple times to ensure it reads clearly and accurately reflects your opinion of the person. Double-check for typos and other mistakes.

By adhering to these guidelines and utilizing a concise layout, you can construct a highly persuasive letter of recommendation. You will be sure that it will provide the person you are advocating for an advantage over others.

Writing a quality letter of recommendation isn't easy, but it is critical to helping a person in their professional pursuits. A glowing letter of recommendation can mean the distinction between being successful and forgotten.

In this article, you learned how to write a recommendation letter. With the right effort, you can help them make a great impression and secure the ideal job opportunity.

"You can have everything in life you want if you will just help enough other people get what they want" Zig Ziglar

It is vital to remember that the letter's content needs to be tailored to the particular applicant and reflect their unique strengths and skills. By following the outlined above steps, you can guarantee your letter of recommendation will be remarkable in every way.

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Other relevant articles

As you help your recommendee by providing a reference letter for them, direct them to these useful articles:

• How to write a cover letter to leave a lasting impression.
• How to organize resume sections in the most effective way.
• How to prepare for a STAR job interview to present yourself in the best light.

With the help of these resources and our online resume builder and cover letter creator, they will surely succeed in their job search.

Amanda Baker

Certified Professional Resume Writer

Amanda Baker is a Certified Professional Resume Writer (CPRW) and career coach with over a decade of experience crafting compelling resumes and career marketing tools. As a black resume writer, Amanda brings a distinctive perspective to her work, guided by her commitment to nurturing the next generation of job seekers. Her ultimate goal is to equip young professionals with the skills and knowledge to confidently navigate the competitive job market.

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The Difference Between a Cover Letter and a Letter of Interest

According to Zety , a service that creates professional communication templates, you use a cover letter to accompany your resume when you’re applying to a specific job, and use a letter of interest to put yourself forward for a job that isn’t advertised. Essentially, you’re pitching yourself to a company of interest, telling them your qualifications, and hoping they’ll identify a spot for you instead of waiting around for them to post an opening that aligns with your skills and experience.

Letters of interest are also helpful when someone has tipped you off to an opening that hasn’t yet been made public, according to Indeed . The goal is to introduce yourself to hiring managers and get your talents on their radar, even if it means they only keep you in mind for future opportunities.

A cover letter is reserved for when a specific job is available, so it might get you more immediate results. A letter of interest, on the other hand, could take months for results—but will help those in charge of hiring find a job that’s just right for you, should one become available.

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April 9, 2024

U.S. Postal Service Recommends New Prices for July 2024

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WASHINGTON, DC — Today, the U. S. Postal Service filed notice with the Postal Regulatory Commission of mailing services price changes to take effect July 14, 2024. The new rates include a 5-cent increase in the price of a First-Class Mail Forever stamp from 68 cents to 73 cents.

The proposed adjustments, approved by the governors of the Postal Service, would raise mailing services product prices approximately 7.8 percent. If favorably reviewed by the commission, the price changes would include:

The additional-ounce price for single-piece letters increases from 24 cents to 28 cents. The Postal Service is also seeking price adjustments for Special Services products, including Certified Mail and money order fees. Notably, there will be no price increase for Post Office Box rental fees, and the Postal Service will apply a price reduction of 10 percent for postal insurance when mailing an item.

As changes in the mailing and shipping marketplace continue, these price adjustments are needed to achieve the financial stability sought by the organization’s Delivering for America 10-year plan. USPS prices remain among the most affordable in the world.

The commission will review the changes before they are scheduled to take effect. The complete Postal Service price filing, with prices for all products, can be found on the commission’s website under the Daily Listings section . The Mailing Services filing is Docket No. R2024-2. The price tables are also available on the Postal Service’s Postal Explorer website at  pe.usps.com/PriceChange/Index .

Postal Products

Customers may purchase stamps and other philatelic products through the Postal Store at usps.com/shopstamps , by calling 844-737-7826, by mail through USA Philatelic or at Post Office locations nationwide. For officially licensed stamp products, shop the USPS Officially Licensed Collection on Amazon .

The United States Postal Service is an independent federal establishment, mandated to be self-financing and to serve every American community through the affordable, reliable and secure delivery of mail and packages to 167 million addresses six and often seven days a week. Overseen by a bipartisan Board of Governors, the Postal Service is implementing a 10-year transformation plan, Delivering for America , to modernize the postal network, restore long-term financial sustainability, dramatically improve service across all mail and shipping categories, and maintain the organization as one of America’s most valued and trusted brands.

The Postal Service generally receives no tax dollars for operating expenses and relies on the sale of postage, products and services to fund its operations.

For USPS media resources, including broadcast-quality video and audio and photo stills, visit the USPS Newsroom . Follow us on X , formerly known as Twitter; Instagram ; Pinterest ; Threads and LinkedIn . Subscribe to the USPS YouTube Channel and like us on Facebook . For more information about the Postal Service, visit usps.com and facts.usps.com .

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