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

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

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

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

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

What is a Recommendation Letter?

What should a letter of recommendation include.

• How to Write a Letter of Recommendation

3 Types of Recommendation Letters

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

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

Typically, a recommendation letter is required for: 

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

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

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

The types of recommendation letters are:

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

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

#1. Academic Recommendation Letters

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

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

Academic reference letters include:

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

#2. Employment recommendation letters 

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

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

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

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

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

Employment recommendations include: 

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

#3. Character recommendation letters

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

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

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

Personal references include: 

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

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

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

Letter of Recommendation Format

A letter of recommendation includes the following sections: 

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

Letter of Recommendation Layout 

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

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

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

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

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

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

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

Recommendation Letter Template 

Struggling to write a recommendation letter? 

Just follow our tried-and-tested template! 

To whom it may concern: 

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

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

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

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

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

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

Best Regards

[Your full signature and contact information]

How to Ask for a Recommendation Letter 

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

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

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

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

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

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

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

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

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

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

5 Tips on How to Write a Letter of Recommendation

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

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

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

Tip #1. Write an Attention-Grabbing Introduction  

First things first - the introduction.

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

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

Let’s explain this more practically: 

Dear Mr. Smith, 

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

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

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

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

Dear Mr. Smith,

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

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

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

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

Tip #2. Establish a Meaningful Relationship With the Candidate 

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

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

I have taught Jake Political Science for four years. 

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

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

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

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

Tip #3. Tailor Your Recommendation to the Application 

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

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

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

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

Some of the job requirements are: 

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

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

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

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

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

Tip #4. List the Candidate’s Achievements 

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

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

What do we mean by this?

Let us explain:

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

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

Sure, this is a perfectly acceptable personal story. 

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

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

Now, let’s compare it to the following:

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

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

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

Tip #5. Polish Up Your Recommendation Letter

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

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

Recommendation Letter FAQ

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

Find your answers below!

1. What is a professional letter of recommendation?

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

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

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

Letters of recommendation generally follow the following format: 

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

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

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

• Current or former professors
• Academic mentors
• Thesis advisors

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

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

4. How do you start a recommendation paragraph?

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

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

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

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

5. How do you end a letter of recommendation?

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

Key Takeaways 

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

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

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

Related Articles

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

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• How to Write a Letter of...

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)

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How to Write a Letter of Recommendation (Examples & Templates)

3 key takeaways

• A letter of recommendation is a formal part of many job applications.
• Effective letters of recommendation follow a structured format (steps below).
• Teal's AI Resume Builder helps you write a keyword-rich resume and cover letter to complement your recommendation letter.

Whether you’re applying to a job, graduate school, or a degree program, there will come a time when you need a letter of recommendation. At such a time, the recommender may ask for your help drafting the letter. 

Or you may be on the other side of the equation. You may need to write a letter of recommendation on someone’s behalf, such as a former employee, a coworker, or a friend.

No matter your situation, this guide helps you understand how to write a letter of recommendation for many different scenarios, plus detailed examples to use as references .

The purpose of a letter of recommendation

A letter of recommendation is a formal written document that discusses a candidate's professional performance, specifically their abilities, character, work ethic, or achievements. It is written by someone who can vouch for you, such as a professional contact. 

It's commonly requested when applying for jobs, educational programs, scholarships, or similar opportunities. It’s intended to help the recipient of the letter evaluate your qualifications.

They are more common in some situations than in others. College applications, on the other hand, typically require one to three letters of recommendation. Job applications typically require a list of references that the hiring manager may call or email, rather than request letters of recommendations.

They are particularly valuable for those who do not have robust resumes or credentials. That said, if you’re just entering the job market—why not consider compiling a recommendation letter straight away? Even if the job application doesn’t specifically ask for one, requesting recommendations can help strengthen your application. 

But here’s the thing: because they’re not as common as other job application documents, not everyone knows how to write an impressive letter of recommendation. In this article you’ll learn how to write an effective letter of recommendation, tailored to your target job. 

Who can write a letter of recommendation

A recommendation letter should be written by someone who can verify your qualifications. Ideally, it comes from a superior rather than a coworker or friend. While you may be tempted to ask a buddy, be aware that the hiring manager may ask you to specify your relationship with the recommender. 

In the workforce, you may want to ask a former manager or supervisor. In an academic setting, you may want to ask a former instructor, teacher, or mentor. In either case, the recommendation should come from someone who knows you in a professional setting and can attest to your work ethic.

For applicants

If you are deciding who to ask for a recommendation letter, consider these factors:

• Is the person relevant to the opportunity you're applying for? For example, if you’re applying to a software engineering internship, can you ask a previous employer who can speak to your performance or a mentor who has guided you through coding challenges?
• How well does the person know you? Someone who can mention real-world examples is better than someone who would provide vague or general feedback. 
• Do you have a positive relationship with this person? Sometimes a letter of recommendation is given in private to the person reviewing the application and you may not get a chance to review it before it's sent. That’s why it’s vital to only ask someone you are confident will provide a positive reference .

Letter of recommendation etiquette

No matter who you choose, always make it as easy as possible for your recommender to write the letter. Be sure to give them ample time to write the letter, such as two week’s notice. 

In addition, you can provide the materials they may need to write a tailored letter for you. For example, you could send them the job post or the organization’s website. Don’t be surprised if the person asks you to create a draft or provide bullet points for the letter. This will help save the recommender the time of researching what to say—then they can simply make edits and give the final send-off.

Want help matching your letter of recommendation to the job post? Teal’s AI-powered Resume Builder Matching Mode pulls key skills from job descriptions to help you easily tailor your letter to the job you’re applying for and an AI achievement generator to summarize your results. 

For the letter writer

If you have been asked to write a letter of recommendation, consider these factors: 

• Has the applicant directly worked with you or for you?
• Is your experience with the application relevant to the opportunity they are applying for? 
• Can you provide an honest and ethical assessment of the individual?
• Can you provide a letter within the stated deadline?

If you can’t provide a positive reference based on experience with the applicant, quickly let them know you can’t fulfill their request so they have time to find someone else. If you can, here's how to do it right:

How to write a letter of recommendation (with specific examples)

While they may vary in type, such as academic, professional, and personal, the structure is standard and straightforward—very similar to a business letter format.

Greeting: A formal salutation. Example: To Whom It May Concern

Introduction: Your name, expertise, and your relationship to the applicant.

Overview: A general summary of the applicant's strengths as you've experienced them.

Example: A story or example that elaborates on one to two traits the applicant possesses.

Close: A summary of why you recommend the applicant.

Signature: Your name, title, signature or e-signature, and contact details 

1. A greeting

Begin the letter with a formal salutation, addressing the recipient if possible. 

Example: Intro

• Dear [Recipient's Name]
• To Whom It May Concern
• Dear Hiring Committee

2. A brief introduction 

Introduce yourself and your relationship to the individual. The first paragraph states why you’re qualified to speak about the person.

Example: Job applicant applying to an associate attorney position

I am writing to offer my enthusiastic endorsement for Breanna Johnson for the position of Associate Attorney at Thompson & Sons Associates Law Firm. During her time as an associate attorney at our firm, I had the privilege of mentoring Breanna and witnessing her growth and dedication firsthand.

3. An overview

The next paragraph provides an overview of the applicant's strengths as you've experienced them. The context will differ depending on whether the letter of recommendation is written for a job, academic, or other opportunity. Take a look at the specific examples below. 

Based on the candidate's skills

If the applicant is applying to a job, you’ll most likely want to discuss their skills and achievements. 

Example: Job applicant applying to a marketing position

During his time at Bright Ideas Inc., Mark consistently demonstrated a rare blend of creativity, strategic thinking, and problem-solving skills that set him apart. His one-of-a-kind marketing campaigns drove considerable results for our clients and garnered praise from our team and stakeholders. 

Want help creating a list of achievements to highlight on your letter of recommendation? Teal’s AI-powered Resume Builder Matching Mode pulls key skills from job descriptions to quickly create metric-rich achievements tailored to the job application, so you stand out from the crowd.

Based on the applicant’s character

Wondering how to write a letter of recommendation for a friend or coworker? In the case that you can’t speak on their skills, you can tailor this section toward the applicant’s personality. This may be considered a character reference letter.

Example: College applicant, written by a friend from school

Throughout our academic journey, Rachel consistently prioritized her studies, earning valedictorian and a spot as the school treasurer. Beyond her academic pursuits, Rachel has always been deeply involved in community service. Whether it was volunteering at the local soup kitchen, participating in school plays, or leading student organizations, Rachel's commitment to making a positive difference in the world has been inspiring.

4. A personal story

This section is intended for the recommender to elaborate on one to two traits of the applicant. This can help hiring managers have a more colorful understanding of your expertise.

It’s important to tailor those traits to the skills needed to land the opportunity. The context will differ depending on whether a recommendation letter is written for a job, academic, or other opportunity. Take a look at the examples below. 

Based on the applicant’s skills

As the writer, you can share an example about a time when the applicant's skills helped the company achieve something or solve a problem.

Example: Job applicant, applying to a recruitment role

Last year, we faced a demanding task: filling a critical position for one of our top clients under tight deadlines. Emily approached this challenge with precision. She conducted extensive research using LinkedIn Recruiter and her networking resources to identify potential candidates. Despite initial hesitations from the hiring manager, Emily confidently advocated for a standout candidate, who was later hired.

Based on the applicant’s academic abilities

Wondering how to write a letter of recommendation for grad school or for college? Use this section to talk about their academic performance.

5. A closing statement 

Conclude with a one- to two-sentence summary on why the person you're recommending would be a good fit for the opportunity.

Example: closing statement

"I am certain she would be a valuable asset for your project."

6. A signature 

As with any letter, you must sign off. Optionally, include contact information for the hiring manager to follow up with you.

Example: Signature

Sincerely, [Your Name, Company, and Title]

Recommendation letter dos and don'ts

Letter of recommendation templates

Below, you’ll find some letter of recommendation examples. Use these letters of recommendation templates as samples to expand upon. Add specific examples, make it your own, and voila!

How to write a letter of recommendation for a student

You may want to write a letter of recommendation for college, grad school, or a student entering an organization. Here’s a letter of recommendation template for that.

Dear Admissions Committee, I am pleased to write this letter of recommendation for [Student's Name], who has applied for admission to your esteemed university. As a [Job Title] at [University Name], I have had the privilege of working closely with [Student's Name] and have been consistently impressed by [his/her/their] dedication, leadership skills, and academic achievements. During [his/her/their] time at [University Name], [Student's Name] pursued a degree in business while actively contributing to campus life through [his/her/their] involvement in [list of extracurricular activities]. Like many students, [Student's Name] faced the daunting task of navigating [his/her/their] academic and career paths. Yet, instead of focusing solely on [his/her/their] own journey, [he/she/they] selflessly volunteered [his/her/their] time to support [his/her/their] peers in doing the same as my career adviser assistant. With [his/her/their] empathetic nature and natural leadership abilities, [he/she/they] became a trusted mentor, helping students discover their strengths, set goals, and develop strategies to achieve them. Whether it was reviewing resumes, conducting mock interviews, or offering advice on internship opportunities, [Student's Name] approached every interaction with enthusiasm and genuine care. I have no doubt that [Student's Name] will continue to excel academically, athletically, and personally at [University Name], and I enthusiastically recommend [him/her/them] for admission to your institution. Please feel free to contact me at [Your Contact Information] if you require any further information or would like to discuss [Student's Name]'s qualifications in more detail. Thank you for considering [Student's Name]'s application. Sincerely, [Your Name] [Your Position] [University Name]

How to write a letter of recommendation for an employee

Dear [Recipient's Name], I am writing to wholeheartedly recommend [Employee's Name] for any future opportunities [he/she/they] may pursue. As [his/her/their] supervisor in the Marketing Department at [Company Name], I have had the privilege of witnessing [his/her/their] exceptional contributions and dedication to our team's success. During [his/her/their] tenure with us, [Employee's Name] played a pivotal role in driving significant improvements in our marketing initiatives. One notable achievement was [specific project or task], which led to an increase in [specific metric, e.g., website traffic, conversion rates, sales revenue] by [percentage or numerical value]. In addition to [his/her/their] remarkable performance in driving results, [Employee's Name] has also been a valued team player, always willing to collaborate and share insights with colleagues. [His/Her/Their] positive attitude, creativity, and willingness to go the extra mile have made [him/her/them] an integral part of our marketing team. I have every confidence that [Employee's Name] will continue to excel in [his/her/their] future endeavors and bring the same level of dedication and expertise to any organization [he/she/they] joins. [He/She/They] has my highest recommendation without reservation. Sincerely, [Your Name] [Your Position] [Company Name]

How to write a letter of recommendation for a teacher

Writing for someone you know a bit more personally? Perhaps it’s a teacher, a coworker, a mentor, or someone you volunteered with? Here’s a letter of recommendation template.

Dear [Recipient's Name], I am writing to wholeheartedly endorse [Teacher's Name] for the prestigious volunteer opportunity to teach abroad with [Organization Name]. As a former student of [his/her/theirs] at [School Name], I owe much of my success to [his/her/their] exceptional teaching and mentorship, which played a pivotal role in shaping my career path and ultimately led me to my current role at the United Nations. Throughout my time in [his/her/their] class, [Teacher's Name] demonstrated an unwavering commitment to excellence in teaching and a genuine passion for empowering [his/her/their] students. [He/She/They] not only imparted knowledge but also instilled in us a sense of curiosity, critical thinking, and a desire to make a positive impact on the world. [Teacher's Name] went above and beyond to nurture my potential and encouraged me to pursue my ambitions, including my desire to work at the United Nations. [His/Her/Their] guidance, support, and encouragement were instrumental in helping me navigate the challenges of pursuing a career in international affairs. I firmly believe that [Teacher's Name] possesses the qualities and expertise necessary to excel as a volunteer teacher abroad with [Organization Name]. [His/Her/Their] passion for education, coupled with [his/her/their] dedication to empowering students and creating positive change, make [him/her/them] an exceptional candidate for this opportunity. Sincerely, [Your Name] [Your Position or Relationship to Teacher]

Dear candidate, you got this 

A good letter of recommendation can make or break a person’s success during their search for the next golden opportunity. Whether you’re drafting one for yourself or writing one on someone’s behalf, following the six steps above will ensure you’ve got a well-structured letter for the application. More importantly, tailor this professional letter to the opportunity at hand, so the receiver of the letter can envision the applicant in the new role. 

To get support writing a tailored recommendation letter that helps you stand out from the crowd, try Teal's AI-powered Resume Builder. Using its AI achievement generator, you can write metric-rich achievements and its Matching Mode helps you target keywords from the job description. It’s exactly what you need to supercharge your resume and letter of recommendation.  Sign up for Teal for free.

Frequently Asked Questions

What makes a strong letter of recommendation.

A strong letter of recommendation is characterized by specific and detailed examples that illustrate the candidate's strengths and abilities. It should be written by someone who knows the applicant well and can provide genuine and enthusiastic praise. A compelling letter also highlights the context of the relationship between the recommender and the candidate, adding credibility to the endorsement. A strong letter of recommendation is well-organized and effectively communicates why the candidate is exceptional and deserving of the opportunity they are seeking.

What should you not include in a letter of recommendation?

When writing a letter of recommendation, it's important to avoid vague or generic statements that do not directly support the candidate's qualifications. Additionally, refrain from making comparisons to other applicants or individuals, as this can detract from the focus on the candidate's unique qualities. Avoid exaggerations that could undermine the credibility of the letter. Lastly, do not include any negative remarks or criticisms that could harm the candidate's prospects.

How do you make a letter of recommendation stand out?

To make a letter of recommendation stand out, focus on highlighting specific achievements and qualities that demonstrate the candidate's  abilities. Use concrete and detailed examples to illustrate the impact of their work or character. Personalize the letter by showcasing your unique perspective and deep understanding of the candidate's strengths. Incorporate specific details about the candidate's skills, accomplishments, and contributions that set them apart from others.

Kaleena Stroud

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How to Write a Letter of Recommendation (20 Examples)

When it comes to job applications and academic pursuits, a letter of recommendation can be a game changer. A letter of recommendation is a written statement that provides insights into an individual’s work ethic, academic prowess, personal characteristics, and overall suitability for a particular role or program. In short, it serves as a personal endorsement from a credible source.

Letters of recommendation have become an essential component of the modern job market and higher education application processes. Typically, they are required for graduate and postgraduate degree programs, fellowships, scholarships, internships, and job applications.

The importance of a letter of recommendation cannot be overstated. A well-written letter of recommendation can significantly increase the chances of a person’s acceptance into a program, employment, and other opportunities. On the other hand, a poorly written letter of recommendation can hinder the process, and even worse, it can negatively impact the candidate’s chances.

Another essential factor to consider is who might need a letter of recommendation. Generally, anyone who is applying for a job or a program requiring an endorsement from a professional or academic authority will need a letter of recommendation. That includes students, job seekers, graduates, career changers, and even colleagues.

Writing an effective letter of recommendation is an art that requires a combination of skills, knowledge, and expertise. A well-crafted letter of recommendation can be a powerful tool in catapulting an individual to success in their desired career path.

Understand the Purpose

Before writing a letter of recommendation, it’s important to understand the purpose of the letter. Is it for a job application, graduate school admission, scholarship, or something else? Once you know the purpose, you can tailor your letter accordingly.

In addition, it’s essential to identify the recipient of the letter. Are you writing to a specific person, school, or company? Know who will be receiving the letter, and address it to them directly.

If you’re writing a letter of recommendation for a job, you’ll want to address it to the hiring manager or human resources department at the company. For graduate school admissions, you’ll want to address it to the admissions committee at the specific school.

It’s also important to research the organization or school the letter is for. Learn more about their values, culture, and mission statement. By understanding the recipient and their values, you can better highlight the skills and qualities that align with their needs.

Taking the time to understand the purpose and recipient of your letter of recommendation can ensure that your letter is tailored and impactful.

Gather Information

As an experienced copywriter and subject matter expert, the success of your letter of recommendation partly depends on how much data you’ve gathered about the program or company being applied to, the person requesting the recommendation, and the candidate’s qualifications.

Conduct research on the program or company

Before crafting an effective letter of recommendation, it’s vital to have a deep understanding of the program or company that the candidate is applying to. By investigating the program or company, you can characterize their strengths, values, history of achievements, and the requirements or preferences they have for candidates. Google Search, LinkedIn, or querying past acquaintances can help provide useful insights.

Communicate with the person requesting the letter

Your work relationship with the person requesting the letter of recommendation is crucial to understanding their expectations, deadlines, and critical areas of focus. Consequently, identify and clarify with them the nature of the recommendation required. Some employers may require a recommendation to evaluate a candidate’s suitability for a particular role, expertise, academic prowess, teamwork, or other skills.

Collect information on the candidate’s qualifications

In writing a letter of recommendation, you need to have a comprehensive view of the candidate. Below are areas you ought to focus on to help collect pertinent information regarding the candidate’s qualifications:

Technical skills – collect examples of the candidate’s technical skills that enable them to perform the work to top standards.

Interpersonal skills – gather verifiable evidence that showcases how the candidate behaves around people and how well they handle and deal with conflict.

Achievements and accomplishments – ascertain records of the candidate’s recognition for significant contributions made to the company, project, or program.

Education and professional certifications – gather information about the candidate’s highest level of education attained and the relevant licensing, certifications or training.

Problem-solving abilities – gather evidence on how the candidate has solved complex problems or challenges independently, and how they have taken risks and tried new approaches to improve results.

To effectively capture the candidate’s qualities, be sure to look out for specific achievements and qualities that are aligned with the requirements or preferences for the program or company.

Combined, the insights obtained from researching the program or company, communicating with the person requesting the letter, and collecting valid data on the candidate’s qualifications will ensure that you craft a winning letter of recommendation that showcases the candidate’s abilities in the best possible light.

Planning and Structure

Writing a letter of recommendation can be a daunting task. One of the most critical aspects of producing a strong letter is to plan and structure your writing carefully. Here’s what you need to consider:

Choose the format

Before you start writing, you need to decide on the format of your letter. Is it going to be a traditional letter, an email, or something more creative? The format you choose will determine how you write the letter and the tone you use.

Determine the length

Once you’ve decided on the format, it’s time to determine the length of your letter. Your letter should be long enough to cover all relevant information, but not so long that it becomes tedious to read. Generally, a one-page letter is sufficient. However, if you need to provide more details, you can go for two pages.

Decide on a tone

The tone of your letter is crucial since you want to convey the right message. Depending on the purpose of the letter, the tone can be formal or informal, serious, or light-hearted. Remember, the tone you choose sets the mood of your letter.

Planning and structuring your letter of recommendation are essential for producing an effective piece of writing. Consider the format, length, and tone carefully before putting pen to paper, and you’ll be well on your way to crafting an impactful letter.

Effective Language and Tone

When writing a letter of recommendation, the language and tone used must be carefully crafted to ensure that it effectively communicates the strengths and abilities of the person being recommended. Here are some tips on how to achieve an effective language and tone:

Avoid Stereotypes and Generalizations

It is important to avoid stereotypes and generalizations when writing a letter of recommendation. These can come across as unprofessional, and may even be harmful to the person being recommended. Instead, focus on specific examples and unique characteristics that make the individual stand out.

For example, instead of using a broad phrase like “great team player,” provide concrete examples of how the person has demonstrated this attribute, such as “she regularly volunteers to take on additional tasks and collaborates well with colleagues.”

Use Specific Examples

Providing specific examples is crucial to writing an effective letter of recommendation. This not only demonstrates your familiarity with the individual’s work, but it also gives the reader a better understanding of the person’s abilities and accomplishments.

For instance, rather than simply mentioning that the individual is “hardworking and dedicated,” provide specific examples of how they have gone above and beyond their duties, such as “she regularly stayed late to ensure that projects were completed ahead of schedule and consistently received positive feedback from clients.”

Use Strong Action Words

Using strong action words helps to convey a sense of confidence and enthusiasm about the individual being recommended. This can create a positive impression and further reinforce the individual’s capabilities and accomplishments.

For example, instead of using passive language like “has experience in,” opt for more dynamic language such as “has successfully managed,” “has effectively led,” or “has expertly executed.”

Highlight Soft Skills

While technical skills are important, it is equally vital to highlight soft skills in a letter of recommendation. These skills include qualities such as communication, problem-solving, adaptability, and teamwork – attributes that are often difficult to measure but are highly valued by employers.

For instance, instead of merely mentioning that the individual is a “good communicator,” provide examples of how they have demonstrated this trait, such as “he is adept at explaining complex concepts to both technical and non-technical audiences and consistently receives positive feedback from clients and colleagues.”

Effective language and tone are key components of a successful letter of recommendation. By avoiding stereotypes and generalizations, using specific examples, using strong action words, and highlighting soft skills, you can craft a compelling letter that showcases the individual’s strengths and abilities in the best possible light.

The Introduction

Hello and welcome, dear reader!

It is my pleasure to share my experience with [Candidate’s Name], who has requested a letter of recommendation from me. I have had the privilege of working with this bright and talented individual for [length of time].

During this time, I have had the opportunity to witness [Candidate’s Name] demonstrate exceptional skills and characteristics that make them an outstanding candidate for [purpose of the letter]. Their work ethic, attention to detail, and ability to work effectively in a team are just a few of the traits that stand out to me as I consider this recommendation.

As a seasoned professional in the field of [field], I have written numerous letters of recommendation throughout my career. With [Candidate’s Name], however, I am particularly excited to offer my support, as I believe they represent a truly exceptional candidate for this opportunity.

In the body of the letter of recommendation, you will provide specific details about the person you are recommending. This section is the most important part of the letter and should be approached with the utmost care.

Paragraph one: Background information

Begin the body of the letter by providing some background information about the person you are recommending. This should include their name, their title or position, and how you know them. You should also briefly describe the context in which you have worked with them or interacted with them, and any special circumstances that may have influenced your relationship.

Paragraph two: Highlight qualifications

The second paragraph should highlight the qualifications of the person you are recommending. This is your chance to showcase their strengths and achievements, and to explain why you believe that they are well-suited for the position or opportunity they are seeking. Be specific and provide concrete examples of their successes, responsibilities, and contributions.

Paragraph three: Explain personal qualities

In the third paragraph, you should explain the personal qualities of the person you are recommending. This is an opportunity to describe their character, work ethic, and interpersonal skills. Think about what sets them apart from others and what makes them a valuable member of a team or community.

Paragraph four: Provide examples

In the fourth paragraph, provide specific examples of the person’s skills and achievements. Be sure to include any relevant statistics or data that support your claims. Focus on accomplishments that are directly relevant to the position or opportunity they are seeking, and explain how these accomplishments demonstrate their expertise and potential.

Paragraph five: Provide additional information

In the final paragraph, provide any additional information that may be helpful in evaluating the person you are recommending. This may include their areas for development, their career goals, or other relevant information that is not covered elsewhere in the letter. Be sure to end on a positive note, reiterating your support for the person and your enthusiasm for their candidacy.

The body of the letter should be well-organized, clear, and persuasive. It is your chance to make a compelling case for the person you are recommending and to demonstrate why they are the best fit for the position or opportunity they are seeking. Consider seeking feedback from others before finalizing the letter, to ensure that you are presenting a strong and compelling case.

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How to Write a Letter of Recommendation

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• What is a letter of recommendation?
• How to write a letter of recommendation

Recommendation letter example

If you need to write a recommendation letter for someone you know relatively soon, or maybe you merely want to be prepared for future requests that require you to compose them. In cases like these, this how-to piece will help you write recommendation letters with confidence. This article will define what a recommendation letter is and show you how to write a letter of recommendation.

What is a recommendation letter?

A recommendation letter is a letter someone writes for a person applying for a role like a job, internship or volunteer position. Someone could ask you to write one if they are applying to a college or for a scholarship. 

Writing a recommendation letter starts with assessing how well you know the person and how to describe them using adequate, positive examples. The recommendation letter should contain your honest opinion, including character traits they display in a professional setting.

If someone asks you to write a recommendation letter, find out when you need to submit the letter to make sure you will be able to meet the deadline.

How to write a recommendation letter

Follow these steps to write a recommendation letter:

1. Firstly, format the page

Begin by typing your full name and address in the upper left corner of the page. Next, put the month, day and year in the upper right. Move the cursor down a couple of lines and type the recipient’s name and address on the left side of the page, if you know that information.

Using a consistent format for your recommendation letter conveys professionalism and attention to detail, which could show that you are credible to the reader.

2. Secondly, choose a formal greeting

Use a formal business greeting to address the recipient. Doing this shows them that you acknowledge the serious nature of the letter. If you know their full name, include it in the greeting. If you’re not sure of the person’s name, write: ‘Dear Sir or Madam’ or ‘To Whom It May Concern.’ 

3. Thirdly, describe the purpose of the letter and your relation to the person you are recommending 

After greeting the recipient, build the body of the letter by explaining the purpose of the letter. For example, you could say: ‘I am extremely happy to recommend Bailey for the Customer Service Manager role at Smith Robotics.’ Then, say something straightforward and positive about the person, like, ‘Bailey is a diligent worker, and any company would be lucky to have them.’

Finally, state how you know the person, and how long you have known them and how long you have worked with them. You can explain your role and relationship to the subject of the letter. For example, ‘I’ve been the Camp Director at Chesterfield Summer Camp for three decades, and I had the pleasure of supervising Jules for the last four summers.’

4. Next, add specific examples of the recommended person and their work 

You can use several relevant, real-life examples to help the reader better understand the subject’s traits and abilities. Think of situations where the person stayed calm under pressure, showed their ability to be a team player or otherwise went beyond expectations.

For example, ‘Alex’s willingness to show leadership is especially impressive, especially considering they’re relatively new to the workforce and recently graduated college.’ Using that technique highlights how you noticed outstanding qualities, enabling the reader to create a richer mental picture of them.

The best examples will relate to the role that this person is applying for. Also, discuss character traits that you believe makes this person a good choice for a position or a workplace in general. You might mention how punctual the person is, how they were never late for a shift and were reliable.

5. Moreover, keep a balanced perspective

Keep your perspective as balanced as possible. You’ll show you can view the person’s characteristics by appreciating their strengths and not overlooking areas for future growth. You might say, ‘Carter’s strong work ethic meant that he sometimes took on too many tasks. He worked hard to set boundaries, and I noticed progress in that regard, especially within the last six months that I worked with them.’

6. Finally, complete the letter with a positive affirmation and an invitation to contact you 

In the last section of the recommendation letter, repeat your confidence that the person is the right person for the opportunity. You can summarize why you feel that way. For example, you could say ‘Due to the reasons mentioned above and others not listed here, I have no hesitation about giving Riley my highest recommendation for this position.’

End your letter of recommendation by inviting the recipient to contact you using the details at the top of the letter. Use a formal closing phrase like ‘Sincerely’ or ‘Best Regards.’ If you’re sending a physical letter, don’t forget to sign your name by hand above the typed signature.

To Whom it May Concern:

I am pleased to strongly recommend Jordan Smith for the Head Copywriter position at Morrison Marketing.

I am Avery Jones, a Copy Manager at Words Unlimited, and I have more than four years of experience in the copywriting industry. Due to my leadership position, I have supervised many young professionals. Jordan stands out for numerous reasons, including her outstanding work ethic and determination.

During her time at our organization, Jordan displayed an excellent understanding of how to write in the client’s voice and meet the audience’s needs. I was also impressed with how her understanding of search engine optimization updates grew over time, and how skillfully she applied that new knowledge to their copywriting work. It was in these areas that Jordan especially surpassed her peers. Although Jordan lacks the industry experience of some other team members at my company, she made up for it with consistent dedication.

Besides her excellent copywriting prowess, Jordan demonstrated a positive attitude, willingness to take on new challenges and attentiveness. Those things made them an asset to the company and its team members, as well as to me. 

Due to these reasons and the many other positive traits she possesses, I have no hesitation in saying that Jordan would be a great addition to the Morrison Marketing team. She has the background and skills the position requires, plus the soft skills that make her able to excel and thrive in this role.

If you need more information or examples to assist with your decision making, please get in touch with me using the contact details provided in the header of this letter.

Sincerely,  Avery Jones

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How to Write a Reference Letter (Template & Examples)

By Ammar Ahmed

Published: January 29, 2024

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

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

Types of Reference Letters

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

Professional Reference Letters

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

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

Related Article: Who to Use for Professional References 

Academic Reference Letters

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

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

Character Reference Letters

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

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

Related Article : How Many References Should You Have? 

Letter of Recommendation Examples

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

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

Professional Employment Reference Letter

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

Dear Mr./Ms. Robinson,

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

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

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

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

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

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

Character Reference Letter for a Coworker

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

Dear Ms. Doe,

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

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

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

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

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

Warm regards,

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

Remote Work Employment Reference Letter

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

Dear Attorney Martinez,

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

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

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

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

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

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

What to Include in a Reference Letter

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

These elements include:

1. Sender’s Information

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

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

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

2. Recipient’s Information

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

3. Salutation

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

Here are key elements to consider:

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

4. Opening Paragraph

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

Here are some elements to include in this initial section:

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

5. Body Paragraphs

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

Here’s how to structure this section effectively:

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

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

6. Closing Paragraph

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

Here are some elements to include:

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

7. Closing Salutation

Here’s how to conclude your letter appropriately:

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

Related Article: When Do Employers Check References?

Reference Letter Template

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

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

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

Dear [Recipient’s Name],

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

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

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

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

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

[Your Handwritten Signature (if applicable)]

[Your Typed Name] [Your Position]

Related Article: How to Provide References for a Job

Tips for Writing Letters of Recommendation

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

Quantify Achievements

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

Connect to the Position or Opportunity

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

Include Keywords

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

Leverage Technology for Reference Letter Management

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

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

Related Article: Reference Check Questions

About the Author

Read more articles by Ammar Ahmed

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How to write a letter of recommendation (with examples)

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What’s a letter of recommendation?

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

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

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

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

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

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

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

A new home or apartment 

Scholarships, grants, or awards

A new job 

Fellowship programs 

Graduate or professional school programs

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

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

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

Letter of recommendation versus letter of reference

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

A reference letter:

Used for generic reasons 

Doesn’t have to be for professional reasons

Provides an overview of a person’s character and qualities

A letter of recommendation:

Used for specific positions or opportunities

Includes details and examples

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

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

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

Here are five sections you should include in your letter:

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

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

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

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

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

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

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

Collect all the necessary information before you begin writing

Keep a positive voice, but avoid clichés 

Tailor your tone to the situation 

Focus on highlighting the most important details

Proofread your letter several times

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

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

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

1. Recommendation letter for a job

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

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

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

2. Recommendation letter for graduate school

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

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

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

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

3. Recommendation letter for a scholarship

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

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

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

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

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

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

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

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

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

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

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

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

Elevate your communication skills

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

Maggie Wooll, MBA

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

Writing a resignation letter that’s effective and professional

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Choose Your Test

Sat / act prep online guides and tips, what should i give to a teacher writing my recommendation letter.

Letters of Recommendation

A substantial bribe. Just kidding. You should give your teacher recommenders something much more valuable for writing effective letters of recommendation: your input.

Sharing your ideas will assist your teacher in writing you an insightful and specific letter. This guide will discuss what materials you should produce, and why your "recommender's packet" can go a long way toward making your final letter outstanding.

To start, let’s review why recommendations are important to your application. If you understand what admissions officers look for, then you can make sure that your materials are useful and relevant. With this in mind, let's consider what purpose rec letters serve in the admission process.

Why Do Colleges Require Recommendation Letters?

Many four-year colleges require one or two recommendation letters from your teachers and school counselor. The main reason for this requirement is to get to know you better. Colleges aren’t just looking at your grades and SAT scores. They’re seeking to learn about you in a holistic sense - how you interact with your teachers and peers, how you approach the learning process, and what motivates and excites you, to give a few examples.

Teachers can speak to both your intellectual and personal qualities , as well as to the role you play in the classroom on a day to day basis. Simply having an enthusiastic recommendation shows that you made a positive impression and maintained a good relationship with your teachers. If you made a splash at high school, you’re likely to work well with your peers and professors at college and contribute on campus too.

Because of all the information and support they can communicate, recommendation letters play a very important role in the college application review process. Given their weight in the admissions decision, what makes some letters stand out while others blend into the background?

What Goes Into a Good Letter of Recommendation?

As I mentioned above, you should share your ideas and information with your teacher recommenders, who can refer to your packet when they sit down to write your letter. However, you want to make sure your materials are useful. Without knowing what makes some letters good and others bad , you’d have a hard time knowing what kind of info to share.

So, in a nutshell, a good letter of rec is insightful, personal, and enthusiastic. While your teacher should talk about your intellectual abilities and attitude towards learning, she should also speak to personal qualities , like empathy, creativity, or leadership skills.

Just as importantly, she should be specific and demonstrative. By this, I mean that she should describe particular instances where you demonstrated your strengths . In a sense, her anecdotes can prove that her descriptions of you are accurate.

On the flip side, a bad letter may sound lukewarm and generic . It may sidestep talking about your personal qualities and instead only list data, like grades and test scores. An ineffective letter would also be unspecific and lack examples, making it effectively impersonal, even vague.

Based on these elements of a good letter, you can put together a “recommender’s packet” that will be useful to your letter writers. You can provide the type of information - your academic interests and goals, your personal strengths and values, and memorable anecdotes from class - that your teacher can incorporate to make her letter stand out.

Generally, this recommenders' packet will be provided for you by your guidance office. If it’s not for some reason, you would still be well served to put it together yourself. Read on to learn more about what kind of info should go into this packet!

What Information Should You Provide for Your Recommenders?

Once you ask you teacher for a letter and she agrees, you should share the following materials:

• Practical information , like to what schools she should send her rec letter, how to submit, and your deadlines.
• What you plan to study at college (if you know).
• What strengths, passions, of qualities you would like her to highlight in her letter.
• Special projects or memories from class that were significant to you.
• Your resume .
• Your brag sheet (this document is especially important, which I’ll describe in more detail below).

The first few points on this list shouldn’t take too long to record, but other components, like your resume and brag sheet, may require 15 or more hours of work. Let’s break down each component in more detail so you know what it is, why it’s important, and how you can prepare.

Share the bare necessities, the simple bare necessities...

Practical Information - Where, What, and When

Perhaps it goes without saying that you have to give your recommenders the bare necessities: a list of colleges to which she should send her letter, instructions on how to submit, and, of course, your deadlines.

Some teachers may upload their letters to your school's online application, others to the Common Application, and still others to the e-docs software, Naviance. Let your teacher know what method she'll be using.

What You Need to Do

Ideally, you have your list of colleges and deadlines on hand when you make your request. If you’re asking especially early - maybe you’re asking your beloved 10th grade English teacher at the end of the year - then you can follow up with this information later.

Remember that your teacher may have many letters to write, along with everything else she’s up to - so write everything down. That way she can refer to this information when she sits down to write your letter.

Share all your deadlines , and send a reminder about a week before if you see that she hasn’t submitted her letter yet. Once she does submit, make sure to send a thank you note for her help in getting into college.

Once you've shared the essential info, think about your special skills and interests. Also, please never try this at home.

What Skills and Interests You’d Like Highlighted

Maybe you’re asking your English teacher because you plan to study creative writing, and you’d love her to speak to your writing abilities. Perhaps you’re asking your Physics teacher so she can talk about your innovative contributions to the Robotics Club she supervises.

Depending on your comfort level and relationship with your teacher, you wouldn’t be crossing a line if you explicitly stated what skills, qualities, or goals you’d like her to highlight in your letter.

As mentioned above, the most effective recommendation letters speak to your intellectual and personal qualities. By sharing your ideas, you could ensure that your teacher includes your academic and personal strengths.

I’m not suggesting that you tell your recommender how to write her letter. You could keep what you say short and sweet , something like, “I’d really love if you could include my skill / interest / talent in (fill in the blank here).”

Make sure that the skill, interest, or talent you mention is appropriate for a rec letter . A passion for a subject, insightful comments in class, or a willingness to take on special projects would be worth mentioning. Your daredevil balancing stunts in tall places may be less relevant. 

This small amount of input could actually help provide your teacher with a theme around which to focus her letter.

Let your teacher know what you learned from her class.

What You Learned and Accomplished In Class

Similarly, you might remind your teacher about a memorable project you worked on or lesson that was especially meaningful from class. If you had any notable achievements or important moments, you could describe them to your teacher.

Since the best rec letters use specific examples , your input could be a useful reminder. Maybe you worked on a special research project or excelled in a debate. Perhaps reading A Brave New World changed your perspective on life. Maybe your teacher’s class helped you discover you want to be a World History major.

Whatever you took away from her class, it could be useful to share. Your input could help make her letter even more specific. If nothing else, your teacher will appreciate hearing that her class made an impact on your thinking.

Before requesting your recommendation, list out your reasons for asking this teacher. Think about any stand out projects or instances where you went beyond requirements. Consider times that you contributed to a discussion, or perhaps had a thought-provoking conversation you had with your teacher. 

Write these moments down, and share them with your teacher when you make your request. As with above, you don't want to come off like you're writing the letter for your teacher.

You could say something short and to the point , like, “I learned a ton from your class and was hoping you could provide me with a recommendation for college. One of my favorite projects was…”

Since teacher recommendation letters provide a micro-view of you as a student - they got to know you on a day to day basis - they should include specifics from your class performance. Your teacher should have examples in mind, but it shouldn’t hurt for you to share your own memories too!

Your Resume

All students should include a resume in their recommender’s packet. Your teacher will mainly write about you in the context she knew you - as a student in her class. However, it’s also helpful for her to know what other responsibilities you balanced and what other activities you’re interested in, especially if they connect to her subject. For instance, maybe your Physics teacher will see that you pursued your passion for mechanical engineering for three years in Robotics Club. 

As described above, your teacher shouldn’t repeat your whole resume and fill your letter with data. However, it is useful for them to have context and learn more about what you’ve been up to in high school. Your resume, therefore, is an essential document to give your recommenders to help them write your letter.

People style their resumes based on personal taste, but the best ones include certain key elements: a summary of skills, a list of activities and work experiences with brief descriptions, and any awards or achievements. You want to include your dates of involvement , and you may state an objective at the top.

You should check out some samples and choose the format that works best for your experiences. Apart from providing a resume, you should be prepared to talk about what you learned from your experiences , especially as any relate to your teacher’s class or your academic goals for college.

Even if your teacher doesn’t sit down to speak with you about it, you may provide these reflections in written form in your brag sheet. That way you can communicate not just what you did in high school, but what each experience meant to you.

Your Brag Sheet

Finally, we get to the brag sheet, perhaps the most significant part of your packet. Your guidance department should provide you with this document, and its questions may vary from school to school. Whatever version you use, it should include prompts that ask you to think about your experiences, identity, and goals.

Rather than giving quick, cliche answers, you should try to dig deep. Even if it feels vulnerable, being honest and revealing is the best way to communicate something real, important, and authentic. Ideally, your recommender already knows you well, but your brag sheet should help her get to know you even better.

Some prompts may include:

• Describe your family. How have your parents influenced you? What qualities of theirs do you admire?
• What three adjectives would you use to describe yourself? What adjectives would your teachers use? Your parents? Give specific examples or stories of a time you exemplified each one of these qualities.
• Discuss an academic interest or passion.
• Describe an involvement that’s had a significant impact on you.
• How do you spend your free time?
• What have you learned about yourself since the time you started high school? How have you changed or grown?
• Describe a significant challenge or obstacle you’ve had to overcome. How did you do so, and what did you learn from it?
• Describe an experience that changed your thinking or perspective on an issue.

Depending on your school, your brag sheet may be more or less thorough (or may not exist at all). If you feel you have more to share, you could add your own questions and answers. Besides adding more info, what else can you do to make your brag sheet as useful and telling as it can be?

As you can see, the questions on a brag sheet are quite personal. They’re tough to answer immediately. Instead, they call for some serious introspection and self-awareness. Don’t worry if your first reaction is to go blank. It takes some time to reflect on these questions and come up with answers that feel genuine and meaningful.

One way to dig deeper might be to sit with a question and jot down any ideas that come to mind. For instance, let’s say you’re trying to describe an involvement that’s important to you. You might write down your participation in track team. Then you should ask yourself a simple question: why?

Maybe track team has enhanced your confidence. Again, ask yourself, Why? Maybe you’re continuously breaking your personal records and showing yourself that you can redefine your sense of limitations.

You can keep asking yourself "why" to get to something that resonates with you - maybe your achievements in running have spread into other areas in your life by showing that if you endure discomfort in the moment, you can break through to a new level that you didn’t know was possible.

Then again, another student might value track team because of the friendships she made there. Maybe she felt a strong sense of belonging with her track team, and this connectedness showed her that she can adapt to any new social situation.

If you keep asking yourself why and defining your reasons, then your answer may look very different - and much more revealing - than where you started. Two students may write about their involvement in track, but they may value the experience for very different reasons. And this says something different about who they are and what's important to them.  

Your brag sheet will help your teacher write an insightful letter that reveals your character, personality, and values. They may also include significant circumstances in your family or personal background , if you're comfortable sharing them. All of this insight will help admissions officers get to know you on a deeper level . 

Your letters should give admissions committees a fuller sense of who you are as a student and person . By giving this same well-rounded sense to your teachers, you will give them all the materials they need - along with the relationship they’ve already established with you - to write a personal and effective letter of recommendation.

Key Points: What to Prepare and Why

The most important takeaway you should gain from this guide is that you can play an active and influential role in getting strong recommendation letters . Of course, the foundation of your letters is how you performed in class over the year and got to know your teachers. Beyond this, though, you can prepare thoughtful information that will help your teacher write a specific, personalized, and revealing letter.

Thinking about and producing your materials should take a few weeks of planning. You should expect to spend about 15 hours or more on creating and proofreading your resume and brag sheet.

You shouldn’t scribble off fast answers to your brag sheet prompts; instead, take the time to sit with these questions and dig deeply , continually challenging yourself to get to the root of your answers by asking, “Why?” as in the example above. Your responses will not only jog your teacher’s memory and teach her new things about you, but they will also show her how much effort and planning you’re putting into your college applications.

Hopefully, you’ve asked a teacher who supports you and knows you well. By putting in the effort to share your ideas, resume, and brag sheet, you can be confident you’ve done everything in your power to acquire an excellent letter of recommendation.

What's Next?

In addition to teacher recommendations, most colleges want to see an evaluation from your school counselor. To learn about how your counselor rec differs from your teacher recs, check out these examples of strong letters . For letters you don't want from your counselor, read these four examples.

You may be surprised to learn how much influence you can have on your recommendation letters. Along similar lines, you also want to be strategic about how you present your extracurricular activities on your college applications . Check out this full guide on how to write about extracurriculars in the most impressive way.

For more on the ins and outs of applying to college, check out this full step by step guide! It goes over everything from choosing your high school classes to brainstorming personal ideas. It's also available in snazzy infographic form!

Rebecca graduated with her Master's in Adolescent Counseling from the Harvard Graduate School of Education. She has years of teaching and college counseling experience and is passionate about helping students achieve their goals and improve their well-being. She graduated magna cum laude from Tufts University and scored in the 99th percentile on the SAT.

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