Table of Contents
Introduction
A letter of recommendation is a formal document that provides insight into a candidate’s abilities, character, and accomplishments. Whether you’re writing one for a student, employee, or colleague, crafting an effective recommendation can make a significant impact.
This guide will walk you through the key steps in writing a compelling letter of recommendation.
What is a Letter of Recommendation?
A letter of recommendation is a written endorsement that highlights an individual’s qualifications, character, and achievements. It is typically written by someone familiar with the candidate’s work, such as an employer, teacher, or mentor, to support their application for a job, academic program, or other opportunity.
How to Write a Recommendation Letter?
Writing a strong recommendation letter requires understanding its purpose, gathering relevant details about the candidate, and structuring it formally to showcase their qualifications, achievements, and character effectively.
Follow these seven essential steps to craft an effective and persuasive recommendation letter:
1. Understand the Purpose of the Letter
Before you begin writing, clarify the purpose of the letter.
Is it for a job application, a scholarship, a graduate program, or another opportunity?
Understanding the context will help you tailor the content appropriately.
2. Gather Relevant Information
Ask the person requesting the letter for the following details:
- The recipient’s name and title
- The purpose of the letter
- The candidate’s resume or a list of accomplishments
- Specific skills or qualities they want to be highlighted
3. Use a Professional Format
A recommendation letter should follow a formal structure:
- Your Contact Information: Include your name, title, company, and contact details at the top.
- Date: Add the date you are writing the letter.
- Recipient’s Information: Mention the recipient’s name, title, and organization (if known).
- Salutation: Address the recipient formally (e.g., “Dear Hiring Manager”).
4. Write a Strong Opening Paragraph
Start by stating your connection to the candidate and how long you have known them. Mention why you are qualified to recommend them. Example:
“I am pleased to write this letter of recommendation for [Candidate’s Name], whom I have known for [X years] as a [relationship, e.g., supervisor, professor]. In my experience, [Candidate’s Name] has consistently demonstrated exceptional [skill or quality relevant to the application].”
5. Highlight Key Qualities and Achievements
In the body paragraphs, provide specific examples of the candidate’s skills and accomplishments. Focus on:
- Work ethic and reliability
- Leadership and teamwork
- Technical skills or subject expertise
- Personal qualities like integrity and creativity
Example:
“During [Candidate’s Name]’s time at [Company/Institution], they took the initiative to [specific achievement]. Their ability to [describe skill] has made a lasting impact on our team.”
6. Include a Strong Closing Statement
Reaffirm your support for the candidate and offer to provide further information. Example:
“I have no doubt that [Candidate’s Name] will be an invaluable addition to your [company/program]. Please feel free to contact me if you need further details.”
7. End with a Formal Sign-Off
Close with a professional sign-off such as: “Sincerely,” [Your Name] [Your Position] [Your Contact Information]
Examples of Recommendation Letters
Here are two examples of recommendation letters: the first is for students, and the second one is for employees.
1. Sample Recommendation Letter for a Student
[Your Name]
[Your Position]
[Your School/Institution]
[Your Contact Information]
[Date]
[Recipient’s Name]
[Recipient’s Position]
[University/College Name]
[Address]
Subject: Recommendation Letter for [Student’s Name]
Dear [Recipient’s Name],
I am honored to write this letter of recommendation for [Student’s Name], who has been an outstanding student in my [Subject] class at [School/Institution] for [X years]. During this time, I have witnessed their dedication to academic excellence and their ability to engage deeply with complex concepts.
[Student’s Name] has demonstrated exceptional skills in [specific subject or skill], earning top grades and contributing thoughtfully to class discussions. Their curiosity and analytical thinking make them an excellent candidate for [program/scholarship/opportunity]. Beyond academics, they have been actively involved in [extracurricular activities, leadership roles, or community service], showcasing their well-rounded abilities and commitment to personal growth.
I am confident that [Student’s Name] will bring the same level of enthusiasm, discipline, and innovation to [university/program] as they have demonstrated at [current institution]. I wholeheartedly recommend them for [opportunity] and believe they will excel in your program. Please feel free to contact me at [Your Email] or [Your Phone Number] if you require further details.
Sincerely,
[Your Name]
[Your Position]
[Your Contact Information]
2. Sample Recommendation Letter for Employee
[Your Name]
[Your Position]
[Your Company/Institution]
[Your Contact Information]
[Date]
[Recipient’s Name]
[Recipient’s Position]
[Company/Institution Name]
[Address]
Subject: Letter of Recommendation for [Candidate’s Name]
Dear [Recipient’s Name],
I am pleased to write this letter of recommendation for [Candidate’s Name], whom I have had the privilege of working with for [X years] as [Your Relationship to Candidate]. During this time, I have been consistently impressed by their [key qualities, e.g., dedication, leadership, problem-solving skills].
[Candidate’s Name] has demonstrated exceptional [skill or achievement], such as [specific example]. Their ability to [describe skill] has significantly contributed to [company/project/team success]. In addition to their technical skills, they have also shown great [soft skill, e.g., teamwork, and communication] and have always been a valuable member of our organization.
I have no doubt that [Candidate’s Name] will be an outstanding addition to your [company/program]. I strongly recommend them for [position/scholarship/opportunity] without reservation. Please feel free to contact me at [Your Email] or [Your Phone Number] should you require any further information.
Sincerely,
[Your Name]
[Your Position]
[Your Contact Information]
FAQs about Recommendation Letters
What is a recommendation letter?
A recommendation letter is a formal document written to vouch for an individual’s qualifications, character, and achievements. It is commonly used for job applications, academic admissions, or other professional opportunities.
Who can write a recommendation letter?
A recommendation letter is typically written by someone familiar with the candidate’s work, such as an employer, professor, mentor, or colleague, who can provide meaningful insights into their skills and character.
How do you start a letter of recommendation?
Begin by introducing yourself, stating your relationship with the candidate, and explaining why you are qualified to recommend them. Example: “I am pleased to recommend [Candidate’s Name], whom I have had the pleasure of working with for [X years] as [Your Position].”
What is the correct format for a letter of recommendation?
A recommendation letter should follow a formal structure:
Your Contact Information
Date
Recipient’s Information
Salutation
Introduction
Body Paragraphs (highlighting key skills and achievements)
Closing Statement
Formal Sign-Off
How to write a letter of recommendation for a friend?
When writing a recommendation letter for a friend, maintain a professional tone and focus on their skills, work ethic, and character. Use concrete examples to support your claims and highlight why they are a great candidate for the opportunity.
Letter of Recommendation in Word Format
Download a Letter of Recommendation Template in Word Format
Final Tips for Writing a Recommendation Letter
- Keep it concise (one page is ideal).
- Use a positive and professional tone.
- Avoid generic statements—be specific and genuine.
- Proofread for grammar and clarity.
By following these steps, you can craft a persuasive and well-structured letter of recommendation that highlights the candidate’s strengths effectively.
