How To Write a Letter of Recommendation (With Example)

Image description

The illustration shows a laptop opened on a desk with a notebook and pen. The headline on the image says, "Recommendation Letter Format"
On the screen of the laptop is a plain representation of a letter, created with a white background and blue lines. On both sides of the letter, there are points that identify key parts of a recommendation letter. The list of key parts are:
1. Introduction and statement of recommendation
2. List of specific reasons you are recommending them to the position
3. Personal story with evidence of their qualities (soft and hard skills)
4. Closing statement with contact information
5. Signature

Having someone vouch for your qualifications and personal character can make potential employers more likely to consider you for a role. A letter of recommendation validates your work, skills or academic performance, and you might request such a letter the next time you apply for a position. You might also be asked to provide one for someone else.

In this article, we go over how to write a letter of recommendation, provide both a template and an example to reference, plus we review how you can request a letter of recommendation for yourself from someone who knows your work.

Related: Personal vs. Professional References: What's the Difference?

What is a letter of recommendation?

A letter of recommendation is a formal document that discusses a person’s suitability for a particular role. Though similar, recommendation letters differ from standard references in that the latter are often communicated through casual conversations by email or phone.

Read more: What Is a Letter of Recommendation?

How to write a recommendation letter

An honest recommendation details a personal account of your experiences with the applicant. You should know how the candidate acts and performs in a work environment. Consider the following before you accept a request for a recommendation:

• Have you worked with or directly observed the applicant?

• What projects did the person work on under my supervision?

• Do you know relevant strengths and skills you can personally elaborate on?

• Do you have specific examples of the individual's work?

• Can you provide positive feedback about this individual?

If you don't have enough experience with positive comments to share about the applicant, let them know quickly and respectfully that you can't fulfill the request. This gives the candidate plenty of time to find an alternative solution.

Related: 15 Tips for Writing a Great Letter of Recommendation

Letter of recommendation format

Your letter of recommendation should include five items:

1. A brief introduction stating who you are, your relationship to the applicant and your personal experience or expertise.

2. An overview of the applicant's strengths as you've experienced them and as they relate to the recipient.

3. A personal story that elaborates on one to two traits the applicant possesses.

4. A closing statement that summarizes why the individual you're recommending would be a good fit for the opportunity.

5. A signature that includes your name and contact information.

If the candidate hasn't provided you with an up-to-date resume and the job description, ask for them so you're fully prepared to write the recommendation. You can use the resume to understand their experiences and achievements more completely.

You should review the job description to understand what the employer is looking for in a candidate. Use it to guide what you should include from their resume and your personal experiences working with them.

Recommendation letter template

Whether you're writing a letter of recommendation for a student or job seeker, your letter should have a similar structure (as noted above). Download our free template of a recommendation letter you can send or use this template as inspiration when drafting your own:

To Whom It May Concern:

It is my pleasure to strongly recommend [Applicant Name] for [position with Company Name or acceptance to Institution Name].

I am [Your Name], a [your position] at [Institution or Company]. I have [number] years of experience working in [your industry or academic focus] and have seen many young professionals come and go. [Applicant Name] is one individual I have worked with who uniquely stands out.

During our time together, [Applicant Name] displayed great talents in [skill, trait, experience, class, etc.]. When we first met, I was immediately impressed with [Applicant's Name], and when we worked together, her understanding of [key topic] grew far more than that of her peers.

[Insert personal story elaborating on key skills, traits or experiences].

It's not just [Applicant's Name] technical skills that impress me, however. [Name] was a joy to work with because of [Pronoun] amazingly positive attitude and [positive trait]. [Pronoun] [positive trait] and [positive trait] were also necessary and valued not just by myself but by [Pronoun] peers, who often relied on [Pronoun] to get the job done.

I am confident that [Applicant Name] would be a great fit for your [Institution/Company]. Not only will [Pronoun] bring the kind of skills and experiences you're looking for in an applicant, but [Pronoun] will also quickly become an asset and help your [Institution/Company] grow in any way [Pronoun] can.

If you need more information or specific examples, please do not hesitate to contact me at [contact information]. As a recommendation letter likely only provides a snapshot of [Pronoun] talents and achievements, I would be happy to elaborate further on my time working with [Pronoun].

Sincerely,
[Your Name, Company, and Title]

To upload the template into Google Docs, go to File > Open > and select the correct downloaded file.

Related: 11 Impactful Words To Use In a Letter of Recommendation

Recommendation letter example

Here's an example of a completed letter:

To Whom It May Concern:

It is my pleasure to strongly recommend Annie Chiu for a position as a data analyst for L&Q International.

I am Robert Cunningham, a regional manager at Mountain View Unlimited. I have 15 years of experience working as a statistician and client services specialist and have seen many young professionals come and go. Annie Chiu is one individual I have worked with who uniquely stands out.

During our time together, Annie displayed great talents in technical applications, such as ArcGIS, R coding, Python and several other data visualization tools. When we first met, I was immediately impressed with Annie and her technical skills on day one, but when we worked together, her understanding of data analysis and the tools of the trade grew far more than that of her peers.

My first experience with Annie's adaptability came shortly after she was hired. Last year, we had one client who sent data in Excel that needed extensive cleanup. At that time, Annie's experience with Excel was limited, but she worked extra hours to learn how to clean up Excel data using functions properly. Within the week, the client's data was formatted correctly to be effectively analyzed and visualized. Annie even handled the data visualization skillfully, and the client had nothing but praise for the end result.

It's not just her technical skills that impress me, however. Annie was a joy to work with because of her amazingly positive attitude and eagerness to stick tightly to deadlines. Her can-do attitude and team-building skills were also necessary and valued not just by myself but by her peers, who often relied on her to get the job done.

I am confident Annie would be a great fit for L&Q International. She will bring the skills and experiences you're looking for in an applicant and quickly become an asset and help L&Q International grow in any way she can.

If you need more information or specific examples, please do not hesitate to contact me at 555-123-4567 or by email at rcunningham@mvunlimited.com. As a recommendation letter likely only provides a snapshot of her talents and achievements, I would be happy to elaborate further on my time working with her.

Sincerely,
Robert Cunningham
Regional Manager
Mountain View Unlimited

Related: How To Write a Self-Recommendation Letter

Letter of recommendation writing tips

• Keep it positive. Your letter should confirm that you believe the person is a strong candidate for the job with no reservations. Avoid any comments that might suggest otherwise. Try to use words that will make an impact on the reader.

• Use a standard business letter format and tone. You can use the template below or a standard business letter format to write your letter. Your tone should also remain formal and polite. Write your letter on your business or organization letterhead if possible. Aim for at least one page but no more than two. 

• Focus on the most important qualifications. Discuss two or three of the candidate's most relevant achievements in the job description for the highest impact and provide specific examples to illustrate their fitness for the role.

• Follow the request instructions. Ask the candidate how you should submit your letter. Strictly follow the instructions and deadline requests to avoid negatively affecting their application status.

• Proofread your letter. Pay careful attention to the spelling of individual and company names. It can help to read your resume out loud. This can help you hear any grammatical mistakes or errors. You might also ask a trusted friend or colleague to review your resume.

Related: How To Write a Letter of Recommendation for a Coworker

Types of recommendation letters

Customizing a general recommendation letter according to common situations could help you better support the applicant's career development. Here are popular types of recommendation letters for specific situations:

• Architect

• Chief executive officer

• Coach

• College student

• Community service

• Contractor

• Customer service representative

• Dental assistant

• Employee

• Friend

• Internal medicine residency candidate

• Internship candidate

• Medical assistant

• Military

• Ph.D. applicant

• Project manager

• Real estate agent

• Social worker

• Student

• Substitute teacher

• Teacher

• Volunteer

Related: How To Write an Academic Recommendation Letter

Requesting a recommendation letter

At some point, you may need to request a recommendation letter. Consider asking former managers, colleagues, teachers, mentors, clients or vendors to verify your skills, traits and work ethic. This should also be someone you've had a positive working relationship with who can thoughtfully discuss your skills and abilities.

Speak with them first about your request, then send a formal email with more details. Include your resume, job description, submission details and requested deadline. You might also send them a template to work form, which can help lessen their workload and make them more likely to agree to your request.

To upload the template into Google Docs, go to File > Open > and select the correct downloaded file.

Read more: 14 Do's and Don'ts When Asking for Letters of Recommendation