Guidelines for Writing a Letter of Recommendation (With Examples)

Having someone endorse your skills, qualifications, and personal integrity can significantly enhance your chances of being considered for a role by potential employers. A letter of recommendation serves as a formal validation of your professional achievements, academic performance, or personal attributes. You might need to request such a letter when applying for a new position, and sometimes, you may even be asked to write one for someone else.

This article provides detailed instructions on how to craft a clear letter of recommendation. Along with a practical template and example, we’ll also outline how to request a letter of recommendation for yourself from someone familiar with your work.

What Is a Letter of Recommendation

A letter of recommendation is an official document that highlights an individual’s suitability for a specific role. While it shares similarities with standard references, there is a key difference:

Recommendation letters are formal written statements, whereas references are often delivered informally via email or phone conversations.

Steps to Write a Recommendation Letter

1. Start with a Professional Header

Include:

• Your name, title, and contact information
• The date
• The recipient’s name and address

Use a professional salutation such as:
Dear [Recipient’s Name],

2. Introduce Yourself and Your Relationship to the Candidate

• State who you are, how you know the applicant, and why you’re qualified to write this recommendation.
• Include your job title and describe the context in which you worked with the individual.

Example:
"I am pleased to recommend John Doe for the software engineer position at XYZ Tech. As John’s manager for three years at ABC Solutions, I have witnessed his growth, dedication, and technical expertise in full-stack development."

3. Highlight the Candidate’s Strengths

Use the body paragraphs to discuss the candidate’s skills, work ethic, and achievements. Focus on attributes relevant to the opportunity they are pursuing.

Examples of strong statements:
"John consistently met deadlines, exceeded expectations, and brought innovative solutions to complex challenges."
"During her time at our organization, Sarah demonstrated exceptional leadership skills by successfully managing a team of 10 people."

4. Share Specific Examples

• Provide a personal anecdote or detailed example that illustrates the candidate’s abilities.
• This story should support the qualities you’ve highlighted.

Example:
"In one instance, Jane led a cross-departmental project that resulted in a 15 percent increase in operational efficiency."

5. End with a Strong Closing Statement

• Reiterate why the candidate is an excellent fit for the role or opportunity.
• Include an offer to provide further information if needed.

Example:
"I strongly believe Alex will excel in this role and bring tremendous value to your team. Please feel free to contact me at [your email or phone number] for any further clarification."

6. Conclude with a Professional Sign-Off

Use formal closings like:
Sincerely,
Best regards,
With appreciation,

Followed by your name, title, and contact information.

Recommendation Letter Template

Copy and customize this template for your use.

[Your Name]
[Your Job Title]
[Your Company]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]

[Recipient Name]
[Recipient Title]
[Company or Institution Name]
[Address]
[City, State, ZIP Code]

Dear [Recipient’s Name],

It is my pleasure to recommend [Candidate’s Full Name] for [specific position or program]. I have had the privilege of working with [Candidate’s First Name] in my capacity as [your job title] at [company or school name], where [he/she/they] worked as [specific role].

During our time working together, I was consistently impressed by [Candidate’s First Name]’s [positive traits, e.g., dedication, creativity, leadership]. For example, [include a specific example or anecdote].

[Candidate’s First Name]’s [skill or quality] was particularly beneficial in [specific context, e.g., solving a major problem, improving team collaboration]. I am confident [he/she/they] will bring the same level of excellence to [specific program, position, or institution].

Please don’t hesitate to contact me at [your email address] or [your phone number] if you have any further questions about [Candidate’s First Name]’s qualifications.

Sincerely,
[Your Full Name]
[Your Job Title]

Example Letter of Recommendation

Use this real-world example as a guide.

Jane Doe
Marketing Manager
XYZ Solutions
123 Business Road
Cityville, NY 12345
jane.doe@xyzsolutions.com
555-555-5555
[Date]

Mr. John Smith
Admissions Officer
ABC University
789 Academic Lane
Education City, NY 67890

Dear Mr. Smith,

I am thrilled to recommend Sarah Johnson for admission to ABC University’s Master of Business Administration program. As Sarah’s manager at XYZ Solutions for three years, I have witnessed her exceptional analytical skills, work ethic, and ability to lead teams effectively.

Sarah consistently excelled in managing client projects, including one that led to a 20 percent increase in client retention due to her innovative campaign strategies. Her proactive approach and dedication to results set her apart.

I have no doubt that Sarah will bring the same level of commitment and innovation to ABC University’s MBA program. Please feel free to contact me at jane.doe@xyzsolutions.com or 555-555-5555 for further information.

Sincerely,
Jane Doe
Marketing Manager

Additional Tips for Writing a Recommendation Letter

1. Tailor the Letter to the Opportunity

Highlight skills or qualities relevant to the job or academic program. Use the job description or program details to guide your writing.

2. Be Specific and Use Examples

General praise can sound vague; include specific anecdotes or metrics to illustrate the candidate's achievements.

3. Keep It Professional and Concise

Stay professional and avoid lengthy letters. Aim for three to four paragraphs, focusing on the most impactful information.

4. Use Strong, Positive Language

Be enthusiastic in your support for the candidate. Phrases like "I highly recommend" or "I am confident" convey your belief in their abilities.

5. Proofread and Edit

Errors can distract from the message. Ensure the letter is error-free and formatted professionally.

Alternate Recommendation Letter Example

[Date]

To Whom It May Concern,

I am writing to wholeheartedly recommend Jane Doe for the position of Marketing Specialist at your organization. I had the pleasure of supervising Jane during her tenure as a Marketing Coordinator at ABC Solutions, where she demonstrated exceptional skills and remarkable dedication.

From the start, Jane’s creativity and strategic thinking set her apart. She spearheaded a content marketing campaign that increased our website traffic by 35 percent over three months, surpassing our original goal by 20 percent. Her ability to identify customer needs and tailor content to engage our target audience was instrumental in achieving these results.

One of Jane’s most notable accomplishments was leading the launch of a social media initiative for a key product line. Despite a tight timeline, Jane coordinated with cross-functional teams, developed a comprehensive strategy, and executed the campaign flawlessly. The campaign resulted in a 50 percent increase in social media engagement and contributed to a 15 percent sales growth for the quarter.

Beyond her technical skills, Jane’s interpersonal abilities make her a standout colleague. Her approachable demeanor, collaborative mindset, and ability to mentor junior team members have been invaluable to our team culture. She consistently went above and beyond to foster a positive and productive work environment.

I have no doubt that Jane will bring the same level of creativity, diligence, and leadership to your team. She would be an asset to any organization, and I am confident she will exceed your expectations.

Please feel free to reach out to me at [your email address] or [your phone number] if you would like further details about Jane’s qualifications.

Sincerely,
[Your Full Name]
[Your Job Title]
[Your Company]

Writing Tips Recap

Keep It Positive and Impactful
Use affirmative language that highlights the candidate’s strengths and suitability for the role. Words like "exceptional," "dedicated," and "outstanding" can leave a strong impression.

Follow Professional Standards
Use formal business letter formatting and letterhead if applicable. Keep the tone formal and respectful throughout.

Highlight Key Achievements
Focus on two or three of the applicant's most relevant accomplishments or traits. Share specific examples and quantify results where possible.

Stick to Instructions
Ensure you meet any submission requirements, such as format or deadlines. Ask the candidate for clarity if needed.

Proofread Thoroughly
Double-check for typos, grammatical errors, and the accurate spelling of names and titles.

Common Recommendation Letter Types and Focus Areas

Academic Recommendations

• Highlight intellectual curiosity, achievements, and potential
• Discuss relevant coursework, projects, or research efforts

Professional Recommendations

• Emphasize skills, work ethic, and contributions
• Include examples of leadership, collaboration, or project outcomes

Character References

• Focus on personal traits like integrity, reliability, and compassion
• Mention examples that showcase positive influence on others

How to Request a Recommendation Letter

1. Choose the Right Person

Select someone who knows you well and can provide a thoughtful, relevant endorsement.

2. Make Your Request Personal

If possible, ask in person or via a phone call. Be clear about why you’re asking them and what you hope to highlight.

3. Provide Key Details

• Purpose of the letter
• Submission deadline and method
• Your resume and job description

4. Supply a Template or Guide

Offering a draft or a template can help the recommender and ensure the letter aligns with your goals.

5. Express Gratitude

Thank them for their time and follow up with a thank-you note or email.

Example Email to Request a Recommendation Letter

Subject: Request for a Letter of Recommendation

Dear [Recommender's Name],

I hope this email finds you well. I am reaching out because I am applying for [specific role or program] and was hoping you could write me a letter of recommendation. I value the time we worked together at [specific job or project or course] and believe your insights into my [skills or traits] would be incredibly helpful.

The deadline for submission is [date], and the letter can be sent directly to [submission instructions]. I’ve attached my resume and a brief overview of the role or program to provide more context. Please let me know if there’s any other information you’d need to make this process easier.

Thank you so much for considering my request. I truly appreciate your time and support.

Best regards,
[Your Full Name]

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