How to Write a Letter of Recommendation (24 Free Templates)

A letter of recommendation is a formal letter that vouches for an applicant’s work, skills, character traits, potential, and academic performance.

It is usually written by a supervisor, mentor, colleague, teacher, or friend. It outlines why a writer believes that you are a qualified candidate and what makes you the right fit for a role/position.

It can also be referred to as:

• A reference letter
• A letter of reference
• A reference

There are various types; however, the following three types are common:

• Employment recommendation letters
• Recommendation letters for university applicants
• Character recommendation letters

Letter Templates

Recommendation Letter for a Coworker 01

Recommendation Letter for Business 01

Recommendation Letter for Business 02

Recommendation Letter for a Friend

Recommendation Letter for a Teacher 01

Recommendation Letter for a College Student 01

Recommendation Letter for a Coworker 02

Recommendation Letter for a Student Applying for a Job

Recommendation Letter for a Student Applying to University

Recommendation Letter for Volunteer

Recommendation Letter for College Student 02

Recommendation Letter for a Coworker 03

Recommendation Letter for Customer Service Job

Recommendation Letter for Content Writer Job

Recommendation Letter for Sales Job

Recommendation Letter for Web Designer

Recommendation Letter for a Teacher 02

Recommendation Letter for Graduate School 01

Recommendation Letter for Graduate School 02

Characteristics of Letter

There are several distinguishable characteristics. These characteristics help ensure that the letter is effective in communicating its message to the recipient. They also help to ensure that it contains adequate information.

The characteristics are:

Powerfully advocate the job seeker

This letter plays a vital role in advocating a job seeker’s skills and qualities as outlined in the CV or resume. This advocacy shows that the writer has a strong belief in the competence and abilities of a job seeker. It also helps boost a job seeker’s application, therefore, ensuring that the hiring manager develops a positive perception of the candidate.

Add personality to a job application

A letter of recommendation adds personality to a candidate’s job application. It achieves this by enabling a writer to breathe life into a candidate’s application through the details of the job applicant’s personality and work life. This is important as a hiring manager can see the job applicant as more than just the skills listed in the CV/resume.  It also shows how the applicant’s personality, skills, and capabilities are perceived by others, therefore, providing a separate viewpoint from the other candidates.

Point out past achievements

It also helps in pointing out a candidate’s past achievements.  This helps show the hiring manager that the job seeker can make similar achievements in the position they are seeking. It also provides the hiring manager with perspective into the ability of a job seeker to successfully carry out duties and responsibilities assigned.

Help the job seeker get hired

An important characteristic is that a strong letter that has been thoughtfully composed can help convince the hiring manager that the job seeker is the right fit for the job. This can lead to hiring the candidate or considering the applicant for an interview. This makes it essential for the writer to be specific about the details to ensure that the letter’s impact is significant on the hiring manager.

It comes from a credible source

It also ensures that a credible source references the candidate’s skills and abilities. Letters composed by family members are often perceived as biased due to the close relations and therefore have little to no bearing. However, a letter written by a supervisor, professor, or any individual with professional standing can significantly impact the opinions formed of the candidate by the hiring manager/recruiter.

Use of supportive, positive, and enthusiastic language

The use of supportive, positive, and enthusiastic language in a letter can help show that the writer wholeheartedly believes in a candidate. In addition, thoughtfully picking out adverbs and adjectives to include in the details provided can strengthen its impact on the hiring manager and help show that the writer has a strong belief in the applicant.

It is specific and detailed

What sets it apart from the CV/Resume is the specificity and detailing of its content. The writer should be able to provide proof of the details in the letter. The use of empty clichés can seem as though the writer doesn’t know the applicant very well.

It contains a narrative

The letter should feel like a well-composed narrative that explains who the letter’s writer is, the relationship they have with the applicant, and how they feel about the candidate. The recruiter should feel that a comprehensive story about the candidate’s ability and qualities has been provided. This helps ensure that this letter is coherent in its message.

It is relevant to the applicant’s goals

It should be relevant to the position the candidate is applying for. This helps the writer focus on the letter’s contents and ensure that the information is tailored to the candidate’s goals. Therefore, it plays an essential role in showing the hiring manager how your skills relate to the position you are seeking.

How to Request for Letter of Recommendation

There are several considerations that applicants should reflect on if they plan to request it from an individual. These considerations will ensure that they select an appropriate writer.

This includes:

How, when, and whom to ask?

An applicant in need should understand how, when, and whom to ask. First, a requester may need this letter when or if the advertisement for the position states that it should be among the application documents. However, suppose the advertisement doesn’t state whether it is required, then the applicant can decide if it would be appropriate to request one to boost the application for the position.

Secondly, the requester must identify the appropriate individual to ask. This could be a colleague, former manager, teacher, client, mentor, professor, etc. Requesters must select an individual who knows them well to ensure they can vouch for their skills and qualifications. They must also ensure that they have a positive relationship with the selected individual.

Finally, the requester should understand how to ask the individual to write them a letter. Requesters must also ensure that they use polite language to explain their situation to the individual, provide them with an option to decline, and emphasize why they believe the person is appropriate or the best choice.

They must then express how much they would be grateful if they agreed to write the letter. A request via email or in-person can be made. An in-person request would be best to provide a requester with an opportunity to convince the individual. The requester must ensure that they ask at least two weeks before the submission deadline.

Provide complete information

Suppose an individual agrees to write, they must be provided with appropriate documentation and information by the requester. This will enable the individual to provide relevant, specific, and detailed information.

The following should be provided to the writer:

A copy of your resume or CV

The requester should provide the writer with a copy of his/her resume or CV. This will help make the writing process convenient by ensuring that the writer knows more about the requester. It will also enable the writer to tailor the information to the relevant skills and qualifications stated in the document.

Your statement (if you’re a student)

If the requester is a student, they must provide the writer with a personal statement explaining their purpose for applying for the position or why this opportunity is essential to them. This ensures that the writer understands why the position is so significant to the requester.

The name of the target university or company

The requestor should also provide the name of the target company or university. This will indicate where the letter will be sent, ensuring that it is delivered to the proper organization or institution. It will also help the writer discern if they are familiar with the target university or company and their standards.

A link to the job description or program

This will ensure that the writer can research the position or program to help him/her understand how to tailor the information.

The personal strengths or characteristics you like them to focus on

The requester must also provide strengths and personal characteristics they would like the writer to focus on. This will ensure that the recommendations focus on character traits likely to attract the hiring manager’s interest in the candidate. It will also provide the writer with focal attributes to relate to the position.

Specific achievements you’d like them to mention

The writer should be provided with specific achievements that the requester would like to mention in the letter. This ensures that achievements that may be considered significant by the hiring manager are mentioned in the letter. It will also help the writer establish which achievements are worth mentioning about the applicant.

If You are a Recommender (Pre-Writing Considerations)

It is crucial that an individual carefully considers a request to write a letter. This will ensure that the response provided to the requester is well thought out and considered.

Considerations before writing

There are several considerations that a writer should make before starting to write the letter. These considerations will help ease the writing process and enable the writer to provide the necessary information.

The considerations a writer should make include:

• Ask/collect the information from the applicant: The writer should request the applicant to provide the writer with relevant information concerning the position. This should include a copy of the job posting, the applicant’s resume/CV, and, if necessary, a copy of the candidate’s cover letter to help the writer discern how the applicant advertises their qualifications. Writers may also request applicants to provide them with their targets for the position, their marketable assets, and other examples of jobs they have applied for.
• Conduct your research: The recommender should also consider conducting their research about the position and the institution or company the applicant is applying to. This will help the writer identify the requirements for the position and tailor the letter.
• Think about the type of letter you are writing: The writer should consider the type of letter they will be writing. This will help them understand if it is for employment, internship, admission to an institution, etc. Understanding this will help ensure that the letter is appropriately suited to the type of application the candidate has made.

When to decline a request and how?

An individual can decline a request. Individuals can make this decision after considering how well they know the applicant, if they have worked with or directly observed a candidate’s qualities, if they know of any relevant skills and strengths they can include about the applicant in the letter, and if they can provide positive information about the candidate.

Suppose a person feels that they cannot provide a positive recommendation of the applicant or cannot think of any qualities to indicate in the letter. In that case, they should politely inform the candidate early to enable them to find another writer.

How to Write

A step-by-step structured process should be followed. This will ensure that the letter is well constructed and that information is appropriately placed.  It will also ensure an effective professional letter is written.

The following is a step-by-step process on how to write:

Contact information and letterhead

First, the letter should indicate the writer’s name, address, and contact information at the top left of the page. This will ensure that the recipient can identify who wrote it. The writer may also indicate this information on the letterhead at the top of the page.

The date should also be provided, followed by the recipient’s name, his/her position in the institution/company, and the institution or company name and address. This ensures that the recipient has been identified.

Polite and personal salutation

Secondly, a polite and personal salutation addressing the recipient directly by name and title should be indicated. The generic term ‘To Whom It May Concern’ can only be used if the writer cannot identify the recipient by name.

Start with a strong introduction

The first paragraph should start with an enthusiastic statement. The writer must then establish how they know the applicant, their relationship, and the purpose of writing the letter. This information will help explain why the letter has been written and how the writer knows the applicant.

It also helps show why the writer is the best person to be making the recommendation. Finally, the first paragraph should end with a few words of praise about the applicant.

Body of the letter

The letter’s body should contain information on an applicant’s traits and qualities along with their academic, personal, and professional achievements.  This will ensure that the writer can communicate the skills and capabilities they believe make the candidate the right fit. An explanation of the reason the applicant is departing from the current position may also be provided.

This is optional information and should only be included in an employment letter. It should also only be included if the reasons for the departure are positive or neutral to ensure that the tone of the letter does not change.

Conclusion

The conclusion should reiterate the writers’ recommendation and encouragement for the hiring manager to accept the applicant. This will ensure that the writer can make a final appeal to the hiring manager to consider the applicant. Finally, the writer should politely sign off with words or phrases like sincerely, regards, yours indeed, etc., along with their signature and name at the bottom of the letter.

Format of a Letter

The letter should be well formatted to ensure that the contents are readable. Formatting also ensures that the letter has an appropriate layout. The following are essential formatting rules that should be adhered to:

Don’t exceed one page in length

Recruiters must go through several letters and application documents; therefore, they appreciate concise and to-the-point letters. In addition, writing a one-page letter ensures that only specific relevant information is provided by limiting how much a writer can include.

Use a 12-point font

Using a 12-point font ensures that the document is easy to read and helps keep the letter within the length limit. The lowest font a writer can use is 11 points; anything lower than that can render the letter unreadable.

Stick to basic font styles

Classic font styles such as Times New Roman, Arial, Garamond, and Helvetica should be used when writing it. The use of highly stylized fonts can cause difficulty reading the letter and can seem unprofessional to the hiring manager.

1”–1½” is the sweet spot for margins

A margin of between 1”–1½” ensures enough white space around the margin to enable the information in the letter to fit. This also enhances the readability by ensuring that the information is appropriately compacted in an appropriate space.

Maintain a left alignment

The standard alignment of a document is left alignment. It ensures that the hiring manager can trace and find the start and end of the letter by creating a well-arranged look.

Letter Samples

Within this segment, you will find thoughtfully composed sample recommendation letters suitable for an array of situations. 

Analysis

The provided sample recommendation letters serve as useful guides for anyone looking to write similar letters due to several key strengths in their composition and structure. 

The key aspects of these sample recommendation letters that stand out are their clear structure, specific content, and formal yet personal tone. Each letter is structured into four well-defined paragraphs, offering a logical flow from an introduction through detailed discussion to a strong conclusion. This structure aids in presenting information in a clear and organized manner. 

The content of each letter ensures that it addresses the unique qualities and experiences relevant to each scenario. This approach not only personalizes the letter but also gives it a compelling and persuasive quality. The writers adeptly blend professional and personal insights, providing specific examples of achievements, skills, and character traits that make the candidate stand out. Such details not only bolster the credibility of the recommendation but also give a vivid sense of the individual’s capabilities and personality. The tone of these letters strikes a balance between formal professionalism and personal warmth, which is essential in recommendation letters. This tone conveys respect for the recipient while also expressing genuine enthusiasm and support for the candidate. 

The writers’ confidence in the candidates, expressed in the conclusion paragraphs, adds a layer of trustworthiness and conviction to the recommendations. 

Collectively, these aspects make these letters excellent models for crafting effective and impactful recommendations, guiding individuals in highlighting the best qualities of the person they are recommending.

Tips for Writing

Various tips should be considered when setting a letter of recommendation. These tips will help increase the chances of an applicant a positive response from the recruiter. They will also help ensure that the letter stands out from those submitted by others.

The tips include the following:

Customize the letter to the job at hand

The letter should be tailored to the requirements and qualities of the job/position the applicant is seeking. By mentioning the name of the position and company and relating the candidate’s qualities to the job, the writer can show why the applicant is the right fit.

Use 2-3 specific examples

A writer must ensure that they provide 2-3 specific examples to support the qualities and qualifications mentioned. This strengthens the message of the letter and helps prove that the writer and applicant are well acquainted.

Speak to the candidate

The writer should ensure that they spoke with the candidate to gain insight into the applicant’s position and goal related to it or the company and why this is important. This will ensure that the writer can draft a letter from an informed position. It also ensures that the contents of the letter complement the candidate’s application information.

Explain why your opinion matters

It should also explain why the writer’s opinion matters. For example, writers with a professional working relationship with candidates are taken more seriously than family members. In addition, it is believed that they provide an objective point of view of the applicant. Therefore, their opinion is a genuine observation of the applicant.

Start with enthusiasm

Starting the letter with an enthusiastic statement helps capture the reader’s attention and demonstrates the writer’s confidence. In addition, this helps form a good impression on the recruiter about the application from the onset.

Keep it positive

Comments or statements that are constructed in a bad light should be avoided. This is to avoid discrediting a candidate’s application for the position. The information provided should therefore be positive.

Use a standard business letter tone

Using a standard business tone will help reflect the writer positively, enabling the reader to perceive them as a professional. It also helps show the writer’s positive attitude towards the recruiter. The use of business tone helps the writer relate better with the recruiter’s interests and emotions, making the correspondence stronger, therefore impactful and beneficial for the applicant.

Focus on the most critical qualifications

The letter should focus on important qualifications that are likely to pick the recruiter’s interest in the applicant. The writer can identify necessary qualifications by reviewing the job posting to determine what the recruiter is looking for in a candidate.

Follow the request instructions

The specific submission guidelines indicated by the recruiter should be carefully analyzed and followed by a writer. This, therefore, means that it should be submitted by the deadline stipulated in the job posting. This will also contribute to forming a good impression on the recruiter.

Frequently Asked Questions

About This Article

Authored by:

Zhaniece Hill

Human Resources Specialist | Masters of Business, MBA, BAS Operations Management and Supervision

Zhaniece Hill, an accomplished author, and writer, possesses an extensive 9-year journey as a seasoned Human Resources professional. With a Master's degree in Business Administration, Hill's profound insights into human capital management have been shaped by a diverse background spanning public and private sectors. Expertise in talent acquisition, onboarding, employee engagement, and benefits define Hill's remarkable HR acumen. With an unyielding focus on results, Hill's legacy is characterized by innovative HR solutions that elevate employee satisfaction, retention, and overall business performance. Continuously seeking fresh challenges, Zhaniece Hill utilizes her expertise to create a lasting impact in the realm of HR.