This letter illustrates the habits that you, as an employer, have observed in your employees. Formally,
A recommendation letter is an official document describing someone’s skills, work experience, or academic performance.
This might be someone applying for a job in a company where one will need a letter of recommendation, a cover letter, and a résumé.
EXAMPLE
Teachers and physician assistants.
People looking for an internship might also require this letter, as might someone looking for a leadership position or a student applying to a school, university, or college.
It is important to remember that the information you are giving must be relevant to or related to the field of work your employee is applying for.
Download Free Templates
Writing A Recommendation Letter
Letters of recommendation should follow the standard business format, and there are key items that must be included when crafting it, including:
This letter, just like any other letter, has to start with a header. The header will be formatted like any other formal letter. It should have your address at the top, your contact information, or the name of your company. It is then followed by the date. Lastly, you should include the recipient’s address, his/her title, the company name, and any other contact information you might know.
EXAMPLE
Michael Jinn, Pharmacist
Hollowed Pharmacy,
45 South Street,
Cincinnati, 5644,
@michael89@gmail.com
6 April 2021
Harry Potter, Hiring Manager,
FAROOQ HOSPITAL,
45 Backstreet,
Cincinnati, 6845
Salutation
Salutation is an important part of the letter, and it should be formal. The choice of the right salutation depends on how you know the recipient. It is advisable to say “ dear,” followed by the recipient’s name.
EXAMPLE
Dear Harry Potter,
Alternatively, you can use the statement, “To whom it may concern,” if you are not familiar with the recipient’s name.
Introductory paragraph
Your objective in writing this letter should be stated clearly in the introductory paragraph. In a letter of recommendation, start by mentioning your intentions for writing this letter, briefly explaining your current position in your company and the nature of your relationship with the applicant. The goal is to make the recipient understand that this is a letter of recommendation.
EXAMPLE
“I am writing you this letter to recommend Gilbert Holmes for employment in your hospital as the hospital pharmacist. I am the manager at Feel Good Pharmaceuticals, and Gilbert has been my loyal employee for two years.”
Body
The body of the letter is where the main idea is presented. This is where you write about the applicant’s strengths that him/ her being a productive employee. The information you give should relate to the recipient’s expectations. You can also add a detailed example how the applicant impacted your company.
EXAMPLE 1
If the applicant is in the field of medicine,
“I have worked with Gilbert for two years, and he is quite an impressive young lad. He is smart and does his research thoroughly, in that not only does he dispense medicine, but he also prescribes it. I remember an instance where Gilbert was able to diagnose tonsillitis in one of my many customers and was able to give a prescription consisting of an antibiotic, an anti-inflammatory, and a pain reliever. This took me by surprise because most doctors opt to give antibiotics only.”
You can also include a brief explanation of the reason behind the applicant’s departure. This is optional and should only be included if the applicant’s reasons for leaving the current job are positive. This can be due to reasons like family relocation, outgrowth, etc.
In the next paragraph, you can write about 2–3 positive personality traits and characteristics, particularly those that would be beneficial to the target company.
EXAMPLE 2
If the applicant wants an opportunity in a company where there is frequent contact with people, you can say, “David is a selfless and understanding person who listens before he acts.”
Closing
Lastly, when you recommend someone, you want to make sure that the recipient can reach out for any information or further clarification. Please mention that you are more than willing to answer any of their questions. Then end formally and politely, like, “Regards” or “Sincerely”
EXAMPLE 2
“For further clarification or queries you might have, feel free to email me or write back.”
Sincerely,
(Your name)
Free Recommendation Letter Template
TEMPLATE
[Your Full Name]
[Your Job Title]
[Your Company Name]
[Company Address]
[City, State, ZIP Code]
[Your Email Address]
[Your Phone Number]
[Date]
[Recipient’s Full Name]
[Recipient’s Job Title or Position]
[Company or Institution Name]
[Company or Institution Address]
[City, State, ZIP Code]
Dear [Recipient’s Last Name],
I am writing to highly recommend [Employee’s Full Name] for any future professional endeavors. In my capacity as [Your Job Title] at [Your Company Name], I have had the pleasure of directly supervising [Employee’s Last Name] for [duration of time] and have been consistently impressed with their exceptional performance, dedication, and contribution to our team.
During their tenure, [Employee’s First Name] demonstrated outstanding [mention specific skills or qualities such as teamwork, leadership, problem-solving, etc.]. Notably, their ability to [provide a specific accomplishment or project] greatly contributed to the success of our [team/project/department]. [Include metrics or specific results if applicable.]
[Employee’s First Name] consistently exhibited a strong work ethic and took initiative in [mention any additional responsibilities or projects they undertook voluntarily]. Their ability to [highlight another specific strength] greatly facilitated [mention positive outcomes or improvements].
Furthermore, [Employee’s First Name] is an excellent communicator and collaborator. They consistently engaged effectively with team members, clients, and stakeholders, contributing to a positive and productive work environment. Their professionalism and dedication set a high standard for their peers.
In conclusion, I have the utmost confidence in [Employee’s First Name]’s abilities and believe they would be a valuable asset to any organization. I wholeheartedly recommend [him/her/them] without reservation and would be happy to provide further information if needed.
Please feel free to contact me at [Your Email Address] or [Your Phone Number] if you have any questions or require additional details.
Thank you for considering my recommendation.
Sincerely,
[Your Full Name]
[Your Job Title]
[Your Company Name]
Sample Recommendation Letters
Here are a few samples for better understanding:
Sample Recommendation Letter 01
Dear Ms Maggie Feng,
I am writing to enthusiastically recommend Alex Mercer for the position of Lead Software Engineer within your esteemed organization. During his time at Dynamic Tech Solutions, Alex consistently showcased an exemplary blend of technical prowess, creativity, and dedication.
As a Senior Software Developer, I had the privilege of overseeing Alex’s contributions to our software development team for the past two years. He played a pivotal role in the development of our cutting-edge project management software, where his innovative approach to problem-solving significantly streamlined our development process.
Alex possesses not only an impressive technical skill set but also excellent communication skills. He was adept at translating complex technical concepts into understandable terms, fostering effective collaboration within the team, and ensuring successful project outcomes.
In conclusion, I have no doubt that Alex will continue to excel in the technology field, particularly in a leadership role. His dedication, technical acumen, and collaborative spirit make him an invaluable asset to any technology-driven organization.
Feel free to contact me at barker@email.com or (555) 123-4567 for any further information.
Sincerely,
Matt Barker
Senior Development Manager
Dynamic Tech Solutions
Sample Recommendation Letter 02
Dear Mr Jack Dawson,
I am pleased to recommend Emily Thompson for the position of Junior Medical Assistant within your healthcare institution. In her role at HealthyCare Clinic, she exhibited exceptional dedication, a passion for patient care, and a keen willingness to learn.
During her time with us, Emily consistently demonstrated a strong commitment to providing quality care to our patients. She actively engaged with the medical team, eagerly absorbing new information and applying it to her daily responsibilities.
One of Emily’s notable attributes is her empathetic communication style. Patients and colleagues alike appreciated her ability to convey information in a clear and comforting manner, fostering a positive environment within the healthcare facility.
I am confident that Emily will bring the same enthusiasm, commitment, and compassionate care to any healthcare setting, specifically in the role of a Junior Medical Assistant. She is a valuable team member and would be an excellent addition to your organization.
If you have any further inquiries, please do not hesitate to contact me at holmes@email.com or (555) 123-4567.
Sincerely,
Harriet Holmes
Clinic Manager
HealthyCare Clinic
Sample Recommendation Letter 03
Dear Mr Dennis Holmes,
It is my distinct pleasure to wholeheartedly recommend Samantha Harris for the position of Director of Marketing within your organization. She has been an invaluable asset to Strategic Marketing Solutions, consistently exhibiting a rare blend of strategic thinking, leadership, and creativity.
In her role as Senior Marketing Strategist from 2018 to 2022, Samantha led several high-impact marketing campaigns that significantly contributed to our agency’s success. Her ability to seamlessly blend data-driven insights with innovative concepts resulted in consistently exceeding client expectations.
Beyond her impressive professional accomplishments, Samantha has been a driving force in fostering a collaborative and creative team environment. Her leadership style, characterized by transparency and mentorship, has greatly contributed to the growth and development of our marketing team.
I am confident that Samantha will bring a wealth of experience, strategic vision, and a proven track record of success to the position of Director of Marketing. She is an exceptional candidate for roles that demand both creativity and strategic acumen.
For any further information or discussions, please feel free to contact me at samantha@email.com or (555) 123-4567.
Sincerely,
Samantha Doe
Marketing Director
Strategic Marketing Solutions
Considerable Things for Writing
A manager is a busy person. You might find yourself in a situation where all you know about your employees is their name and their occupation at your institution or company. Before rushing to recommend an applicant, hold a small meeting with him/her and get to know the person.
Consult the employee before writing
Ask the applicant when he/she needs the letter because they might have a deadline. It would be deplorable for them to miss a job opportunity because of a delay. You also need to conduct some research on the company or institution where your employee is going; this includes the nature of the job and their future employer. You should also ask the applicant whether he/she knows the name of the employer or if they would prefer a more generic letter.
Be sure to know about the most important skills in their upcoming job and don’t forget to ask about their strongest skill to include it in the letter. Still on skills, make sure you know of the instances, if there were any, where they used that skill working in your company. Ask about the applicant’s achievements with your company. You should also find out what interests the applicant more about his/her new job and, in addition to that, ask why they think they would be a good fit for the job. Finally, it would be a good idea to ask the applicant if there are any other traits they would like you to highlight.
Analyze their job record
Write a brief analysis of the applicant’s job record while he/she was working for you. This is where you write about his/her good habits and the successes, however small, the applicant has achieved. If you were not the direct supervisor, you could ask a co-worker to tell you about the applicant’s habits and successes.
Be honest
A manager writing a recommendation letter should be honest. There are situations whereby the applicant was not so kind or was a threat to the company; it’s advisable to refrain from writing this letter. This is because writing negative comments in the letter can land you in court with a defamation lawsuit.
Be professional
Managers are professionals, even by nature; you want to reflect this in the letter. This brings you to the task of paying close attention to detail. Focus on using a formal tone and be positive and professional by using the tips given to write the letter.
REMEMBER
This letter will go to the applicant’s records, so you need to write a decent document so that future hiring managers can see the aspect of professionalism.
Use examples
While writing, it is advisable to mention instances when employees benefited your company. Avoid being overly descriptive because the recipient might find it exaggerated. Instead, use examples to show how the employee handled themselves on the job; this would be the best way to show.
Final Thoughts
Writing a letter of recommendation puts the applicant way ahead of his/her competition. It also means the applicant trusts you to draft one because the most convincing letters are those that are written by a supervisor. You should make it count. Using the steps given in this article, you will get a simplified approach to writing the letter.
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