- When to Write a Letter of Recommendation Part 1
- Letter of Recommendation Format Part 2
- How to Write a Letter of Recommendation Part 3
- Letter of Recommendation Templates and Examples Part 4
Part 1When to Write a Letter of Recommendation
You should write a letter of recommendation when someone you know well asks you to support their application for a job, academic program, or other opportunity. It’s important to only agree to write the letter if you genuinely believe in the person’s abilities and can provide specific examples of their qualifications and experience.
Related: The Full Guide to Reference Letters [Best Templates]
Part 2Letter of Recommendation Format
Format Considerations
When writing a letter of recommendation, it’s essential to choose the right format:
- Start with your contact information, followed by the date, the recipient’s information, and a formal greeting.
- The body of the letter should highlight the person’s skills and achievements.
- Feel free to use examples from their resume or job description for relevance.
- To wrap up, add your signature, printed name, and title.
Make sure your letter of recommendation has a clean and professional look.
Consider formatting options like bullet points to make your point across more effectively. Bold text can be used to emphasize crucial information.
Here’s an example of how to format a letter of recommendation:
Your Name
Your Title
Your Address
City, State, Zip
Email
Phone
Date
Recipient's Name
Recipient's Title
Recipient's Address
City, State, Zip
Dear [Recipient's Name],
[Body of the letter where you discuss the person's skills and achievements]
Sincerely,
Your Signature (if submitting a physical letter)
Your Printed Name
Your Title
Part 3How to Write a Letter of Recommendation
Step 1: Introduction and Greeting
Begin your letter with a polite and professional greeting, addressing the recipient by name if possible. If you’re unsure of the recipient’s name, consider using “To Whom It May Concern” or “Dear Hiring Manager.”
Example:
Dear Dr. Smith,
Related: How to Start a Letter (and Mistakes to Avoid)
Step 2: Overview of Relationship and Qualifications
In the first paragraph, briefly explain your relationship with the person you’re recommending. Include information such as how long you’ve known them, in what capacity, and any relevant qualifications that make you an appropriate reference.
Example:
I have had the pleasure of working with Jane Doe for the past four years at XYZ Company, where she served as a project manager under my supervision. During this time, I have been consistently impressed with her dedication, expertise, and ability to lead.
Step 3: Highlighting Skills and Accomplishments
Outline the person’s most relevant skills and accomplishments, demonstrating how they have excelled in their role or contributed to the success of your team. Be specific and provide examples, focusing on their most notable achievements within the context of the position they’re applying for.
Example:
Jane's exceptional skills in data analysis and project management enabled her to deliver high-quality results on a tight deadline, ensuring the success of our team's initiatives. Throughout her employment, she not only met but also exceeded the expectations for her role, successfully managing a complex workload and fostering a collaborative work environment.
Step 4: Personal Anecdote and Testimonial
Try to share a personal anecdote or testimonial that demonstrates the person’s character and emphasizes their professionalism. This personal touch can provide a more in-depth understanding of the applicant’s personality and work ethic.
Example:
I recall a particularly challenging project where we faced numerous setbacks. Despite the adversity, Jane remained steadfast and took on additional responsibilities to keep the team on track. Her persistence and positive attitude not only contributed to the project's success but also inspired her colleagues to stay motivated.
Step 5: Closing Statement
Conclude your letter with a strong statement that clearly expresses your confidence in the person, your willingness to serve as a reference, and the fact that you believe they’re the right fit for the position or opportunity. Offer your contact information as well, in case the recipient has any further questions or needs clarification.
Example:
In summary, I highly recommend Jane Doe for the position of Senior Project Manager. She is a valuable asset and her unparalleled skills in data analysis, project management, and teamwork make her an ideal candidate. Please feel free to reach out to me if you require any additional information or clarification. I am confident that Jane will excel in whatever role she takes on next.
Sincerely,
Your Name
Part 4Letter of Recommendation Templates and Examples
Professional Letter of Recommendation Template 1
Dear [Recipient’s Name],
It’s with great pleasure that I recommend [Candidate’s Name] for [Position/Opportunity] at [Company/Academic Institution]. I have known [Candidate’s Name] for [Number of Years] while we worked together at [Your Company/Previous Company], and I have always been impressed by [his/her/their] outstanding work ethics, dedication, and ability to contribute effectively to our team.
[Candidate’s Name] is skilled in [Relevant Skill 1], [Relevant Skill 2], and [Relevant Skill 3]. One example that stands out is when [Candidate’s Name] [Describe a specific achievement or project highlighting their abilities]. This accomplishment not only showcased [his/her/their] technical expertise but also [his/her/their] exceptional problem-solving skills.
I am confident that [Candidate’s Name] would make an excellent addition to any team. [His/Her/Their] dedication and commitment to excellence will undoubtedly contribute to the success of [Recipient’s Company/Academic Institution]. I highly recommend [Candidate’s Name] for the [Position/Opportunity].
Please feel free to contact me if you need additional information or have any questions about [Candidate’s Name].
Sincerely,
[Your Name] [Your Title] [Your Contact Information]
Professional Letter of Recommendation Template 2
Dear [Recipient’s Name],
I am excited to recommend [Candidate’s Name] for the [Position/Opportunity] at [Company/Academic Institution]. As a [Your Relationship to Candidate], I have had the opportunity to observe [Candidate’s Name] firsthand and can attest to [his/her/their] outstanding performance, work ethic, and potential to excel in this role.
During our time together, [Candidate’s Name] displayed exceptional skills in [Relevant Skills 1], [Relevant Skills 2], and [Relevant Skills 3]. One notable example is when [Candidate’s Name] [Describe a situation demonstrating their skills]. This instance illustrates [his/her/their] ability to take initiative and deliver outstanding results in a challenging environment.
I am confident that [Candidate’s Name] will be an excellent fit for the [Position/Opportunity] at [Company/Academic Institution]. [He/She/They] are dedicated, talented, and ready to contribute in meaningful ways. I wholeheartedly recommend [Candidate’s Name] and encourage you to consider [him/her/them] for this opportunity.
Please don’t hesitate to reach out if you have any questions or need further clarification about [Candidate’s Name] and [his/her/their] qualifications.
Best regards,
[Your Name] [Your Title] [Your Contact Information]
Professional Letter of Recommendation Template 3
Dear [Recipient’s Name],
I am writing to recommend [Candidate’s Name] for the [Position or Program] at [Company or Institution]. As [Your Relationship with the Candidate], I have had the pleasure of closely working with [Candidate’s Name] and can confidently vouch for their abilities and determination.
[Insert 1-2 paragraphs highlighting specific examples and achievements of the candidate. Focus on their skills, experience, and personality traits that make them a great fit for the opportunity.]
In these instances, [Candidate’s Name]’s skills and experiences have only continued to impress me, and I am certain that they would be an incredible addition to the [Company or Institution]. I wholeheartedly recommend [Candidate’s Name] and would be happy to provide further information if needed.
Sincerely,
[Your Name] [Your Title] [Your Company or Institution]
Letter of Recommendation Template 4
To Whom It May Concern,
I enthusiastically recommend [Candidate’s Name] as an ideal candidate for the [Position or Program] you are offering at [Company or Institution]. I have worked with [Candidate’s Name] for [Length of Time] in the capacity of [Your Relationship with the Candidate], and I can attest to their exceptional capabilities.
[Insert 1-2 paragraphs discussing the candidate’s strengths and accomplishments that set them apart from others. Highlight their dedication, creativity, and capacity to excel in the desired role or program.]
Based on my experience working with [Candidate’s Name], I am confident that they possess the skills, determination, and commitment to excel in the [Position or Program] at [Company or Institution]. I highly recommend [Candidate’s Name] for this opportunity and feel free to reach out if you require any further information.
Best regards, [Your Name] [Your Title] [Your Company or Institution]
Letter of Recommendation Template 5
Dear [Recipient’s Name],
I am writing to wholeheartedly recommend [Candidate’s Name] for [Role/Position] at your [Company/Organization]. During the [Number of Years] I have worked with [Candidate’s Name] at [Previous Company], I have witnessed their strong work ethic, dedication, and determination.
[Example of candidate’s achievements or specific skills]
[Example of candidate’s problem-solving, leadership, or teamwork]
I strongly believe that [Candidate’s Name] would be a great fit for [Role/Position] at your [Company/Organization]. If you require additional information, please feel free to contact me.
Sincerely,
[Your Name] [Your Contact Information]
Letter of Recommendation Template 6
Dear [Recipient’s Name],
It is with great pleasure that I recommend [Candidate’s Name] for the position of [Role/Position] at your esteemed [Company/Organization]. I have had the privilege of working closely with [Candidate’s Name] for [Number of Years], and I can confidently say that they possess the skills and competencies required for this role.
[Example highlighting candidate’s performance or adaptability]
[Example illustrating candidate’s communication or interpersonal skills]
I am confident that [Candidate’s Name] will make a valuable contribution to your [Company/Organization] and excel in the [Role/Position]. Please feel free to reach out if you have any questions.
Best regards,
[Your Name] [Your Contact Information]
Letter of Recommendation Template 7
Dear [Recipient’s Name],
I’m writing to recommend [Person’s Name] for [Job/Position/Program]. As [Your Relationship to Person], I’ve had the opportunity to observe their [Skill/Strength/Quality] first-hand. [Person’s Name] consistently demonstrates [Specific Examples that Highlight Skill/Strength/Quality].
[Provide a short story or situation that demonstrates the person’s abilities]
[Person’s Name] would be a valuable addition to your [Company/Team/Organization] not only because of their [Key Strength], but also their unique approach to [Relevant Topic/Process/Task]. They’ve shown time and time again [How They Provide Value/Make a Difference].
I wholeheartedly recommend [Person’s Name] for [Job/Position/Program]. If you have any questions or would like to discuss further, please feel free to reach out.
Sincerely,
[Your Name]
[Your Title]
[Your Email and Phone Number]
Letter of Recommendation Template 8
Dear [Recipient’s Name],
I’m delighted to recommend [Person’s Name] for [Job/Position/Program]. I’ve had the pleasure of working with them as [Your Relationship to Person] and can attest to their [Skill/Strength/Quality]. They have made a significant impact on our [Company/Team/Organization].
Notably, [Person’s Name] has demonstrated [Specific Examples of Accomplishments]. Their dedication to [Relevant Task/Role/Responsibility] undoubtedly contributed to [Positive Outcome/Result/Impact].
Their exceptional skills in [Mention Skill Set or Trait] make them an excellent fit for [Job/Position/Program]. I am confident they will exceed your expectations and thrive in this role.
Please don’t hesitate to reach out if you require any further information.
Best regards,
[Your Name]
[Your Title]
[Your Email and Phone Number]
Frequently Asked Questions
What are key components in a recommendation letter?
Key components include addressing the recipient, introducing the candidate and your relationship with them, providing specific examples of the candidate’s skills and achievements, expressing confidence in the candidate’s abilities, and offering contact information for any further inquiries.
How to structure a letter of recommendation?
Start with a formal salutation, followed by an introductory paragraph expressing the purpose of the letter and your relationship to the candidate. Include 1-2 paragraphs discussing the candidate’s relevant skills, experiences, and achievements. Conclude with a strong statement of recommendation and your contact information.
What are some tips for effective writing?
- Use clear, concise language
- Focus on the candidate’s strengths and accomplishments
- Provide specific examples of the candidate’s work
- Maintain a professional yet personable tone
How to personalize a recommendation letter?
To personalize a recommendation letter, share unique examples of the candidate’s work or skills, highlight their individual qualities, and provide insights into their character. Use specific instances and anecdotes to showcase how they excelled in different situations.
How to choose a suitable template?
Choose a template that aligns with the purpose of the recommendation, fits the writing style you are comfortable with, and highlights the candidate’s strengths effectively.
What are common mistakes to avoid?
Avoid using vague language, exaggerating the candidate’s abilities, being overly informal, not providing specific examples, or submitting a generic letter without any personalization. Make sure to proofread the letter for grammatical and spelling errors.
Related: The Full Guide to Reference Letters [Best Templates]