how to write a letter of recommendation employee

How to Write a Letter of Recommendation [With Tips & Template]

Every now and then, applying for a position will require that you also submit a letter of recommendation. 

Or, maybe, a coworker will ask you to write a recommendation letter for their new job application.

If you're not certain how to go about it, don't worry - nothing about recommendation letters needs to be complicated. Especially once you learn the nitty-gritty of the topic. 

This is exactly what this article is here to teach you!

What is a Recommendation Letter?

What should a letter of recommendation include.

• How to Write a Letter of Recommendation

3 Types of Recommendation Letters

• How to Ask For a Recommendation Letter
• Recommendation Letter Template

A letter of recommendation is a formal document confirming and recommending a person’s work, skills, or academic performance and potential. 

Typically, a recommendation letter is required for: 

• University admissions
• Fellowships or internship positions
• Job applications
• Volunteering opportunities

You should ideally write a recommendation for someone whose abilities and work ethic you are familiar with - for example, a colleague, student you taught, your employee, or someone you supervised at work.

Similarly, if you’re the one asking for a recommendation letter, you should ask someone who can attest to your professional or academic abilities. 

The types of recommendation letters are:

• Academic recommendation letters.
• Employment recommendation letters.
• Character recommendation letters.

Here’s what each type of recommendation letter is about:

#1. Academic Recommendation Letters

Academic recommendation letters are typically required to be submitted by students during the admission processes of graduate and undergraduate schools. 

Generally, each prospective student is requested to submit up to three references, which can be written by any education professional familiar with the candidate’s academic background. 

Academic reference letters include:

• Recommendation letter for undergraduate/graduate school
• Recommendation letter for a scholarship
• Recommendation letter for a fellowship program

#2. Employment recommendation letters 

This type makes up the most popular type of recommendation letter.

Sometimes, employers can ask you to submit up to 3 recommendation letters as part of your job application.

More often, though, a recruiter might ask you for recommendation letters if they already like your resume and want to learn more about you. 

Employment recommendation letters are written by former - or current - coworkers, employers, or supervisors.

If you can choose, pick someone with more years of experience than you. After all, the more senior they are, the more weight their recommendation carries.

Employment recommendations include: 

• Recommendation letter for a coworker
• Recommendation letter for a (former) employee

#3. Character recommendation letters

Character recommendation letters, also known as personal references, are used to describe an individual’s personality by someone who knows them well, including close friends, coworkers, or employers. 

Personal references serve many purposes, the primary ones being court cases dealing with criminal issues such as drunk driving offenses, or legal situations such as child adoption procedures. 

It is not uncommon, however, to have a potential landlord or even immigration officials ask for a personal reference. 

Personal references include: 

• Recommendation letter for a friend
• Recommendation letter for a tenant
• Recommendation letter for a patient

Recommendation letters follow a particular format and layout that make writing them significantly easier. 

In this section, we’ll cover how to do each the right way, starting with:

Letter of Recommendation Format

A letter of recommendation includes the following sections: 

• The salutation ; if you are addressing someone whose name you know or writing a personal recommendation letter, the salutation can be addressed to “Dear Mr./Mrs./Dr. Smith.” Otherwise, you may use the generic “to whom it may concern.”
• The introduction , which first and foremost includes your statement of recommendation (i.e. “ it is my pleasure to recommend… ”). It is common to also briefly state who you are and what your expertise is.
• The overview, or a description of the applicant’s top skills, attributes, and strengths.
• A personal story describing more of the applicant’s skills and qualifications.
• The closing statement , or the final call for action, is where you encourage the recruiter to contact you if additional information is needed.
• The signature , where you repeat your name and include your full contact information.

Letter of Recommendation Layout 

When it comes to the layout of the recommendation letter, all you need to do is follow some basic formatting rules. Here are the most important ones: 

#1. One page length. This rule applies to resumes too, but it’s even more essential for the recommendation letter. Recruiters go through hundreds of them, so chances are they appreciate concise, to-the-point letters that don’t waste their time. And besides, a good recommendation letter doesn’t have to be an essay to get the recruiter ‘hooked’ - especially if you follow the above format. 

#2. Single-spaced lining, with space between paragraphs . This also keeps your reference letter within the limit by shortening the text. 

#3. Traditional font. Don’t go for something too creative - pick a classic that works. We recommend Times New Roman, Calibri, Arial, Ubuntu, Roboto or Overpass.

#4. 1” margins on all sides . This creates enough white space around the margins and makes the letter easy to read. Additionally, the text should be aligned to the left - although this is a standard alignment for most documents.    

#5. 10-12pt font size . This is the font size range that makes the document easy to read. Adjusting the font size is another good way to keep your recommendation letter within the length limit.

Recommendation letters usually follow similar layout rules as resumes. Learn more about font size and style from our article on the best resume font, size, and format . 

Recommendation Letter Template 

Struggling to write a recommendation letter? 

Just follow our tried-and-tested template! 

To whom it may concern: 

[Recommend the referee for the position they are applying for.]

[Briefly introduce yourself and state your position/ job title , as well as your work experience .]

[Tell how you know the referee and describe their top skills, qualifications, and strengths.]

[Share a personal story with the referee where you highlight their strong points and key achievements .]

[Add a few more of the applicant’s skills and positive traits, preferably fitting the job description.]

[Show your availability to provide additional information for the referee if needed.]

Best Regards

[Your full signature and contact information]

How to Ask for a Recommendation Letter 

Need to ask someone for a recommendation letter? Here’s what you need to know.

The go-to person for your recommendation letter will depend on the type of reference you’ll need. 

For example, if you need an employment recommendation letter , your top choices should involve people who are familiar with your work ethic and professional abilities, but with whom you’ve also had a positive professional relationship. For example:

• Your team lead
• Department head
• CEO of the company
• Direct manager
• A coworker you’ve worked with together on a project

If you are a recent graduate with little work experience, you can ask a mentor or college professor to write you a professional reference. 

In case you need an academic recommendation letter , consider asking a professor with whom you’ve worked closely and can positively attest to your academic potential and achievements.

Your thesis advisor, for example, would make a good choice to ask for an academic reference. If you never wrote a Bachelor’s or Master’s thesis, any professor who knows you as more than just a face in a sea of students should do the trick. 

Finally, keep the following in mind when the time comes to ask for a recommendation letter: 

• Whoever you end up asking, talk to them about it in advance . Then, follow up with a formal email that should contain all reference-related information, such as the submission details and deadline. The email can also include a description of what you’re currently doing (professionally, academically, or independently), what qualifies you for the position, and some relevant skills, achievements, or noteworthy facts.
• If you’re asking for a professional recommendation letter, make sure to also include your resume and the job description in the follow-up email. This way, the person writing the letter will know more about you and your new position and will be able to write a more relevant recommendation by tailoring your skills to the job, or by mentioning some of your (relevant) achievements.
• Notify the contacts you’ll be asking - considering that in most cases recruiters ask for up to three recommendation letters - at least two weeks in advance. This will give them enough time to prepare and write a good recommendation letter. This is especially important for academic references because professors are usually writing several recommendation letters simultaneously.
• Consider attaching a recommendation letter template such as the one provided in this article to your email. The template will considerably ease or guide them through the process of writing the letter.
• Follow up by sending thank you notes to everyone who writes you a recommendation letter. Sending a letter of appreciation is a courtesy act that will let them know you are grateful for the time and effort they took to recommend you positively.

If you’re also looking to update your resume or create one, head over to our guide on how to write a resume in 2024 !

5 Tips on How to Write a Letter of Recommendation

There’s more to writing a recommendation letter than just following the layout instructions or sticking to the format.

We’re referring to content quality, which happens to be the trickiest part of the process. 

In this section, we’ll teach you how to write a recommendation letter that will impress the recruiter and help your referee!

Tip #1. Write an Attention-Grabbing Introduction  

First things first - the introduction.

This is where you need to grab the reader’s attention and get them interested in reading the recommendation letter. 

How to go about it? Before formally (and briefly) introducing yourself, aim to write an attention-grabbing recommendation statement, instead of a generic one the recruiter probably knows by heart already. 

Let’s explain this more practically: 

Dear Mr. Smith, 

I am pleased to recommend Sarah McKay for the Communications Assistant position.

Nothing wrong with this introduction at first glance, right? It’s a standard way of opening a recommendation letter after all. 

Well that’s exactly what’s wrong with it - it’s way too common. No, this probably won’t get your application disqualified, but it won’t impress the recruiter either.

Want yours to strike the right note? Try something like this instead:

Dear Mr. Smith,

I am sincerely glad to be the one recommending Sarah McKay for the Communications Assistant position.

This recommendation statement is not significantly different from the previous one, except for one thing: it gives the reference letter a head start by implying that recommending Sarah is an honor. And that’s more likely to get the recruiter’s attention - or, at least, curiosity. 

In case you’re struggling to come up with an attention-grabbing introduction, simply mention one of the following points, and you’re good to go: 

• A little-known fact about the candidate. 
• Your general consideration of the candidate’s qualities.
• A remarkable achievement or award the candidate might have won.  

Tip #2. Establish a Meaningful Relationship With the Candidate 

All recommendation letters explain what the relationship with the referee is before listing their skills and qualifications. 

To make the recommendation more meaningful, you should show the recruiter you are just the right person to attest to the candidate’s abilities. And that’s not something you can convey by simply stating how you know them. Take the following example:   

I have taught Jake Political Science for four years. 

Does this example tell the recruiter how you know the applicant? Sure, it does. 

But it does so in a boring way and without establishing a convincing relationship with them. For all the recruiter knows, Jake is just one out of a thousand students you’ve taught over the years.

It has been a pleasure for me to teach Jake for four years and guide him through his remarkable Bachelor’s thesis in Conflict Resolution.

Notice the difference? This example specifies the writer is Jake’s thesis advisor, which makes the recommendation all the more meaningful. 

Tip #3. Tailor Your Recommendation to the Application 

Want to put in the extra effort and make sure your referee truly stands out?

Tailor the recommendation letter to the job / university program they’re applying for.

Tailoring your letter to the candidate’s application is easiest when you’re recommending someone for employment (you can just check the job requirements), but it works for any type of recommendation (incl. academic). All you need to do is match the referee’s skills and strengths to whatever they’re applying for. 

Let’s assume, for example, that you’re recommending a co-worker for a marketing manager position.

Some of the job requirements are: 

• +5 years of professional experience in marketing
• Experience developing marketing campaigns 
• Excellent communication skills 
• Project-management and multi-tasking skills 

To tailor your recommendation to the job requirements, all you need to do is mention them as your referee’s best qualities. For example: 

Even after seven years working together, Ema’s skillful way of effectively communicating with clients and co-workers alike doesn’t cease to amaze me. It only comes second to her multi-tasking abilities, which I’ve witnessed throughout the many marketing campaigns we have developed and managed. 

As you can see, there’s not much to it. 

All you need to do is check the job requirements, pick several skills and qualifications, and make them part of your referee’s top skills, strengths, or personality traits.  

Tip #4. List the Candidate’s Achievements 

Mentioning some of the candidate’s achievements is another great way to help your referee really stand out.

After all, skills, strengths, and character traits are awesome, but they can also come across as meaningless if you can’t back them up with facts. 

What do we mean by this?

Let us explain:

Here’s how a typical personal story in a recommendation letter looks like:

I came to truly appreciate Eric’s work ethic, passion, and attention to detail the first time I assigned him to do a report on child trafficking. Eric was respectful of journalistic ethics but also willing to chase the story relentlessly, believing in its value and importance. 

Sure, this is a perfectly acceptable personal story. 

However, it doesn’t do much more than just list the referee’s skills, traits, and work experience through a subjective lens. 

What we’re saying is, it doesn’t really sell the candidate.

Now, let’s compare it to the following:

Eric’s ability to chase after difficult stories first became apparent when I assigned him a report about child trafficking. Despite the challenging topic, Eric not only pulled through but achieved more than expected by a) identifying a trafficking ring that put more than 50 minors into forced begging, b) interviewing 10 of the older minors and managing to bring that trafficking network down once the reportage went public and c) increasing the TV Channel’s ratings by 40% in 3 weeks. 

By mentioning those achievements, your account of the candidate’s experiences is a lot more “factual,” as well as impressive for the recruiter.

Not sure which achievements to include? Check out these 101+ achievements to list on your resum e !

Tip #5. Polish Up Your Recommendation Letter

Finally, here’s 5 more simple tips to get your recommendation letter ready:

• Maintain positive rhetoric . At no point throughout your reference letter should the recruiter sense a hint of doubt regarding the applicant’s skills and qualifications.
• Don’t overdo the positivity. Extremes are never good - which means being overly positive might also come across as a bit suspicious or weird (even if everything you're saying is true). 
• Follow the submission instructions . A bunch of employers, but also educational institutions, will provide instructions on how to submit the recommendation letter. We recommend you ask the candidate to double-check them and give you a heads up, because if you submit the recommendation letter wrong, the candidate might lose their chance.
• Use a business tone . Even when you’re being creative, your writing tone should maintain a business tone - polite, and as formal as possible.
• Mind your grammar and spelling . This is another tip that goes for all things application-related. You won’t compromise the referee’s chances with a typo, but your recommendation won’t matter much either if it’s filled with simple grammar/spelling mistakes. Run your letter through a grammar and spell-check app once you’re finished with it, just to be on the safe side of things.

Recommendation Letter FAQ

Still have some questions on how to write a letter of recommendation?

Find your answers below!

1. What is a professional letter of recommendation?

A professional letter of recommendation - also called an employment recommendation letter - refers to an official document that is typically required when you apply for a job and which describes the applicant’s professional skills, experiences, and qualifications. 

Professional letters of recommendation are typically written by current or previous employers or supervisors. A coworker can also write you a professional letter of recommendation, but it’s not as optimal as a coworker is not really an authority figure (and might just be a friend doing you a favor instead of being honest).

2. What should be written in a letter of recommendation?

Letters of recommendation generally follow the following format: 

• A formal salutation
• An introduction (which includes a recommendation statement and your professional title)
• An overview of some of the applicant’s skills, strengths, or qualifications, which you can tailor to the application
• A personal story where you can mention some of the applicant’s achievements
• A closing statement and call for action
• A signature , with your contact information

3. Who should I ask for a letter of recommendation?

If you’re asking for an academic letter of recommendation, you can ask:

• Current or former professors
• Academic mentors
• Thesis advisors

If you’re asking for a professional recommendation letter, though, you can ask:

• Current or former employers
• A supervisor or professional mentor
• Former professors
• Experienced coworkers

4. How do you start a recommendation paragraph?

To keep the recruiter reading your recommendation letter interested, you should start with an attention-grabbing introduction - specifically, an interesting recommendation statement. 

This statement is the opening sentence of the letter and it should optimally express your conviction to recommend the applicant in a non-generic way. 

If you’re struggling with coming up with something creative, just start with one of the following:

• A little-known or impressive fact about the candidate
• Your general consideration of the candidate’s qualities
• A remarkable achievement, or an award the candidate might have won

5. How do you end a letter of recommendation?

A letter of recommendation concludes with a call to action or a request towards the recruiter   showing your availability and willingness to provide additional information if needed. After mentioning that you remain available to discuss the candidate’s qualifications, you may finalize the letter with your signature - your name, title, and company.

Key Takeaways 

And that’s a wrap! We hope this article will make the process of writing a recommendation letter easier for you. 

Let’s go over some of the main points we covered: 

• A letter of recommendation is a formal letter confirming and recommending a person’s work, skills, or academic performance and potential.
• Recommendation letters follow a particular format and layout. The format typically consists of 1) the letterhead and full contact information, 2) a salutation, 3) an introduction, 4) an overview, 5) a personal story, 6) a closing sentence and 7) your signature.
• The three types of recommendation letters are employment, academic, and character recommendation letters.
• Who to ask for a recommendation letter depends on the type of reference you need. As a rule of thumb, pick someone who knows your skills and strengths well and whom you’ve had a positive experience (professional or academic) with.

Related Articles

• How to List References on a Resume [w/ Examples]
• How to Address a Cover Letter in 2023
• Motivation Letter Writing Guide + Examples for 2023

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How to Write a Letter of Recommendation (with Examples)

Table of contents

Meredith Sell

Recommendation letters can open doors that would otherwise remain locked shut. Whether the person you’re recommending is a college student applying for internships, a well-loved employee seeking their next opportunity, or a mentee you’ve seen grow up over the last few years, they’re counting on you to write a letter that will make a hiring manager decide to set up an interview. No pressure.

You’ve probably been on the other side of this interaction — as the person asking for a recommendation, or the manager receiving recommendations. But now you’re the one who’s supposed to write. 

You want the letter to be short, but meaningful, honest and positive. You want to sing their praises without coming across as smarmy or fake. And you also don’t want to spend 500 hours laboring over what ultimately should be no more than five paragraphs.

To do this, you first need to understand why you’re the person writing the recommendation.

Am I the Right Person to Write This Recommendation?

Hopefully, before you agreed to pen the letter, you considered whether you can positively write about the person in question. 

If not, go no further until you address the following questions:

• How well do I know this person? Have we worked together or interacted enough for me to be able to describe their work ethic, attitude, character, integrity, or how they work with others?
• Would I want to work with this person again? Did I enjoy my time with them? Was I impressed with their work, their way of thinking and approaching problems, or how they collaborated with the rest of the team?
• Do I have positive thoughts about this person? What are the first things that come to mind when I think about them?

If you don’t know the person well, if you wouldn’t want to work with them again, if you don’t have positive thoughts about them, you shouldn’t write their recommendation letter. Why? Because what you write will either be an anti -recommendation or a well-developed lie about your experience with them, neither of which is helpful to you or them.

This brings us to the number one rule of writing recommendations: be honest.

You do not owe anyone a positive recommendation, even if they’re a student in your department or a long-time employee on your team. If you can’t write them an honest, positive recommendation, don’t write one at all.

How to Politely Decline If You Can’t Write a Positive Recommendation

Tell them gently — either in person (this is preferred) or via the communication method they used to ask you for the recommendation. You can follow a script like this:

Unfortunately, I don’t think I’m the right person to provide you with a recommendation. I’m happy to chat with you to come up with ideas of other people who may be better candidates, if that would be helpful.

You don’t need to explain why, but if you have a cordial relationship and the person seems eager to grow or improve, you can provide more information in a direct, polite, matter-of-fact manner.

If you ran through the questions above and you are the right person to write this recommendation, congratulations! You’ve been trusted with an honor and responsibility that gives you an excuse to brag about someone you respect, admire, or love.

Small, But Mighty: Writing a Brief, Direct Recommendation Letter

Recommendation letters are small documents that pack a punch — in the best way.

Sandwiched between a formal greeting and sign-off, each recommendation covers three main areas:

1. How you know the person / How you’ve worked with them

This opening section introduces you and the person you’re writing about simultaneously. It explains your relationship:

• Mentor/mentee
• Boss/employee
• Professor/student

And it briefly describes in broad terms how you’ve worked together or interacted. This section will be about 1 paragraph long.

2. Their character, personality, work, work ethic, collaboration skills, etc., and how you’ve seen those things in action.

This is the meat of the recommendation. Here, you’ll dive into them as a person. What stands out about how they show up in the workplace or classroom? How do they interact with others? What work skills of theirs shine in comparison to others? Are there any specific examples you can sum up in a couple of sentences?

Whatever you write, keep it relevant to the particular opportunity, but if there are fun, need-to-know things about the person you’re writing about — the spunk they bring to dull Monday meetings, for example — mention those things too. This section can be anywhere from one to three paragraphs long, so don’t cut yourself off too soon.

3. Why they’re a fit for the opportunity.

Aka, why the employer should hire them or why the college should accept them.

What do they bring to the table, the team, the academic community? What did they bring to your team, workplace, etc., that your letter recipient would be missing out on if they didn’t hire the person? What will you miss about them when they leave your staff?

These are the sorts of questions this section answers, tailored to your letter recipient and the opportunity. This section, which may be 1-2 paragraphs long , tells what the previous section shows , and adds a bit more interpretation to get your meaning across to the reader. If writing this part feels personal, that’s a good sign, because it should have some heart.

5 Tips for Writing a Recommendation When You’re Stuck 

Some people can just whip up a recommendation letter at a moment’s notice, but if you’re stuck — at a loss for words or overwhelmed by all the different things you could say — these tips can replace that blinking cursor with a trail of text.

1. Find out why they asked you .

Chances are, they thought of you because of past experiences they’ve had with you. Maybe your class was their favorite. Maybe you were the first boss they felt like they could actually talk to. Maybe they’ve felt like your mentorship improved their overall confidence and awareness and ability to step out of their comfort zone.

It’s also possible that you’re the only person they think is qualified to write their recommendation. Maybe you’re their first boss, the only professor who’s ever remembered their name, or the only coach who took the time to get to know them.

Any of this context can inform how you approach your recommendation letter. If you were their first boss, you can write about how they showed up to their first ever job. Were they eager to work? To learn? To try new things? All of those details could be relevant to your recommendation.

You can also ask them if there’s anything in particular they’d like you to touch on. Maybe they have recommendations that already talk about how they collaborate with peers, and they need you to write about their work ethic, timeliness, and trustworthiness.

Ask these questions to get the fountain flowing. What they tell you shouldn’t determine what you ultimately write, but it can provide helpful direction and narrow the scope of what your letter covers.

2. Interview yourself about the candidate.

Any of the questions in the previous sections can be helpful for this, but you can also pose these ones:

• What’s your favorite or most prominent memory of this person?
• What have you consistently seen from this person in the way they show up to class/work/etc.?
• What were they like when you first met them? How are they different now?
• What’s one (or three or five) things you appreciate about them?
• How have you seen them grow in the time that you’ve known them?
• How is your business different because of their influence?

You can interview yourself on paper and type out your answers, or record yourself and then go back through the recording to copy down fodder for your letter.

Pro tip: Once you have a transcript or pile of notes ready, drop it into Wordtune for helpful summaries of what you’ve said about the candidate. This can help you narrow your focus to the main points you want to make in your letter.

Get Wordtune for free > Get Wordtune for free >

3. Read up about the opportunity.

Believe it or not, it’s helpful to know what you’re recommending this person for . Is it a fellowship opportunity in Greenland? A high-caliber university that’s hard to get in? A job that comes with security access to top-secret government information?

Ask the person you’re recommending for some details on the opportunity — or a link where you can learn more. As you gather information, pay attention to the size of the team they would be joining, the type of work or activities they’ll be involved with, the required job skills and expectations. When you consider those things, what stands out about your recommendee?

4. Talk to a friend or colleague about the candidate.

One of my favorite writing tips: Write like you’re talking to a good friend. 

In this case, you can actually talk to a good friend (or colleague) about the person — as a way to get out of your head and help the thoughts flow. They might even ask helpful questions or add more perspective that fleshes out your initial thoughts.

You can record the conversation for reference later or just use it to get the gears turning. Afterward, as soon as you can, write down any highlights that came up.

Pro tip: If you record this conversation, drop the transcript in Wordtune to help you identify the main points you want to write about the person.

5. Write it rough. Let it sit. Chop, chop, chop.

The tip is in the heading. 

Sometimes when writing is hard, the best thing you can do is … write. Get out of your own way. Stop expecting or demanding perfection, and start putting words on paper. 

You can write by hand or on a computer or a typewriter or your smartphone. But write. And don’t stop until you have something to work with later on. This might take 20 minutes, it might take 10. It might even take as little as five. 

Once you have a page or two, step away. Let it sit for a day. Then, come back and start chopping what doesn’t fit in a recommendation letter. Or if it’s easier, copy and paste the good parts into a separate document. 

As you go, you can rearrange sentences and ideas until you have the three sections we talked about earlier in this blog:

• How you know them
• How you’ve seen them in action
• Why they’re a fit for this opportunity

Pro tip: Paste the content you like into Wordtune Editor and use the tool to cut more fluff and refine wordings. You can highlight entire sentences for revision or click on the lightbulb to the right for specific feedback on grammar and word choice.

The Only Recommendation Letter Template You Need

Dear [hiring manager / admissions office / name],

I’m writing to recommend [name] to your [company/university/program/etc.]. I’ve known [name] since [year], when [explain how you know the person, what your relationship is; you can take more than one sentence for this].

[How have you seen them in action? What are they like in the workplace or classroom? Describe their character, personality, work, work ethic, collaboration skills, etc., whatever stands out the most about them.]

[Why are they a fit for the opportunity? What do they bring to the table? What does the recipient absolutely need to know about this person?]

I’m happy to answer any questions you might have about [name]. I greatly enjoyed my time [working with/teaching/mentoring/coaching/etc.] [him or her], and have no doubts that [he/she] will be a great asset to your [team/university/program/etc.].

[Your signature]

A few notes on this template:

• If possible, find out who to address your letter to and use a specific name in the greeting.
• Even if you’re submitting the recommendation digitally, you’ll want it to be on official letterhead with your title and contact information. You can do this by printing it on physical letterhead and then scanning it back onto your computer — or simply use a digital letterhead. Marketing departments at larger organizations may have a letterhead template file for Microsoft Word, or you can make your own.
• Make sure to add your real signature, even if you’re submitting the letter digitally.
• On Macs, you can use Preview (the PDF reader) to insert your signature. Click on Tools > Annotate > Signature > Manage Signatures to add your signature using your computer’s camera. Then open your letter (saved as a PDF) in Preview and follow the same path to insert your signature.
• On Microsoft, you can add your written signature via a scanner and add it to your letter document as an image in Word.

Examples for Your Inspiration

College admissions recommendation.

This example uses specific examples and details to introduce the reader to an ambitious, gifted student. The more specific you can be in your recommendation, the more of an impression it will have on the reader.

Job Application Recommendation

This recommendation again uses specificity, as well as a particular example of the person in action , to show the reader what the recommendee is like and how he took action to solve a problem. Are there any specific situations you can highlight in your letter?

General LinkedIn Recommendation

This recommendation, which a client gave me on LinkedIn, shows how you can tell a story in a few words. The author tells about the challenge she was facing and how the person she’s recommending helped her overcome that challenge. If your recommendee helped you solve a problem or challenge, consider focusing your recommendation on that.

The Most Important Thing About Your Recommendation Letter

It’s the same as the number one rule of recommendation writing: honesty.

Be genuine in what you write. Take time to reflect on why you appreciate the person and let that appreciation flow into your letter. 

You might also do what one of my college professors did and give the candidate a copy of your letter to keep for themselves (or in 2024, add it to their LinkedIn profile). Because even if this opportunity doesn’t work out, it’s always good to know they have someone cheering them on.

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Recommendation Letter For Employee From A Manager (With Examples)

• Personal Reference Letter
• Recommendation Letter for Employment
• Professional Reference Letter
• Reference Letter Template
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• Professional References
• List Of References
• Recommendation Letter From Employer
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Writing a recommendation letter for employee can be a pretty big deal. This person trusts you enough to write good things to help them advance in their professional life. To write a recommendation letter for an employee, start with a salutation and a sentence or two explaining why you’re writing, then use your body paragraphs to explain why you’d recommend the person.

Whether you’re a manager or supervisor, you are able to give insight into their skills and talents. In this article, we will tell you how to write a letter of recommendation for an employee, provide examples of reference letters, in addition to some tips to keep in mind when writing your letter.

Key Takeaways

A recommendation letter for employee from manager is the same as a reference letter.

After the header and salutation, write an introductory paragraph explaining why you’re writing and then move into the specifics of your recommendation.

Talk to the employee and review their job records before writing a reference letter.

What is a recommendation letter?

How to write a recommendation for an employee, recommendation letter from manager examples, tips for writing a recommendation letter for your employee, letter of recommendation for employee from manager faq.

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A recommendation letter is a written message from someone that’s willing to say you’re a good employee and can vouch for your skills and qualities as an employee. These letters can come from just about anyone, even sometimes people you don’t work with.

The terms reference letter and recommendation letter are used interchangeably and that’s because they’re the same thing.

Some people who can write a recommendation letter can be former employers, professors, colleagues, or mentors. If you want the letter to have more value though, it’s best to ask a manager or your boss for a recommendation letter.

To write a recommendation letter for an employee, it’s important to note that this is an official business letter. That means there is a standard, professional format that you’ll want to use. Below is a more detailed list of how to write a letter of recommendation for an employee:

Header. The top of the letter should be structured like any formal business letter. Add your contact information at the top, follow this with the date, then conclude the header with the recipient’s name, title, company name, and any contact information you have.

Salutation. The easiest salutation is Dear followed by the recipient’s name. For example – Dear Jon Smith, and make sure there’s a comma after their name. If you don’t have a recipient’s name, then addressing it To Whom It May Concern, is fine also.

Introductory paragraph. Start the letter by explaining who you are and how you’re connected to the applicant. It’s also a good idea to state the intent of the letter, and let them know right away that this letter is a recommendation letter.

Specifics and the recommendation in the body. The body of the letter will be where you state why you’re recommending the applicant, list some of their good qualities, give examples, and demonstrate how the employee did their job well.

Closing. Finish the letter by volunteering to be available to answer any questions. Then, simply end with “Sincerely,” and give yourself room to sign your name, followed by your name typed out.

Below are some examples of recommendation letters from managers. Remember to tailor your letter to fit the needs of the employee that you are writing about.

Sample recommendation letter for employee from manager

Jane Doe, Floor Manager Factory ABC 11 South 22nd St. Cincinnati, OH 45208 [email protected] (555) 123-4567 December 31, 2020 Jim Cast, Hiring Manager Factory XYZ 22 South 11th Street Cincinnati, OH 45208 Dear Jim Cast, I am writing on behalf of Kelly Kid, who worked for me for five years at Factory ABC. As you may know, our factory recently closed and will be moving operations overseas. As we no longer have a position for Kelly, she is looking to work with your company. I highly recommend Kelly for the management opening Factory XYZ has. Throughout her time at our company, Kelly always professionally held herself and performed to the best of her ability. She was in line to become a manager at our company and I fully believe in her capability to do this position with success. We’ve watched Kelly grow as an employee over the last several years, taking on added responsibilities when asked and eventually instigating them herself. She was an enthusiastic worker who inspired her teammates. Her success was demonstrated by consistently making production goals and extending safety records. If you have any questions or you’d like to discuss Kelly’s qualifications and her duties while working with Factory ABC, I’d be happy to be available. Sincerely, Jane Doe

Generic reference letter example

Jane Doe, Parent 11 South 22nd St. Cincinnati, OH 45208 [email protected] (555) 123-4567 December 31, 2020 To Whom It May Concern, My name is Jane Doe and I am writing to refer Susie Smith as a babysitter for your family. I have known Susie for five years and she has babysat for all three of our children during that timeframe. Susie has proven that she’s a very honest and reliable person. We trust her implicitly with our children and she has never given us a reason not to. Our children love Susie and would get very excited about her next visit. At this point, our oldest is a sophomore in high school and our youngest is 12, so we no longer need her services. We wholeheartedly recommend her to work with your children. We think you’ll be very excited by her ability to connect with children on their level and her desire to actively participate in their homework and playtimes with them. She’s definitely not one of those babysitters who watches TV and ignores the kids. If you have any questions about Susie and would like to speak with me about her, I’d be happy to talk with you. Sincerely, Jane Doe

Professional recommendation letter for employee from manager example

Jane Doe, Library Manager Cincinnati Library 11 South 22nd St. Cincinnati, OH 45208 [email protected] (555) 123-4567 December 31, 2020 Jim Cast, Hiring Manager South City Library 22 South 11th Street Cincinnati, OH 45208 Dear Jim Cast, I am writing on behalf of Mike Gentle regarding the position of Library Assistant . Mike worked as a student intern at our library while he was in high school and did an excellent job. His love of books, literature, and helping people was evident from day one. We were thrilled when Mike told us he had decided to pursue a degree in Library Sciences, and we think he will one day be a phenomenal Librarian . Mike would be an excellent addition to your library, and we were happy to hear that he found a position that will allow him to continue his studies at the university in the fall while working part-time. I think you will see that Mike’s ability to adapt to new customers and answer their requests or questions is outstanding. He is always professional and can speak on a level that relates to our customers – whether they’re professors looking for specific research or retired people trying to figure out how to check their emails. In fact, in Mike’s sophomore year of high school, he realized that we have quite a large elderly population and they often need help with basic computer skills. He took the initiative to begin a monthly computer class to teach some of these skills and answer questions. This class was free to the public and Mike volunteered his own time to help our patrons. We will sincerely miss him but wish him well in his future endeavors. If you have any further questions or would like to discuss Mike’s qualifications, please feel free to contact me. Sincerely, Jane Doe

Professional reference letter example

Jane Doe, Principal Cincinnati School 11 South 22nd St. Cincinnati, OH 45208 [email protected] (555) 123-4567 December 31, 2020 Jim Cast, Superintendent of Schools Madison School District 1 CESA Drive Madison, WI 53719 Dear Jim Cast, I am enthusiastically writing on behalf of Frances St. Clare, who we have had the pleasure of having in our school district for the past five years. Frances taught English in our high school throughout her tenure at Cincinnati School, seeing more than 1500 students come through her classroom. During her time with us, I did quarterly classroom evaluations and was always thrilled with how well she engaged with students and how they responded. Not many teachers can get their students as involved in literature and diagramming sentences as Frances can. She has a way with students that makes them feel valued, and she truly listens to them in a way that shows compassion. She is quite passionate about her profession and especially about creative writing. Frances established a creative writing publication at our school, the Cincinnati Journal, which is published monthly. Students are encouraged to submit short stories, poems, scripts, cartoons, and other creative writing pieces to be selected for publication. A group of students, guided by Frances, then reviews and selects their favorites for the Journal. This has become a very popular publication for teachers and students, and we thank Frances for this initiative. I know that we were quite sad to see Frances leave our school district and our students were equally disappointed. I think she’ll make a fantastic addition to your school and I’m available to answer any questions you may have about her time with us. Sincerely, Jane Doe

You should talk with the employee before writing the letter and review their job record before writing the letter. Below are some more tips to keep in mind when writing a recommendation letter for your employee:

Talk to the employee before writing the letter

Don’t worry about trying to figure out what to say when you’re asked to write a recommendation letter. You can actually get most of the information from the employee and then use our samples below to fill in the letter.

We’ll give you some starter questions to ask, but you will probably come up with some on your own. Don’t be surprised if your conversation sparks some new or different questions.

When do you need the letter?

Who are you applying to and for what position?

Do you have the name of the hiring manager or do you want a more generic letter?

What skills do you think are most important to the job you’re applying for?

What do you think is your strongest skill?

Were there any instances where you used that skill working for our company?

What do you think were your greatest accomplishments with our company?

What most interests you about the new job?

Why do you think you’ll be a good fit for this job?

Are there other traits you’d like to highlight?

Look at their job record

Tell the truth

It might be tempting to lie or exaggerate in a recommendation letter. Many people want to be helpful and stretch the truth a little in the process. Don’t do it. It’s best to be honest when writing a recommendation letter.

A tricky situation can occur if you think the employee was actually not good at their job. Maybe you even think they were doing things to harm the company. You can refuse to write the letter, and in this situation, it’s probably best that you do.

Be professional

Use examples

Can a letter of recommendation be from a manager?

Yes, a letter of recommendation can be from a manager. A manager is the perfect person to write a reference letter because they can speak directly to your potential future manager about what you’re like as an employee. A letter from a coworker, friend, or family member likely won’t carry as much weight.

How do you write a good letter of recommendation for an employee?

To write a good letter of recommendation for an employee, you need to:

Talk to the employee before writing the letter.

Look at their job record.

Tell the truth.

Be professional.

Use examples to illustrate the employee’s strengths and accomplishments.

How do you describe someone’s character for a professional reference?

You can describe someone’s character for a professional reference by giving an example of how they demonstrated certain character traits. Descriptive words such as, “trustworthy” and “full of integrity” are helpful, but showing what the employee is like through a story is much more impactful.

What are five adjectives to describe a person?

Five adjectives to describe a person are:

Who should write a letter of recommendation?

A trusted adult who is not a family member should write your letter of recommendation. This can include a manager, professor , coach, or mentor . The person you ask should be someone who has known you for a long time and can vouch for you.

It’s best to avoid asking a friend or someone who doesn’t fit the description or in the field you’re going in. For example, avoid asking your English professor if you are trying to work in a science field. They won’t be able to vouch for your skills because they have not seen you in action.

Entrepreneur – Why Are Reference Letters Important for Getting a Job?

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Kristin Kizer is an award-winning writer, television and documentary producer, and content specialist who has worked on a wide variety of written, broadcast, and electronic publications. A former writer/producer for The Discovery Channel, she is now a freelance writer and delighted to be sharing her talents and time with the wonderful Zippia audience.

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How to Write a Letter of Recommendation [+Template & Tips]

Ever wondered how to write a letter of recommendation that truly stands out?

In the intricate dance of professional growth, the power of a well-crafted recommendation is nothing short of transformative. It’s not merely words on paper; it’s a key that unlocks doors, a testament to one’s capabilities, and a guiding star in the journey of career advancement.

In this blog post, we embark on a journey together, exploring the art and science of crafting a letter of recommendation for an employee. Whether you’re an employer looking to endorse a stellar team member or an individual seeking guidance on how to request that glowing recommendation, you’re in the right place.

Why is this endeavor so crucial in the professional realm? It’s not just a letter; it’s a narrative that shapes perceptions, opens opportunities, and cements professional reputations. As we delve into the chapters ahead, you’ll not only learn the intricacies of recommendation letter writing but also discover the secrets to creating endorsements that resonate and leave a lasting impact.

So, dear reader, buckle up for a ride through the nuances of recommendation letter mastery. By the end of this journey, you’ll be equipped not just with knowledge but with the tools to craft recommendation letters that stand out in the competitive landscape of professional endorsements.

Ready to dive in? Let’s unravel the art of recommendation letter writing together.

Chapter 1: Understanding the Purpose

Chapter 2: gathering information, chapter 3: structuring the recommendation letter, chapter 4: tips and best practices, chapter 5: letter of recommendation sample, chapter 6: polishing your recommendation letter.

Hey there! Ready to dive into the world of crafting stellar recommendation letters? Well, you’re in the right place! In this chapter, we’re unraveling the mystery behind the purpose of recommendation letters – those gems that can truly make or break someone’s professional journey.

So, what’s the deal with recommendation letters, you ask? Buckle up because we’re about to explore why they matter, what makes them tick, and how you can wield their power like a seasoned pro.

What is a letter of recommendation, and what is its purpose?

Let’s start at the beginning. A letter of recommendation isn’t just a document; it’s a key that unlocks doors of opportunity. It’s like vouching for your buddy when they’re joining a new game – you know they’ve got the skills, and you want everyone else to know it, too.

In the professional realm, a recommendation letter is your enthusiastic endorsement of someone’s skills, character, and overall awesomeness. Think of it as a verbal high-five on paper. When done right, it’s not just a formality; it’s a game-changer.

Now, imagine you’re an employer sifting through stacks of resumes. Suddenly, you stumble upon a recommendation letter singing praises about a candidate. It’s not just about stating facts; it’s about showcasing qualities that go beyond the resume bullet points. This is where the magic happens – it adds a personal touch, humanizing the candidate beyond their qualifications.

So, the purpose? It’s not merely a box to tick off; it’s a strategic move to stand out in the crowd, to say, “Hey, this person isn’t just a list of skills; they’re the missing piece your team needs.”

What are the different types of recommendation letters?

Picture this: You’re stepping into a world where recommendation letters come in different flavors, each with its unique charm. It’s not a one-size-fits-all scenario; instead, it’s a bespoke suit tailored for the occasion.

First on our list is the

Professional Recommendation Letter

. This one’s your go-to in the corporate realm. Managers, colleagues, or mentors vouch for your work ethic, skills, and impact on the professional stage. It’s the kind of letter that opens doors to new opportunities and whispers, “This person is the real deal.”

Now, let’s shift gears to the

Academic Recommendation Letter

. Professors or mentors become the authors, painting a vivid picture of your academic prowess. Whether you’re eyeing that dream college or chasing scholarships, this letter becomes your academic advocate, giving a nod to your intellect and commitment.

Then comes the

Character Reference Letter

. It’s the warm hug of recommendations. Not necessarily from professional realms, it’s penned by someone who knows you on a personal level. Maybe a community leader, a neighbor, or someone you’ve worked with on a non-professional project. This letter dives into your character, emphasizing traits that go beyond the office walls.

Ever stood at the intersection of academia and profession? That’s where the

Academic-Professional Hybrid Letter

shines. Picture a scenario where your professor talks about not just your academic brilliance but also your potential as a budding professional. It’s a recommendation cocktail blending the best of both worlds.

Navigating this tapestry of recommendation letters might sound intricate, but fear not – each type serves a distinct purpose, allowing you to showcase varied facets of your capabilities.

What are the key elements of an effective recommendation letter?

Now that we’ve ventured into the realm of recommendation letters, it’s time to unpack the magic behind creating one that truly sparkles. Think of it as assembling the Avengers – each element plays a crucial role in ensuring your letter packs a punch.

First up, we have the

Introduction

. It’s the opening chord of a symphony. A compelling start grabs attention, sets the tone, and leaves a lasting impression. Ever read a book where the first chapter hooked you from the get-go? That’s the vibe we’re going for.

Next, let’s talk about the

– the beating heart of your recommendation letter. This is where you unleash the floodgates of praise, anecdotes, and tangible examples. Paint a vivid picture of the person you’re recommending. Share a story or two that encapsulates their brilliance. It’s not just about saying they’re fantastic; it’s about proving it with real-life instances.

Every great recommendation letter has an

– that unique quality or anecdote that makes it memorable. Maybe it’s the time your colleague led the team to victory against all odds or how they turned a project around with sheer determination. Identify that standout quality and let it shine.

Let’s not forget the

Addressing of Weaknesses

. Yes, even superheroes have their kryptonite. Acknowledging areas of improvement shows honesty and adds a touch of realism. But here’s the trick – spin it positively. Talk about how they overcame challenges and emerged stronger.

Last but not least, we have the

– the grand finale. Summarize the key points, reiterate your endorsement, and end with a mic-drop moment. Leave the reader nodding in agreement, thinking, “Wow, this is someone I need on my team.”

Crafting an effective recommendation letter is an art – a delicate dance between words and emotions. Stick around as we unravel more secrets on turning letters into golden tickets of opportunity.

The Importance of a Strong Recommendation Letter

Welcome to the climax of our recommendation letter saga! In this chapter, we’re shining a spotlight on why a recommendation letter isn’t just a piece of paper – it’s a powerhouse that can propel careers and open doors.

Imagine this: You’re on the hunt for the job of your dreams. The job market is a bustling orchestra, and every applicant is a musician playing their best tune. Now, a recommendation letter? That’s your solo, the part where the spotlight turns to you. It cuts through the noise, making sure the hiring manager doesn’t just hear but truly listens.

In the professional realm, trust is the currency of success. A strong recommendation letter is like a trust-building architect, laying down bricks of credibility. It’s not just words; it’s a testament from someone who has witnessed your skills, dedication, and impact.

Ever been the captain of a ship navigating uncharted waters? Job transitions can feel the same – uncertain and full of challenges. A robust recommendation letter is your compass, guiding potential employers through the uncharted waters of your career journey. It assures them that you’re not just seeking a job; you’re seeking a meaningful contribution.

Resumes are like trailers for movies. They give a glimpse, but the real story unfolds in the movie itself. Your recommendation letter is that movie. It delves into the nuances, giving a 3D view of your professional character. It’s the extra layer that makes you more than a list of skills and experiences.

Now, let’s talk about the ripple effect. A strong recommendation letter isn’t confined to its immediate purpose. It creates ripples that extend beyond the current job application. It becomes part of your professional narrative, influencing opportunities down the line.

As we wrap up this chapter, remember: the importance of a recommendation letter goes beyond the ink on paper. It’s a beacon that guides you through the professional maze, making sure your talents don’t just speak but sing.

And there you have it, the first chapter of our journey into the art of recommendation letters. We’ve peeled back the layers, exploring what makes these letters more than mere formalities. From understanding their purpose to unraveling the different types and dissecting the key elements, we’ve embarked on a quest to transform letters into compelling narratives.

As we conclude this chapter, keep in mind that recommendation letters aren’t just about ticking boxes; they’re about creating narratives that resonate. It’s about showcasing not just what’s on paper but the person behind the achievements. So, why does it matter? Because in the professional arena, a well-crafted recommendation letter is your secret weapon, your golden ticket.

But wait, there’s more to uncover! In the next chapter, we’ll delve into the nitty-gritty of gathering the right information – the building blocks of a recommendation letter that leaves a lasting impression. Excited? Let’s keep the momentum rolling!

In this chapter, we’re delving into the crucial art of gathering information. Think of it as the foundation – the stronger it is, the more robust your recommendation letter will be. So, grab your metaphorical toolbox because we’re about to equip you with strategies to gather insights that will make your recommendation letters truly shine.

Now, let’s talk about the first steps in this information-gathering odyssey. Crafting a recommendation letter isn’t a solo act; it’s a collaboration between the employer and the employee’s story. It’s about painting a vivid picture that goes beyond job titles and tasks. So, how do we do it?

1. Open Communication Channels Early.

Imagine this scenario: a recommendation request pops up in your inbox, and you realize you’re not quite sure about the specifics of the employee’s achievements or the goals they’re aiming for. It’s a common situation, and that’s where Tip #1 comes into play – opening those communication channels early.

Here’s the deal: The magic of a recommendation letter often lies in the details, and the key to unlocking those details is early and open communication. Encourage employers to initiate a dialogue with the employee well before the recommendation request hits their desk. Why? Because this allows for a thoughtful and detailed letter that goes beyond the surface.

Picture this: A manager engaging in a casual conversation with their team member about their projects, aspirations, and achievements. It’s not a rushed, last-minute exchange; it’s a deliberate effort to understand the employee’s journey. This early connection sets the stage for a recommendation letter that isn’t just a generic endorsement but a personalized narrative that speaks volumes about the employee’s professional story.

2. Provide Clear Guidelines.

Ever been given a task without a clear roadmap? It can feel like navigating through a maze blindfolded. That’s where Tip #2 swoops in to save the day – provide clear guidelines.

Here’s the scoop: When employers hand out a recommendation request without specifying what information they’re looking for, it can lead to vague, generic letters that lack impact. That’s why offering a set of guidelines or a series of targeted questions is a game-changer.

Imagine this: An employer sends over a well-crafted set of guidelines that outline the key areas to focus on – achievements, milestones, soft skills, future goals, you name it. It’s like handing the employee a treasure map, highlighting the valuable gems that should be showcased. This not only streamlines the information-gathering process but ensures that the employee knows exactly what aspects the recommendation should cover.

3. Highlight Achievements and Milestones.

Ah, the sweet sound of success – that’s what Tip #3 is all about. It’s not enough to say someone is great; you need to show it, and what better way than by highlighting their achievements and milestones?

Here’s the lowdown: When crafting a recommendation letter, employers should zero in on specific accomplishments that make the employee stand out. It’s not about vague praise; it’s about showcasing tangible successes. Think projects led, targets exceeded, or innovative solutions implemented.

Picture this: An employer detailing how their stellar employee spearheaded a project, resulting in a 30% increase in efficiency. Or perhaps they could highlight a specific milestone, like hitting a sales target months ahead of schedule. Numbers and data become the stars of the show, adding credibility and depth to the recommendation.

So, why does this matter? It paints a vivid picture for the reader. Instead of a generic “they’re great,” it becomes “they achieved X, Y, and Z, and here are the numbers to prove it.” It’s the difference between telling a story and showing a blockbuster.

4. Discuss Future Goals.

Ever played chess? Tip #4 is the strategic move of discussing future goals. It’s not just about where the employee is now but where they want to go.

Here’s the strategy: Employers should have a conversation with the employee about their future career goals. Why? Because this intel allows for a recommendation letter that isn’t just a snapshot of the present but a forward-looking document that aligns with the employee’s aspirations.

Picture this: A manager sits down with their team member, not just to discuss current projects but to map out the employee’s professional journey. Where do they see themselves in a year? What skills are they eager to develop? This information becomes the compass guiding the recommendation, ensuring it aligns seamlessly with the employee’s path ahead.

5. Request Input from Other Team Members.

Now, let’s talk about team dynamics. It’s like assembling the Avengers – everyone brings something unique to the table. Tip #5 suggests employers tap into this collective wisdom by seeking input from other team members.

Here’s the brilliance: If applicable, recommend that employers gather perspectives from colleagues or team members who have worked closely with the employee. This 360-degree view provides a more well-rounded understanding of the employee’s contributions.

Imagine this: A recommendation letter that not only reflects the manager’s perspective but incorporates insights from teammates who’ve witnessed the employee’s collaboration, problem-solving skills, and team spirit. It’s the difference between a solo act and a symphony of voices singing praises.

6. Emphasize Soft Skills.

Welcome to the heart of interpersonal prowess – Tip #6 emphasizes the often underestimated but crucial soft skills. It’s not just about what the employee does but how they do it.

Here’s the scoop: Employers should dive into discussions about the employee’s soft skills – think communication, teamwork, adaptability, you name it. Why? Because these qualities are the glue that holds a successful professional together.

Imagine this: An employer not only praising the employee’s project management skills but also highlighting their exceptional teamwork, effective communication with diverse stakeholders, and ability to adapt seamlessly to changing scenarios. It’s the magic touch that turns a good recommendation letter into a stellar one.

In essence, tip #6 guides employers to unearth the intangible strengths that make the employee not just a professional but a standout team player.

7. Use a Mix of Formal and Informal Communication.

Now, let’s talk about the art of communication. Tip #7 suggests a dynamic approach – a mix of both formal written communication and informal discussions.

Here’s the genius: While the formal recommendation letter is the star of the show, informal conversations can sometimes reveal unique strengths that might go unnoticed in a more structured setting.

Picture this: An employer not only sending a formal request for information but also grabbing a coffee with the employee to chat about their experiences. In these casual settings, employees might share anecdotes or aspects of their work that bring a different flavor to the recommendation.

8. Seek Examples of Problem-Solving.

Welcome to the realm of solution architects – this tip encourages employers to be detectives of problem-solving prowess. It’s not just about what goes right but how the employee handles things when they go wrong.

Here’s the strategy: Employers should actively seek instances where the employee demonstrated effective problem-solving skills. Real-life scenarios add a layer of authenticity to the recommendation, showcasing not just the employee’s achievements but their ability to navigate challenges.

Imagine this: An employer not only praising a project’s success but also highlighting how the employee tackled unexpected hurdles, showcasing resilience, creativity, and strategic thinking. It’s the difference between a recommendation letter that lists accomplishments and one that narrates a journey of overcoming obstacles.

In essence, tip #8 transforms the recommendation letter into a dynamic story of how the employee turns challenges into triumphs.

9. Consider Team Dynamics.

Now, let’s zoom out and look at the bigger picture – Tip #9 advises employers to consider team dynamics.

Here’s the insight: Understanding the employee’s role in team dynamics provides a broader perspective on their interpersonal skills. It’s not just about individual brilliance but how they contribute to the collective success of the team.

Picture this: An employer evaluating not only the employee’s individual contributions but how they collaborate, communicate, and uplift their team. It’s the holistic view that ensures the recommendation letter captures not just professional expertise but the collaborative spirit.

10. Clarify Confidentiality.

Here’s the deal: Employees may be more candid and open if they know their responses will be handled discreetly. It’s about creating a safe space for them to share insights, aspirations, and challenges.

Imagine this: An employer reassuring the employee that their responses are confidential, encouraging them to speak freely. This transparency builds trust, ensuring that the recommendation letter isn’t just a showcase of achievements but a genuine reflection of the employee’s journey.

And there you have it, a treasure trove of strategies to gather the gems needed for a stellar recommendation letter. We’ve explored the importance of early communication, clear guidelines, and the power of highlighting achievements. From delving into soft skills to understanding team dynamics and ensuring confidentiality, we’ve built a toolkit that transforms recommendation letters into powerful narratives.

As we wrap up this chapter, remember: the key to a compelling recommendation letter lies in the details, anecdotes, and insights that breathe life into it. These tips aren’t just steps; they’re the dance moves that turn a recommendation letter into a masterpiece.

But the journey doesn’t end here. In the next chapter, we’ll embark on the exciting adventure of structuring the recommendation letter. We’ll explore how to weave the gathered information into a narrative that captivates readers and propels the employee toward new opportunities.

Ready to turn information into inspiration?

Ah, welcome to the architect’s studio, where we’re about to craft recommendation letters that aren’t just words on paper but symphonies of praise. In this chapter, we’re diving into the delicate art of structuring the recommendation letter – the blueprint that transforms gathered information into a compelling narrative.

Here, we not only gather information but weave it into a tapestry that captivates, informs, and leaves a lasting impression. Ready for the magic? Let’s dive in!

1. Engaging Introduction.

Picture this: You’re about to read a recommendation letter, and the opening hits you like the first notes of your favorite song. Welcome to the magic of an Engaging Introduction. This isn’t your ordinary salutation; it’s the grand entrance, the captivating moment that draws the reader in. Consider starting with a brief anecdote, a snapshot of the employee’s brilliance, or an achievement that sets the tone for what’s to come. It’s not just a formality; it’s the hook that keeps the reader eagerly turning the pages, eager to discover the narrative that unfolds.

2. Clearly Defined Sections.

In our recommendation letter symphony, Clearly Defined Sections are the notes that guide the reader seamlessly through the composition. Each section is a chapter addressing a specific aspect of the employee’s capabilities. It’s not a chaotic blend of words; it’s a structured narrative that enhances readability and ensures that every facet of the employee’s excellence finds its spotlight. Think of it as the GPS of the letter, providing a clear roadmap that transforms the reading experience into a harmonious journey.

3. Highlight Core Skills First.

Now, let’s shine the spotlight on the employee’s brilliance with Highlight Core Skills First. It’s about giving the reader a front-row seat to the employee’s strengths by placing emphasis on their core skills right from the start. Why wait? This ensures that the reader quickly grasps the individual’s key strengths, creating an immediate connection between the words on the page and the outstanding qualities of the employee. It’s not just an introduction; it’s a strategic move to captivate the reader’s attention and set the stage for a letter that resonates.

4. Use Concrete Examples.

Let’s add some substance to our recommendation letter with Tip #4 – Use Concrete Examples. It’s not just about singing praises; it’s about painting a vivid picture of the employee’s capabilities by incorporating specific examples of their accomplishments. These real-life instances aren’t mere embellishments; they add credibility and depth, turning abstract qualities into tangible proof of the employee’s exceptional contributions. Imagine reading about not just what the employee can do but witnessing it through the lens of concrete achievements.

5. Address Multiple Competencies.

Our recommendation letter is a multi-faceted gem, and Tip #5, Address Multiple Competencies, ensures every facet shines. It’s about covering a range of competencies – technical skills, leadership qualities, interpersonal abilities, and more. This holistic approach provides a comprehensive view of the employee, showcasing not just their proficiency in one area but their versatility across various competencies. Think of it as presenting a well-rounded portrait that captures the richness of the individual’s professional character.

6. Quantify Achievements.

Let’s add some numerical prowess to our recommendation letter with Tip #6 – Quantify Achievements. Numbers and statistics are the spice that enhances the flavor of the narrative. Where possible, include quantifiable achievements that make a more compelling case. Instead of vague statements, imagine reading about how the employee didn’t just meet but exceeded targets by a specific percentage or implemented a solution that resulted in a quantifiable improvement. It’s the difference between saying someone is good and proving it with hard numbers.

7. Showcase Growth.

Tip #7, Showcase Growth, invites us to tell a dynamic story of professional evolution. It’s not just about the present; it’s about highlighting the employee’s journey over time. Imagine reading about their milestones, challenges overcome, and skills refined. This tip ensures that our recommendation letter is not a snapshot but a narrative that demonstrates adaptability and a commitment to continuous improvement. It’s the thread that weaves the employee’s growth into the fabric of the letter.

8. Provide Context.

Every masterpiece needs a backdrop, and Tip #8, Provide Context, does just that. It offers the reader a lens to understand the significance of the employee’s contributions. Instead of standalone achievements, provide context by explaining the impact of their work on projects or the team. This tip ensures that the reader sees not just what the employee did but the ripple effect of their actions. It’s the difference between a list of accomplishments and a compelling narrative that resonates with purpose.

9. Balance Positivity with Realism.

Tip #9 is the delicate art of maintaining the right tone – Balance Positivity with Realism. While the recommendation letter is a testament to the employee’s strengths, it’s essential to be realistic. Authenticity is crucial for credibility. This tip guides us to highlight the positive aspects while acknowledging areas of growth. It’s not about painting a flawless picture but presenting a genuine portrayal that resonates with both praise and realism. Imagine reading a letter that not only celebrates achievements but acknowledges the journey of improvement.

10. Concise Conclusion.

In the grand finale of our recommendation letter symphony, Tip #10, Concise Conclusion, takes center stage. Picture this: after a detailed exploration of the employee’s strengths, accomplishments, and growth, the letter concludes with a summarization of key points. It’s not a lengthy epilogue; it’s a concise wrap-up that leaves a lasting imprint. This tip ensures that the reader walks away with a clear understanding of the employee’s standout qualities, creating a powerful closing note that echoes in their mind.

11. Personal Touch in Closing.

Our recommendation letter isn’t just a formal document; it’s a personal testament. Tip #11, Personal Touch in Closing, adds the final brushstroke. The closing statements are more than just a formality; they’re an opportunity to add a touch of humanity. This could be a well-wishing statement or a reminder of a shared experience. It’s the warmth in the closing lines that elevates the letter from a professional endorsement to a genuine expression of goodwill. Imagine reading a closing that not only acknowledges the employee’s excellence but also extends a personal touch, leaving a positive and lasting impression.

12. Call to Action (if applicable).

For letters destined for job applications, Tip #12, Call to Action, is the strategic move that expresses readiness to provide further information if needed. It’s not just a polite formality; it’s a subtle invitation for dialogue. This tip showcases eagerness and cooperation, signaling that the recommender is not just endorsing the employee but actively participating in the journey ahead. Imagine reading a letter that not only highlights the employee’s strengths but also extends a hand for further engagement, turning a recommendation into a potential collaboration.

13. Professional Sign-Off.

And finally, Tip #13, Professional Sign-Off, gracefully concludes our recommendation letter. It’s not just a signature; it’s a stamp of professionalism. The letter ends with a formal sign-off, ensuring a polished and courteous finish. Including contact information for any follow-up queries adds an extra layer of accessibility, closing the loop on the communication. Imagine a letter that not only speaks highly of the employee but wraps up with a professional bow, leaving a lasting impression on the reader.

As we culminate this chapter, we’ve not just structured a letter; we’ve orchestrated a masterpiece that resonates with depth, authenticity, and impact. Ready for the final act? Let’s explore the concluding segment of our journey toward recommendation letter mastery.

And there you have it, the symphony of structuring recommendation letters. We’ve explored the art of creating an Engaging Introduction that captivates from the start, the harmony of Clearly Defined Sections that guide the reader seamlessly, and the spotlight on brilliance with Highlight Core Skills First.

Moving through the crescendo, we’ve added substance with Use Concrete Examples, addressed a spectrum of competencies with Address Multiple Competencies, and spiced up the narrative with Quantify Achievements.

The journey continued, showcasing the professional evolution with Showcase Growth, providing a backdrop with Provide Context, and maintaining the right tone with Balance Positivity with Realism.

As we reach the grand finale, we’ve summarized key points with a Concise Conclusion, added a Personal Touch in Closing, and extended a hand for potential collaboration with a Call to Action (if applicable). Finally, we’ve concluded our masterpiece with a Professional Sign-Off.

But the story doesn’t end here. In the next chapter, we’ll explore the final segment – polishing the recommendation letter to perfection. From refining language to ensuring clarity, we’ll add the finishing touches that make our letter not just good but exceptional.

So, dear reader, the crescendo builds, and the journey continues. Join me in the next chapter, where we’ll refine our creation and elevate it to recommendation letter excellence.

Welcome to the heart of refinement – Chapter 4 unveils the secrets of crafting recommendation letters that not only shine but leave an indelible mark. In this chapter, we’ll delve into a collection of tips and best practices that elevate our letters from good to exceptional. It’s not just about the words on paper; it’s about the strategy, the nuances, and the finesse that transform a recommendation into a powerful endorsement.

Imagine having a toolkit that ensures your recommendation letters stand out in a sea of applications. The list below is your guide to mastering the art. From starting the recommendation process early to aligning with company values, each tip is a brushstroke that adds depth to our canvas. So, let’s explore the intricacies of these best practices, ensuring our letters not only meet but exceed expectations.

1. Start Early.

Embarking on the recommendation journey should feel like planting seeds well before the harvest. The Start Early tip emphasizes the importance of initiating the recommendation process ahead of time. This isn’t just about a mere head start; it’s a strategic move to allow for thoughtful consideration and meticulous drafting.

Starting early provides the recommender with the luxury of time to reflect on the employee’s strengths, achievements, and unique qualities. It ensures that the letter is a product of careful contemplation, capturing the essence of the employee’s professional prowess. Avoiding last-minute rushes becomes more than just a logistical consideration; it’s a commitment to delivering a recommendation letter that reflects the depth of the employee’s impact and contributions.

2. Align with Company Values.

Picture a recommendation letter seamlessly fitting into the cultural tapestry of a company. Aligning with Company Values is more than a suggestion; it’s a strategic move to ensure that the language and content of the recommendation resonate with the values and culture of the organization. It’s about crafting a letter that doesn’t just endorse the employee’s skills but aligns them with the ethos of the company.

This tip guides the recommender to be cognizant of the company’s core principles, ensuring that the recommendation isn’t just a standalone endorsement but a testament to the candidate’s alignment with the company’s mission and values. The result is a recommendation letter that doesn’t merely vouch for the employee but paints a picture of how they seamlessly integrate into the organization’s fabric, making them not just a good fit but an indispensable part of the team.

3. Tailor for the Role.

Think of this tip as tailoring a suit for a specific occasion – the fit matters. Tailoring for the Role is about customizing each recommendation letter to align with the nuances of the specific job or opportunity in question. It goes beyond a one-size-fits-all approach, urging recommenders to highlight the skills and experiences of the employee that directly correlate with the requirements of the position.

This level of customization ensures that the recommendation isn’t just a generic endorsement but a targeted and relevant testament to the employee’s suitability for the role. It’s the difference between a recommendation that merely states qualities and one that strategically positions the employee as an ideal candidate for the specific job at hand.

4. Maintain a Professional Tone.

Imagine a recommendation letter as a formal handshake – the tone sets the first impression. Maintaining a Professional Tone is more than a suggestion; it’s an essential aspect of crafting a letter that carries weight. This tip underscores the importance of emphasizing a professional and formal tone throughout the letter. It guides recommenders to avoid overly casual language that might diminish the letter’s impact.

By doing so, the recommendation not only communicates the employee’s strengths but does so in a manner that resonates with the gravity of a professional endorsement. It ensures that the letter isn’t just a commendation but a document that exudes professionalism, enhancing both the credibility of the recommender and the impression of the employee being recommended.

5. Proofread Thoroughly.

Consider Proofread Thoroughly as the final polish to our recommendation letter gem. This tip emphasizes the critical importance of meticulous proofreading to catch any lurking grammatical errors, typos, or awkward phrasing. A recommendation letter is not just a collection of words; it’s a reflection of professionalism and attention to detail.

Stressing the significance of thorough proofreading ensures that the final document is free from distracting errors, presenting a polished and refined letter. Beyond avoiding grammatical pitfalls, it acknowledges that a well-proofread letter not only benefits the recommender by showcasing their commitment to excellence but also reflects positively on the employee, reinforcing their image as someone associated with quality and precision.

6. Be Honest and Genuine.

Authenticity is the soul of a compelling recommendation letter, and being honest and genuine is the guiding principle to achieve just that. This tip encourages recommenders to embrace honesty while highlighting positive attributes. It’s not about embellishing the truth but about presenting a genuine portrayal of the employee’s strengths.

Authenticity is a powerful force; it enhances the credibility of the letter and, by extension, the credibility of both the recommender and the employee. This tip acknowledges that a recommendation isn’t just about singing praises but doing so in a manner that resonates with truth. An honest and genuine letter stands out, not just for what it says but for the sincerity that underlies every word, creating a lasting impression on those who read it.

7. Respect Confidentiality.

In the world of recommendation letters, Trust is the currency, and Respect Confidentiality is the guardian of this trust. This crucial tip reminds recommenders to handle the information shared by the employee with utmost confidentiality. Confidentiality isn’t just a procedural checkbox; it’s the foundation of trust between the recommender and the employee.

By respecting confidentiality, the recommender not only safeguards sensitive information but also establishes themselves as a trustworthy and reliable reference. This tip recognizes that the recommendation process is a confidential exchange, and maintaining this trust contributes to the integrity of both the recommender and the employee being recommended.

8. Use Professional Formatting.

Consider using professional Formatting as the visual allure of our recommendation letter. This tip advises recommenders on the importance of adopting a professional letter format, complete with clear headings, appropriate fonts, and well-considered spacing. A recommendation letter is not just about what it says but also how it looks.

Professional formatting not only makes the letter visually appealing but also contributes to readability. It ensures that the document is structured in a way that is easy to navigate, allowing the reader to focus on the content without distraction. Just as a well-dressed individual commands attention, a well-formatted letter captivates the reader’s eye, adding a layer of professionalism to the entire document.

9. Seek Feedback (if possible).

Picture this tip as a collaborative dance – Seek Feedback is about ensuring harmony between the recommender and the employee. It suggests, if appropriate, sharing the draft of the recommendation letter with the employee for feedback. This collaborative approach serves multiple purposes. First, it ensures accuracy; the employee can provide insights that contribute to the completeness of the recommendation.

Second, it demonstrates a commitment to transparency, as the employee is aware of the content being shared on their behalf. This tip recognizes that the recommendation process is a joint effort, and seeking feedback fosters collaboration and mutual understanding. It’s not just about the recommender endorsing the employee; it’s a shared endeavor to present a comprehensive and accurate picture of the individual’s professional strengths.

10. Focus on Impact.

Enter the world of recommendation letters with an Impact – Tip #10 urges recommenders to not just narrate but emphasize the impact of the employee’s contributions. It’s not about listing tasks but showcasing tangible results. By encouraging recommenders to highlight the ripple effect of the employee’s efforts, this tip makes the recommendation more than a commendation; it transforms it into a compelling narrative of achievement.

Imagine reading about not just what the employee did but the concrete outcomes and positive changes they brought about. The focus on impact adds depth and substance, making the recommendation a powerful endorsement grounded in real, measurable results.

11. Avoid Generic Language.

In the realm of recommendation letters, specificity is the key – Tip #11 discourages the use of generic or clichéd language. Instead of relying on overused phrases, this tip urges recommenders to use specific and unique descriptions. Imagine a recommendation that doesn’t just label the employee as “hardworking” but paints a vivid picture of their dedication, backed by specific examples.

By avoiding generic language, the recommendation becomes more than a routine endorsement; it becomes memorable. This tip recognizes that the goal is not just to communicate positive attributes but to do so in a way that distinguishes the employee from the crowd. Specificity adds a layer of authenticity that resonates with the reader and makes the recommendation stand out.

12. Include Contact Information.

Consider this tip as the handshake extended beyond the letter – Tip #12 reminds recommenders to include their contact information. This isn’t just a formality; it’s a move towards transparency and accessibility. By providing contact details, the recommender opens the door for potential follow-up questions.

It’s not just about endorsing the employee; it’s about being available for further clarification or discussion. Including contact information is a proactive step that promotes transparency in the recommendation process. It’s like saying, “I stand by what I’ve written, and I’m here to discuss it further if needed.”

13. Express Willingness to Discuss Further.

As the final note of our recommendation letter composition, Tip #13, Express Willingness to Discuss Further, is the graceful conclusion that leaves the door open for further communication. By concluding the letter with an expression of willingness to provide additional information if needed, the recommender signals not just the end of the document but the beginning of a potential dialogue.

It’s a subtle invitation for the reader to reach out, ask questions, or seek more insights. This tip recognizes that a recommendation is not a static document but part of an ongoing conversation. Expressing a willingness to discuss further adds a layer of approachability and cooperation, turning the recommendation into a dynamic exchange rather than a one-time endorsement.

As we wrap up this exploration of tips and best practices, we’ve not just outlined recommendations but crafted a guide to recommendation letter excellence.

Congratulations, navigator of the recommendation letter seas! In this chapter, we’ve uncovered a trove of tips and best practices that are the secret sauce to transforming your letters into compelling endorsements. From starting early to expressing willingness for further discussion, each tip is a brushstroke that adds finesse and depth to your recommendation letter canvas. We’ve not just outlined recommendations; we’ve crafted a guide to recommendation letter excellence.

As you absorb these insights, remember that a recommendation letter is not just a formality; it’s your opportunity to showcase the strengths, impact, and uniqueness of the individual you’re endorsing. Now, as we stand at the threshold of our next chapter, imagine taking this excellence to the next level. In the upcoming chapter, we’ll share a letter of recommendation template. Keep reading to find out more.

Welcome to the Heart of Practicality – Chapter 5 opens the door to real-world application. In this chapter, we won’t just discuss principles and tips; we’ll dive into a Letter of Recommendation Sample, dissecting a tangible example to understand how the theory translates into practice. This isn’t about abstract advice; it’s about seeing the art of recommendation letters in action. As you read through the sample, envision how each tip and best practice we’ve explored comes to life, creating a cohesive and impactful endorsement. Get ready to witness the principles we’ve discussed seamlessly woven into a narrative that showcases the strengths and potential of the employee.

Recommendation Letter Template

Imagine having a roadmap that guides you through the intricacies of a well-crafted recommendation letter. The sample in this chapter is that guide. It’s not just a template; it’s a living illustration of how to implement the tips and best practices we’ve covered so far. So, as you delve into this example, think of it as a companion on your journey to mastering the art of recommendation letters.

Let’s explore the intricacies of a real-world recommendation letter and uncover the magic that transforms principles into a compelling narrative.

[Your Name]

[Your Title]

[Your Company]

[Your Address]

[Your Phone Number]

[Your Email Address]

[Hiring Manager Name]

[Hiring Manager Title]

[Company Name]

[Company Address]

Dear [Hiring Manager Name]

I am writing to wholeheartedly recommend [Employee Name] for the [Position Name] at [Company Name]. I have had the pleasure of working closely with [Employee Name] for the past [Number] years at [Your Company], where they have consistently demonstrated exceptional skills, a strong work ethic, and a positive attitude that makes them an invaluable asset to any team.

During [Employee Name]’s tenure at [Your Company], they have played a pivotal role in [List of Projects or Responsibilities]. Their contributions have been instrumental in [Describe the Impact of Their Work]. [Employee Name]’s expertise in [Specific Skills or Areas of Expertise] is evident in their ability to [List Specific Examples of Their Work].

Beyond technical proficiency, [Employee Name] possesses a remarkable ability to collaborate effectively with colleagues from diverse backgrounds and perspectives. They are a team player who is always willing to go the extra mile to help others succeed. Their leadership qualities have been particularly evident in their ability to motivate and inspire others, fostering a positive and productive work environment.

I am particularly impressed with [Employee Name]’s commitment to continuous learning and professional development. They are always seeking opportunities to expand their knowledge and skills, and they actively contribute to knowledge sharing within the team. Their dedication to excellence is evident in their pursuit of [List of Recent Learning Initiatives].

In summary, I have no reservations in recommending [Employee Name] for the [Position Name] at [Company Name]. Their exceptional skills, strong work ethic, positive attitude, and commitment to continuous learning make them an ideal candidate for this role. I am confident that [Employee Name] will contribute significantly to the success of your team and your organization in the years to come.

Please do not hesitate to contact me if you have any questions or require further information.

Thank you for your time and consideration.

[Your Signature]

[Your Printed Name]

Bravo, seeker of recommendation letter wisdom! In this chapter, we’ve moved beyond theory and entered the realm of practicality. The Letter of Recommendation Sample isn’t just a template; it’s a showcase of how principles and tips converge to create a compelling endorsement. As you’ve delved into this living example, envision how each nuance adds depth, turning words into a vivid portrayal of the individual’s strengths.

But here’s the secret: this sample isn’t just about observation; it’s a call to action. As we bid adieu to this chapter, don’t just appreciate the example – let it inspire you. Carry this newfound insight into your own recommendation letter endeavors. And guess what lies beyond? In the next chapter, we’ll embark on the final leg of our journey – polishing our creation to perfection. From language refinement to clarity enhancement, we’ll add the finishing touches that make our recommendation letter not just good but exceptional.

So, dear reader, as you savor the lessons from the sample, gear up for the refining stage. Join me in the next chapter, where we’ll elevate our recommendation letter craft to new heights.

Welcome to the refinement suite – Chapter 6 is where we transcend from good to exceptional. In this segment, we’re not just tweaking; we’re polishing our recommendation letter masterpiece. This chapter delves into the art of refining, focusing on the nuances that elevate your endorsement from commendable to unforgettable.

Get ready to explore a set of tips that goes beyond the basics, adding finesse, precision, and a touch of magic to your recommendation letter. As you read through these tips, envision the transformation – from language to structure, every element contributing to a recommendation letter that not only impresses but leaves an indelible mark.

Think of this chapter as the final flourish, the icing on the cake. It sets the stage for a list of tips that are not just suggestions but essential elements of recommendation letter alchemy. From Position-Specific Tailoring to embedding a Call to Action, each tip contributes to the refinement process. So, join me in this exploration of the final touches that turn your recommendation letter into a work of art. Let’s polish with purpose and precision.

1. Position-Specific Tailoring.

Think of Position-Specific Tailoring as the bespoke suit of recommendation letters. This tip goes beyond the generic and encourages tailoring your endorsement to the specific position or opportunity the employee is pursuing. It’s about aligning the content of your letter with the requirements and expectations of the role. Instead of a one-size-fits-all approach, this tip urges you to highlight the skills, experiences, and attributes that directly resonate with the job in question.

Imagine crafting a recommendation letter that not only speaks highly of the individual but strategically positions them as the ideal candidate for the specific role. Position-specific tailoring ensures your endorsement is not just a commendation but a tailored narrative that speaks directly to the needs of the potential employer, creating a seamless fit between the candidate and the position.

2. Specific Example Emphasis.

In the realm of recommendation letters, Specific Example Emphasis is the storyteller’s flourish. This tip encourages you to move beyond generic statements and infuse your letter with specific, concrete examples of the employee’s accomplishments and strengths. Instead of merely stating that the individual is a team player, delve into a specific project where their collaborative skills shone.

By emphasizing specific examples, you paint a vivid and tangible picture of the employee’s capabilities, adding depth and credibility to your endorsement. Imagine the impact of reading not just about the employee’s qualities but witnessing them in action through real-life scenarios. Specific Example Emphasis transforms your recommendation letter from a list of attributes into a compelling narrative that resonates with authenticity, making a lasting impression on the reader.

3. Transferable Skill Spotlight.

Consider Transferable Skill Spotlight as the strategic spotlight in your recommendation letter theater. This tip directs your attention to the skills that transcend specific roles and industries – the transferable skills. While emphasizing position-specific talents is crucial, this tip encourages you to shine a light on skills that are universally valuable.

Whether it’s effective communication, problem-solving prowess, or adaptability, showcasing transferable skills broadens the impact of your recommendation. Imagine presenting an employee not just as a fit for a particular role but as an asset with skills that can seamlessly transfer and contribute value across various scenarios. Transferable Skill Spotlight adds versatility to your endorsement, making it a powerful document that transcends the immediate context and positions the employee as an adaptable and valuable professional.

4. Professional Tone Uphold.

Professional Tone Uphold is the guardian of the recommendation letter’s integrity. This tip underscores the importance of maintaining a professional and formal tone throughout the letter. While it’s natural to have positive sentiments about the individual you’re recommending, this tip cautions against veering into overly casual language. Instead, it prompts you to uphold a tone that aligns with the formal nature of a recommendation.

Imagine a letter that exudes respect and seriousness, elevating the perception of both the recommender and the employee. By adhering to a professional tone, you not only project a sense of gravity but also ensure that your endorsement is taken seriously by potential employers or decision-makers. Professional Tone Uphold is the assurance that your recommendation letter is not just a commendation but a document crafted with the utmost professionalism and sincerity.

5. Personal Insight Infuse.

Picture Personal Insight Infuse as the secret ingredient that adds a personal touch to your recommendation letter recipe. This tip urges you to go beyond professional achievements and inject a bit of personal insight into your endorsement. It’s about sharing anecdotes or observations that provide a glimpse into the employee’s character, work ethic, or unique qualities.

Imagine reading a letter that not only details the individual’s accomplishments but also shares a moment that reflects their resilience or exceptional dedication. Personal Insight Infuse transforms your recommendation into a holistic portrayal, fostering a deeper connection between the reader and the endorsed individual. By sharing personal insights, you create a narrative that goes beyond the resume, offering a richer and more nuanced perspective.

6. Meticulous Proofreading.

Meet Meticulous Proofreading – the unsung hero in the world of recommendation letters. This tip emphasizes the critical importance of thoroughly proofreading your letter before sending it off. Imagine a letter with impeccable content showcasing the employee’s strengths but marred by typos or grammatical errors. Meticulous Proofreading ensures that your endorsement not only impresses with its content but also reflects a high level of professionalism in its presentation.

It’s the extra step that demonstrates your commitment to excellence. By carefully reviewing every word and punctuation mark, you enhance the overall quality of your recommendation letter. Meticulous Proofreading is not just about catching mistakes; it’s about presenting a polished and refined document that instills confidence in both the employee and the reader.

7. Candidate Feedback Incorporate.

Enter the realm of mutual respect and growth with Candidate Feedback Incorporate. This tip underscores the value of a collaborative approach in the recommendation letter process. Instead of a one-sided endorsement, it encourages you to incorporate feedback from the candidate. Imagine a letter that not only speaks about the individual but also reflects their perspective and insights.

By involving the candidate in the process, you ensure that the endorsement aligns with their aspirations and presents a more comprehensive picture. Candidate Feedback Incorporate transforms the recommendation letter into a joint effort, fostering a sense of partnership between the recommender and the endorsed individual. It’s a testament to collaboration and mutual respect in the pursuit of professional advancement.

8. Call to Action Embed.

Introducing Call to Action Embed – the bridge between recommendation and action. This tip prompts you to conclude your letter with a subtle call to action. Instead of a passive conclusion, imagine ending your recommendation with an expression of readiness to provide further information or discuss the candidate in more detail if needed. Call to Action Embed not only invites potential employers or decision-makers to engage further but also showcases your eagerness and cooperation.

It’s the final touch that turns your recommendation letter from a static endorsement into a dynamic opportunity for dialogue. By embedding a call to action, you open the door for follow-up discussions, underlining your commitment to supporting the endorsed individual beyond the written endorsement.

Bravo, artisan of recommendation letters! In this chapter, we’ve navigated the delicate art of polishing – transforming your endorsement from commendable to extraordinary. The tips shared, from Position-Specific Tailoring to Call to Action Embed, are the final brushstrokes that add finesse and depth to your recommendation letter masterpiece. As you absorb these insights, remember that perfection is not an endpoint but a continuous refinement. Now, as we stand at the threshold of our final segment, envision a recommendation letter that not only impresses but leaves an indelible mark.

But wait, there’s more brilliance to unfold! Next, we’ll wrap up this journey, summarizing the key takeaways and leaving you with a toolkit of recommendation letter mastery. It’s not just an ending; it’s a launchpad for your future endeavors in recommendation letter crafting. So, dear reader, don’t pause here – carry this brilliance forward.

Congratulations, maestro of recommendation letters! As we conclude this insightful journey through the art of crafting recommendation letters, let’s take a moment to recap the gems we’ve uncovered.

We started by understanding the purpose of recommendation letters, exploring their types, and dissecting the key elements of an effective one. We delved into the importance of these letters, recognizing their power in shaping careers. Moving forward, we learned invaluable tips and best practices, from gathering information to polishing the final masterpiece. The journey took us through Position-Specific Tailoring, Specific Example Emphasis, Transferable Skill Spotlight, and even a touch of personal insight infusion.

Now, armed with a toolkit of recommendation letter mastery, here’s your encouragement: step boldly into the realm of recommendation letter crafting. Your words have the potential to shape careers, open doors, and empower individuals on their professional journeys.

But, dear reader, our journey doesn’t end here. Do you have burning questions or insights to share? I’m here to help and learn from your experiences. Drop a comment below, and let’s keep the conversation alive.

If this guide has illuminated your path, consider sharing it with your network. Together, let’s empower more individuals to craft recommendation letters that make a lasting impact.

And before you go, explore other posts on our platform. Whether it’s career advice, professional tips, or more writing mastery, there’s a treasure trove waiting for you.

Thank you for joining me on this exploration. Here’s to crafting recommendation letters that echo with excellence!

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Sat / act prep online guides and tips, 9 sample excellent recommendation letters for your job.

Letters of Recommendation

Anyone who's applied for a job knows how important recommendation letters can be to getting hired. While you've probably asked for a reference letter in the past, you may be less familiar with writing one. If someone asks you for a reference, how can you produce a great letter that will help your employee, colleague, or friend get hired?

To help you through the writing process, we're providing nine samples of effective letters of recommendation (scroll down to skip to the samples!). By reading through these examples, you'll gain a clear understanding of how to structure your own letters.

Before getting to the free recommendation letter samples, let's briefly review the role that reference letters play in the hiring process. Why are they important, and what makes some stand out over others?

Why Are Recommendation Letters Important?

Many employers request recommendation letters to help them decide who to hire or internally promote. Throughout the hiring process, the applicant strives to present herself in the best light. Beyond the interview and resume, hiring managers look to recommendation letters to confirm the candidate's qualifications and to gain insight from an outside party.

The hiring manager wants to know what experiences the candidate will bring to the new role, how she'll contribute to the company or organization, and how she'll behave in the day-to-day. Recommendation letters can point to a candidate's future performance by talking about her past achievements.

Reference letters can also shed light on what it's like to manage, work with, or, in the case of a character reference, be friends with the person under consideration. They complement the candidate's story and suggest what she'll bring to the table in her next job.

If you get asked to write a letter for someone, it's safe to assume you want to do a good job. Helping someone get hired is not just a satisfying good deed, but it's also good professional karma! So how can you turn those good intentions into a stand-out employee letter of recommendation?

Each letter will, of course, be different, but good letters share certain key features. Read on to learn about three important characteristics of strong reference letters.

Your recommendation letter's not the time to be cagey about your identity! The hiring manager wants to know who you are and why you're qualified to recommend the applicant.

What Makes a Recommendation Letter Stand Out? 3 Key Features

Strong letters give positive descriptions of a candidate's skills in a concise and powerful way. Beyond using language that's clear and error-free, what elements should your recommendation letter include to be effective?

As you write your letter, make sure it does the following:

#1: Explains Why You're Qualified to Recommend the Candidate

In order to hold weight, a recommendation letter should come from a reputable source. If an employer wants a professional reference, then the writer of that letter probably worked with the candidate in a supervisory capacity. Some employers will also be interested in letters from a colleague or, occasionally, a friend, neighbor, or family member. Most letters, though, will be written by a supervisor, manager, or boss of some sort.

In the first paragraph, you should explain who you are and how you know the candidate. How long did you work with her and in what capacity? By explaining your relationship, you show that you're qualified to give an honest assessment.

If someone who feels like a relative stranger asks you to write a letter, you might consider declining or recommending someone else to write it. If you didn't get to know the candidate's work performance or only did so in a way completely unrelated to the new position, then you might not be able to provide a helpful letter of recommendation from employer to employee.

The best letters are written by people who can speak to the candidate's skills and accomplishments. Make sure to state clearly in the beginning of your letter who you are and why your opinion matters.

#2: Customized to the New Position

While you should speak to the candidate's accomplishments in her past role, you should also show why she'd make a good fit in the next one. Even if the candidate's making a career change, you can explain why she'll be able to do well in the new industry.

Here's where open communication with the applicant is important. She should share the job description so you have a clear understanding of the position's requirements. As the writer, you're not expected to do much research on the new job. The candidate should provide you with everything you need to know to customize your letter.

By drawing on this information, you can express confidence that the candidate will succeed in the new role. Then when the hiring manager reads your letter, she'll feel reassured that the candidate would make a good fit.

#3: Uses Specific Examples and Anecdotes

Finally, and perhaps most importantly, your letter should provide specific examples about the candidate. Don't just list adjectives like, "friendly, intelligent, and hard-working"; instead, present circumstances in which the candidate demonstrated those qualities. To borrow a favorite phrase of English teachers, "show, don't just tell."

Not only will examples point to the value the candidate brought to your organization or company, but they'll also paint a picture of how she works in day-to-day operations. Using two to three specific anecdotes in your letter will boost its level of persuasiveness. It will also sidestep a common rec letter trap: becoming a generic list of cliches.

Just as you should only write a recommendation letter if you feel qualified to assess the candidate, you should also only write it if you can provide a great one. While you don't want to go over the top and sound insincere, your letter should be a strongly positive endorsement.

Sample Recommendation Letters

As you read through the nine free job recommendation letters below, notice how they all share the three key features described above, even though they differ in terms of their source and target audience. Below are nine sample recommendation letters, each followed by an analysis of what it does well!

• Sample Recommendation Letter 1: Written by a Direct Manager for a Full-Time Employee
• Sample Recommendation Letter 2: Written by a Principal for a Teacher
• Sample Recommendation Letter 3: Written by a Direct Manager for a Part-Time Employee
• Sample Recommendation Letter 4: Written by a Manager for a Remote Worker
• Sample Recommendation Letter 5: Written by a Supervisor for an Internal Promotion
• Sample Recommendation Letter 6: Written by a Supervisor for a Student Intern
• Sample Recommendation Letter 7: Written by a Coworker
• Sample Recommendation Letter 8: Written by a Professor for a Former Student
• Sample Recommendation Letter 9: Written by a Friend as a Character Reference

After checking out the above samples of recommendation letters, read on for some final thoughts on how to write an excellent letter of recommendation for an employee, coworker, or friend.

Now that you've got all the building blocks, you can put them together into a powerful letter of recommendation!

Writing Strong Letters of Recommendation: Final Thoughts

While the above samples of recommendation letters will help guide you through the letter writing process, they can't look exactly like your final product. Writing a letter is a significant undertaking, as it requires you to customize your words to the candidate and make your letter unique. Even though the specifics will vary, strong letters of recommendation do have certain features in common. Each letter should...

Use an Official Format

The sample letters show the proper format for a recommendation letter. They have the employer's name, position, company, and company's address at the top. To give one example, here's the header for recommendation letter sample #1:

Ms. Greta Johanssen Sales Manager Streambase Corp. 66 Western Boulevard Santa Fe, New Mexico 87500

You should also use official letterhead that has your name and contact information across the top, in whatever way you've chosen to present it. Each letter is addressed to a specific person, a greeting that's more personal than, "Dear Hiring Manager." Typically, paragraphs are single-spaced with a double space in between each one.

Finally, every letter concludes with an invitation to contact the writer for any further information. Then the writer may include her position, company, phone number, and email below her name.

Start with a Strong Opener

The strongest letters start out with an immediate statement of support. They might say, "It's my honor," "It's my pleasure," or "I'm very pleased to provide this letter of recommendation for Joe." Stating the obvious with a sentence like, "I'm writing to recommend Joe," looks weak beside a more enthusiastic opener.

In the first paragraph, explain who you are and why you're qualified to recommend the candidate. Write a line or two of praise about her professional and personal strengths, perhaps with a summary of the main points you'll present in the rest of the letter.

Include Two to Three Specific Examples

As mentioned above, strong letters typically include two to three body paragraphs with specific anecdotes about the candidate. They don't just describe the applicant's great qualities and accomplishments; they give examples and prove to her prospective employer that she's made achievements in the past that predict future success.

You might talk about a project or responsibility of the applicant or the value she's brought to your company. Consider relevant qualities like flexibility, initiative, leadership, growth, collaboration, interpersonal skills, and/or ability to perform within a certain environment or culture.

To Sum Up...

Depending on your relationship with the candidate, you might focus more on her work performance or personal character in your recommendation letter. An employer will focus more heavily on professional skills while a coworker may add personal qualities.

A friend or neighbor providing a character reference would produce the most personal letter. It falls upon the candidate to choose her recommenders wisely and to share any relevant information about the prospective position to help them write the best letter they can.

As long as you incorporate the key features discussed above and take the time to make your letter positive and specific, you'll provide a strong recommendation letter that will help your employee, colleague, or friend get hired. And who knows—perhaps in a year or two, she'll be writing a recommendation letter for you!

What's Next?

Are you tasked with writing a recommendation letter for a student applying to college? If so, check out these samples of recommendation letters from teachers and counselors, along with additional writing tips and a thorough recommendation letter template!

• 4 Amazing Samples of Recommendation Letters from Teachers Should You Move to a State with No Income Taxes
• 3 Examples of Excellent Recommendation Letters from Counselors
• Complete Guide: Writing a Strong Letter of Recommendation
• Unsecured Credit Cards for Those with Bad Credit
• A Great College Recommendation Letter Template

Rebecca graduated with her Master's in Adolescent Counseling from the Harvard Graduate School of Education. She has years of teaching and college counseling experience and is passionate about helping students achieve their goals and improve their well-being. She graduated magna cum laude from Tufts University and scored in the 99th percentile on the SAT.

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Sample Reference Letter for an Employee

What To Include in an Employee Reference Letter

Before you write a reference, tips for writing a reference letter, review samples and templates, reference letter example for an employee, frequently asked questions (faqs).

Do you need to write a reference letter for an employee, or do you need to request one to use when you apply for a job? Employees will often ask a former manager to write them a letter of reference . Writing a positive reference letter can mean the difference between a job offer and a rejection, so it’s important to do it right.

If you agree to write the letter, it's important to make sure it is personalized for the candidate and the position for which they are applying.

Below is advice on how to write a reference letter, as well as an example of a reference letter for a former employee. For job applicants, the information will show you what to expect when an employer provides a written reference for you.

Key Takeaways

• Only agree to write a reference letter if you can recommend the former employee without reservation.
• Use a reference letter template to guide your writing but be sure to customize your message. 
• Ask the person you’re recommending for details about the position, including the desired skills, qualifications, and work experience.

Your reference letter should include the following components:

Contact Information

Include your contact information and the recipient's name at the top of the letter for a printed or uploaded letter. List your contact information in your signature when you're sending an email.

Subject (Email Reference)

List the name of the person you're writing a reference for in the subject of an email reference.

If you are writing a personal letter of reference, include a salutation (Dear Dr. Jennings, Dear Ms. Canavan, etc.). If you are writing a general reference letter, say “ To Whom It May Concern " or start with the first paragraph of the letter.

First Paragraph

Explain how you know the person you are recommending, how long you have known them, and why you are qualified to provide a reference for them.

Second Paragraph

Explain why the person you are recommending is qualified, what they can contribute, and why you are providing a reference letter. Be sure to use specific examples to speak to their qualifications, skills, and experience. 

Third Paragraph

Provide a brief summary of why you are recommending the person. State that you "recommend without reservation" or "strongly recommend" the person or something similar.

Offer to provide more information and include your phone number.

End your letter with a closing, followed by your signature.

Include your phone number and email address in the return address section of a hard copy letter or, if you're sending an email, list your contact information under your name in the signature.

Think carefully about saying yes. Make sure you only agree to write the letter if you can write a positive recommendation. If you don’t think you can, tell the employee you are not comfortable writing the recommendation. It's better to decline than to write something that's less than a strong endorsement of the person's candidacy. Here’s how to turn down a recommendation request .

Collect information on the former employee. Ask the former employee for a copy of his or her resume or CV, so that you can speak to the employee’s specific work experience. If it's been a while since you worked with the employee, a resume is a great way to refresh your memory. Take a look at his or her LinkedIn profile, as well. You can also ask the person if there are any points that they'd like you to highlight in your letter.

Focus on the job description. Ask the former employee for a copy of the job description. Review it, then write about ways your former employee is a good match for the responsibilities of the position. Or, if you're writing a general recommendation, ask the employee for details about the type of position and industry. If you know the candidate is applying to be a medical assistant or a salesperson, for example, you can tailor your letter to mention relevant skills and experience accordingly. 

Include specific examples. In the letter, provide specific examples of ways in which the employee demonstrated various skills. Try to think of examples from when the person worked for you. If you can use numbers to quantify their success, even better.

Remain positive. State that you think this person is a strong candidate. You might say something like you “recommend this person without reservation,” or you “would hire this person again” if you could. Emphasize this, especially at the beginning and conclusion of the letter. This will help the candidate stand out.

Share your contact information. Provide a way for the employer to contact you if they have further questions. Include your email address, telephone number, or both at the end of the letter.

Follow the submission guidelines. Ask your former employee how to submit the letter. Make sure you follow any requirements, especially about where to send it and when, as well as the format (for example, PDF, physical letter, etc.).

It is a good idea to review letter of recommendation samples before writing your letter. Along with helping with your layout, examples can help you see what kind of content you should include in your document.

You might also look at letter of recommendation templates to get a sense of how to lay out your recommendation, and what to include (such as introductions and body paragraphs). There are also useful guidelines for formatting recommendation letters , including length, format, font, and how to organize your letters.

While examples, templates, and guidelines are great starting points, always be flexible. Tailor a letter example to fit the candidate’s work history and the job for which they are applying.

You can use this reference letter sample as a model. Download the template (compatible with Google Docs and Word Online) or read the text version below.

Reference Letter Example for an Employee (Text Version)

To Whom it May Concern:

I would like to recommend Muriel McKensie as a candidate for a position with your organization. In her position as administrative assistant, Muriel was employed in our office from 2016 - 2021.

Throughout her time with our organization, she demonstrated critical skills that would make her an excellent employee at your company.

Muriel did a terrific job in her position and was an asset to our organization during her tenure. She has excellent written and verbal communication skills, is extremely organized, can work independently, and can manage multiple tasks effectively to ensure that they are completed in a timely manner.

Because of her effectiveness, I even gave her additional responsibilities, including developing a training program for our interns. Muriel went above and beyond in that assignment, as she does in all projects.

Muriel was always willing to offer her assistance and had an excellent rapport with the many constituents served by our office, including clients, employers, and other professional organizations. This would be particularly valuable to your company, as you state you are looking for a candidate who can effectively communicate with people across departments.

She would be an asset to any employer, and I wholeheartedly recommend her for any endeavor she chooses to pursue. Please let me know if you have any questions.

Signature (hard copy letter)

Carrie Jones Office Manager ACME Travel 123 Business Rd. Business City, NY 54321 555-555-5555 carrie.jones@email.com

How do you start a reference letter?

If you’re sending a hard-copy reference letter, begin your document with your address, the date, and the sender’s address. Then include a professional salutation such as “Dear Ms. Green” or “Dear Hiring Manager.” 

How long should a reference letter be?

A reference letter should be several paragraphs in length at the very least. Plan to use at least a page for your letter and be sure to include any important information as indicated by the person you’re recommending.

Oswego - State University of New York. " Writing Reference Letters ."