A letter of recommendation is a reference letter that highlights an individual’s work or academic performance. If you’re a supervisor, professor, teacher, mentor, or coach, writing letters of recommendation might be part of your job responsibilities.
A glowing letter of recommendation can help an applicant outshine a great resume or cover letter. But how do you write one?
To write a letter of recommendation, you must include the applicant’s qualifications, skills, and attributes related to the position or program for which they’re applying. Highlight their achievements and the qualities and abilities that make them a good candidate for the program, job, or school.
Use free recommendation letter template by Loio. Once you draft a letter of recommendation, it goes directly to the admissions committee or hiring department. In this article, you’ll learn the following about writing a letter of recommendation:
- When you should write a letter of recommendation
- What to consider before writing
- What to include in the letter
- How to write a letter of recommendation
Should I Write a Letter of Recommendation?
Most colleges and universities require letters of recommendation with an application. Students, candidates, or professionals seeking LinkedIn recommendations often reach out to colleagues who believed in or inspired them.
Being asked to write one is an honor; however, you should only agree if you can write the letter with honesty, enthusiasm, and confidence.
If a student, former employee, or client requests a letter of recommendation, you’re under no obligation to say yes. You should first consider whether you’re the best person for the task.
Consider writing the letter if you:
- Vividly remember the applicant and their presence, qualities, capabilities, and other specifics about your time with them
- Have the time to prepare a letter of recommendation explicitly tailored to the applicant
- Can positively advocate for the applicant using specific, detailed examples of their achievements and skills
If you don’t feel you’re up to the task or capable of writing the letter, you may politely decline.
What To Know Before Writing a Letter of Recommendation
Before writing a letter of recommendation, there are a few things to consider:
- Request information from the applicant regarding the program for which they’re applying. Knowing what they’re applying for and what role they’ll play can help you draft a letter that explicitly mentions qualifications related to that position.
- Ask the applicant to write a statement about their interests and goals. You should ideally know some of this information about the applicant, but you can make the letter more personal once they provide it. You can combine their goals and interests with the information that you have about the program to show how they’re related.
- Know who else is writing a letter of recommendation. Ask the applicant what they believe other recommenders will touch on. This way, you can write a letter that complements the rest of them and includes additional information that they might miss.
What Should I Include in a Letter of Recommendation?
Reference letters are critical, especially letters of recommendation for college. That’s why it’s so essential to guarantee they include the correct information. This information should create a comprehensive picture of the applicant’s abilities.
Here are some things that you should consider including in your letter of recommendation:
- Touch on how long you’ve known the applicant, how you know them, and confirm dates and job titles.
- Identify the applicant’s skills and qualifications that make them the best candidate for the job, program, or school.
- Discuss detailed descriptions of their work or job performance and why they stood out, including any past work or contributions.
- Describe their work or school performance and attitude.
- Mention their suitability for the job or program for which they’re applying.
- Support the central claims they make on their application.
Showcase the applicant in a positive, unique light that’ll make them stand out from other applicants.
How Do I Write/Format a Letter of Recommendation?
Write a letter of recommendation in business letter format with a professional greeting and closing. Here’s an in-depth view of what the letter should look like:
- Greeting – The greeting should be formal and appropriate titles used. Letters should address the “head” of the program. If that information is unavailable, address the program team as a whole. For example, “Dear XYZ Committee.” When addressing women, use “Ms.” rather than “Mrs.” or “Miss.”
- Introduction – Your introduction should discuss how you know the applicant and in what context. You can also confirm dates in this section. For example, “John worked with XYZ Company from 2004 to 2014.”
- Overview of Skills & Qualifications – This is where you’ll discuss the applicant’s role in your program, job, school, etc., and their skills and qualifications.
- Detailed Description of Performance – Here’s where you’ll shine a light on the applicant’s performance and how it relates to the program for which they’re applying. Mention specifics and explain why the applicant stands out.
- Closing Statement – Your closing statement is your last opportunity to convince the reader that the applicant is the best choice. Have a strong, positive closing recommendation, and then sign with your full title.
Once you’ve pointed out why the applicant deserves the position for which they’re applying, then you’re finished. Try to keep things brief, but not too brief. A one-page, single-spaced document is enough to recommend a qualified candidate.
After you’ve completed your letter, you can send it to the applicant for review or send it directly to the hiring manager or admissions committee. When submitting via email, a professional phrase like please find attached is the standard way to reference your document.
The student should provide you with an address for where to send the recommendation.
What to Avoid When Writing a Recommendation Letter
1. Being Too Vague or Generic
One of the most common errors is writing a letter that could apply to anyone. Avoid phrases like “hardworking and reliable” without backing them up with specific examples. Reviewers can spot boilerplate language from a mile away, which diminishes the letter’s impact.
Why it’s a problem: Generic letters fail to highlight the candidate’s unique strengths, making them blend into the background.
How to avoid it: Use concrete anecdotes. For instance, instead of saying “great team player,” describe how the candidate led a project that improved team efficiency by 20%.
2. Including Negative or Critical Comments
Never include criticisms, even if they’re minor or “balanced” with positives. Recommendation letters are meant to advocate, not evaluate weaknesses.
Why it’s a problem: Any negativity can overshadow the positives and make the recommender seem insincere or the candidate unsuitable.
How to avoid it: If you can’t write a fully positive letter, politely decline the request. Focus solely on strengths and achievements.
3. Exaggerating Achievements or Qualities
While it’s tempting to hype up the candidate, overstatement can backfire if facts don’t align with their resume or references.
Why it’s a problem: Exaggerations erode trust. If discovered, they can damage both the candidate’s and your professional reputation.
How to avoid it: Stick to verifiable facts. Quantify accomplishments where possible, like “increased sales by 30%” rather than “revolutionized the department.”
4. Failing to Tailor the Letter to the Specific Role or Opportunity
A one-size-fits-all approach ignores the context of the application, such as the job description or academic program.
Why it’s a problem: Untailored letters show a lack of effort and relevance, reducing their persuasive power.
How to avoid it: Research the position and customize the content. Highlight skills that directly match the requirements, e.g., emphasizing supply chain optimization for a logistics role.
5. Ignoring Structure and Formatting
Disorganized letters with poor formatting such as missing headers, inconsistent fonts, or no clear paragraphs can frustrate readers.
Why it’s a problem: Professionalism matters; a sloppy letter reflects poorly on both you and the candidate.
How to avoid it: Use a standard business letter format: include your contact info, date, recipient’s details, salutation, body (3-4 paragraphs), and closing. Keep it to one page.
6. Overlooking Grammar, Spelling, and Typos
Even minor errors can undermine the letter’s credibility.
Why it’s a problem: They suggest carelessness, which could extend to the candidate’s perceived qualities.
How to avoid it: Proofread multiple times, use tools like Grammarin, and consider having a colleague review it.
7. Making It Too Long or Too Short
Rambling letters lose the reader’s attention, while overly brief ones seem superficial.
Why it’s a problem: Ideal length is 300-500 words; anything outside this range may not convey enough depth or detail.
How to avoid it: Aim for conciseness. Introduce the relationship, provide examples, and conclude with a strong endorsement. If the letter feels too short or lacks depth, an AI paragraph expander naturally adds supporting details to balance it out.
8. Not Providing Contact Information or Availability for Follow-Up
Failing to include how the recipient can reach you for questions is a missed opportunity.
Why it’s a problem: It can make the letter seem less genuine or hinder verification.
How to avoid it: End with your phone number and email, inviting further discussion.
9. Writing for Someone You Don’t Know Well
If your knowledge of the candidate is superficial, the letter will lack authenticity.
Why it’s a problem: Superficial endorsements are easy to detect and can harm your credibility.
How to avoid it: Only agree to write if you’ve worked closely with them for at least 6-12 months. Otherwise, suggest someone more familiar.
10. Using Informal Language or Tone
Slang, emojis, or overly casual phrasing has no place in a professional recommendation.
Why it’s a problem: It undermines the seriousness of the endorsement.
How to avoid it: Maintain a formal, professional tone throughout.
6 Letter of Recommendation Examples
Below is an example of a brief letter of recommendation. You may use this sample to help you write your own, but be sure to tailor yours to the applicant.
Maria Smith
Director of Finance
The ABCD Company
Dear Ms. Smith,
With the highest of privilege, I recommend Jonathan Willis for the role of Financial Advisor with The ABCD Company. Jonathan worked with COMPANY NAME since 2004, where he served as an Accountant for my department.
Over the past 16 years, Jonathan prepared our department’s financial documents, kept detailed records, created financial forecasts, and developed accounting policies. I have worked with him directly on a project for developing a training program for our accounting staff. He has a positive attitude, an untouchable work ethic, and a keen eye for detail.
Jonathan has proved time and time again to be an irreplaceable asset to our team. After his first year with COMPANY NAME, he identified several discrepancies in our books. He was able to correct those discrepancies and, as a result, saved our company thousands of dollars. Needless to say, Jonathan is well-respected and held in high regard here at COMPANY NAME.
While I know it will be difficult to find another employee as detail-oriented, thorough, and serious about his work as Jonathan, I am excited to see him soar to new heights. He will make an exceptional addition to any team, and I would recommend him without a second thought.
For any questions, you may contact me at the email address provided. Thank you for your time.
Sincerely,
Caroline Johnson
Chief Financial Officer
COMPANY NAME
The sample letter above is brief, to the point, and speaks highly of the applicant. It showcases a worker willing to go above and beyond to make positive contributions.
Letter of Recommendation Example for a Mechanical Engineer
Dear [Recipient’s Name],
I am writing to wholeheartedly recommend [Candidate’s Name] for the position of Mechanical Engineer at your esteemed organization. As [Your Relationship to Candidate, e.g., their former supervisor at XYZ Engineering Firm], I had the pleasure of working closely with [Candidate’s Name] for over three years, during which time they consistently demonstrated exceptional technical expertise, innovative problem-solving skills, and a strong commitment to engineering excellence.
In their role as a Junior Mechanical Engineer, [Candidate’s Name] led the design and optimization of a critical HVAC system for a large-scale commercial project, resulting in a 15% reduction in energy consumption and earning commendations from the client for cost savings and efficiency.
Their proficiency in CAD software, finite element analysis, and thermodynamics was instrumental in troubleshooting complex mechanical failures under tight deadlines. Beyond technical skills, [Candidate’s Name] excelled in cross-functional collaboration, mentoring junior team members, and ensuring compliance with industry standards such as ASME and ISO regulations.
[Candidate’s Name] is not only a skilled engineer but also a proactive team player with excellent communication abilities, making them an asset in any engineering environment. I am confident that they will bring the same level of dedication and innovation to your team.
Please feel free to contact me at [Your Phone Number] or [Your Email Address] if you require any further information. I recommend [Candidate’s Name] without reservation.
Sincerely,
[Your Name]
[Your Position]
[Your Company/Organization]
Letter of Recommendation Example for an IT Specialist
Dear [Recipient’s Name],
It is my great pleasure to recommend [Candidate’s Name] for the IT Specialist role at your company. Having served as [Your Relationship to Candidate, e.g., their IT Manager at Tech Solutions Inc.], I supervised [Candidate’s Name] for four years and witnessed firsthand their outstanding technical acumen, quick adaptability to emerging technologies, and dedication to cybersecurity and system optimization.
During their tenure, [Candidate’s Name] spearheaded the migration of our company’s infrastructure to a cloud-based system using AWS, which improved data accessibility by 40% and reduced downtime incidents by half.
Their expertise in network administration, programming languages like Python and Java, and tools such as Cisco and Microsoft Azure enabled them to resolve complex issues efficiently, including a major security breach that was contained with minimal impact. [Candidate’s Name] also trained staff on best practices for data protection, fostering a culture of IT awareness across departments.
What sets [Candidate’s Name] apart is their proactive approach to problem-solving and ability to communicate technical concepts to non-technical stakeholders. I have no doubt that they will excel in your dynamic IT environment and contribute significantly to your team’s success.
Should you need additional details, please reach out to me at [Your Phone Number] or [Your Email Address]. I endorse [Candidate’s Name] enthusiastically.
Best regards,
[Your Name]
[Your Position]
[Your Company/Organization]
Letter of Recommendation Example for a Supply Chain Manager
Dear [Recipient’s Name],
I am delighted to recommend [Candidate’s Name] for the Supply Chain Manager position within your organization. As [Your Relationship to Candidate, e.g., their Director of Operations at Global Logistics Corp.], I collaborated with [Candidate’s Name] for five years, observing their strategic leadership, analytical prowess, and ability to streamline supply chain processes in a fast-paced industry.
Under [Candidate’s Name]’s management, our supply chain efficiency improved dramatically through the implementation of an ERP system that optimized inventory levels, reducing holding costs by 25% and shortening lead times by 30%.
Their deep knowledge of logistics software, vendor negotiation, and risk management was key in navigating global disruptions, such as supply shortages during the pandemic, ensuring uninterrupted operations. Additionally, [Candidate’s Name] built strong relationships with suppliers and led cross-functional teams to achieve sustainability goals, including a 20% reduction in carbon emissions through eco-friendly sourcing.
[Candidate’s Name] combines operational expertise with strong interpersonal skills, making them an ideal leader for any supply chain team. I am certain they will drive value and innovation at your company.
For any further inquiries, contact me at [Your Phone Number] or [Your Email Address]. I recommend [Candidate’s Name] with the utmost confidence.
Sincerely,
[Your Name]
[Your Position]
[Your Company/Organization]
Letter of Recommendation Example for an Administrative Assistant
Dear [Recipient’s Name],
I am pleased to provide this letter of recommendation for [Candidate’s Name] in support of their application for the Administrative Assistant position. In my capacity as [Your Relationship to Candidate, e.g., Executive Director at Community Services Org.], I relied on [Candidate’s Name] for three years as my primary administrative support, where they exhibited unparalleled organizational skills, attention to detail, and a positive attitude that enhanced office productivity.
[Candidate’s Name] managed complex scheduling for a team of 20, coordinated high-profile events with budgets up to $50,000, and handled confidential correspondence with discretion and accuracy. Their proficiency in Microsoft Office Suite, including advanced Excel for data tracking, and tools like Google Workspace streamlined our daily operations, reducing administrative errors by 35%. They also took initiative in process improvements, such as digitizing filing systems, which saved significant time and resources.
Beyond their technical abilities, [Candidate’s Name] is reliable, adaptable, and excels in multitasking under pressure, making them a vital asset to any administrative team. I am confident they will thrive in your role and contribute positively from day one.
Please do not hesitate to contact me at [Your Phone Number] or [Your Email Address] for more information. I highly recommend [Candidate’s Name].
Warm regards,
[Your Name]
[Your Position]
[Your Company/Organization]
Conclusion
By highlighting a candidate’s skills, qualifications, achievements, and performance, you’re giving them a better chance at landing the position or being admitted into the school or program.
When drafting a letter of recommendation, don’t just confirm that you worked with the applicant. Instead, use an enthusiastic tone to show the reader that you have faith in the applicant and are excited to see them have this well-deserved opportunity.
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