How to Write a Letter of Recommendation: A Complete Guide

A well-crafted letter of recommendation can be the deciding factor in an application, whether it’s for a university, a scholarship, a new job, or a professional program. It provides a personal, third-party validation of a candidate’s skills, character, and potential. However, being asked to write one can feel daunting. How do you do justice to the person you’re recommending? What information should you include? How do you structure it for maximum impact?

This comprehensive guide will walk you through everything you need to know about writing a powerful and persuasive letter of recommendation. We’ll cover the entire process, from deciding whether to accept the request to formatting the final document, complete with examples and templates.

Before You Write: The Crucial First Steps

Before you even type the first word, there are important considerations. A hasty “yes” can lead to a weak, generic letter that does more harm than good.

Should You Say Yes?

Your first decision is whether you are the right person to write this letter. A strong recommendation comes from someone who knows the candidate well and can speak genuinely about their abilities. Ask yourself:

How well do I know the candidate? Can you provide specific, detailed examples of their work, skills, and character? A letter from a direct supervisor who has worked with someone for years will carry more weight than one from a department head who barely knows them.
Can I be positive and enthusiastic? If you have reservations or cannot honestly provide a glowing recommendation, it is kinder to politely decline. A lukewarm letter is easily spotted and can be a red flag. It’s better to say, “I don’t feel I know you well enough to write the strong letter you deserve,” than to write a damaging one.
Do I have the time? A thoughtful letter takes time and effort. If your schedule is packed, you might not be able to give the request the attention it needs. Rushing the process will result in a generic letter that lacks impact.

Gather the Necessary Information

Once you’ve agreed, your next step is to gather all the information you need to write a tailored and effective letter. Don’t hesitate to ask the candidate to provide you with a “brag packet.” This isn’t them being arrogant; it’s them making your job easier. This packet should include:

The “Why”: Why are they applying for this specific job, program, or scholarship? What are their goals?
The “What”: The name of the company or institution, the specific role or program, and the name and title of the person the letter should be addressed to (if known).
The “How”: Instructions for submission (email, online portal, sealed envelope) and the firm deadline.
Their Resume or CV: This gives you a comprehensive overview of their experience and skills. A well-structured resume, like those found in our collection of the best free resume templates, provides the perfect foundation. For IT professionals, an IT Asset Manager resume sample can offer specific insights.
The Job/Program Description: This is crucial. It allows you to align your letter with the specific qualifications and keywords the recipient is looking for.
A List of Key Accomplishments: Ask them to remind you of their key projects, contributions, and successes while working with you. They might remember a detail you’ve forgotten.
A Personal Statement or Cover Letter: This helps you understand their narrative and how they are positioning themselves.

The Anatomy of a Powerful Letter of Recommendation

A standard professional letter format is expected. Structure your letter with a clear introduction, body, and conclusion.

The Salutation

To a Specific Person: Whenever possible, address the letter to a specific individual (e.g., “Dear Dr. Evans,” “Dear Hiring Committee Chair,”).
To a General Committee: If a specific name isn’t available, use a formal, inclusive salutation (e.g., “Dear Admissions Committee,” “Dear Selection Committee,”). Avoid overly generic greetings like “To Whom It May Concern” if you can.

The Introduction (1 Paragraph)

This is where you state your purpose and your relationship to the candidate.

State the Purpose: Open by clearly stating who you are recommending and for what position or program.
Establish Your Credentials: Briefly explain who you are and in what capacity you know the candidate.
State Your Enthusiasm: End the introduction with a clear, enthusiastic statement of support.

Example Introduction:

“It is with great pleasure that I recommend Jane Doe for the Senior Marketing Manager position at Innovate Corp. As her direct supervisor at Tech Solutions Inc. for the past five years, I have had the privilege of witnessing her remarkable growth and significant contributions to our team. I am confident she possesses the skills, dedication, and innovative mindset to be a tremendous asset to your organization.”

The Body (2-3 Paragraphs)

This is the heart of your letter. Use these paragraphs to provide specific, evidence-based examples of the candidate’s qualifications. This is where the information from the job description and the candidate’s “brag packet” becomes invaluable.

Focus on 2-3 Key Strengths: Don’t try to cover everything. Select the two or three most relevant and impressive qualities to highlight.
Use the STAR Method: For each strength, provide a concrete example using the STAR method (Situation, Task, Action, Result).
- Situation: Briefly describe the context or challenge.
- Task: Explain the candidate’s responsibility in that situation.
- Action: Detail the specific actions they took.
- Result: Quantify the positive outcome of their actions.
Connect to the Opportunity: Explicitly link their skills and accomplishments to the requirements of the new role or program.

Example Body Paragraph (Highlighting Project Management):

“Jane’s project management skills are exceptional. Last year, she was tasked with leading our annual ‘Go-to-Market’ product launch, a project that had historically been over budget and behind schedule (Situation). Her task was to streamline the process, coordinate across three departments—marketing, sales, and product development—and launch within a tight three-month deadline (Task). Jane immediately implemented a new project management software and established a weekly cross-functional check-in, creating a culture of transparency and accountability (Action). As a result, the product launched two weeks ahead of schedule, with a 15% reduction in marketing spend, and generated a 30% increase in initial sales compared to the previous year. This ability to manage complex projects and deliver quantifiable results would be invaluable in the Senior Marketing Manager role.”

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The Closing Paragraph (1 Paragraph)

Your conclusion should summarize your key points and provide a final, strong endorsement.

Reiterate Your Recommendation: Briefly restate your overall positive assessment.
Summarize Key Strengths: Mention the 2-3 key qualities you highlighted in the body.
Offer to Provide More Information: End with a professional offer to be contacted for further details.

Example Conclusion:

“In summary, Jane Doe is an outstanding candidate who has consistently demonstrated exceptional leadership, strategic thinking, and a remarkable ability to deliver results. Her contributions to our team were invaluable, and I have no doubt she will achieve great things at Innovate Corp. Please feel free to contact me if you require any further information. I would be happy to elaborate on my recommendation.”

The Sign-Off

End with a professional closing and your contact information.

Closing: “Sincerely,” “Best regards,”
Your Signature: (Handwritten if a physical letter, typed is fine for email/portals)
Your Typed Name:
Your Title and Affiliation:
Your Email Address:
Your Phone Number:

Tone, Style, and Formatting

Be Professional but Personal: The tone should be formal, but it should also convey genuine warmth and enthusiasm. Avoid overly stiff or academic language.
Be Specific and Quantify: Instead of saying “she was a good employee,” say “she increased sales by 20% in her first quarter.” Numbers add credibility.
Keep it Concise: Aim for one page. A long, rambling letter is less effective than a concise, powerful one.
Proofread Meticulously: Typos and grammatical errors undermine your credibility and reflect poorly on both you and the candidate. Read it aloud or have someone else look it over.

Examples and Templates for Different Scenarios

The core structure remains the same, but you can tailor the content for different applications.

For a Former Employee Seeking a New Job

Focus on professional skills, work ethic, team collaboration, and specific accomplishments relevant to the new role. This is where a candidate’s own presentation of their skills is key. A well-designed resume, perhaps using one of these free MS Word resume templates, can guide you on what they are emphasizing.

For a Student Applying to Graduate School

Emphasize academic abilities, research skills, intellectual curiosity, critical thinking, and their potential for success in a rigorous academic environment. Discuss their performance in your class, the quality of their research papers, and their contributions to class discussions.

For a Colleague or Peer

When recommending a peer, you can speak to their collaborative skills, their role as a team player, their reliability, and the specific expertise they brought to shared projects.

The Final Step: Submission

Follow the candidate’s instructions for submission precisely. If you’re uploading to a portal, be prepared to answer specific questions or rate the candidate on various attributes. If sending via email, use a clear subject line like “Letter of Recommendation for Jane Doe.”

Conclusion: Your Role in Their Future

Writing a letter of recommendation is a significant responsibility, but it’s also an opportunity to make a real difference in someone’s career path. It’s a key step in their personal career decision-making process. By taking the time to gather information, structure your letter thoughtfully, and provide specific, enthusiastic evidence of their qualifications, you provide a powerful endorsement that can open doors.

Remember, the best letters are authentic and detailed. Your personal perspective is what makes the recommendation valuable. Your effort not only helps a deserving candidate but also strengthens your own professional network and reputation as a supportive and insightful leader. For those looking to present their own story in the best light, resources like the best free creative resume template ‘Winner’ or a polished vCard Resume HTML5 Website Template can provide the perfect format to complement your glowing recommendation. Ultimately, a great letter and a great resume work hand-in-hand.