How to Write Good Letters of Recommendation: Templates & Examples

A professional recommendation letter is a formal decision support document by someone who has immediate experience working with the applicant and can attest to personal strengths that apply to the desired position the individual is applying for. 

Someone who can write this letter for the applicant can be his mentor, former manager, supervisor, associate professor, or senior professional who holds direct, relevant authority to recommend him based on immediate experience. 

Unlike a resume, which is a well-structured overview of a candidate’s experience, this letter is a credible endorsement of his/her qualifications. It supports job applications, university admissions, scholarships, licensure, fellowship positions, promotion, and academic program applications.

Who Typically Writes a Letter of Recommendation

The answer to the question “Who should write it?” depends on the context. It best applies to someone who had direct interaction with the applicant and can speak from empirical experience. He has evaluated their performance in a meaningful setting, can vouch for their behaviour, professional credentials, and recommend them.

Someone who lacks direct experience of working with the candidate cannot speak to their performance. Also, if you feel unsure about endorsing them, it’s better not to write a vague, forced recommendation that does more harm than good. 

What a letter of recommendation is used for

As a recommender, you write a recommendation letter to give a credible, third-party snapshot of how your applicant is beyond grades, resume, or a job title. It is used for endorsement of individual skills, character, and qualifications for college admission, graduate programs, internships, scholarship applications, job applications, fellowships, and professional certifications by someone who has supervised them, worked with them, or taught them. 

Your letter helps reduce uncertainty by confirming what the person is like to work with, their behaviour under pressure, and whether they can be relied on or not. 

In many of the cases, it reduces the risk for others where landlords are looking for tenants’ reliability and conduct, and licensing and credential boards want to assess professionalism, ethics, and overall fitness of an individual. 

It is the deciding factor in many of the selection processes. Therefore, you need to put genuine effort (even if it feels like “just one page” ) into helping the applicant stand out and feel supported.

It should thoroughly explain the applicant’s professional behavior, performance, conduct, adaptability, and valuable contributions the candidate can provide to the evaluators of the organization. 

Letter of Recommendation Vs. Reference Letter Vs. Referral Vs. Letter of Support

Although these terms are often grouped, they all serve distinct objectives and cannot be used interchangeably. Using the wrong letter can debilitate an individual’s application. Thus, creating confusion for the reviewer. 

• A recommendation letter is written for specific roles and opportunities. 
• A reference letter only describes an individual’s skill set without going into depth about it. It is focused on facilitating an interview only. It may express your confidence, but it does not provide a structured assessment of qualifications. 
• Referral letters are introductory, informal letters. This letter is with a brief message of referring a person towards an opportunity or connecting them to someone.
• Support letters are usually required for non-profit, grant-related conditions. They are often about backing a project, proposal, or a cause of an individual. 

Types of Letters of Recommendation

Letters of recommendation vary based on the setting and decision being made. The situation determines what the letter draws attention to. Where some letters are for academic purposes, others are built around measurable work output. Whatever the objective is, if a letter matches its intended use, it reads as relevant and credible. 

We will go through multiple types and will provide a free downloadable template for you to use as a sample letter. So let’s discuss the types first. 

Employment and professional recommendation letters

In addition to a basic impression, the day-to-day performance of the applicant also counts, especially in hiring and career moves. It’s where the employment recommendation letter advocate. These letters are commonly used for internships, jobs, work experience, and sometimes contractor roles.

Who Writes It?

• Professors or academic advisors 
• Department Heads or directors 
• Senior colleague 
• Founders

Academic recommendation letters

Academic recommendation letters are commonly required in graduate programs, scholarships, and research opportunities. These letters help the reviewer to analyze the intellectual readiness of the student— his discipline, active class participation, and writing + research skills. 

Who writes it?

• Professors
• Research supervisors
• Advisors or instructors 

Character and personal recommendation letters

As the name indicates, these letters are quite subjective as they focus on applicants’ personal conduct and responsibility when they apply for volunteer roles, some legal/administrative settings, housing, immigration, or community-serving roles. 

Who Writes It?

These letters can only be provided by the one who knows the applicant in the flesh. Such as: 

• Mentor
• Coach
• Community leader

Promotion or internal advancement recommendation letters

These letters are used within an organization to support applicants who operate beyond their current job responsibilities. They intend to be promoted to expand their roles based on their performance. It’s evidence of an individual’s readiness for the next level of commitment, ownership, and leadership role.

Who writes It?

These letters often come from a 

• Current manager
• A senior team leader
• Head of Department
• Cross-functional lead 

Specialized context letters

Letters that serve a special purpose other than hirings or admissions are termed as specialized context letters. Tenant or housing recommendation letters fall under this category. These are often written to support lease renewals, rental applications, or the signing of lease agreements. 

These letters focus on reliability and assess whether the person is likely to follow property rules. In a nutshell, the practical experience of the previous landlord with the tenant in written format gives these letters their value. It talks about tenants’ kind, offering insights into how the individual shows up in a shared living environment, and consistency in payments.

Who Writes It

• Previous landlord
• Property manager
• Sometimes, the employer

Another example of a specialized context letter is a licensing and credentialing recommendation letter. It is used in regulated professions where an authority evaluates ethics, competence, and fitness to practice. 

Who Writes It

These are usually written by

• Licensed supervisors
• Training directors
• Senior professionals meeting the hiring board criteria

Components of a Letter of Recommendation

The value of the letter lies not in repetition, but in contextual insight. It should offer a qualitative analysis of an individual that objective records cannot convey.

A valid and strongly structured recommendation has 3 essential components. If any of these are missing, it might not help the reviewer make a final decision.

1. Relationship Confirmation: The letter should state clearly how the writer knows the applicant, in what capacity, and for how long. 
2. Strong Evidence: The letter talks about definite examples related to professional habits and overall performance. 
3. Sound Conclusion: Lastly, it should revolve around an unambiguous conclusion leading to a strong recommendation.

Whether you are requested to compose your recommendation online or submit it physically, below are the crucial details you should keep in mind. 

Header, date, and recipient information

A standard one-pager letter of recommendation opens with the writer’s full name, title, organization, contact details, the date, and the intended recipient at the top left corner.

{ Recommender Name }

{ Recommender Designation }

{ Optional: Company Name }

{ Recommender Phone Number }

{ Recommender Email Address }

{ Date } 

{ Recipient Name }

{ Recipient Title } 

{ Recipient Organization } 

{ City, State ZIP Code }

Letters with an incorrect date or an old date lose the legitimacy of the letter significantly. It helps decision-makers understand when the evaluation was made. And, if necessary, verify the authenticity of the letter.  

Best all-purpose (works for most cases):

• “Dear Hiring Manager,” (jobs, internships)
• “Dear Admissions Committee,” (schools, scholarships)
• “Dear Scholarship Committee,” (scholarships)
• “Dear Selection Committee,” (awards, programs)
• “Dear Licensing Board Members,” or “Dear Board Members,” (licensing)

If you do not know the name of the recipient, do not infer. In most of the U.S. recommendation letters, neutral + professional greetings run of the mill. You can use a more formal and widely accepted opening like “ To Whom It May Concern.”

Brightline Analytics, Inc.

1250 Market Street, Suite 900

San Francisco, CA 94103

(415) 555-0148 | [email protected] | xyz.com

January 19, 202X

Hiring Committee

Atlas Growth Partners

200 Park Avenue, 14th Floor

New York, NY 10166

Re: Letter of Recommendation for Stefano Salvini

Salutation and Opening Statement

Formal salutation and opening statement are the foundations of the letter that make or break it. In this section, your sole focus should be on the recipient name ( if known ) and recommender details, including their role, position, how they see the applicant, and the intent of the writing, in support. 

Opening statement

This letter serves as my formal recommendation of Mr. Stefano Salvini for the {Position Title } role at Atlas Growth Partners. In my capacity as Director of Marketing Analytics at Brightline Analytics, Inc., I directly supervised Mr. Stefano Salvini in his role as Senior Marketing Analyst from March 20xx through December 20xx, and I can attest to his performance, judgment, and professionalism based on firsthand observation.

Body of the Letter: Skills, Experience, and Performance

There is no fixed formula for the number of paragraphs and their lengths in the body of the letter. It varies depending on the need for a convincing writing on behalf of the candidate. But one thing stays the same. Each paragraph you write should serve a purpose. It should be built around the honest review of the candidate’s capabilities and eligibility for the applied position.

It should confirm your applicant as the strongest contender for whatever they are applying for. It should explain what the individual does well, how they perform in real situations, how they use their expertise, and the measurable outcomes of his/her performance

Personal Characteristics and Professional Traits

Beyond skills and experience, a strong letter of recommendation may include personal characteristics and traits that demonstrate the professional attributes of the applicant. As you have personally observed the conduct of the applicant in professional settings, pick 4 to 6 traits that match the role.

You may write something like the applicant is proactive, adaptive, handles recurring responsibilities and time-sensitive tasks efficiently. He/she is resilient during crunch time without being defensive. Later back it up with a quick, short example.

Anecdotes and Specific Examples

Anecdotes refer to the applicant’s skill application and traits of handling real challenges, solving problems in different situations. If you add some specific examples of it, it makes the evaluation memorable for the reader and credible at the same time. 

Conclusion and Signature

The conclusion of a recommendation letter is a wrap-up of the overall endorsement of the applicant. Its closing should include the recommender’s complete name, job title, organization, contact information, and hand signature.

If you want a complete closing block with contact details, you can use this structure:

Sincerely,
[Signature]
[Full Name]
[Title]
[Company]
[Phone]
[Email]

Submission and Delivery Methods

Mainly, submission and delivery methods depend on the requester’s rules. Because each process is different. Standard methods of delivery include direct electronic submission through online application portals, direct email delivery, or sealed hard copy letters.

Without any specific instruction by the applicant or reviewing committee, a signed PDF on letterhead is usually accepted. If the letter is for a school, waiving access under the FERPA is common. 

In most cases, you may have to submit the letter online, either by uploading a document on letterhead as a PDF or using the form provided on the website. Some online portals may also have quick rating questions that you have to fill out. It is the most common mode of recommendation where large employers, organizations, or higher studies scholarships are involved. 

While sending the letter through email, include a line mentioning your attachments, whether it is only the reference letter of the candidate or any supporting documents as well. 

Do not send a document in the zip format to avoid inconvenience in accessing the file. 

Lastly, clearly name your attachment in a professional business format like 

“Stefano_Salvini_Recommendation_Letter.pdf.”

Ethical Considerations in Letters of Recommendation

Recommendations carry ethical weight for both recommender and applicant as they are trusted evaluations conducted in fairness and with the accuracy of the information provided. 

Someone is trusting your judgment.

You should be careful with everything you put in writing. Give an honest and positive assessment. Any exaggerated praise, false claims, or endorsement with insufficient knowledge leads to unacceptable practice and affects the applicant’s and your credibility, too. 

It is a best practice to get consent before sharing any sensitive private details of an individual. These can include health, family issues, immigration status, and finances, unless he asked you to include them. Avoid protected-class references. Any comments on race, religion, disability, pregnancy, or marital status may create legal and ethical problems.

Common Pitfalls to Avoid

Even if you know the structure, the recommendation goes wrong in minor changes. Spelling and grammatical errors, or submitting overly vague letters, are prevalent mistakes recommenders often make.

Let’s talk about common mistakes that lead to a failure point:

1. There is no need to share sensitive personal information that does not add value to the application.
2. Phrases in a recommendation letter like “best I’ve ever seen” or “exceptional in every way” are cloudy. It has no supporting details. If your candidate is applying for a job in the United States, this is marked as an overstatement, making the reviewer skeptical of the recommender.
3. The timestamp in the quoted example feels foggy. Instead of using vague terms like recently, last month, or last year, add light anchors such as “During our fall 20xx release” or “ in July 20xx .”
4. Letters not following basic submission rules —  missing a signature, an unofficial email address for letter submission, a file misnamed, or missed portal deadlines- are seen as red flags by U.S. educational programs and HR teams.
5. Sometimes we praise a quality, but the example we give doesn’t actually convey that quality. Instead of listing multiple adjectives, it’s better to describe one explicit, relevant action. 
6. Reusing a file and file description exposing another candidate’s name is surprisingly common. Try to write a new one based on the requirements. Also, before uploading, rename the file, then upload. This small step can help you avoid getting into an uninvited mess, keeping the authenticity of the information provided intact. 

Frequently Asked Questions