How to Write a Letter of Recommendation: Tips and Examples

Writing a letter of recommendation is a significant responsibility that can greatly influence a candidate's academic or professional journey. Whether you're a professor, supervisor, or colleague, your endorsement provides valuable insights into a candidate's skills, character, and achievements.

This comprehensive guide covers what a letter of recommendation is, why it's important, a template, examples, steps to write one, and tips to make it effective, ensuring you craft a strong letter that supports the candidate's goals.

What is a letter of recommendation?

A letter of recommendation is a formal document written by someone who knows the candidate well, typically in a professional or academic capacity. It serves as a personal endorsement of the candidate's qualifications, character, and suitability for a specific role, program, or opportunity.

These letters are commonly requested for:

• Job applications: To highlight a candidate's skills and fit for a job title.
• College or university admissions: To support a student's application to an academic program.
• Scholarship applications: To emphasize a student's academic performance and leadership.
• Graduate programs: Such as law school or medical school, to showcase a candidate's readiness.
• Internships or fellowships: To demonstrate a candidate's potential in specialized roles.

Key components include:

• Introduction: States who you are, your relationship with the candidate, and your qualifications to recommend them.
• Body: Provides specific examples of the candidate's skills, achievements, and personal qualities.
• Closing: Offers a strong recommendation and includes contact information for follow-up.

Typically, a good letter is at least one page long, written on organization letterhead, and maintains a professional tone.

Why are recommendation letters important?

Recommendation letters are critical because they provide a third-party perspective that goes beyond resumes or transcripts. They offer insights into a candidate's personal qualities, such as integrity, leadership, or teamwork, and provide context for their achievements. Here's why they matter:

• Personal insight: They reveal traits like intellectual curiosity or work ethic that may not be evident in other application materials.
• Context for achievements: They explain how a candidate's accomplishments were achieved, such as through hard work or collaboration.
• Differentiation: In competitive fields like college admissions or job applications, a strong letter can set a candidate apart.
• Validation: They confirm the candidate's qualifications from someone with firsthand experience, such as a professor or supervisor.

Letter of recommendation template

This recommendation template ensures a professional letter that is clear, concise, and impactful. Below is a professional template to structure your letter:

[Your Name]
[Your Position]
[Your Organization]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]
[Recipient's Name]
[Recipient's Title]
[Organization's Name]
[Address]
[City, State, Zip Code]
Dear [Recipient's Name],

I am writing to recommend [Candidate's Name] for [position/program]. I have known [Candidate's Name] for [length of time] in my capacity as [your position], and I am confident that they possess the skills and qualities necessary to excel in [position/program].

[Paragraph 1: Introduction]

Introduce yourself, your relationship with the candidate, and your qualifications to recommend them.

[Paragraph 2: Specific Examples]

Provide specific examples of the candidate's achievements, skills, or personal qualities that make them a strong fit for the position or program.

[Paragraph 3: Personal Anecdote]

Share a personal story or anecdote that illustrates the candidate's character or abilities.

[Closing Paragraph]

Reiterate your strong recommendation and express your confidence in the candidate's potential. Include your contact information for further inquiries.

Sincerely,
[Your Signature]
[Your Name]
[Your Title]
[Your Organization]

Letter of recommendation examples

Here are a few examples for different contexts:

Example 1: Academic recommendation

Dr. Jane Smith
Professor of Biology
Westfield University
123 University Ave
Westfield, CA 12345
jane.smith@westfield.edu
(123) 456-7890
July 10, 2025
Admissions Committee
Greenwood University
456 College Road
Greenwood, NY 67890

Dear Admissions Committee,

I am writing to recommend Emi Johnson for admission to Greenwood University's Biology PhD program. As Emi's professor at Westfield University, I have taught her in Advanced Molecular Biology and supervised her undergraduate research for two years.

Emi consistently demonstrated exceptional academic performance, ranking in the top 5% of her class. Her ability to analyze complex data and propose innovative solutions is remarkable. For example, in our Molecular Biology course, Emi led a research project on gene expression, where she designed an experiment that identified a novel pathway, earning praise from the faculty.

Beyond her academic achievements, Emi is a dedicated and compassionate individual. She volunteered as a teaching assistant, helping peers understand challenging concepts with patience and clarity. I am confident that Emi will be a valuable asset to Greenwood University's academic community.

Please reach out to me at jane.smith@westfield.edu or (123) 456-7890 for further details.

Sincerely,
Dr. Jane Smith
Professor of Biology
Westfield University

Example 2: Professional recommendation

Michael Brown
Senior Project Manager
Tech Solutions Inc.
789 Innovation Drive
Tech City, TX 54321
michael.brown@techsolutions.com
(987) 654-3210
July 10, 2025
Hiring Manager
Global Enterprises
321 Business Park
Corporate City, CA 98765

Dear Hiring Manager,

I am pleased to recommend Sarah Lee for the position of Software Engineer at Global Enterprises. As Sarah's supervisor at Tech Solutions Inc. for three years, I have witnessed her outstanding technical skills and dedication.

Sarah excels in software development, particularly in Python and cloud computing. She led a project to develop a customer management system, reducing processing time by 30% through innovative coding solutions. Her ability to collaborate with cross-functional teams ensured the project's success.

Sarah's positive attitude and initiative are notable. She voluntarily mentored junior developers, fostering a supportive team environment. I am confident that Sarah will be a valuable asset to Global Enterprises.

Please reach out to me at michael.brown@techsolutions.com or (987) 654-3210 for additional information.

Best regards,
Michael Brown
Senior Project Manager
Tech Solutions Inc.

How to write a letter of recommendation

Follow these five steps to create a good letter:

1. Understand the purpose: Clarify the letter's purpose and the recipient's expectations. For example, a law school letter may focus on analytical skills, while a job application letter may emphasize teamwork.
2. Gather information: Request the candidate's resume, the job description or program requirements, and any specific points they want highlighted.
3. Structure the letter: Use the standard format: introduction, body with specific examples, and a closing statement.
4. Write specific and positive content: Include personal anecdotes and examples that showcase the candidate's qualifications and character.
5. Proofread and edit: Ensure the letter is error-free, professional, and adheres to submission guidelines.

When writing a letter of recommendation for a job application, it can be helpful to understand the candidate's market value to better highlight their fit for the role. One useful tool is the Personal Salary Report from Salary.com. This tool provides a customized compensation analysis by factoring in specific details about an individual's job title, location, years of experience, education, and other relevant factors.

Tips for writing an effective letter of recommendation

Here are five essential tips on how to write a letter of recommendation that truly makes an impact:

1. Be specific: Use concrete examples, such as a project or task, to illustrate the candidate's skills rather than generic praise.
2. Keep it positive: Focus on the candidate's strengths and avoid any negative or lukewarm comments.
3. Tailor to the recipient: Align the letter with the job description or program requirements to show the candidate is a good fit.
4. Use professional language: Maintain a formal tone, ideally on organization letterhead, to convey credibility.
5. Follow instructions: Adhere to submission guidelines, such as length or format, to meet the recipient's expectations.

Writing a letter of recommendation is an opportunity to advocate for a candidate's success. Following the outlined steps and tips, letter writers can create a professional, compelling letter that highlights the candidate's strengths and aligns with the recipient's needs. Whether for a job, academic program, or scholarship, a well-crafted letter can make a significant difference in a candidate's journey.