How to Write a Letter of Recommendation: Template & Tips

Someone asked you for a letter of recommendation, and you agreed to write it. That can really help them get hired for their dream job or accepted to their dream university. One question remains. 

How to write a recommendation letter?

I’m here to explain all this process’s dos and don’ts.

This guide will show you: 

• A professional letter of recommendation sample.
• Instruction on how to format a recommendation letter for a student or a colleague.
• Pro tips on what to write in a letter of recommendation for an employee and for a student.
• Letter of recommendation template ready to use.

Regarding a letter of recommendation, I highly recommend using Zety’s resume builder to maximize your chances of convincing the reader.

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Here's another guide you might find interesting:

• Consulting Cover Letter

Let’s start with a recommendation letter example:

Letter of Recommendation Sample

Now that’s one of the amazing recommendation letter examples. Let’s take a look at how to write yours just like this.

What is a Recommendation Letter?

A recommendation letter is written on an applicant's behalf, often by former superiors, managers, and mentors. It’s a formal document confirming that someone is qualified to take a specific position, either at a company or at the university.

Those letters are usually demanded by positions that require higher trust and skills. A recommendation letter is typically sent to recruiters, hiring managers, admissions officers, or CEOs. The writers can also send it to the requesters so that they can submit it themselves. 

But what’s the difference between a recommendation letter and a reference letter? 

• You write about the candidate’s skills, achievements, and qualifications in a recommendation letter. It’s a formal type of letter that requires an additional file attached to the email or handed by hand with a handwritten signature.
• In a reference letter, you write more about a person's character. It’s a more casual type of letter. References can also be delivered via phone or as a body of an email.

Did you know submitting a reference in an application process can increase callbacks by 61%? Writing a recommendation letter can also help a candidate move their career forward. Perhaps even more so since it’s a more formal document! 

But how to write a recommendation letter? Let’s start with the formatting.

Are you the one who wants to ask for a recommendation letter? If so, that’s the article you’re looking for: How to Ask for a Recommendation Letter

How to Format a Letter of Recommendation?

Properly formatting a recommendation letter boosts its readability. And having recruiters read the whole letter is crucial. If they get bored or distracted along the way, they might never reach out to the candidate. 

To properly format your recommendation letter, you need to understand what a recommendation letter consists of.

What to Include in a Letter of Recommendation

Since a recommendation letter is a formal document, there are some strict sections you should include in it. It is crucial to keep them in the right order and have them all play their role. Here are all the sections you must remember while writing a recommendation letter.

1. Header

A professional header should consist of three things:

• Date
• Your information (name, title, address, and contact information)
• Recipient’s information (name of recipient or of a committee you’re writing to and their address)

Make sure to include your e-mail address and phone number, in case they prefer to contact you directly for some follow-up questions. You can also consider adding a link to your LinkedIn profile.

Let’s see some examples of how to create a professional recommendation letter header:

2. Salutation

Did you know that people respond actively to seeing their names in writing? A recommendation letter greeting is a great place to include it, as it’s what the reader might notice first since it’s so singled out part of it.

Let’s see some examples of how to address a letter of recommendation:

As you can see, you can also use their scientific titles. Used well, that will only work on your behalf.

3. Personal Introduction

It’s important to state who you are and what’s your relationship with a candidate you’re writing a recommendation letter for. Add your expertise and the span of your experience to make it more credible.

Begin with enthusiasm and try to catch the readers’ attention immediately. That way, they’ll want to read on.

Let’s see how to start a letter of recommendation properly:

4. Candidate’s Recommendation

This is the most significant part of a recommendation letter. It’s time to sell the candidate to the reader as a professional who’s a great addition to any company or university. 

Consider answering the following questions:

• What makes the candidate a great fit? 
• What are the candidate’s most impressive achievements and most relevant skills?
• What outstanding qualification does a candidate possess? 

Remember to make it as relevant to the recipients and the company they represent as possible. Focus on two qualities and provide specific examples that back them up.

Let’s see how to write a recommendation itself:

If you’re wondering what skills to mention in your letter of recommendation, visit this guide: Best Skills for All Kinds of Jobs

5. Personal Anecdote

Nothing creates a more emotional connection than a great story. And since you know the candidate well enough to be asked to write a recommendation letter, you sure have some stories to tell. 

Including a personal anecdote from your relationship with a candidate will give a human touch to the formality of a recommendation letter. Think about how the traits and strengths of the candidate can be valuable for the company. Try to squeeze in some people skills and keep this part light. You want to show a human side of the candidate, and not another generic applicant, reduced to an Excel cell.

Let’s take a look at an anecdote example straight from a recommendation letter:

6. Closing

The closing of your recommendation letter needs to be as strong as its beginning. But more importantly, it should summarize why this candidate is the one they seek. Give a brief recap and try to squeeze in another impressive value the candidate will bring to the company.

Let’s see how to end a letter of recommendation:

7. Sign-off

No official document is ready without a professional signature. Add it underneath the body of the recommendation letter you’ve just written. You can also repeat the contact information to make it easier for the reader to contact you in case of any further questions.

Sign in with your full name. Add titles if relevant, and always remember to handwrite your signature on a printed copy. Once again, no printed official document is ready without a handwritten sign-off.

Let’s see how it can be done:

 Now that you have all the sections covered, let’s talk about how they should look on your letter of recommendation. To have a more professional-looking document in your (and your protégé’s!) hands, simply follow these rules:

Letter of Recommendation Format Tips

• Set margins to one inch on all sides. 
• Left-align all contents.
• Don’t use justification. It’s against the rules of standard business letter formatting.
• Use 1 or 1.5 for spacing in paragraphs. Use double spacing between them.
• Select a professional font for business letters. Choose the one that’s simple and readable. Set its size to 11 or 12 points.
• Save your recommendation letter as a PDF file to keep the layout intact.
• Keep it to one page. That’s how long should letters of recommendation be.

Pro-tip: If possible, write your recommendation letter on your business or organization letterhead. That’s the perfect way to make it even more personal and stand out among other applications.

Let’s move on to some tips on how to write a recommendation letter.

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How to Write a Letter of Recommendation (Tips) 

The right structure and the perfect format of your recommendation letter are one thing. But you should also know how to write it to win the hearts of recruiters, hiring officials, committees, and any other reader who will decide on your candidate's future.

1. Think If You Want to Agree

You don’t always have to agree if someone asks you for a recommendation letter. Keep your integrity by agreeing only to those people you can recommend without hesitation. If you don’t feel comfortable giving your recommendation, decline the request politely. Remember, it’s better not to give a recommendation than to give a dishonest one.

2. Ask for Details

Once you decide to write a recommendation letter, ask for a link to the job description or the university requirements. That will help you remain focused on the goal of your recommendation letter and adjust the tone and language of your writing. Ask for your candidate’s resume. That will allow you to see the bigger picture of what you can highlight. 

Finally, ask if there’s anything they would like you to mention. If there’s any particular achievement or skill they think might give them the upper hand in the run, mention it in your recommendation letter.

3. Make It Personal

You don’t want the reader to think that your recommendation letter is a copy-paste and has been written for a dozen candidates. Instead, you want to make the reader feel like they’re getting to know the candidate. 

Try to include traits that are not in the resume but can be mirrored there. When writing about this perfect candidate, be as precise as possible. Make your reader remember your recommendation letter. Make them connect with the candidate.

4. Be Optimistic

Show your enthusiasm for recommending a great candidate. It’s the easiest way of showing that this person, in your opinion, deserves a recommendation. Avoid any comments (or anecdotes!) that can put the candidate in a negative light. Adding some power words can help you ace that.

In your positivity, be firm and determined. You don’t only think this candidate might do quite well. You are certain this is a perfect candidate. Otherwise, would you write a letter of recommendation?

5. Double-Check It

To paint a great picture of your candidate, you must ensure your letter of recommendation is free of mistakes. Check the grammar, the punctuation, and the style. Google all the company names, addresses, and details to make sure everything is 100% correct. 

Ask a friend, family member, or even a candidate to proofread your recommendation letter. Also, do it out loud to hear if it sounds superb.

6. Stick to the Instructions

It’s not only about how you write it. It’s also about how you submit it. Follow all the requirements. Ask your candidate what’s the preferred format, how you should submit it, and what’s the deadline. Not obeying those requirements will not only cast a shadow on the candidate.

You know all the rules. You’ve seen all the tips. But we’ve got one more thing for you. 

Looking for some tips you can share with your candidate? Find them here: Cover Letter Tips & Advice

Letter of Recommendation Template

Here’s a template you can work on. Fill in all the brackets and have a letter of recommendation ready in no time. Just remember to stick to the formatting rules and follow the tips listed in previous chapters!

Recommendation Letter Template

We’ve got some more hacks for your candidate. See them here: Best Resume Tips

Want to write your cover letter fast? Use our cover letter builder. Choose from 20+ professional cover letter templates that match your resume. See actionable examples and get expert tips along the way.

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Key Takeaway

Now you know how to help a friend in need by writing a perfect letter of recommendation. Let’s do a quick recap of what we’ve learned here today:

• Your recommendation letter must include the following sections:
• Header 
• Salutation
• Opening paragraph in which you discuss your relation with a candidate you’re writing a letter of recommendation for
• Paragraph highlighting your colleague's skills, traits, talents, achievements, and qualifications
• A personal anecdote
• Closing paragraph with your contact information and one more impressive piece of information.
• Sign-off.

• Agree to write a recommendation letter only if you believe the candidate is the right fit and if you can vouch for it. 
• Ask for a job description or the university requirements to deliver a perfect recommendation letter. 
• Make it personal. There's nothing worse than a generic recommendation letter. 
• Be enthusiastic and optimistic. Avoid any negativity.
• Double-check your letter of recommendation to avoid all the mistakes. 
• Submit it properly before the requested deadline.

And that’s it! Writing a recommendation has become as easy as saying “you got this” to your colleague. But trust us. Writing a letter of recommendation is way more rewarding.

Thanks for reading. If you have any questions, join us in the comment section below!

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Sources

• Martin Abel, Rulof Burger, Patrizio Piraino, "The Value of Reference Letters"
• Dennis P. Carmody, Michael Lewis, "Brain Activation When Hearing One’s Own and Others’ Names"