How Do I Write a Letter of Recommendation

How Do I Write a Letter of Recommendation

How Do I Write a Letter of Recommendation : Writing a letter of recommendation is a common task for professionals in academia, business, and other fields. Whether you are asked to write a recommendation for a student, colleague, or employee, it is important to approach the task with care and attention to detail. In this blog, we will explore the key elements of a strong letter of recommendation and provide tips for crafting a compelling letter that effectively communicates your endorsement.

Understand the Purpose of the Recommendation

The first step in writing a letter of recommendation is to understand its purpose. A recommendation letter is a written endorsement of an individual’s skills, abilities, and character. The purpose of the letter is to provide insight into the person’s strengths and qualifications that may not be apparent from a resume or job application. A recommendation letter can be used to support an individual’s application for employment, admission to a school or program, or a professional award.

Gather Information

Before you start writing the letter, gather information about the person you are recommending. This includes their resume, work samples, or other relevant documents. You should also speak with the person to get a sense of their goals and aspirations, as well as any specific skills or experiences they would like you to highlight in your letter.

Follow the Correct Format

A letter of recommendation should be formatted like a professional business letter. Use a standard font, such as Times New Roman or Arial, and a font size of 12. Include your contact information, including your name, title, organization, address, phone number, and email address. Begin the letter with a formal salutation, such as “Dear Hiring Manager” or “Dear Admissions Committee.” End the letter with a professional closing, such as “Sincerely” or “Best regards,” followed by your signature and printed name.

How Do I Write a Letter of Recommendation

Introduce Yourself and Your Relationship to the Person

In the first paragraph, introduce yourself and your relationship to the person you are recommending. Include your job title and the length of time you have known the person. This will establish your credibility and provide context for your endorsement.

Describe the Person’s Qualifications

In the next few paragraphs, describe the person’s qualifications and skills in detail. Use specific examples and anecdotes to illustrate their strengths and achievements. If possible, provide quantitative data or other evidence to support your claims. For example, if you are recommending a salesperson, you might say, “In her first year on the job, Sarah exceeded her sales quota by 20% and was named the top performer in her region.”

Highlight the Person’s Character

In addition to describing the person’s qualifications, it is important to highlight their character and personality. Use adjectives that reflect the person’s positive attributes, such as “hardworking,” “reliable,” “creative,” or “innovative.” Provide specific examples of the person’s character, such as their ability to work well with others, their leadership skills, or their willingness to take on new challenges.

Address any Weaknesses

If the person you are recommending has any weaknesses or areas for improvement, it is important to address them honestly and tactfully. However, do not dwell on the weaknesses or let them overshadow the person’s strengths. Instead, focus on how the person has worked to overcome their weaknesses and how they are actively addressing any areas for improvement.

Provide a Strong Recommendation

In the final paragraph, provide a strong recommendation for the person. Use a confident tone and express your enthusiasm for their candidacy. You might say, “Based on my experience working with Sarah, I wholeheartedly endorse her for this position.” Be sure to offer to answer any additional questions or provide further information if needed.

Proofread and Edit

Before submitting the letter, proofread it carefully to ensure that there are no typos or grammatical errors. This is crucial, as a letter of recommendation that contains mistakes can detract from the person’s candidacy and reflect poorly on you as the recommender. Read the letter aloud or have someone else review it to catch any errors or awkward phrasing. It’s also a good idea to check that all the names, dates, and other details are accurate.

Submit the Letter on Time

Finally, make sure to submit the letter on time. Find out the deadline and make a plan to complete the letter well in advance to avoid any last-minute rush. If you are submitting the letter electronically, ensure that you have the correct email address or submission portal. Follow up with the recipient to confirm that the letter was received.

In addition to submitting the letter on time, it’s also important to consider the specific requirements of the recommendation. Some organizations may have specific guidelines or forms that need to be completed, while others may require a certain format or length. Make sure to carefully review these requirements before starting the letter to ensure that you meet all the necessary criteria.

Another important consideration is confidentiality. Some individuals may request a confidential recommendation, meaning that they do not want to see the letter themselves. If this is the case, it’s important to respect their wishes and not share the letter with them. On the other hand, some individuals may request an open recommendation, meaning that they are free to see the letter and share it with others. Make sure to clarify the level of confidentiality with the person you are recommending before starting the letter.

Finally, it’s a good idea to maintain a copy of the letter for your records. This can be useful in case you need to refer back to it in the future or if you need to provide additional recommendations for the same individual. Keeping a record of your recommendations can also help you track your professional relationships and stay organized in your professional endeavors.


Writing a letter of recommendation can be a challenging but rewarding task. By taking the time to carefully consider the person’s qualifications, character, and goals and following these tips, you can create a powerful endorsement that helps the person achieve their professional aspirations. Remember to submit the letter on time, respect confidentiality requests, and maintain a copy for your records. By doing so, you can establish yourself as a trusted and respected professional while helping someone else succeed in their career.

Reference letter example.

A sample reference letter is an important tool for any job seeker or student who needs to provide evidence of their skills, character, and achievements to a potential employer or academic institution. This letter is usually written by a person who knows the applicant well and can provide a professional recommendation. In this blog, we will discuss the key elements of a good reference letter, provide a template that can be used as a starting point, and offer some tips on how to write an effective letter.

Key Elements of a Good Reference Letter.


Start the letter by introducing yourself and your relationship with the applicant. Explain how you know the applicant, how long you have known them, and in what capacity. This will give the reader some context and help them understand why your opinion is valuable.


Next, describe the applicant’s qualifications. This should include their skills, abilities, and experience relevant to the position or program they are applying for. Be specific and provide examples to illustrate your points.

Personal qualities:

In addition to their qualifications, describe the applicant’s personal qualities. This could include their work ethic, their ability to work well with others, their leadership skills, and their character. Again, be specific and provide examples to support your claims.


Finally, state your recommendation. Make it clear that you are recommending the applicant for the position or program they are applying for. If you have any reservations or concerns, it is important to mention them here as well.

Sample Reference Letter Template.

[Your Name]

[Your Title]

[Your Organization]

[Your Address]

[City, State ZIP Code]

[Your Email]


[Recipient’s Name]

[Recipient’s Title]

[Recipient’s Organization]

[Recipient’s Address]

[City, State ZIP Code]

Dear [Recipient’s Name]

I am writing this letter of recommendation for [Applicant’s Name], who is applying for [position/program]. I have known [Applicant’s Name] for [length of time] in my capacity as [your relationship to the applicant]. Based on my experience working with [Applicant’s Name], I am confident that they would be an excellent candidate for [position/program].

[Paragraph describing the applicant’s qualifications, skills, and experience.]

[Paragraph describing the applicant’s personal qualities, such as work ethic, leadership skills, and character.]

[Paragraph stating your recommendation and any reservations or concerns you may have.]

Please do not hesitate to contact me if you have any further questions or require additional information.


[Your Name]

Tips for Writing an Effective Reference Letter

Be specific:

Provide specific examples to support your claims about the applicant’s qualifications and personal qualities. This will help the reader understand why you are recommending the applicant.

 Focus on the job or program:

Tailor your letter to the specific job or program the applicant is applying for. Highlight the skills and experience that are most relevant to the position or program.

Be honest:

It is important to be honest in your letter, even if you have some concerns or reservations about the applicant. If you feel that you cannot write a positive letter, it is better to decline the request for a reference.

Use professional language:

Use professional language and tone in your letter. Avoid slang, jargon, or colloquialisms.


Before sending your letter, proofread it carefully for spelling and grammatical errors. A well-written and error-free letter will reflect positively on both you and the applicant.

In conclusion, a sample reference letter can be a valuable tool for job seekers and students. It can provide evidence of their qualifications, skills, and personal qualities to potential employers or academic institutions. When writing a reference letter, it is important to be specific, honest, and examples to support your claims. It is also important to tailor the letter to the specific job or program the applicant is applying for and to use professional language and tone. Proofreading your letter for errors is also essential to ensure that it reflects positively on both you and the applicant.

Keep in mind that writing a reference letter is a serious responsibility. The letter you write could have a significant impact on the applicant’s future. Therefore, take the time to carefully consider your words and the examples you provide to support your claims.

In summary, a good reference letter should introduce the writer, describe the applicant’s qualifications and personal qualities, and provide a clear recommendation. By following the tips outlined in this blog and using the sample reference letter template provided, you can write an effective reference letter that will help the applicant stand out and succeed in their career or academic pursuits.

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