How to Write a Letter of Recommendation: Guide, Templates, Examples [2025]

In this guide on how to write a letter of recommendation, we’ll explore the essential steps to writing a compelling recommendation for a student or professional. A letter of recommendation is a written testimonial that highlights a candidate’s strengths, skills, and accomplishments, which can help them stand out when applying for a job, academic institution, or program. If you’re helping a nursing student with their application, you might want to check out our detailed guide on writing a Letter of Recommendation for Nursing Students for specific advice.

If you’ve been asked to provide a recommendation, whether for a student you’ve worked with over the past four years or someone you know in a professional capacity, it’s important to give a detailed, thoughtful recommendation.

While you might be unsure where to start, we’ll walk you through the process, covering everything from how to format the letter to how to address the recommendation request and how to make the candidate’s strengths shine.

Types of Letters of Recommendation

Letters of recommendation come in different forms, depending on the context. Here are a few common types:

• Academic Letters of Recommendation: These are typically written by teachers, professors, or academic advisors for students applying to schools, academic programs, or research projects.
• Professional Letters of Recommendation: Often requested by job applicants, these letters come from former employers, supervisors, or colleagues.
• Character References: These are personal testimonials written by friends, mentors, or landlords to vouch for someone’s character, integrity, and reliability. Home rental referrals often fall into this category.

How to Write a Letter of Recommendation (Step-by-Step Guide)

Writing an effective letter of recommendation involves structure, thoughtful consideration, and an understanding of the candidate’s goals and qualities. Below are steps to help you focus your letter and ensure it meets the needs of the person requesting it.

Step 1: Understand the Purpose of the Recommendation

Before you write the letter, it’s important to understand why the student, employee, or individual might ask you to write the letter. Are they seeking admission to an academic program, applying for a job, or perhaps pursuing a mentorship opportunity?

• Example: “If a student asks you to write a recommendation for a university admission, you’ll want to ensure your letter highlights their academic performance and extracurricular activities. If they’re applying for a job, focus on skills that impress and their professional performance.”
• Use resources such as the job description or academic requirements to dictate your approach.

Step 2: Gather Information About the Candidate

To write your letter effectively, ask the candidate to provide relevant materials such as their résumé, LinkedIn profile, and a brief note about their goals. Understanding their strengths and past experiences will help you include a personal touch.

Key Questions to Ask:

1. What specific skills or achievements would you like highlighted?
2. Is there any particular honorific or title I should use?
3. Can you provide examples of projects we worked together on?

This will help you tailor your recommendation to bring your letter in line with what the recipient is looking for.

Step 3: Start with a Strong Introduction

Introduce yourself and your relationship with the candidate. Mention how long you’ve known them and in what capacity. For a more formal approach, review our article on How to Write a Formal Letter to ensure your letter follows professional guidelines.

• Example: “I am writing to recommend Jane Doe, whom I have had the pleasure of teaching in advanced mathematics for the past three years. During this time, I have witnessed her growth as a dedicated student with a keen analytical mind.”
• Including adjectives like “dedicated,” “reliable,” and “enthusiastic” can help paint a positive picture.

Step 4: Highlight Relevant Skills and Traits

Focus on the candidate’s key strengths. Use specific examples that demonstrate their ability to excel.

Focusing on specific skills or achievements makes your letter more impactful. If you need more insight into structuring persuasive arguments, our guide on How to Write a Persuasive Essay can offer useful tips for showcasing the candidate’s strengths effectively.

Tips for Writing this Section:

1. Use Trait Theory: Highlight traits that make the candidate a great asset, such as leadership, teamwork, and adaptability.
2. Include a Statistic: If applicable, mention numbers to demonstrate their achievements. For instance, “In her role as team leader, she increased project efficiency by 20%.”
3. Professional Performance: Describe how they handled responsibilities and contributed to the organization or academic institution.

• Example: “John’s leadership during our mentorship program helped boost team morale and project success. His ability to mentor peers and solve complex problems made him a joy to work with.”

Step 5: Provide Specific Examples

Be as specific as possible—if the person you’re writing for showed exceptional skills or dedication, give detailed anecdotes.

Example Scenarios:

• For a student: “Jane’s academic performance was consistently impressive. Her research paper on renewable energy solutions won first place in the institution’s research competition.”
• For a current or former employee: “As a dedicated employee, Mark took initiative in streamlining our leasehold estate contracts, reducing processing time by 15%.”
• For a home rental reference: “The care they took of the property was exceptional, and they were always prompt with rent payments.”

Step 6: Conclude with a Strong Endorsement

Summarize why the candidate is the ideal choice for the position they’re seeking. Include a statement encouraging further contact if needed.

• Example: “In conclusion, I wholeheartedly recommend Sarah for admission to your academic program. Please do not hesitate to contact me at [telephone number] or [email address] if you need more information.”

Step 7: Proofread Your Good Letter

Before submitting the letter, review it carefully to ensure clarity and professionalism. Check for grammar errors, awkward phrasing, and any missing contact information.

If you’re considering using AI for drafting a recommendation, don’t miss our guide on How to Use ChatGPT to Write a Cover Letter, which explores how technology can assist in writing personalized letters.

Step 8: Follow the Correct Format

A recommendation letter typically follows a standard format:

1. Header: Include your contact information, date, and recipient’s name if known.
2. Salutation: Use “To Whom It May Concern” if the recipient’s name is unknown.
3. Introduction Paragraph: State your relationship with the candidate.
4. Body Paragraphs: Highlight the candidate’s qualifications, traits, and specific examples.
5. Conclusion Paragraph: Provide a strong endorsement.
6. Signature: Include your signature and typed name.

Key Elements of a Strong Letter of Recommendation

A strong recommendation letter does more than list a candidate’s achievements—it paints a clear picture of their potential and character. Below are key elements every letter writer should include:

1. Relationship with the Candidate: Clearly state how you know the person and how long you’ve known them.
   • Example: “I have had the pleasure to recommend Lisa, whom I taught in advanced physics for the past two years. She consistently demonstrated critical thinking and problem-solving skills.”
2. Specific Skills or Qualifications: Highlight the candidate’s key strengths.
   • Tip: Focus on attributes that make the candidate stand out.
   • Example: “John’s leadership skills and ability to mentor team members made him a valuable asset to our organization.”
3. Relevant Examples: Provide concrete anecdotes to back up your claims.
   • Example: “In her role as a research assistant, Maria’s meticulous work contributed to a published academic paper on renewable energy sources.”
4. Achievements and Statistics: Use numbers, if possible, to illustrate their success.
   • Example: “Under his guidance, our sales team increased revenue by 15% in just one quarter.”
5. Positive Tone: Keep the tone enthusiastic and supportive.
   • Include phrases like “it is a pleasure to recommend” or “she would be a great asset to your program.”
6. Professional Presentation: Follow the proper letter format and sign the letter with your full name, title, and contact information.

Tips for Writing a Letter of Recommendation

Writing an effective recommendation letter requires a thoughtful approach. Here are practical tips to guide you:

1. Understand the Purpose of the Letter: Whether it’s for an academic program, job, or mentorship opportunity, tailor your letter accordingly.
   • Tip: Review the job description or program details before writing.
2. Learn How to Write with the Candidate in Mind: Ask the candidate for relevant information, such as their résumé or specific achievements they want highlighted.
3. Use the Right Template and Tips: Follow a clear structure—start with an introduction, provide a detailed body, and conclude with a strong recommendation.
4. Be Specific: Avoid generic statements; instead, provide examples of the candidate’s skills or traits.
   • Example: “Sarah’s ability to manage multiple projects while maintaining attention to detail was remarkable.”
5. Avoid Any Comments on Personal Information: Stick to professional attributes and avoid mentioning irrelevant personal details.
6. Proofread Thoroughly: Ensure your letter is free of grammatical errors and typos.
7. Know the Student or Candidate Well Enough: If you don’t feel familiar enough with their work, politely decline the request.

How to Ask for a Letter of Recommendation

Asking for a letter of recommendation can feel daunting, but it doesn’t have to be. Here’s how to do it professionally and politely:

1. Choose the Right Person: Select someone who knows your work well, such as a teacher, employer, or mentor.
   • Tip: The best person to write your recommendation is someone familiar with your skills and qualifications.
2. Make the Request Politely: Send a respectful email or schedule a face-to-face meeting.
   • Example: “I was wondering if you would be willing to provide a letter of recommendation for my application to [program/job]. I believe your knowledge of my work in [specific context] would be invaluable.”
3. Provide Information: Help the letter writer focus their letter by providing your résumé, achievements, and goals.
   • Tip: Include any specific examples you’d like them to mention.
4. Give Them Enough Time: Aim to ask at least two to three weeks in advance.
5. Follow-up: Send a gentle reminder a few days before the deadline if necessary.
6. Express Gratitude: Always thank them for their time and effort.
   • Example: “Thank you so much for taking the time to write a recommendation for me. I truly appreciate your support.”

Common Mistakes to Avoid in Writing A Recommendation Letter

When writing a recommendation letter, certain pitfalls can undermine its effectiveness. Here’s what to watch out for:

1. Being Too Generic: Avoid vague statements like “She is a good student.” Instead, provide specific examples.
   • Better: “She consistently scored in the top 5% of her class and led multiple research projects.”
2. Ignoring the Letter Format: A recommendation letter must follow a professional structure with an introduction, body, and conclusion.
3. Including Irrelevant Information: Avoid any comments on the candidate’s personal life or unrelated traits.
4. Focusing Only on Weaknesses: Although the goal is honesty, focus on positive attributes that make the candidate a strong choice.
5. Writing Without Knowing the Person Well: If you don’t know the candidate enough to provide a good letter, it’s better to decline politely.
6. Using a Negative Tone: Keep the tone positive and enthusiastic.
   • Instead of: “He struggled initially but improved over time.”
   • Say: “He showed remarkable determination and growth, becoming one of our top performers.”
7. Missing Deadlines: Ensure you submit the letter on time.

Recommendation Letter Template

If you’re tasked with writing a recommendation letter, using a clear and structured template can help you organize your thoughts and present the candidate in the best light possible. Below is a simple and adaptable template to guide you:

[Your Full Name]

[Your Title or Position]
[Your Organization Name, if applicable]
[Your Address]
[City, State, ZIP Code]
[Your Email Address]
[Your Telephone Number]
[Date]

To Whom It May Concern:

I am writing to provide a recommendation for [Candidate’s Full Name] as [mention the purpose, such as “an applicant for the education program at XYZ University” or “a candidate for the marketing role at ABC Company”]. I had the pleasure of [briefly state how you know the candidate, such as “working with them for two years” or “teaching them in advanced mathematics”].

During our time working together, [Candidate’s Name] consistently demonstrated [mention key traits, skills, or attributes—examples might include “leadership,” “dedication,” or “problem-solving abilities”]. One of their standout achievements was [include specific example, like “spearheading a successful fundraising campaign that exceeded its goal by 20%” or “achieving top marks in a rigorous academic subject”].

Beyond their technical expertise, [Candidate’s Name] possesses qualities that make them a joy to work with, such as [mention interpersonal traits, like “reliability” or “strong communication skills”]. Their positive attitude and commitment to excellence would make them a valuable asset to [mention institution or role].

I am confident that [Candidate’s Name] will continue to thrive and bring value wherever they go. Please do not hesitate to contact me at [email address] or [telephone number] if you need further information.

Sincerely,
[Your Full Name]
[Your Signature if submitting a hard copy]
[Your Title]

Recommendation Letter Example

Here’s a detailed example of a recommendation letter to show how the template can be filled out effectively:

Dr. Emily Carter
Senior Lecturer, Department of Computer Science
Stanford University
450 Serra Mall
Stanford, CA 94305
[email protected]
(650) 723-2300
[Date]

To Whom It May Concern:

It is my pleasure to provide this recommendation for Michael Johnson, who has been my student in multiple advanced computer science courses over the past three years. Alex has consistently stood out as a dedicated and intelligent student, excelling in both theoretical and practical aspects of the subject.

One of Alex’s most impressive achievements was their leadership in a collaborative research project on machine learning applications in financial analytics. Their ability to analyze complex problems and develop innovative solutions made a significant impact on the project’s success. Additionally, Alex’s project presentation won accolades at the Stanford Research Conference.

Beyond academic excellence, Alex possesses traits that make them a well-rounded individual—including strong teamwork abilities and an eagerness to assist fellow students. Their curiosity and determination are evident in everything they do, making them a natural fit for further academic pursuits or a professional role in the tech industry.

It has been a pleasure to teach Alex and witness their growth over the years. I am confident they will be a great asset to any academic program or professional environment. Please do not hesitate to contact me via email at [email protected] or by phone at (650) 723-2300 if you require any further information.

Sincerely,
Dr. Emily Carter
Senior Lecturer, Department of Computer Science
Stanford University

Conclusion

Writing a strong letter of recommendation is a powerful way to support someone’s career or academic goals. By focusing on the candidate’s strengths, traits, and skills—whether it’s a skill or subject they’ve mastered—you can provide a recommendation that highlights why they are a strong candidate. This guide will help you create a recommendation that makes the individual stand out, whether the letter is for a job application or an academic institution. With a bit of thoughtfulness and the right approach, your letter can be the key to opening doors and creating lasting opportunities for the candidate.

How to Write a Letter of Recommendation FAQs

Alex Sutton

Through my engaging and informative blog posts, I aim to provide helpful tips on topics such as essay writing, research skills, and academic planning, empowering students to thrive in their academic pursuits.