How to Write A Letter of Recommendation (Samples Included)?

What is a letter of recommendation?

A letter of recommendation is a professional document that assesses an individual's qualifications and suitability for a particular role. It formally honors the person's skills, achievements, and character traits. A recommendation letter is typically structured to clearly disclose the relationship between the writer and the letter's subject. 

Why are letters of recommendation important?

The importance of recommendation letters is clear. Recommendation letters give hiring managers and admissions committees an external perspective on a candidate's skills, character, and potential. A strong recommendation letter can help a candidate stand out among competing applicants and demonstrate their suitability for a particular role or opportunity.

What is the format of a letter of recommendation?

A letter of recommendation typically follows this format:

• Contact information: Include the writer's name, title, company, address, phone number, and email.
• Date: Include the date the letter is written.
• Salutation: Address the recipient with a formal greeting, such as "Dear [Recipient's Name]" or "To Whom It May Concern."
• Introduction: Briefly explain the writer's relationship with the candidate and the letter's purpose.
• Body: Provide specific examples of the candidate's skills, qualifications, and achievements.
• Conclusion: Summarize the writer's endorsement of the candidate and provide their contact information for further questions.
• Closing: Use a formal closing to your letter, such as "Kind regards" or "Sincerely," followed by the writer's name and signature.

Let's expand on each part of the structure of a letter of recommendation with an example of how you should approach it.

1.    Contact information and date: Begin the letter by including your contact information and the date.

Example:

Jennifer Malone
Vice President of HR
The Corporation
123 Main Street
City, State, Zip Code
Phone: (555) 555-5555
Email: jennifer.malone@thecorp.com

2.    Date: Highlight the date the letter is written.

September 9, 2024

3.    Salutation: Address the recipient with a formal greeting.

Dear Hiring Manager,

4.    Introduction: Explain your relationship with the candidate and the letter's purpose.

Example:

I am writing to recommend Andrew Lincoln for the position of HR Manager at your organization. As Andrew's supervisor during his tenure at The Corporation, I have witnessed his exceptional skills and commitment to excellence firsthand.

5.    Body: Provide specific examples of the candidate's skills, qualifications, and achievements.

Example:

Andrew consistently demonstrated strong leadership and strategic thinking in his role as HR Specialist. He played a crucial role in revamping our employee onboarding process, resulting in a 30% reduction in turnover among new hires. John's expertise in conflict resolution and employee relations has also greatly fostered a positive work environment.

6.    Conclusion: Summarize your candidate endorsement and provide your contact information for further questions.

Example:

In conclusion, I wholeheartedly recommend Andrew Lincoln for the role of HR Manager. I am confident that his skills, dedication, and professionalism make him an excellent fit for your organization. Please feel free to contact me if you have any questions or need additional information.

7.    Closing: Use a professional closing and sign the letter.

Example:

Sincerely,
Jennifer Malone
Vice President of People
The Corporation

How do you write a recommendation letter?

When you write a recommendation letter, you must honestly and personally describe your experiences with the applicant. Please also look at the role of the person you're writing the recommendation letter for. Remember that as a professional, you should consider various factors before accepting a request for a recommendation. Firstly, think if you have worked with or directly observed the applicant in a work environment. It's crucial to recall specific projects the person worked on under your supervision and the skills and strengths they displayed. Also, I would like to know examples of the individual's work to support your recommendation. If all these details are aligned, let's see what you should focus on for an excellent recommendation letter.

Here is a step-by-step approach to writing a professional recommendation letter:

1. Verify your experience with the applicant: Consider if you have worked with or directly observed the applicant in a work environment.
2. Recall the applicant's projects: Think about what projects the person worked on under your supervision.
3. Identify the applicant's strengths and skills: Determine the relevant strengths and skills you can personally elaborate on.
4. Find specific examples: Recall examples of the individual's work showcasing their skills.
5. Provide positive feedback: Ensure you can provide positive feedback about the individual.
6. Be honest: If you cannot provide enough positive comments, let the candidate know quickly and respectfully that you cannot fulfill the request.
7. Use a professional tone: Write the recommendation letter using a professional tone, and be specific about the applicant's skills and accomplishments.
8. Highlight unique qualities: Highlight their unique qualities and contributions to the workplace.
9. End with a positive statement: End the letter with a positive message that affirms your recommendation and wishes them luck in their future endeavors.
10. Follow the formal letter style. Finally, review your overall look at the letter. It should follow the structure of a recommendation letter, be easy to read, and contain the essential details the recruiter should see.

Key tips for writing a letter of recommendation

Writing a recommendation letter is not a blunt vacation message, is a personal, it has elements regarding the specificities of expertise and strengths of the candidate you're recommending, and it has to convey trust, that the recruiter is hiring the right person. In the following lines you will find our top 5 tips on the elements you need to consider when writing such a letter:

1. Be specific: Use concrete examples to illustrate the candidate's skills and achievements.
2. Personalize the letter: Tailor the letter to the specific job or opportunity for which the candidate is applying.
3. Be honest: Provide a balanced assessment of the candidate's strengths and areas for improvement.
4. Keep it concise: Aim for one page long, and use clear, concise language.
5. Proofread: Check for grammar, spelling, and punctuation errors before submitting the letter.

Letters of Recommendation Examples

In the following paragraphs, we expand on providing several examples of recommendation letters:

• Letter of Recommendation Sample for HR Manager
• Letter of Recommendation Sample for Team Leader 
• General Letter of Recommendation Template
• Sample Request for a Recommendation Letter from Candidate

And don't forget if you like them, don't forget to customize the content to fit your letter. Let's start with the first example.

How to ask for a letter of recommendation?

When asking for a letter of recommendation, follow these steps:

1. Choose the right person: Select someone who knows you well, has a positive impression of your work, and holds a position of authority or expertise.
2. Make a formal request: Schedule a meeting or send a professional email to request the recommendation.
3. Provide necessary information: Offer an updated resume, the job description or opportunity details, and any specific points you'd like the writer to emphasize.
4. Give ample notice: Allow the writer enough time (at least 2-4 weeks) to prepare a thoughtful and well-written letter.
5. Follow up and express gratitude: Thank the writer for their support, time spent and effort with writing the letter, and keep them updated on the outcome of your application.

Key takeaways

When reading about letters of recommendation, there are several key takeaways to keep in mind:

• Importance of Content: Letters of recommendation play a significant role in providing insight into an individual's character, abilities, and qualifications. The letter's content should be thoughtful and specific, and it should highlight relevant strengths and achievements.
• Relationship with Recommender: The credibility and impact of a letter of recommendation often depend on the relationship between the recommender and the recommended individual. Letters from people who know the candidate well and can emphasize their qualities and character carry more weight.
• Requesting Early and Thoughtfully: It is important to ask for letters of recommendation well in advance, allowing recommenders ample time to write a meaningful letter. When making the request, provide the necessary information about the purpose, context, and specific qualities or experiences you would like them to address.
• Follow-up and Express Gratitude: After receiving a letter of recommendation, it is essential to follow up with an email to express gratitude. This gesture acknowledges the recommender's time and effort in supporting your application.
• Maintain Professionalism: Throughout the process, maintain professionalism and respect. Be prompt in your communication, provide necessary information, and follow any guidelines or requirements set by the institution or organization you are applying to.

By understanding these key takeaways, individuals can effectively navigate the process of requesting and receiving letters of recommendation, maximizing their chances of a strong and impactful endorsement.