How to Write a Letter of Recommendation (With Examples)

For some jobs, employers request written letters of recommendation. They may even request them as part of the application process. In these cases, applicants need to submit recommendation letters (typically two or three) along with their resume and cover letter. 

Other employers may ask for references further along in the hiring process, either at the end of an interview or afterwards.

These letters of recommendation carry significant weight to their recipients. If you're asked to write one, it's important to include details that build a strong case for the applicant. If you do not feel comfortable endorsing the applicant, it's better to decline to write a letter than to write something lukewarm.

Here's what you need to know to write a positive letter supporting a job applicant.

Tips for Writing a Recommendation Letter

If you’re asked to provide a reference for a specific job, you should write the letter with the requirements of that particular job in mind.

In your letter, note where there is a match between the applicant's qualifications and the job's responsibilities. 

With a general recommendation letter, focus on the types or category of jobs for which the person is applying. Your examples in this type of letter will be more broad, and less specific. 

Collect Information Before You Start

Ask the person for whom you are writing to supply you with a copy of the job posting and their resume or curriculum vitae (CV) before you begin composing your letter. It can also be helpful to review their cover letter to see how they themselves pitch their qualifications for the job.

When you are writing a more general recommendation, ask the subject of your letter to outline their targets for employment, along with providing you with an example or two of jobs they are applying for.

Also ask them to share their most marketable assets for that type of work, especially ones you may have observed in your relationship with the person you are recommending.

What to Include in a Recommendation Letter

The first paragraph of your letter should explain how you know the person for whom you are writing. Reference your job title and the individual's job title at the time when you interacted, as well as the nature of your relationship, including whether you supervised the person you're recommending.

Typically, you would also include the length of time you have known the person. 

Body of the Letter

The body of your letter should reference the skills, qualities, areas of knowledge, and other assets of the person you are recommending. Start by making a list of the strengths which you would like to convey in your recommendation.

Then compose sentences that show proof of your assertions—this will make your letter more credible. Provide specific examples of instances where you observed the candidate using skills they are highlighting to the hiring manager.

This might consist of a project or role where they successfully applied a certain skill. Citing accomplishments where value was added to your organization and describing the strengths which enabled the person to generate those results can be particularly compelling. If you can quantify the individual’s specific contributions with impressive sales or dollar figures, numbers, or percentages, this is even better (Example: “Joan led our sales team to achieve an unprecedented 48% growth in lead generation last quarter”).

Letter Closing

In your closing statement, it can be very effective to mention that you would hire the person again. Or, mention your belief that the person would be an outstanding addition to the company.

Share Your Contact Information

As part of your close, you can also share a telephone number and email address with a mention of your eagerness to share additional perspective on the candidate. That way, potential employers can easily get in touch if they have any follow-up questions. 

Employment Recommendation Letter Example and Template

Download the letter template (compatible with Google Docs or Word Online) or read the example below.

Formatting Your Letter

Here are guidelines for formatting recommendation letters including length, format, font, and how to organize your letters. If this is your first time writing a letter of recommendation, you may find it helpful to use a template. 

Sending Your Letter

You may be asked to send the letter to the person you are recommending or directly to the employer. If you’re sending via email, attach a copy of your letter to the email message as a PDF or Microsoft Word document. The job posting or the employer will typically specify how the recommendation should be sent and who it should be sent to.

When You Can’t Write a Positive Recommendation

If you have difficulty honestly framing a compelling letter for a candidate, then it's fine to decline the request.

You can simply say something vague like you don't feel totally comfortable writing a recommendation or you don't have the type of exposure that would enable you to supply the right kind of letter.