To Whom It May Concern: How to Write a Letter of Recommendation

1. Your Personal Details

Include your name and title, your current company or institution and your contact details. Your email address and phone number are all that’s needed here.

1. Greeting the Reader

Open with ‘Dear [title and surname of reader]’. If you’re unsure of their name don’t guess and instead address the group or department receiving the letter. Example: ‘Dear Scholarship Committee’.

1. Introduction

Lead with the name of the person you’re recommending. Use their professional name - that’s either their title and surname or their full name. While it can feel overly formal - especially if they’re a personal friend - research in Frontiers shows that setting all candidates on equal footing helps avoid bias from the reader. Share how long you’ve known the candidate and your professional relationship to them. It may be relevant to mention your academic or professional credentials. But keep it brief, your recommendee is the star of the show here.

1. The Recommendation (2 - 5 paragraphs)

This part of the letter will range from 2 - 5 paragraphs, but it may be longer. Here you need to share the recommendee’s achievements and why they are suitable for the position. Each paragraph should address one reason and everything mentioned needs to be relevant to the opportunity. Lead with measurable achievements and quantify them where possible. But Forbes notes that it’s important not to overlook the human aspect of the letter. See it as an opportunity to highlight your observations of the candidate’s character traits that even the most impressive résumé won’t convey. This could include noting hurdles that the recommendee has overcome to grow in their career. 

1. Closing Summary

Briefly wrap up your recommendation in no more than one paragraph. This could include a personal anecdote that helps to cement the candidate in the reader’s mind. End by inviting any further questions.

1. Signature

Close with a formal sign-off - ‘Sincerely, [your full name]’ or ‘Best regards, [your full name]’ are two good options. A handwritten signature helps to add an extra level of formality if appropriate for the audience you’re writing to.

Follow the template below to create your next letter of recommendation:

[Your name and title]

[Your institution or company]

[Your contact details: email address and phone number]

[Today’s date]

Dear [Title and surname of recipient],

or

Dear [Scholarship Committee / Hiring Committee / Admissions Panel],

I am writing to recommend [title and surname of recommendee] for the following opportunity [position and institution, or award/scholarship title]. I have known them in my capacity as [your role – e.g., supervisor, instructor, colleague] for the past [duration] at [your shared organization/institution], and I am pleased to support their application. In my role as [your professional title or qualification, if relevant], I have worked closely with many talented individuals, and [recommendee’s full name] stands out as an exceptional candidate.

[Recommendee’s title and surname] consistently demonstrates [first key quality or skill relevant to the opportunity]. For example, while working on [specific project, course, or task], [recommendee’s title and surname] [explain what they did, including measurable achievements if possible – e.g., “increased department efficiency by 15%,” “developed a solution adopted across multiple teams,” or “delivered a research paper presented at X conference”]. This level of performance reflects not only technical skill but also strong initiative and follow-through.

Equally notable is [recommendee’s title and surname] [second key qualification or achievement]. [Recommendee’s title and surname] has shown remarkable [e.g., leadership, communication skills, strategic thinking] in [context]. When faced with [describe a challenge or hurdle], [recommendee’s title and surname] responded with [describe response or resolution], demonstrating both resilience and professionalism. These traits would serve [recommendee’s title and surname] well in [new opportunity].

Beyond [recommendee’s title and surname] professional accomplishments, [recommendee’s title and surname] brings strong interpersonal and character strengths to every team or environment [recommendee’s title and surname] joins. [Recommendee’s title and surname] is [e.g., thoughtful, reliable, intellectually curious], and is respected by peers and colleagues alike. I have seen [recommendee’s title and surname] mentor junior staff, contribute generously to team success, and maintain integrity under pressure.

In summary, I recommend [recommendee’s title and surname] without reservation for [the opportunity]. [He/She/They] has my full confidence and would be an asset to your [organization/program/team]. Should you have any further questions, please feel free to contact me.

Sincerely,

[Your title and full name]

[Optional: handwritten signature]

Five Tips for a Successful Letter

1. Say the most important thing first

Don’t expect your reader to make it to the final sentence. This might be the 15th letter they’ve read today.  Ask yourself, ‘What’s the number one thing they’ll need to know about this person?’ and put it in the first paragraph that follows the introduction.

2. Maintain a formal but personal tone

Keep the tone polite and professional throughout, but write in the first person. As Harvard Business Review explains, business writing often feels stiff and formal. Their advice? Write in the first person: “It feels personal and inviting compared to third person, which sounds aloof and cold.”

Example:

Third-person: 

David Winson exceeded client expectations at Foster & Foster.

First-person: 

In my work with David Winson, I observed him consistently exceeding our clients’ expectations.

3. Stick to one thought per sentence

Too many ideas packed into a single sentence and it’s likely readers will get lost. Clear, short sentences and short paragraphs help readers navigate the text with ease.

4. Avoid overused adjectives such as ‘excellent’ and ‘brilliant’ 

These words carry less weight than a clear and factual explanation of achievements. Similarly, clichés offer little substance and won’t help to distinguish the person you’re recommending from other candidates.

5. Proofread for grammar errors and typos

Even better? Ask a peer or colleague to look over the letter. Mistakes can make a recommendation appear rushed and less credible.

How to Format Your Letter of Recommendation

Length

There are no hard rules about how long a letter of recommendation should be. It all comes down to the proximity of your relationship with the individual you’re recommending, and the expectations of the reader. A recommendation for a junior colleague applying for a new role may be no more than two or three paragraphs. A scholarship submission for a close peer may need to be several pages long to address the necessary criteria. 

Font

Choose a familiar, business-appropriate font such as Arial, Helvetica or Times New Roman. This isn’t the moment to experiment with digital calligraphy. 

Printed vs Digital

Some institutions may require a printed letter. Make sure it’s laid out correctly with postal addresses at the top. Ideally print on your organization’s letterhead paper.

When Not to Write a Letter of Recommendation

You always have the option to say no to writing a letter of recommendation. Here are three instances when it’s appropriate to decline the request:

1. Nothing positive to say

Everything written needs to present the person you’re recommending in a positive light. If you have any concerns around their suitability for the position, don’t agree to write the letter. 

2. Not enough time

A good letter takes time. It’s standard for a recommendee to provide a minimum of 4 - 8 weeks notice. Ask yourself if you have enough time to write a good letter. 

3. Two competing candidates

Never write a letter of recommendation for two candidates applying for the same position. The double-recommendation will be obvious, and confusing, for the reader and may damage the chance of either candidate securing the position.

Alternative Letter of Recommendation Template

This alternative template uses a more informal tone, which may be suitable for certain contexts such as a recommendation made over email or where the recommendation is internal to your own organization. 

Subject: Recommendation for [recommendee’s full name]

Hi [Recipient’s Name / Hiring Committee / Admissions Panel],

I’m happy to recommend [recommendee’s name] for [position, program, or award]. I’ve known [recommendee’s name] for [duration] in my role as [your role], and I’ve consistently been impressed with [his/her/their] contributions.

[Recommendee’s name] has shown real strength in [first key quality or skill]. For instance, while working on [specific project or task], [he/she/they] [briefly describe what they did, ideally with an impact or outcome].

I’ve also seen [recommendee’s name] excel in [second key area, e.g., leadership, communication, problem-solving]. A good example was when [he/she/they] [describe action in response to a challenge]. It highlighted both [his/her/their] professionalism and adaptability.

Beyond skills, [recommendee’s name] is [one or two personal qualities, e.g., reliable, collaborative, positive]. Colleagues enjoy working with [him/her/them], and [he/she/they] always adds value to the team.

In short, I strongly recommend [recommendee’s name] for [opportunity]. Please don’t hesitate to get in touch if you’d like more detail.

Best regards,
[Your name and title]
[Your contact details, if relevant]

FAQs: How to Write a Letter of Recommendation

Can I refuse to write a recommendation letter?

Yes. You always have the option to say no. If you don’t feel able to write a strong, positive letter, or if there are conflicts of interest, it’s better to decline than provide something lukewarm. A weak recommendation can do more harm than no recommendation at all.

How do I say no politely?

Thank the person for asking and be honest but respectful. A simple response works: “I appreciate you thinking of me, but I don’t feel I can provide the kind of strong recommendation you deserve. I’d encourage you to ask someone who worked with you more closely/recently.” This protects your integrity and helps them find a stronger advocate.

How far in advance should someone ask for a recommendation?

Ideally, at least 4–8 weeks. A good letter takes time to write, and you may need to gather details about the role or award. Advance notice also gives you breathing room to craft something thoughtful, rather than rushed.

Can I use a generic letter for multiple applications?

While you can adapt a core draft, every letter should be tailored to the opportunity. A generic letter risks sounding vague or irrelevant, while a customized one highlights why the candidate is a strong fit for that specific role, program, or award.

What’s the difference between a reference and a recommendation letter?

A reference is usually shorter and more general. It might be a quick phone call or a short email confirming someone’s role, skills, or character. A recommendation letter is longer, more formal, and provides detailed examples of achievements, character traits, and suitability for a particular opportunity.