If you’ve been to college, applied for a job or ever received an award, someone has probably written a letter of recommendation on your behalf to unashamedly celebrate your achievements. Letters of recommendation crop up across professional and academic life to champion a specific candidate for a new position. The goal? Get them to the top of the list. As Forbes writes, “Essentially the recommendation letter helps an applicant stand out against the competition.”
Writing a letter of recommendation is a big task. Whether it’s your first letter, or your fifty-first, it remains a daunting prospect to write a successful recommendation, knowing that the outcome will shape the trajectory of someone else’s professional career. To make the process straightforward, we’ve put together our best recommendation letter template and tips to help you get started.
Complete this checklist before you start your letter of recommendation
- Gather the candidate’s résumé and portfolio or work sample
- Identify the date you first met the candidate and the period you worked together
- Confirm the candidate’s role title and their notable contributions and strengths
- Understand who the reader is and what they want to see from the candidate
- Confirm the required format of the letter, generally a PDF document is suitable, but some institutions prefer online forms or a phone conversation
- If this is a recommendation letter for a new employer, ask to see a job description. If this is a recommendation for an award, research the judging criteria that the committee will use to evaluate submissions.
Letter of recommendation template
A good letter of recommendation starts with a solid structure. Begin with your personal contact information followed by a formal greeting to the reader, as you would for any business letter. From there, the opening paragraph should detail the name of the person you’re recommending and the position applied for, alongside an overview of your professional relationship to them. The substance of your recommendation will come in paragraphs 2-5 which should outline the recommendee’s achievements and suitability for the position. Close with a summary of your recommendation and end the letter with a professional sign-off, including your signature.
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.
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’.
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.
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.
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.
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”
5 tips for a successful letter of recommendation
A strong letter of recommendation does more than speak highly of someone. It gives hiring managers the clarity they need to make a decision, fast. To write one that actually helps your colleague or client stand out, focus on the essentials. In the next section, you’ll see five practical tips that make any recommendation more credible, more organized, and easier for the reader to act on.
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
Formatting your letter of recommendation matters more than most people think. A clean structure helps the reader understand who you’re recommending, why they stand out, and what they should do next. In the next section, you’ll find simple formatting tips that keep your message organized, professional, and easy to follow.
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:
- 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.
- Not enough time: A good letter of recommendation 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.
- 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
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.