how to write letter of recommendation
A solid letter of recommendation is clear, specific, and genuinely enthusiastic about the person you’re endorsing.
What a strong recommendation letter includes
Think of your letter as a short, structured story about why this person will succeed in the role, program, or opportunity they’re pursuing.
Key elements:
- Date and recipient details (name, title, organization, address, if available).
- Greeting (ideally “Dear Ms./Mr. [Last Name]” or “Dear Admissions Committee”).
- Brief introduction of who you are and how you know the candidate.
- 1–2 body paragraphs with specific skills, achievements, and examples.
- Anecdote(s) that show their character and performance in action.
- Clear, explicit recommendation (“I strongly recommend…”).
- Closing line offering to answer questions, plus a formal sign‑off.
Ideal length: about one page, focused on the most relevant and memorable details.
Simple structure you can follow
Use this basic structure almost every time, and customize details for the specific person and opportunity.
- Header and greeting
- Include date and, if you have it, the recipient’s name, title, and organization.
* Greeting example: “Dear Hiring Manager,” or “Dear Admissions Committee,”.
- Paragraph 1 – Who you are + your relationship
- State your position, how long you’ve known the candidate, and in what capacity (manager, professor, mentor, etc.).
* Briefly summarize your overall impression (e.g., “one of the most reliable team members I’ve worked with”).
- Paragraph 2 – Skills, strengths, and impact
- Highlight 2–3 key strengths that match the opportunity (e.g., leadership, analytical skills, teamwork).
* Use concrete examples: projects, results, grades, metrics, or outcomes that show those strengths.
- Paragraph 3 – Anecdote + character
- Add a short story that shows how they handle responsibility, pressure, collaboration, or problem‑solving.
* Connect that story to why they’re a great fit for this role or program.
- Final paragraph – Clear recommendation + offer to follow up
- Clearly state your level of recommendation (“I recommend without reservation…”).
* Offer to provide more information if needed and include your contact details.
Formatting and style tips
Small formatting choices can make your letter look polished and professional.
- Use a professional, easy‑to‑read font such as Arial, Calibri, or Times New Roman, around size 11–13.
- Keep it to one page; longer letters are often skimmed or ignored.
- Maintain a professional but warm tone—supportive, specific, not overly emotional.
- Proofread for spelling, grammar, and clarity before sending.
Practical dos and don’ts
Here’s a quick at‑a‑glance guide to help you avoid common mistakes and make the letter stand out.
| Do | Why it helps |
|---|---|
| Explain how you know the person and for how long. | [5][1][3]Gives context and shows you’re qualified to judge their abilities. | [7][5]
| Use specific examples (projects, achievements, behaviors). | [9][2][7][1][3]Makes your praise credible and memorable. | [9][7]
| Compare them to peers when appropriate (e.g., “top 3% of students I’ve taught”). | [7]Helps the reader rank the candidate among others. | [7]
| Tailor the letter to the specific job, school, or scholarship. | [8][2][9][3]Shows thoughtfulness and emphasizes the most relevant qualities. | [8][2][9]
| End with a clear, strong recommendation and offer to provide more details. | [6][2]Leaves no doubt about your support and keeps communication open. | [2][6]
| Don’t | Why to avoid |
|---|---|
| Use vague praise like “great” or “nice person” without examples. | [9][1][7]Sounds generic and doesn’t help the reader trust your judgment. | [9][7]
| Rely on exaggerated or over‑the‑top compliments. | [6][1]Hyperbole can hurt credibility and feel insincere. | [1][6]
| Copy a template word‑for‑word for everyone. | [8][1]Generic letters are easy to spot and less persuasive. | [8]
| Include unrelated personal details or jokes. | [6]Can come across as unprofessional and distract from their qualifications. | [6]
| Write more than one page. | Busy readers may skim or skip overly long letters. | [5][1][8]
Example template you can adapt
Here’s a straightforward template you can customize for most professional or academic situations.
[Date] [Recipient Name]
[Recipient Title]
[Organization]
[Address] Dear [Recipient Name or “Hiring Manager”/“Admissions Committee”], I am writing to recommend [Full Name] for [position/program/scholarship]. I am [your job title] at [organization], and I have known [First Name] for [length of time] as their [manager/professor/colleague]. In that time, I have been consistently impressed by [his/her/their] [2–3 key strengths].As [his/her/their] [role or capacity], I have seen [First Name] demonstrate [skill 1] and [skill 2] through [brief example or project]. For instance, [short, concrete anecdote: what they did, how they did it, and the result]. This project showcased [his/her/their] ability to [impact, such as “lead a team under pressure” or “analyze complex data and deliver clear insights”].
Beyond [his/her/their] technical strengths, [First Name] is [character trait: reliable, collaborative, proactive] and is highly respected by [peers, colleagues, students]. [He/She/They] consistently [behavior that shows maturity, initiative, or leadership], which makes [him/her/them] particularly well‑suited for [opportunity].
I strongly recommend [Full Name] for [position/program/scholarship] and am confident that [he/she/they] will make a meaningful contribution to your [team/department/institution]. Please do not hesitate to contact me at [phone/email] if you have any questions or need additional information.
Sincerely,
[Your Name]
[Your Title]
[Organization]
[Contact Information]
Quick checklist before you send
Use this mini‑checklist to finish strong.
- Is it one page or less?
- Does the first paragraph clearly state who you are and how you know the person?
- Did you include at least one concrete example or story?
- Is the recommendation clear and explicit, not lukewarm?
- Have you tailored it to the specific opportunity?
- Have you proofread for clarity and errors?
TL;DR: To write a strong letter of recommendation, clearly explain who you are, how you know the person, highlight 2–3 relevant strengths with specific examples, and end with a confident, concise recommendation and your contact info.
Information gathered from public forums or data available on the internet and portrayed here.
