How to write a letter of recommendation
A letter of recommendation isn’t just a formality—it’s a powerful endorsement. Whether you're backing someone for a job, internship, or academic program, your words carry weight. A strong letter gives selection committees real insight into the candidate’s strengths, with concrete examples that make their application stand out. Here’s how to write one that actually makes an impact.
Step 1: Know who you’re writing for—and why
Before you start, get clear on what the letter is meant to support. That context shapes everything—tone, length, and what you highlight.
For a job: Emphasize work ethic, technical skills, reliability, and performance under pressure.
For university or scholarships: Focus on academic ability, research experience, intellectual curiosity, and personal drive.
For a general character reference: Highlight integrity, communication skills, leadership, and community involvement.
Step 2: Get the details straight
Ask the person what they’re applying for and what they’d like you to emphasize. Review their résumé, a list of achievements, or talking points they send you. This isn’t guesswork—you want to reinforce the story they’re telling the selection panel.
Step 3: Open with a professional greeting
Address the letter properly:
“Dear [Hiring Manager’s Name],”
“To the Admissions Committee,”
“Dear [Title] [Last Name],”
If you don’t know who the recipient is, “To whom it may concern” is fine—but use a specific name if you can get one.
Step 4: Introduce yourself and your relationship to the candidate
This is where you establish your credibility as a recommender. Include your role, your organization, and how long you’ve worked with the candidate.
Example:
My name is [Your Name], and I’m a Senior Project Manager at [Company Name]. I’ve worked with [Candidate’s Name] for just over two years, during which time they’ve consistently demonstrated initiative, adaptability, and an impressive commitment to quality.
Step 5: Highlight key strengths with real examples
Choose two or three standout qualities, and back them up with evidence. Your examples should be results-driven.
Example:
During [Candidate]’s time on our team, they led a system overhaul that reduced processing time by 30%. Their attention to detail and leadership under pressure were key to its success.
Also highlight unique traits:
What sets [Candidate] apart is their ability to solve problems calmly, even when the stakes are high.
Step 6: Use confident, direct language
Avoid hedging. Show conviction in your recommendation. Phrases like “I strongly recommend…” or “I’m confident that…” show you're not writing this out of obligation.
Example:
I’m confident [Candidate] will bring the same energy and precision to any team they join.
Step 7: Wrap it up with a clear endorsement
End by reinforcing your recommendation and offering to answer follow-up questions.
Example:
In short, I highly recommend [Candidate] for this opportunity. They’re dependable, sharp, and ready to make an impact. Feel free to contact me at [Your Contact Info] if you’d like more detail.
Step 8: Close with professionalism
End with a formal sign-off:
Sincerely,
[Your Name]
[Your Position]
[Your Contact Information]
Sample Letter of Recommendation
[Date]
Dear [Hiring Manager’s Name],
I’m writing to recommend [Candidate Name] for the [Position/Program] at [Organization Name]. As [Your Position] at [Your Company], I’ve worked with [Candidate] for the past [X months/years], during which they consistently impressed me with their work ethic, initiative, and attention to detail.
In their role as [Their Position], [Candidate] managed multiple high-priority projects, one of which led to a measurable improvement in our internal processes. Their ability to lead cross-functional teams and communicate clearly across departments played a huge role in that success.
What I value most about [Candidate] is their reliability and calm approach to problem-solving. They take ownership of their work, ask the right questions, and deliver consistently—no drama, just results.
I’m confident they’ll bring the same drive and professionalism to your team. Please feel free to reach out to me at [Your Contact Information] if you'd like to discuss further.
Sincerely,
[Your Name]
[Your Position]
[Your Contact Information]
Tips to Keep It Sharp
Be specific. Vague praise reads like a template. Real examples matter.
Tailor it. Align your letter with the goals of the job, program, or school.
Keep it tight. One page is enough. Stay focused on the traits that matter.
Need help drafting or tightening up a recommendation letter? We work with academics, executives, and professionals to create clean, effective letters that actually get results. Contact us to get started.