A valued employee has asked you for a recommendation letter, or perhaps you need to suggest a template to someone who will be recommending you. Here’s everything you need to know to write a compelling recommendation letter, including format, key elements, and sample templates.
Key Points
- A recommendation letter highlights a person’s skills, work ethic, and character for job opportunities.
- Writing an effective recommendation requires real examples of strengths and detailed, structured feedback.
- HR professionals may write recommendation letters to strengthen relationships and enhance employer branding.
- Different types of recommendation letters include character references, professional references, and promotion letters.
- A strong recommendation letter includes specific achievements, a personal story, and a confident endorsement.
What is a Letter of Recommendation?
A letter of recommendation is a formal document where a former employer, professor, or colleague highlights an individual’s skills, performance, and character.It serves as a strong reference when applying for a job or university.
What Is the Purpose of a Recommendation Letter?
Though rarely mandatory, a recommendation letter adds significant value to your application. Written by a current or former supervisor, it highlights your skills and strengths in a way that reassures future employers. A well-crafted letter serves as a personal endorsement, validating the qualities listed in your resume and cover letter. It can also present your professional background from a fresh perspective.
If someone asks for a recommendation, consider helping them. It’s part of professional growth. However, politely declining is okay if you don’t recall your interactions well or cannot genuinely recommend them.
Understanding a Letter of Recommendation
I remember when a former colleague asked me for a letter of recommendation. She was applying for a senior management role, and while I had always known her to be a hardworking professional, I took the request seriously. Writing a strong recommendation isn’t just about saying nice things. It’s about giving a true and detailed account of someone’s abilities and work ethic.
A letter of recommendation is a formal document highlighting a person’s qualifications, skills, and suitability for a specific opportunity. Unlike a casual reference, where someone might provide feedback via a quick email or phone, a recommendation letter is structured and detailed. It serves as a trusted endorsement, often significantly impacting hiring decisions.
A simple endorsement from the right person can make a big difference when applying for a job. However, if you’ve never requested a recommendation letter before, you may not be sure how to proceed. Here’s a template you need for job applicants
Writing an effective recommendation such as this requires more than just familiarity. Before agreeing to write one, consider the following:
- Have you worked closely with the person or observed their work?
- What projects did they handle under your supervision?
- Can you confidently speak about their skills and strengths?
- Do you have specific examples of their contributions and achievements?
- Can you provide honest and positive feedback?
If you don’t have enough experience with the candidate to provide a strong recommendation, it’s best to let them know early. This allows them to find someone who can genuinely vouch for them.
Structuring Your Letter of Recommendation
A well-written recommendation should include:
- Introduction – Explain who you are, your role, and how you know the applicant.
- Key Strengths – Highlight the individual’s skills and qualities that make them suitable for the role.
- Personal Story – Share a specific example of their performance, work ethic, or leadership skills.
- Closing Statement – Summarize why they would be a great fit for the opportunity.
- Signature & Contact Information – Sign off with your name and contact details.
Before writing, ask the candidate for their resume and job description. This will help you tailor your letter to highlight the most relevant skills and experiences. A well-crafted recommendation can be a game-changer for someone’s career, so make it count.
Letter of Recommendation for an Employee
A letter of recommendation, or reference letter, is a document written by a former employer, manager, or HR professional to highlight an employee’s skills, work ethic, and accomplishments. It helps potential employers assess a candidate’s suitability for a job.
Who Can Write a Recommendation Letter?
Anyone can write you a recommendation letter, but choose wisely! The best practice is to ask a direct supervisor—your manager, director, or even HR representative—as they have worked closely with you and can speak credibly about your strengths.
Best sources include:
- Direct manager
- Company executive
- HR manager
- Clients or external partners (if relevant to your field)
Avoid, on the other hand:
- Peers or former colleagues (may lack credibility)
- Personal friends (unless they’ve worked with you professionally)
In my opinion, the person writing your letter must be willing to vouch for you and provide concrete examples of your contributions.
Why HR May Be Asked to Write a Recommendation Letter
As an HR professional, you may be asked to write a letter of recommendation because you interact with various teams and have insight into an employee’s overall contributions. You may also guide managers on how to write effective reference letters.
Writing a strong recommendation can:
- Strengthen relationships with former employees, increasing the chance of rehiring top talent.
- Enhance employer branding by ensuring positive word-of-mouth.
- Be part of a smooth offboarding process.
Types of Employee Recommendation Letters
Most reference letters include:
- The employee’s role and duration of employment.
- Key responsibilities and skills.
- Specific accomplishments.
- Contact information for follow-up.
#1. Character Reference Letter
Confirms personal qualities like ethics and values. Typically written by a personal acquaintance for legal matters, visa applications, or adoption.
How to Write It:
- Introduce yourself and your relationship with the person.
- Highlight personal values and ethics with examples.
- Please explain why the letter is needed and how it supports the individual.
#2. Professional Reference Letter
Assesses an employee’s work-related skills, performance, and contributions. Used for job applications.
How to Write It:
- Maintain a professional tone and format.
- Describe your relationship with the candidate.
- Highlight key skills, achievements, and work habits with examples.
- Keep it concise (one-page max).
- Emphasize the candidate’s potential for future success.
#3. Recommendation Letter for Promotion
Supports an employee’s candidacy for an internal promotion by showcasing their contributions and readiness for increased responsibility.
How to Write It:
- Highlight key accomplishments and contributions.
- Show how the employee has grown professionally.
- Demonstrate their ability to take on greater responsibilities.
#4. Simple Reference Letter
Confirms employment details (job title, duration, responsibilities) without assessing performance. Used when a detailed reference isn’t needed or allowed by company policy.
Legal Considerations for Recommendation Letters
- Avoid defamation – Do not make false statements that could harm the candidate’s reputation.
- Avoid discrimination – Focus only on job-related skills and qualifications.
- Follow company policies – Some companies prohibit reference letters, allowing only employment verification.
How to Politely Decline Writing a Recommendation
If you cannot provide a positive reference, politely decline:
- If you don’t know them well: “I don’t feel I worked with you long enough to provide a thorough recommendation.”
- If their performance was poor: “Due to performance concerns, I don’t believe I’m the best person to provide a recommendation.”
- If company policy prohibits it: “Our policy does not allow recommendation letters, but I can provide an employment verification letter.”
Following these guidelines, you can write strong, professional recommendation letters supporting employees while protecting your company’s interests.
When Should You Request a Recommendation Letter?
The best time to request a letter is near the end of your job or internship.
Timing matters!
- If you are in a fixed-term contract, internship, or temporary role, ask before your contract ends.
- If you are leaving a full-time position, request a letter during your notice period (especially if you’re on good terms).
Don’t wait until the last minute! A well-written recommendation letter takes time to craft, so plan ahead.
How to Ask for a Recommendation Letter from a Former Employer
Reach out directly to your former manager or supervisor.
DO NOT send a general request to a company HR email—instead, contact a specific person who knows your work.
Customize your request:
- If you need a general recommendation letter (for multiple job applications), mention this in your request.
- If applying for a specific position, ask for a tailored recommendation that aligns with the job description.
What If I’m a Student or Have No Work Experience?
As a student applying for master’s programs or internships, you may need academic recommendations.
In this case, professors or internship supervisors are the best options. Even if they can’t highlight extensive work experience, they can emphasize your skills, work ethic, and potential.
If you’re applying for your first job, a former professor, internship mentor, or even a volunteer coordinator can provide a strong recommendation.
Sample Recommendation Letter for an Internship Candidate
[Your Name]
[Company Name]
[Job Title/Position]
[Company Address]
[City, Postal Code]
[Email Address]
[Phone Number]
[City], [Date]
Subject: Recommendation Letter for [Intern’s Name]
Dear [Hiring Manager’s Name],
I am pleased to highly recommend [Intern’s Name], whom I had the opportunity to supervise during [internship/project duration] at [Company/Institution Name].
[Intern’s First Name] demonstrated exceptional qualities, including [list 2-3 key strengths]. Notably, they [mention a specific contribution or project].
I am confident that [Intern’s First Name] will thrive in the internship and bring value to your team. I would be happy to discuss their potential further—please feel free to contact me.
Sincerely,
[Your Name]
[Your Current Position and Company]
Final Thoughts
A well-crafted recommendation letter can enhance your job application, boost credibility, and differentiate you from other candidates. If you haven’t requested one yet—now is the time! A strong endorsement from the right person can open new career doors and increase your chances of landing your ideal job.
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