How to Write a Letter of Recommendation (With Samples & Templates)

What is a letter of recommendation?

A letter of recommendation (or reference letter) is a document written by someone (such as a teacher, employer, mentor, or colleague) who can vouch for a person’s qualifications, character, and achievements.

It is typically used to support applications for jobs, academic programs, scholarships, internships, or other professional opportunities.

A strong recommendation letter highlights the candidate’s skills, work ethic, and accomplishments, often including specific examples of their contributions and impact. The goal is to provide a credible endorsement that helps the recipient stand out from other applicants.

Letter of recommendation samples for students

Need to write a letter of recommendation for a student or teacher? The following samples show you how to write a great letter of recommendation for a student applying for a scholarship, college, or grad school.

1. Letter of recommendation for college

A strong letter of recommendation can make all the difference in a college application. This example demonstrates how to highlight a student’s academic achievements, character, and potential for success:

Download this letter of recommendation template

2. Letter of recommendation for scholarships

Scholarships can change lives, and a great recommendation letter can help secure them. This example shows how to showcase a student’s strengths and potential:

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3. Graduate school letter of recommendation

Graduate school applications require strong endorsements from professors or mentors. Here’s an example letter that effectively advocates for the applicant’s potential:

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Letter of recommendation examples for employment

Employers trust recommendation letters to validate a candidate’s experience and abilities. Use these examples as a guide to learn how to write a strong endorsement.

1. Letter of recommendation from a manager

A well-written recommendation from a manager can open doors for a former employee. Check out this example to see how to emphasize your recommendee’s strengths and achievements:

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2. Letter of recommendation from a coworker

A coworker’s perspective can offer unique insights into a candidate’s strengths. This sample recommendation letter demonstrates how to highlight your colleague’s qualities in a professional way:

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3. Character reference letter for a friend

This example illustrates how to write a thoughtful and professional character reference letter for a friend:

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How to write a recommendation letter

Follow these steps to create a professional letter that’s an important part of your recommendee’s application.

1. Ask the applicant for information

Ask the applicant for a copy of their resume, cover letter, personal essay, or any other documents they’re submitting as part of their application. Read through them thoroughly and avoid repeating any of the information mentioned unless it’s particularly important.

It’s also a good idea to ask the applicant to tell you about the role they’re applying for and ask if there are any particular points they’d like you to mention, so you can make your letter as relevant and specific as possible.

2. Fill in the header

The heading of your recommendation letter should include your:

1. Full name
2. Email address
3. Phone number
4. Address (optional)
5. Website or LinkedIn profile (optional)

3. Greet the recipient

Start your letter with a professional greeting. If possible, address the recipient by name or title to personalize the message, like this:

Dear Dr. Smith,
Dear Roswell Hiring Manager,

If you don’t know the recipient’s name, use a general but professional greeting. Avoid overly generic phrases like “To Whom It May Concern” unless absolutely necessary. Instead, try:

Dear Hiring Manager,
Dear Admissions Committee,
Dear Scholarship Review Board,

4. Start your introduction with a hook

The first sentence of your recommendation sets the tone for the entire letter. The best openers are those that immediately express a heartfelt and enthusiastic recommendation of the applicant.

Here are some useful phrases you can use to write a strong first sentence:

It’s my pleasure to recommend…
I couldn’t be more pleased to recommend…
I have absolutely no reservations about recommending…
I wholeheartedly recommend…

5. Establish your relationship with the candidate

Early in the letter, clearly explain how you know the candidate and in what capacity. Mention your professional or personal relationship, how long you’ve known them, and the context of your interactions.

For example:

I have worked with Dylan for three years as their direct manager at Hargrove Solutions, where they consistently demonstrated leadership and problem-solving skills.

As Jordan’s professor for two semesters, I have witnessed his dedication to academic excellence and critical thinking.

6. Praise the candidate’s personal qualities

Finish your introduction with a sentence or two highlighting some of the applicant’s key strengths or personality traits.

The following examples will give you an idea of how you can write yours:

During that time, I watched Amelia grow into an exceptional individual who excels in both her academic and personal pursuits.

Gregory was always an outstanding member of our team, and I have always been impressed by his professionalism and admirable personal qualities.

7. Showcase the applicant’s professional or academic strengths

Your first body paragraph should start by mentioning 2–3 of the applicant’s specific skills, talents, or experiences that are relevant to their target job or college program.

Then, follow up with detailed examples of their accomplishments that demonstrate these abilities.

Take a look at the difference between the following two examples from a reference letter written for a project manager:

Not only is the first example far more compelling, but it also showcases a professional accomplishment that shows the impact the candidate can have in the new role.

Whenever possible, include interesting anecdotes about the applicant that demonstrate the strengths and abilities you described. This will create a more personable tone that makes the reader feel as though they’re getting to know the applicant.

8. Highlight the applicant’s personal qualities

The next body paragraph should focus on two or three of the applicant’s positive personality traits and characteristics — specifically those that are beneficial or desirable for the position they want.

One of the primary reasons universities and certain companies request letters of recommendation is because they want to get a more holistic understanding of the applicant. Mentioning only the applicant’s academic or professional achievements isn’t enough to create a persuasive letter.

Instead, include relevant and specific examples or anecdotes about the person that highlight their best qualities. For example:

As a member of Habitat for Humanity, Joyce demonstrated her compassion and selfless nature by providing invaluable mentorship to 20+ children.

In case you’re having trouble thinking of compelling ways to describe an applicant’s personality, here’s a table containing some of the best personal qualities to include in a letter of recommendation:

9. Encourage the reader to accept the applicant

Begin the concluding paragraph by reiterating your enthusiastic recommendation of the applicant.

Use strong, authoritative, and confident language when writing this sentence. For example:

I am confident that Jon will make an outstanding member of your university’s community.

There is no doubt in my mind that Allison will quickly become an invaluable asset for your team.

It’s my strong opinion that Matthew will be a tremendous addition to the University of Virginia’s graduate program in Theoretical Physics.

Finally, conclude by encouraging the reader to contact you if they have any questions about the applicant.

10. Politely sign-off

Your closing should be formal and polite. Use any of the following sign-offs:

Sincerely,
Regards,
Best regards,

Then, sign or type your name and position (if applicable) on the following line.

Letter of recommendation format

A recommendation letter should be well-organized and easy to scan. Follow these formatting tips to make sure your letter looks professional.

1. Keep it concise: Aim for one page (300–400 words).
2. Use a professional font: Stick to clean, easy-to-read fonts like Times New Roman, Arial, or Calibri (size 11 or 12).
3. Follow a clear structure: Organize your letter into an introduction, body paragraphs, and a closing statement.
4. Keep paragraphs short and focused: Keep paragraphs to 3–5 sentences long to improve readability.
5. Leave enough space in the margins: 1”–1½” is the sweet spot for margins.
6. Proofread before sending: Check for spelling, grammar, and formatting errors to ensure a polished, professional letter.