Recommendation Letter Template: A Complete Guide to Writing Powerful References

Writing a recommendation letter is both an honor and a responsibility. When someone asks you to recommend them for a job, graduate school, scholarship, or professional opportunity, they’re entrusting you with significant influence over their future. A well-written recommendation can open doors; a weak or generic one can quietly close them.

Yet many people who are asked to write recommendations feel uncertain about how to proceed. What should you include? How long should it be? What tone is appropriate? How do you strike the balance between advocacy and credibility? These questions become even more challenging when you’re asked to write recommendations for people you know in different contexts—employees, students, colleagues, or acquaintances.

This comprehensive guide provides everything you need to write effective recommendation letters, including detailed templates for various situations, expert guidance on structure and content, and examples you can adapt to your specific needs. Whether you’re a seasoned manager who writes dozens of recommendations each year or someone crafting your first reference letter, this guide will help you create recommendations that genuinely help the people you’re supporting.

Understanding Recommendation Letters

What Makes Recommendations Effective

Before diving into templates, it’s important to understand what distinguishes powerful recommendations from forgettable ones. The best recommendation letters share several key characteristics:

Specificity: Generic praise like “Sarah is a hard worker” carries little weight. Specific examples—“Sarah led a project that increased department efficiency by 30%“—demonstrate genuine knowledge of the person’s capabilities.

Credibility: Your recommendation’s impact depends partly on your own credibility. Establishing your relationship and basis for evaluation helps readers trust your assessment.

Enthusiasm: The difference between “adequate” and “exceptional” often comes through in tone. Genuinely enthusiastic recommendations stand out from dutiful ones.

Relevance: The most effective recommendations connect the person’s qualities to what they’re pursuing. A recommendation for a management role should emphasize leadership; one for graduate school should highlight intellectual capabilities.

Authenticity: Readers can often detect insincere or formulaic recommendations. Your genuine voice and honest assessment, even when overwhelmingly positive, reads more credibly than hollow superlatives.

When to Agree (and When to Decline)

Being asked to write a recommendation is generally flattering, but you’re not obligated to accept every request. Consider agreeing when:

• You can write genuinely positively about the person
• You have sufficient knowledge to provide meaningful evaluation
• You have time to write a thoughtful letter
• Your position provides relevant perspective for what they’re pursuing

Consider declining when:

• You cannot honestly write positively (it’s kinder to decline than to write a damaging letter)
• You don’t know the person well enough to provide substantive comments
• You’re not in a position to evaluate the relevant qualities
• Time constraints would force you to write a rushed, generic letter

Declining graciously is better than writing a weak recommendation. You might say: “I’m honored you thought of me, but I don’t think I can provide the strong recommendation you deserve given our limited interaction. You might consider asking someone who knows your work more closely.”

Information to Gather Before Writing

Before writing, gather information that will help you create a targeted, effective letter:

From the person you’re recommending:

• The specific position, program, or opportunity they’re pursuing
• Why they’re interested in this opportunity
• Their resume or CV for reference
• Key accomplishments they’d like you to highlight
• Deadline and submission instructions
• Any specific questions or formats the recipient requires

From your own records:

• Your interactions with this person
• Specific projects or achievements you observed
• Performance evaluations or feedback you’ve given
• Dates of your working relationship

Recommendation Letter Structure

Standard Components

Most recommendation letters follow a consistent structure that readers expect:

Header and Greeting:

• Your contact information
• Date
• Recipient information (if known)
• Professional salutation

Opening Paragraph:

• State your recommendation clearly
• Identify who you’re recommending and for what
• Establish your relationship and credibility to evaluate

Body Paragraphs (2-3):

• Highlight key qualities, skills, and achievements
• Provide specific examples and evidence
• Connect qualities to the opportunity they’re pursuing

Closing Paragraph:

• Summarize your recommendation
• Offer to provide additional information
• Include your contact information and signature

Length Guidelines

Recommendation letters typically range from one to two pages. For most professional recommendations, aim for:

• Minimum: Three substantial paragraphs (about 300 words)
• Optimal: Four to five paragraphs (400-600 words)
• Maximum: Two pages (unless specifically requested to provide more)

Shorter letters suggest you don’t know the person well or can’t think of much positive to say. Excessively long letters may not be read carefully. One well-organized page is usually ideal.

Templates by Relationship Type

Template 1: Manager Recommending an Employee

This is perhaps the most common recommendation scenario—a current or former manager recommending an employee for a new position.

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[Your Name] [Your Title] [Your Company] [Your Email] [Your Phone Number] [Date]

[Recipient’s Name, if known] [Recipient’s Title] [Company/Organization Name] [Address]

Dear [Recipient’s Name/Hiring Manager/Selection Committee]:

I am writing to enthusiastically recommend [Employee Name] for the [Position Title] at [Company Name]. As [Employee]‘s direct supervisor at [Your Company] for the past [timeframe], I have had extensive opportunity to observe their work and can speak with confidence about their capabilities.

[Employee Name] joined our team as a [their original role] and quickly distinguished themselves through [specific quality]. Within [timeframe], they were promoted to [higher role], reflecting their exceptional performance and growth potential.

During our time working together, I was consistently impressed by [Employee]‘s ability to [specific capability with example]. For instance, [specific accomplishment with quantifiable results if possible]. This project demonstrated not only their technical abilities but also their [relevant soft skills—leadership, communication, problem-solving, etc.].

Beyond their individual contributions, [Employee] has been invaluable to our team culture. They [specific example of teamwork, mentorship, or cultural contribution]. Colleagues frequently [evidence of respect from others—sought their input, chose them for projects, etc.].

I should note that while I’m sorry to see [Employee] move on, I fully support their pursuit of this opportunity. The role you’re offering represents exactly the kind of challenge and growth they’re ready for, and I believe they will be an exceptional asset to your organization.

I recommend [Employee Name] without reservation. Please don’t hesitate to contact me at [phone] or [email] if I can provide any additional information.

Sincerely,

[Your Signature] [Your Typed Name] [Your Title]

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Template 2: Professor Recommending a Student

Academic recommendations for graduate school, scholarships, or academic positions require emphasis on intellectual capabilities and potential.

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[Your Name] [Your Title and Department] [University Name] [Your Email] [Your Phone Number] [Date]

[Admissions Committee/Scholarship Committee] [Program/Institution Name] [Address]

Dear Members of the [Admissions/Selection] Committee:

It is my distinct pleasure to recommend [Student Name] for admission to [Program Name] at [Institution]. I have known [Student] for [timeframe] as their professor for [courses taught] and as their [research advisor/thesis supervisor/mentor] for [relevant project or activity].

[Student Name] stands out as one of the most promising students I have encountered in my [number] years of teaching. Their academic performance has been exceptional—earning an A in my [course name], which is known to be one of our department’s most rigorous offerings. More importantly, they demonstrated genuine intellectual curiosity that went far beyond what was required for the grade.

What distinguishes [Student] is their combination of analytical rigor and creative thinking. In [specific project or paper], they [specific description of intellectual contribution]. This work showed not only mastery of existing scholarship but also the ability to generate original insights—a quality essential for success in graduate study.

I was particularly impressed by [specific quality relevant to the program]. [Illustrative example]. This ability will serve them well in your program’s emphasis on [something specific about the program if known].

Beyond academics, [Student] has contributed to our department through [teaching assistance, research collaboration, departmental service, etc.]. Their colleagues respect them for [specific qualities], and they have mentored junior students with patience and generosity.

I recommend [Student Name] for your program with my highest enthusiasm. They have the intellectual capabilities, work ethic, and personal qualities to thrive in graduate study and make meaningful contributions to the field. I am confident they will be among your most successful students.

Please feel free to contact me if you would like additional information.

Sincerely,

[Your Signature] [Your Typed Name] [Your Title] [Your Institution]

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Template 3: Colleague Recommending a Peer

Peer recommendations can be valuable for highlighting collaboration skills, character, and qualities that supervisors might not observe as directly.

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[Your Name] [Your Title] [Your Company] [Your Email] [Your Phone Number] [Date]

Dear [Recipient’s Name/Hiring Manager]:

I am writing to recommend [Colleague Name] for the [Position] at [Company]. As [Colleague]‘s peer at [Company] for [timeframe], I have had the pleasure of collaborating with them on numerous projects and can speak to their exceptional professional abilities and personal qualities.

Working alongside [Colleague Name] has been one of the highlights of my time at [Company]. They bring [key quality] to every project, consistently elevating the work of everyone around them. I have particularly valued their ability to [specific collaborative capability].

One experience stands out: [Specific collaboration example with details about what made their contribution valuable]. This demonstrated not only their [technical/professional skills] but also their [interpersonal qualities—supportiveness, reliability, communication, etc.].

What I appreciate most about working with [Colleague] is [character quality]. In an environment where [challenge], they consistently [positive response]. This quality has earned them respect across the organization.

I understand [Colleague] is seeking a role with greater [responsibility/challenge/opportunity]. Having worked closely with them, I believe they are absolutely ready for this next step. Any team would be fortunate to have them as a member.

Please contact me if you would like to discuss [Colleague Name]‘s qualifications further.

Best regards,

[Your Signature] [Your Typed Name] [Your Title]

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Template 4: Character Reference

Sometimes you’re asked to provide a character reference rather than a professional evaluation—for someone you know personally but haven’t worked with directly.

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[Your Name] [Your Address] [Your Email] [Your Phone Number] [Date]

To Whom It May Concern:

I am pleased to provide this character reference for [Person’s Name], whom I have known for [timeframe] through [context of relationship—community involvement, neighborhood, family friendship, etc.].

While I have not worked with [Person] professionally, I have observed their character over many years and can speak confidently to the personal qualities that would make them an excellent [employee/student/candidate].

[Person Name] demonstrates remarkable [key character trait]. I have observed this through [specific example from personal knowledge]. This quality reflects their fundamental values of [related values—integrity, responsibility, compassion, etc.].

I have also been impressed by their [second quality]. [Another illustrative example]. The consistency of their character in various situations speaks to who they genuinely are, not just how they present themselves.

Beyond these specific qualities, [Person] is simply someone I trust and respect. They treat others with [positive interpersonal quality], follow through on commitments, and represent the kind of person any organization would be fortunate to include.

I am happy to provide additional information if helpful. Please feel free to contact me at [phone] or [email].

Sincerely,

[Your Signature] [Your Typed Name]

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Template 5: Brief Recommendation (When Requested)

Some applications request brief recommendations or you may have limited knowledge of the person. Here’s a template for shorter but still effective letters.

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[Your Name] [Your Title] [Date]

Dear [Recipient]:

I recommend [Person’s Name] for [opportunity] based on my experience working with them as [relationship] for [timeframe].

During this time, [Person] distinguished themselves through [1-2 key qualities with brief evidence]. Their work on [specific project or responsibility] demonstrated these capabilities clearly.

I believe [Person] will bring [key value] to your organization. Please contact me if you would like additional information.

Sincerely, [Your Name] [Your Contact Information]

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Tips for Different Purposes

For Job Applications

When recommending someone for employment:

• Focus on job-relevant skills and achievements
• Provide specific, quantifiable accomplishments when possible
• Address qualities the job likely requires (leadership, technical skills, communication, etc.)
• Consider what the hiring manager most wants to know
• Be honest about the person’s career stage while emphasizing growth potential

For Graduate School

When recommending students for academic programs:

• Emphasize intellectual capabilities and potential for original contribution
• Discuss their academic performance in context (ranking in class, difficulty of courses)
• Highlight research abilities or experience if applicable
• Address writing and communication skills
• Comment on their fit for the specific program if you have relevant knowledge

For Scholarships and Awards

When recommending for competitive recognition:

• Understand the scholarship’s values and selection criteria
• Emphasize qualities that align with the award’s purpose
• Provide context for achievements (overcoming obstacles, scope of impact)
• If the scholarship values service, highlight community contributions
• Make clear why this person deserves recognition among competitive applicants

For Promotions or Internal Opportunities

When recommending colleagues for internal advancement:

• Acknowledge their growth within the organization
• Provide evidence they’re ready for expanded responsibility
• Address any concerns selectors might have proactively
• Be specific about why this opportunity is the right next step
• Balance advocacy with organizational awareness

Common Mistakes to Avoid

Being Too Generic

Weak: “John is a hard worker who is always on time and does good work.”

Strong: “John’s analytical abilities consistently exceeded expectations. When he identified inefficiencies in our inventory process, he didn’t just flag the problem—he developed a solution that reduced waste by 23% and saved $50,000 annually.”

Generic praise could describe anyone and suggests you don’t know the person well. Specific examples demonstrate genuine knowledge and make your recommendation credible.

Overselling Without Evidence

Weak: “Sarah is the most talented person I have ever worked with and will undoubtedly be successful at anything she pursues.”

Strong: “Sarah’s combination of technical expertise and client relationship skills is rare. Her proposal for the Henderson account won a $2M contract, and the client specifically requested she lead the project because of the trust she had built during the pitch process.”

Hyperbolic praise without evidence sounds insincere and may actually hurt the candidate. Substantiated claims are more believable and more helpful.

Damning with Faint Praise

Problematic: “Michael was never late to meetings and always met minimum requirements.”

This sounds negative even though everything stated is technically positive. If you can only say minimally positive things, it’s better to decline to write the recommendation.

Including Irrelevant or Inappropriate Information

Avoid mentioning:

• Age, marital status, or family situation (unless clearly relevant and appropriate)
• Political or religious views
• Health issues
• Protected characteristics
• Information the person hasn’t authorized you to share

Making It About You

Weak: “In my 25 years as a senior executive, I have rarely encountered someone who reminds me so much of myself when I was starting out…”

Keep the focus on the person you’re recommending, not your own accomplishments or perspective.

Making Your Recommendation Stand Out

Use Vivid Examples

The power of recommendation letters lies in specifics. Instead of listing qualities, tell brief stories that illustrate them. A reader who finishes your letter thinking about a specific image or story will remember your candidate better than one who read a list of adjectives.

Provide Context

Help readers understand achievements in context. “Led a team of five” is more meaningful as “Led our largest team, taking on management responsibility earlier than typical for someone at that level.” Comparative context helps readers evaluate accomplishments appropriately.

Address Potential Concerns

If you know the candidate faces likely concerns—a career change, gap in employment, limited experience—consider addressing them proactively. “While Maria is transitioning from education to corporate training, her experience managing classroom dynamics and developing curriculum translates directly to this role.”

Be Specific About Growth

For candidates still developing, emphasize growth trajectory and potential rather than just current state. “In the nine months I supervised Alex, I watched them evolve from capable individual contributor to someone ready for expanded leadership responsibility.”

Customize for the Opportunity

If possible, tailor your letter to the specific opportunity. A recommendation for a startup might emphasize adaptability and initiative; one for an established corporation might emphasize process discipline and collaboration.

Using resources like 0portfolio.com can help both you and the person you’re recommending understand what qualities are most valued for specific types of positions, enabling more targeted recommendations.

Digital Age Considerations

LinkedIn Recommendations

LinkedIn recommendations are public and often briefer than formal letters. When writing LinkedIn recommendations:

• Keep it concise (2-3 paragraphs)
• Focus on professional observations
• Use language appropriate for public viewing
• Highlight specific skills that LinkedIn connections might search for
• Remember that both your and their network will see it

Email Recommendations

When recommendations are requested via email rather than formal letter:

• Maintain professional formatting even in email
• Include your full contact information and title
• Attach a formatted letter document if the email will be forwarded
• Confirm whether the email itself or an attachment is preferred

Online Recommendation Forms

Many applications now use online forms with specific questions. When completing these:

• Answer the specific questions asked
• Stay within character limits while maximizing impact
• Use the “additional comments” section for important points that didn’t fit elsewhere
• Save your responses in case you need to submit similar recommendations later

Following Up

After Writing the Recommendation

Good recommendation letter etiquette includes:

• Letting the person know when you’ve submitted the recommendation
• Keeping a copy for your records (you may be asked to write for them again)
• Following up to learn the outcome if appropriate

When the Person Gets the Opportunity

If your recommendation helped someone land a job, admission, or award, a brief note acknowledging the positive outcome is appropriate. This closes the loop and reminds them of your support.

If Asked to Recommend the Same Person Again

When someone you’ve previously recommended asks again:

• Review your previous letter for consistency
• Update with recent accomplishments
• Tailor to the new opportunity
• Don’t simply resubmit old letters without revision

Conclusion

Writing a recommendation letter is an act of professional generosity that can significantly impact someone’s life and career. The best recommendations combine honest assessment with genuine advocacy, specific evidence with appropriate enthusiasm, and professional credibility with personal voice.

When you agree to write a recommendation, commit to doing it well. Gather the information you need, take time to craft thoughtful content, and write with the understanding that your words carry weight. The templates and guidance in this article provide frameworks, but the most powerful recommendations come from your authentic knowledge of and respect for the person you’re supporting.

Whether you’re writing your first recommendation or your hundredth, approach each letter as an opportunity to help someone you believe in take their next step forward. Done well, writing recommendations is one of the most meaningful contributions you can make to others’ professional success—and one that reflects positively on you as well.

Your thoughtfully written recommendation could be the factor that opens a door, lands a job, or launches a career. That’s a responsibility worth taking seriously and an opportunity worth embracing fully.