Writing a letter of recommendation can be a daunting task if one doesn’t know where to start. What should be included? Which part should be left out?
Luckily, there’s a tried and tested way that will make writing this type of letter easy even for those who never got around to writing one before.
So–fret not, we got you! This article will teach you how to write a letter of recommendation, provide some of the best templates you can use, and show you some examples of how to successfully create this document.
Let’s begin!
Key Takeaways
- Letters of recommendation are written to attest to your skills, working experience, or character.
- These letters are position-specific, whereas reference letters can be used many times because they’re more broad and could be applied to different roles.
- There are three types of letters of recommendation: academic letters of recommendation for universities or schools, employment letters of recommendation, and character references.
- Letters of recommendation are written by former professors, managers, or mentors because they have the best insight into your expertise and personality.
What Is a Letter of Recommendation?
A letter of recommendation is a formal document verifying a candidate’s qualifications and suitability for a specific position. Along with a cover letter, it’s mostly useful for people who want to find a job or an internship or want to apply for a university scholarship.
It’s ideal to ask for a letter of recommendation from previous managers, supervisors, or mentors since these people have the most profound knowledge of the applicant’s greatest strengths and character.
There are three types of letters of recommendation, and these are:
- Academic letters of recommendation, which attest to your academic achievements.
- Employment letters of recommendation, which endorse your skills and performance at a specific job.
- Character referencence letters, which provide an in-depth insight into your personality traits, and show how you handle everyday situations and the way you communicate with people.
Letters of recommendation can also be used for housing accommodations, child adoption, or any other situation where character needs to be assessed. Typically, landlords, business associates, doctors, or friends write them.
Difference Between a Letter of Recommendation and a Reference Letter
While often used interchangeably, letters of recommendation and reference letters have their differences and are definitely not the same.
A letter of recommendation is somewhat more potent than a reference letter because the professional who writes it sends it straight to the person hiring for a job or a person in charge of admitting students for an academic role. It includes role-specific qualities and explains the relevance of an individual’s expertise to the concrete position.
Meanwhile, reference letters have a broader purpose, and the endorsement can be used for various positions that require verifying your skills, character, and achievements. However, both letters of recommendation and reference letters are written by former employers, supervisors, mentors, or professors.
How to Format a Letter of Recommendation
Now that you know the difference between these two, let’s learn how to format a letter of recommendation.
Unless you get a set of specific requirements for how to format a letter of recommendation for specific organizations, you should stick to these general rules and include the following:
- Date. Make sure to use the proper date format. These are not the same in all countries.
- Name, title, and address of the recipient.
- Greeting. Address the recipient by name, but make sure to use Ms./Mrs. or Mr. titles before it.
- Introduction. Start by telling the recipient a bit about yourself and how you’re associated with the applicant.
- Recommendation. Offer unique applicant points that make them a perfect fit for the role.
- Example of a situation where the applicant showed their skills or an anecdote. Mention an anecdote that explains what it’s like to work with the applicant and tell them how you noticed their talents.
- Wrap up. Sum up what’s written in the letter and avoid using the same words to avoid repetition.
- Contact information.
- Recommendation giver’s signature.
3 Letter of Recommendation Templates
Now that we’ve explained how to format the letter of recommendation, let’s have a look at three ready-to-use templates.
#1. Letter of Recommendation for an Employee
If you’re recommending someone for a job, feel free to copy-paste this template and adjust it to your preferences.
[Date]
[Recipient’s Name]
[Title of the Recipient]
[Recipient’s Address]
Dear Ms./Mrs./Mr. [Recipient’s Name],
My name is [Your Name], and I currently work as [Position] in [Company]. I was [Applicant’s Name]’s manager/supervisor for [Time Frame].
It is my pleasure to recommend [Applicant’s Name] for [Desired Position]. As an employee, [Applicant’s Name] was always [Quality/Adjective]. Throughout their time in our company, they showed nothing but excellence.
Our team has always strived to achieve [Goal] in every project we worked on, and [Applicant’s Name] managed to deliver the [Result or Achievement] each time.
The [Qualities] [Applicant’s Name] possesses are unmatched, and I am sure they would be a great asset to your company.
Moreover, [Applicant’s Name] is exceptional at [Job-Specific Skills] and an individual who excels at tasks that require [Requirement].
I first noticed [Applicant’s Name] talents during the initial weeks of the onboarding process when they displayed an incredible [Desirable Approach] to the project we were working on.
It was truly delightful to work with [Applicant’s Name], and if I were to [hire/choose] a candidate, it would absolutely be them.
Should you have any follow-up questions about [Applicant’s Name], I am at your disposal. You may reach out at [Email Address] or by calling [Phone Number].
Sincerely,
[Full Name of the Recommendation Sender]
[Title]
[Signature]
#2. Academic Letter of Recommendation
In this template, you’ll find what to include if you seek to recommend someone for an academic position.
[Date]
[Recipient’s Full Name]
[Title of the Recipient]
[Recipient’s Address]
Dear Ms./Mrs./Mr. [Recipient’s Full Name]
My name is [Your Name], and I have been teaching [Subject] at the [Institution or Department] for more than [Period]. One of my top students was [Applicant’s Full Name.]
It is my great pleasure to write in support of the [Applicant’s Name]’s application for your [University Program/Residency/Scholarship]. During the past two years, I’ve been delighted to work with [Applicant’s Name] on [Projects’ Names] within the [Course Name].
Throughout each semester, [Applicant’s Name] never ceased to amaze me with their [Two to Three Qualities]. To our mutual benefit, [Applicant’s Name] was always successful at [Specific Tasks] and displayed nothing less than brilliance.
I first noticed [Applicant’s Name]’s drive and dedication at [an Extracurricular Activity] they attended. During [Name of the Workshop or Program], I immediately saw how firmly [Applicant’s Name] stood out from the rest, both in their attitude and knowledge.
I am unequivocally confident that [Applicant’s name] would be a perfect fit for [Graduate or Undergraduate Program] as their adaptability and drive have no dents.
Should you have any questions, please reach out at [Email Address] or by calling [Phone Number.] I will be happy to elaborate on [Applicant’s Name] suitability.
Sincerely,
[Full Name of the Recommendation Sender]
[Title]
[Signature]
#3. Letter of Recommendation for an Internship
Since we covered the academic letter and the one for a job role, let’s take a look at what the template for an internship letter of recommendation should look like.
[Date]
[Recipient’s Full Name]
[Title of the Recipient]
[Recipient’s Address]
Dear Ms./Mrs/Mr/ [Recipient’s Name],
My name is [Your Name], and I have been mentoring [Student’s Name] for [Time Frame] during my tenure as a [Subject] professor at the [Educational Institution’s Name.] We worked on [Specific Project(s)], and I have nothing but words of praise for them.
Therefore, it is with great pleasure and assurance that I want to recommend them for the internship in your company.
The main reason I am so keen on recommending [Student’s Name] is that, along with the [Type of Knowledge and Qualities], they have always shown a hunger for practical application of what they learned. Hiring [Student’s Name] as an intern in your organization would bring immense value and could be a strong asset to your team.
My first encounter with [Applicant’s Name] was during their first year of studying, when they showed the group how to [Practical Example of a Specific Activity].
Besides that, from the first semester till the last, [he/she/them] stood firmly as the [Top 10, Top 5, if Applicable] of the class. That fact testifies to their [Character Trait and/or Skill].
If I were to hire an intern, [Applicant’s Name] would be my first choice, as I see them as a lasting investment any team would cherish.
In case of any questions, remarks, or requests for elaboration, please don’t hesitate to contact me at [Email Address] or by calling this number [Phone Number]
Sincerely,
[Full Name of the Recommendation Sender]
[Title]
[Signature]
Letter of Recommendation Example
Now that you have three templates that help you structure your recommendation letter, let’s show you a ready-made example of a letter of recommendation for an internship.
Dear Mr. Louter,
My name is Jessica Powell, and I had been mentoring David Rodriguez for three years during my tenure as an Economics professor at the State University of South Carolina. We worked on nine different projects, and I have nothing but words of praise for David.
Therefore, it is with great pleasure and assurance that I want to recommend them for the internship in your company.
The main reason I am so keen on recommending him is because, along with the admirable knowledge and curiosity he displays, he has always shown a hunger for practical application of what he learned. Hiring David as an intern in your organization would bring immense value, and he could be a strong asset to your team.
My first encounter with David was during his first year of studying when he showed the group how to practically apply the monthly course to a potential workplace. This was an excellent demonstration of his analytical skills.
Besides, from the first semester till the last, he firmly stood in the top 5 of the class. This fact testifies to his commitment and perseverance.
If I were to hire an intern, David Rodriguez would be my first choice, as I see him as a lasting investment any team would cherish.
In case of any questions, remarks, or requests for elaboration, please don’t hesitate to contact me at [email protected] or by calling +12342200098.
Sincerely
Prof. Jessica Powell
7 Tips on How to Write a Letter of Recommendation
Writing a letter of recommendation may be a daunting task if you don’t have a clear plan on how to do it. This is why we prepared five tips for crafting a perfect one.
#1. Introduce Yourself
Although the letter of recommendation should be all about the applicant, the author of this letter should introduce themselves with a sentence or two.
The brief introduction must include the supervisor’s position and relationship with the candidate.
By doing so, the letter may seem more credible, and it may be more apparent why the person writing the recommendation is in a good position to verify the applicant’s qualities.
#2. Be Formal
The language of the letter of recommendation needs to align with the position the candidate is applying for, and in most cases, that means that the letter needs to sound formal. Using an active voice and enthusiastic tone shouldn’t cut down on the professional tone of this document.
Besides that, you should avoid slang at all costs and use position-specific terms that will radiate competence and authority.
#3. Be Concise
There’s no need for repetition—a concise, well-written letter will be the best choice for portraying a candidate in the most favorable light.
The letter of recommendation needs to be short and effective and abide by the rule show, don’t tell. Remember that the reader has no time to go through multiple pages of something that may seem like any other regular letter of recommendation.
#4. Know Your Audience
A letter of recommendation for the international awards program and one for an internship can’t be the same. While writing, try to picture the professionals who will read the document and draft the letter accordingly.
You need to assess what the person reading the letter will want to hear and include exactly that. For example, if you’re writing a letter of recommendation for a student who plans to attend a medical school, leave out the less relevant internship they completed and go share that the student was in the top 10 of the class.
#5. Focus on up to Three Qualities
In this case, less is more. Try not to spread countless ideas through the letter, as mentioning all the qualities superficially can lead to a less convincing recommendation.
Focus on up to two role-specific core strengths so the decision maker can see that the candidate possesses the exact skills or expertise required for the position.
#6. Request More Information From the Candidate
Sometimes it’s best to ask the candidate if there are any points that they want to be highlighted, and if so, include them in the letter. Depending on the opportunity, the person who needs the letter may already have a list of things that they want to stand out.
Therefore, to polish a perfect letter, either ask them to send you a bullet list of things you should focus on while writing, or you two can have a session in which you can discuss which parts are the most vital ones.
#7. Proofread
Proofread once, proofread twice, and do it one more time. The moment you send a recommendation letter with even one typo, you’ve most likely set the applicant to failure. No serious organization will look past grammar or spelling mistakes, and you will lose any credibility you may otherwise have.
Final Thoughts
Now that you’ve read this article, you have everything you need to craft and send a perfect letter of recommendation for someone who needs it. You’ll better understand the differences between letters of recommendation and reference letters, and you will have valuable templates you can use.
Good luck with the letter, and good luck to the applicant with getting the dream job they’re after!
