How to Write a Letter of Recommendation (Template + Examples)
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A recommendation letter carries weight because it comes from someone who has actually seen the candidate work. That is also why a generic letter does so little: if it could describe anyone, it persuades no one. The letters that move a hiring committee are specific, warm, and honest, anchored by one example the reader can picture.
Below is a professional letter of recommendation template, a breakdown of what each part does, guidance on what to include and avoid, and the do-and-do-not list that separates a memorable endorsement from a forgettable one.
Letter of Recommendation template
Written by a recommender about a candidate. Replace the names, dates, and the example with a real moment you remember.
Dear Ms. Carter,
I am pleased to recommend Priya Nair for the Senior Product Designer role at your company. I was her manager at Brightwave Media for three years, where I worked with her closely on our core design team, and I can speak to both her craft and her character without hesitation.
What sets Priya apart is the way she turns ambiguity into a clear plan. In early 2025 our checkout redesign had stalled, with the team divided on direction and a deadline closing in. Priya quietly interviewed twelve customers in a single week, mapped the friction points herself, and presented three prototypes that reframed the whole debate. The version she championed shipped on time and cut checkout abandonment by nineteen percent within two months.
Beyond results, Priya is the colleague everyone wants to work with. She mentors junior designers generously, gives feedback that is direct and kind, and stays composed when projects get tense. She raises the standard of everyone around her without ever making it about herself.
I recommend Priya with complete confidence and would gladly hire her again. Please feel free to contact me if I can answer any questions.
Sincerely,
Daniel Okafor
What each part is doing
- The opening: Who you are recommending, for what, and your relationship to them. This establishes that you are credible and have real knowledge of the candidate.
- The example: One concrete story that proves a key strength. This is the heart of the letter and the part the reader remembers.
- The character note: A short paragraph on how the person works with others. It rounds out the picture beyond raw results.
- The endorsement: A clear, confident close that states your recommendation plainly and offers to answer questions.
What to include in a letter of recommendation
Open by naming the candidate, the role or program, and exactly how you know them, including how long and in what capacity. Then spend the bulk of the letter on one specific example: a project, a problem they solved, or a moment that shows them at their best. Numbers and outcomes help, but a vivid, true story is what makes the praise believable.
Close with a clear endorsement and an offer to be contacted. Match the strengths you highlight to what the reader actually cares about, so a letter for a design role leads with design judgment, and a letter for a leadership role leads with how the person builds teams. Keep the whole thing to one page.
What to avoid
Avoid a wall of generic adjectives. Words like hardworking, dedicated, and team player mean nothing on their own because every letter uses them; replace them with the example that earned the word. Do not list every accomplishment either, because a letter that praises everything ends up emphasizing nothing.
Do not exaggerate or write something you cannot defend, since a reader may call you to follow up. If you have real reservations about the person, it is kinder and more honest to decline the request than to write a lukewarm letter that quietly damns them. A recommendation should be enthusiastic and accurate at the same time.
Letter of Recommendation do's and don'ts
Do
- Lead with one specific, concrete example.
- State clearly how you know the candidate and for how long.
- Match the strengths you highlight to the target role.
- Use real numbers or outcomes when you have them.
- Close with a confident, unambiguous endorsement.
Don't
- Do not rely on generic adjectives with no example behind them.
- Do not try to cover every accomplishment in one letter.
- Do not exaggerate anything you could not back up on a call.
- Do not write a lukewarm letter; decline instead if you have doubts.
- Do not let it run past one page.
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Frequently asked questions
How long should a letter of recommendation be?
One page, or roughly three to four short paragraphs. The goal is a single strong example plus a clear endorsement, not an exhaustive list. A focused letter that a reader finishes is far more persuasive than a long one they skim.
What makes a recommendation letter actually convincing?
A specific example. Stating that someone is reliable persuades no one, but describing one moment where they proved it does. The most powerful letters anchor each strength to a real story the reader can picture, with an outcome when possible.
Should I agree to write a letter if I have reservations?
It is usually better to decline politely than to write a weak letter. A lukewarm recommendation can quietly hurt a candidate, and a reader notices the absence of enthusiasm. If you cannot recommend the person genuinely, saying you are not the right reference is the kinder choice.
Who should I address the letter to?
If you have a specific name, use it. If the candidate is applying broadly or you do not know the recipient, a general opening such as To Whom It May Concern is acceptable. Ask the candidate for the role details so you can tailor the strengths you highlight.
