Writing a professional letter of recommendation is something that can drastically affect the individual mentioned in the letter — it can make all the difference on whether they get that job they are pursuing.
Given that the results of their job application may depend on what you wrote, it is essential that you write your letter of recommendation well.
That is why we wrote this article. Use it to learn how to craft the best possible recommendation letter for employment and help your professional contact land the position for which they are applying.
What Is a Letter of Recommendation?
A letter of recommendation is a written endorsement of an applicant’s skills, qualifications, experience and character.
It is written on behalf of the applicant to help them in one of the following two settings:
- Professional: for job applications
- Academic: includes applications for college admission, scholarships and graduate programs
However, in this article, we’ll be focusing on the first one.
One study demonstrated that attaching a recommendation letter increases a job seeker’s chances of getting a response from a company by 59%. That said, a well-written recommendation letter can help separate your endorsed candidate from the competition.
When it comes to who should write this recommendation letter, it has to be someone who has shared professional (or at least work-related) history with the applicant. Typically, these can be:
- Former or current supervisors and managers
- Team leads or colleagues familiar with the candidate’s work
- Academic advisors or professors
Tips for Writing a Letter of Recommendation
Given that writing a recommendation letter can potentially lead to the candidate’s dream employment, you want to make sure that you follow the best practices when writing one.
Some of our main tips for writing a letter of recommendation include:
- Provide concrete examples: Be specific and try to highlight how the applicant’s actions resulted in a particular positive change or how their work impacted the overall organization for the better.
- Ask for input: If it’s been some time since you interacted with the applicant, take the time to have a discussion with them. That way, you can learn about their recent accomplishments or any projects they are proud of that can highlight their ability to perform.
- Tailor the letter to the opportunity: Customize the letter to align with the specific role or program the candidate is applying for. Emphasizing how their skills and experiences fit the opportunity demonstrates thoughtfulness and adds value to your recommendation.
- Keep the letter positive and professional: Focus on the subject’s most relevant skills and strengths; avoid making remarks that might have a negative connotation. By using a positive yet formal tone, you will leave a strong impression on the reader and reinforce your applicant as the top choice.
- Proofread and finalize: Make sure the letter is as polished as possible by checking for any typos or grammatical errors.
- Follow submission guidelines: Ensure that your letter of recommendation follows the instructions provided either by the applicant or the organization for which they are applying. This includes deadline, length, formatting and the delivery method.
What To Include in a Letter of Recommendation
Here are six items that your professional letter of recommendation should have:
- Greeting: Start with a formal salutation such as “Whom It May Concern:” or “Dear [First and Last Name of the Recipient].”
- Introduction: Briefly explain who you are and what your relationship to the applicant is.
- Applicant’s strengths: Mention some of the applicant’s skills and qualifications that you’ve seen firsthand. It’s best to keep it to those that are related to the role.
- Experience with the applicant: Provide a specific story in which the applicant’s strengths contributed to the overall success of your project or organization.
- Closing statement: Based on the points you’ve made in previous paragraphs, summarize what makes the applicant a fit for the role. Here, you can also mention that the recipient is welcome to reach out to you for further details or if they have any questions.
- Signature: Include your name, your job title, the name of the company where you work and your contact information.
See also: How To Write a Cover Letter + 3 Examples
Professional Recommendation Letter Template
Use our recommendation letter template below to help you in writing your own. You can even download a PDF or Word file; simply edit the parts in brackets according to your preferences.
Recommendation Letter Template
Dear [Recipient’s Name],
I am writing this letter to recommend [Applicant’s Name] for the [program, position, opportunity].
I have known [Applicant’s Name] for [number of years/months] during which we [Explain Your Relationship].
Through our [specific relationship, e.g., collaboration on projects], I have witnessed [explain which skills you’ve noted the applicant has i.e., communication, creativity] and how [said skills contributed to the success of a particular project].
One instance that stands out is when [describe a story or project showcasing the applicant’s skills]. This experience demonstrated [specific skills or qualities] and highlighted their ability to [achieve measurable results, inspire a team, etc.].
In conclusion, I am confident that [Applicant’s Name] would excel in [specific opportunity].
Their [highlight the most important traits] make them an outstanding choice for this role. I strongly recommend them and would be happy to provide further details if required.
Sincerely,
[Your Name]
[Your Job Title] – [Name of Company/Organization Where You Work]
[Contact Information]
Recommendation Letter Sample (General)
Below you can see an example of a completed cover letter:
To Whom It May Concern:
I am excited about the opportunity to recommend Jack Shepherd for the Sales Representative position at Innovative Solutions Corp.
I’ve had the privilege of working closely with Jack for the past three years at Global Sales Group as his supervisor, where he has consistently demonstrated impressive sales acumen, customer relationship management and leadership in a fast-paced environment.
Jack is a natural at generating leads and closing high-value deals. Throughout his tenure, he has consistently exceeded expectations, delivering a 40% increase in revenue for our department in just the past year. His ability to truly listen to clients, assess their needs and provide tailored solutions has made him a standout performer on our team.
One of his most remarkable achievements was securing a lucrative multi-year contract with a prominent Fortune 500 company. Jack’s thoughtful approach to understanding the client’s business challenges and crafting a solution that aligned with their objectives not only helped seal the deal but also paved the way for ongoing partnerships.
I have no doubt that he will bring the same dedication and success to your organization, and I wholeheartedly support his application.
Please feel free to reach out to me if you need any further information.
Best regards,
John Locke
Regional Manager – Global Sales Group
[email protected] / (555) 678-9012
Recommendation Letter Sample (Hospitality)
This example is tailored for someone applying to be a Hotel Manager; use and customize it to apply to roles within the hospitality sector:
To Whom It May Concern:
I am delighted to recommend Sarah Johnson for the Hotel Manager position at LuxeStay Resorts.
I had the privilege of working alongside Sarah for five years at Grand Vista Hotel, where she served as the Assistant Hotel Manager.
In this role, Sarah demonstrated exceptional leadership, operational expertise and a remarkable ability to elevate guest experiences.
Sarah’s dedication to excellence was evident when she led a team initiative to streamline the hotel’s check-in process, reducing wait times by 25% and significantly improving guest satisfaction scores. Her focus on training and mentoring staff also fostered a collaborative and service-oriented work environment, which contributed to a 30% increase in positive guest reviews over her tenure.
I am confident that Sarah’s proven track record of success, coupled with her passion for hospitality, makes her an outstanding choice for the Hotel Manager role at your esteemed organization.
Please feel free to contact me if you would like additional details about Sarah’s contributions and accomplishments.
Sincerely,
Jennifer Blake
General Manager – Grand Vista Hotel
[email protected] / (960) 123-4567
Hiring for a hospitality company?
Post Jobs for FreeLooking for high-paying hospitality jobs?
Find Jobs HereKey Takeaways
Writing a powerful recommendation letter could make all the difference for the applicant.
By following our tips and examples, you will increase the chances of helping the applicant stand out.
Just remember to stay professional, highlight the applicant’s strengths and demonstrate how they can contribute to the organization for which the applicant is applying.
Lastly, always consider what hiring managers would want to know about the applicant based on your perspective. Below is a final piece of advice from one of OysterLink’s experts:
“A recommendation letter that makes sense to me [as a hiring manager] is one that showcases how the applicant overcame specific challenges and delivered tangible results.
If you can show me the results of the applicant’s initiative that are relevant to the role we are hiring for, you will have helped move the applicant to the interviewing stage.”
Milos Eric, Co-Founder & General Manager of OysterLink
FAQs About Writing Recommendation Letters
Yes, if you had a working relationship and you can vouch for their professional skills, work ethic and achievements.
Avoid making negative or overly critical comments about the candidate’s abilities or character. Also, don’t talk about unrelated personal traits of the applicant, such as the candidate’s hobbies or physical appearance.
In most cases, a recommendation letter should be typed in a Word document and saved as a PDF that you will send to the recipient via email or an online portal.
However, there may also be times when you’ll need to print the letter and send it through traditional mail.
No, a recommendation letter and a reference letter are not exactly the same.
A recommendation letter is more specific and addressed to a particular recipient (e.g., the hiring manager). It is written by the applicant’s colleague endorsing their skills in a specific professional environment as it relates to the position/program the applicant is applying for.
A reference letter is more general and vouches for the applicant’s qualifications. It is often not tailored to the specific position for which the subject is applying.
The best person to write a letter of recommendation is someone who closely worked with the applicant in a supervising position. This can be a manager, supervisor, team leader or anyone else who can vouch for the candidate’s professional skills.
Written by Vukasin Petrovic
Vukasin is an experienced content creator with more than five years of writing and editing experience. With a background in English and an MFA in Creative Writing, he excels in digital marketing and copywriting, crafting narratives that engage the audience.
Reviewed by Marcy Miniano
Marcy is an editor and writer with a background in public relations and brand marketing. Throughout her nearly decade-long career, she has honed her skills in crafting content and helping build brands across various industries — including restaurant and hospitality, travel, tech, fashion and entertainment.
