How to write a letter of recommendation
Learn how to write a letter of recommendation with helpful samples and templates.
Picture this: A close colleague just asked you for a letter of recommendation they can use to wow a job recruiter. So, how do you write a letter of recommendation to help that candidate stand out?
Read on to learn how to write a letter of recommendation, and discover a sample letter of recommendation and letter of recommendation template to help you get started.
What should you know before writing a letter of recommendation?
If it’s your first time writing a letter of recommendation, you might be wondering where to start. First, ask yourself why the candidate requested a letter of recommendation from you, since that can inform your writing approach.
If you know the candidate well, understand the role or program they’re applying for, or are currently in a leadership role, your input may hold particular sway. In any case, you have a unique perspective that a recruiter won’t be able to gauge from a resume, cover letter, test results, or interviews.
If you’re writing to a specific recipient, you may want to learn some basic information about them by visiting the “People” section of their organization’s LinkedIn Career Page.
What to know before writing your letter of recommendation:
• The name of the organization being applied to
• High-level details about the company or role
• When the letter of recommendation is due
• The name of the recipient, if any
• The preferred method for sending it (ex: email or mail)
What are the basics of a letter of recommendation?
What should you write in a letter of recommendation?
Once you’ve gathered all your information, you’re ready to start writing. Here are some of the elements that make a strong letter of recommendation.
In a formal font like Times New Roman, introduce yourself in the page header. Next, address your letter to the recipient.
In the body of the letter, share how long you’ve known the candidate, their standout traits and achievements, and ways they’ll uniquely benefit the organization in question. You can see examples of how to format this information in the following sample letter of recommendation.
Introduce yourself with personal information:
• First and last name
• Street address
• Phone number
• Email address
How long should your letter of recommendation be?
Try to keep your letter of recommendation to one page. Anything longer is too much to read for the recipient, who likely has a lot on their plate. The last thing you want is for a recruiter to skim your letter because they don’t feel they have time to read the whole thing.
How might you address the recipient of your letter of recommendation?
When possible, start a letter of recommendation with a formal greeting, such as “Dear Mrs. [Last Name],” or “Dear Dr. [Last Name].”
If the specific recipient is unknown, your salutation can be as simple as “To whom it may concern.”
Address your letter to the recipient with:
• Date, followed by two line breaks
• Name
• Job title
• Organization
• Street address
• City, state, and zip code
How do you write a letter of recommendation?
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Paragraph #1
Introduce yourself
A strong introduction helps you immediately prove you’re qualified to write a letter of recommendation. Use this space to briefly explain who you are and how you know the candidate. No need to get too detailed here — the following paragraphs will provide an opportunity for you to make a stronger case for the candidate.
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Paragraph #2
Dive into the details
Once the recipient knows who you are, paint a more vivid picture of who the candidate is as a person. Include specific, positive examples of their core competencies and achievements — especially those that relate to the role or organization — to show the reader what it’s like to work with this person.
You can use more than one paragraph for this section if you feel it’s necessary, but avoid writing so much that your letter exceeds one page.
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Paragraph #3
Celebrate your candidate
Focus your third section on why you believe the subject of your letter of recommendation would fit the job or school they’re applying for. Expanding on the details you’ve already laid out, build a case for why this person would excel at the role or in the program, if accepted.
This third section is crucial. Try to passionately show why — given your experience with them — you believe this person will succeed. In doing so, you can set the candidate apart in a way that’s both authentic and believable.
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Paragraph #4
Conclude your letter of recommendation.
Wrap up your letter of recommendation by succinctly restating your confidence in the candidate. Include your contact information to open the door for any questions. Write “Sincerely” on its own line, and your full name beneath. If the letter will be mailed as a hard copy, make sure you leave enough room to sign your name in ink.
What not to include in a letter of recommendation
• Basic competencies. Remember, you have limited space in your letter. So rather than spend time on more basic soft skills, such as timeliness or general availability, focus instead on the qualities that make the candidate stand out.
• Negative feedback. If you don’t feel strongly about the candidate’s performance, this is something to leave out of the letter. Instead, consider declining their request to write a letter of recommendation. Read on to get tips about how to decline writing a letter of recommendation.
• Excessive detail. It’s great to lavish the candidate with superlatives and success stories, but remember that your letter will be read by a busy recruiter. Brevity and simplicity are best.
• Demographic references. Your subject deserves to be recognized for their skills and performance. Factors like race, ethnicity, sexual orientation, and disability status are likely best omitted from your letter.
Sample letter and template
Download one of these helpful PDFs to get you started.
How to decline writing a letter of recommendation
You may sometimes be in a position that requires declining a person’s request for a letter of recommendation. So, how do you navigate this situation?
First, refer to your organization’s policies on referrals. If you’re prohibited from writing someone a letter of recommendation, politely let the inquiring candidate know your hands are tied. You can also employ a personal policy that dissuades you from writing letters of recommendation due to anything from liability issues to personal ethics.
Whether you take these approaches or not, make your refusal polite, brief, and firm.
For example, if you don’t know the candidate well, you could say:
“Thank you for considering me to recommend you for your next step. Unfortunately, I don’t feel we’ve spent enough time together for me to learn your story and understand where you’re going [academically/professionally]. So, at this time, I feel I’m not the best choice to speak confidently to your abilities. Best of luck.”
Sometimes, when a person asks for a letter of recommendation, you may not find it in you to say yes. For example:
• You may not know that person very well.
• Your relationship may not be recent — or particularly positive.
• You might feel unqualified to recommend that individual for that particular role.
• You might think their skill set doesn’t suit the role — and you don’t want to set them up for failure.
• You don’t want to burn a bridge with an organization by recommending someone you don’t believe will perform well.
Let’s hire the right people together
With key insights from LinkedIn, you have everything you need to write a captivating letter of recommendation that helps your candidate get a foot in the door — no matter where they’re headed.
If your letter-writing experience has you wondering how you can bring more top talent into your organization, LinkedIn Talent Solutions can help you find highly qualified candidates that can help you drive your business forward.