The process isn’t always as easy as it sounds, though. It can be challenging to write a terrific recommendation letter. Also, there are standard things that you would want to mention in your endorsement of the candidate. Get more details on what to include in your letter, formatting tips, and a step-by-step look at a recommendation template with plenty of examples for inspiration.
What to Write in a Letter of Recommendation
As you prepare to write your letter of recommendation, make sure that you have enough information to work with. You should also ask them to alert you when they have used your letter of recommendation so that you can be prepared to speak on their behalf should an employer call you for additional information. Your letter should follow a specific format to guide the reader through your relationship with the person you’re recommending.
Heading and Greeting
The heading and greeting should include your information and a greeting or introduction.
Heading
Your Contact InformationYour NameYour TitleCompany or School NameAddressCity, State Zip Code Date
Salutation
If you are writing a personal letter of reference, include a salutation (such as Dear Mr. Johnson, Dear Dr. Jameson, etc.). If you are writing a general letter, use “To Whom It May Concern” or don’t include a salutation. If you don’t include a salutation, start your letter with the first paragraph.
The Body of the Letter
The body is where you explain why you’re a good reference, why the individual is qualified, and describe any of the individual’s relevant skills.
First Paragraph
The first paragraph of a recommendation letter explains your connection to the person you are recommending, including how you know them, and why you are qualified to recommend the person for employment or school.
Second Paragraph
The second paragraph of a recommendation letter contains information about the individual you are writing about, including why they are qualified for a position, what they can contribute, and why you are recommending them. If necessary, use more than one paragraph to provide details.
Third Paragraph
When writing a letter recommending a candidate for a specific job opening, the recommendation letter should include information on how the person’s skills match the position they are applying for. Ask for a copy of the job posting and a copy of the person’s resume so you can target your letter accordingly.
Summary, Conclusion, and Closing
This is where you finalize your recommendation with specific wording that should highlight your enthusiasm for the person.
Summary
This section of the recommendation letter contains a brief summary of why you are recommending the person. Use phrases like “strongly recommend,” “recommend without reservation,” or “candidate has my highest recommendation” to reinforce your endorsement.
Conclusion
The concluding paragraph of your recommendation letter contains an offer to provide more information. Include a phone number within the paragraph, and provide the phone number again and your email address in the return address section of your letter or under your signature. Sincerely, Signature (hard copy letter) Recommender NameTitleEmail AddressPhone Number
Recommendation Letter Template
Download a recommendation letter template (compatible with Google Docs or Word) or read the example below. This letter template shows the format of a typical letter of reference for employment or educational purposes. The format is appropriate for an employment reference, as well as a reference for college or graduate studies.
More Recommendation Letter Examples
Need more samples? Review examples of different types of letters of recommendation, including letters for employment, academia, and character and personal reference letters. March 21, 2022 Jessica SmithOffice ManagerAcme Corp680 Main Boulevard, Ste. 300Ocean City, CA 93650 Dear Ms. Smith, I’m writing to recommend Mary Thompson for the position of administrative assistant at Acme Corp. I’ve had the opportunity to work with Mary for the past few years at CBI Industries, and have been consistently impressed with her diligence, efficiency, and ability to get things done. Most recently, Mary has worked for me directly as a receptionist in our main office. In this role, she performed many administrative tasks in addition to greeting customers and other visitors and organizing team events. For example, she currently manages our executive team’s schedules and organizes their appointments, as well as coordinating travel and expense reporting. I believe that Mary would be an excellent addition to your administrative staff. I’ve been consistently impressed with her organizational skills and grace under pressure. In our industry, as you know, every position is a customer service position. Mary constantly seeks to learn more about our products and programs so that she can help serve our clients and mitigate issues as they come up. She’s also a quick learner who picks up new technology with great speed. I strongly recommend Mary for the position of administrative assistant at your company. She’s organized, detail-oriented, effective, and committed to getting the job done. She’d make an excellent addition to your team. Please feel free to contact me at 555-555-5555 if you have any questions. Sincerely, Signature (hard copy letter) Elaine Chang
