Author: NIRXHOR

For some jobs, employers request written letters of recommendation. They may even request them as part of the application process. In these cases, applicants need to submit recommendation letters (typically two or three) with their resume and cover letter. 

These letters of recommendation carry significant weight to their recipients. If you’re asked to write one, it’s important to include details that build a strong case for the applicant. (If you do not feel comfortable endorsing the applicant, it’s better to decline to write a letter than to write something lukewarm.) 

Here’s what you need to know to write an effective letter supporting a job applicant. 

Consider What Type of Letter You’re Writing 

If you’re asked to provide a reference for a specific job, you should write the letter with the requirements of that particular job in mind.

Important: Read the posting or job description carefully, looking for specific skills and knowledge that you can include in the letter for your candidate.

In your letter, note where there is a match between the applicant’s qualifications and the job’s responsibilities. 

With a general recommendation letter, focus on the types or category of jobs for which the person is applying. Your examples in this type of letter will be more broad, and less specific. 

Collect Information Before You Start

Ask the person for whom you are writing to supply you with a copy of the job posting and their resume or curriculum vitae (CV) before you begin composing your letter. It can also be helpful to review their cover letter to see how they pitch their qualifications for the job.

When you are writing a more general recommendation, ask the subject of your letter to outline their targets for employment. Ask them for an example or two of jobs they are applying for. Also ask them to share their most marketable assets for that type of work, especially ones you may have observed in your relationship with the person you are recommending.

Note: The more information you have about the jobs or types of jobs the candidate is applying for, the more effective your recommendation can be.

What to Include in a Recommendation Letter

The first paragraph of your letter should explain how you know the person for whom you are writing. Reference your job title and the individual’s job title at the time when you interacted, as well as the nature of your relationship, including whether you supervised the person you’re recommending.

Typically, you would also include the length of time you have known the person. 

Body of the Letter

The body of your letter should reference the skills, qualities, areas of knowledge, and other assets of the person you are recommending. Start by making a list of the strengths which you would like to convey in your recommendation.

Then compose sentences that show proof of your assertions — this will make your letter more credible. Provide specific examples of instances where you observed the candidate using skills they are highlighting to the hiring manager.

This might consist of a project or role where they successfully applied a certain skill. Citing accomplishments where value was added to your organization and describing the strengths which enabled the person to generate those results can be particularly compelling.

Letter Closing

In your closing statement, it can be very effective to mention that you would hire the person again. Or, mention your belief that the person would be an outstanding addition to the company.

Share Your Contact Information

As part of your close, you can also share a telephone number and email address with a mention of your eagerness to share additional perspective on the candidate. That way, potential employers can easily get in touch if they have any follow-up questions. 

Employment Recommendation Letter Example (Text Version)

Megan Greene
Sales Director
Acme Incorporated
14 Oak Drive
Anycity, CT 32444
555-222-3333
[email protected] 

April 8, 2018

Marlene Gray
Domestic Sales Manager
CBI Industries
321 Main Street
Bigtown, NY 12000

Dear Ms. Gray,

I am writing to you regarding Mark Slade, who has applied for the position of sales associate with your company. Mark has worked in my department as a sales associate since graduating with honors last year from University of Connecticut. We hired him after graduation in part due to his outstanding performance as an intern the previous summer.

Mark has been a fantastic addition to my team. He assimilated easily into our department, quickly and thoroughly learning about all of our products, not just those he was responsible for selling. His enthusiasm for his work and his superb communication skills made him an instant asset to the company. Mark exceeded his personal goals for every quarter and even made time to help his peers close particularly difficult sales. Mark is competent and organized, and his positive attitude and sense of humor made him popular among our customers as well as his colleagues.

I believe that Mark has a tremendous amount of potential and would be an outstanding addition to your staff. I would have no reservations about hiring him again and am confident in recommending Mark for employment with your company. If you have any further questions or would like to speak with me personally, please feel free to contact me.

Sincerely,

Your Handwritten Signature (for a hard copy letter)

Megan Greene

Formatting Your Letter

Here are guidelines for formatting recommendation letters including length, format, font, and how to organize your letters. If this is your first time writing a letter of recommendation, you may find it helpful to use a template. 

Sending Your Letter

You may be asked to send the letter to the person you are recommending or directly to the employer. If you’re sending via email, attach a copy of your letter to the email message as a PDF or Microsoft Word document. The job posting or the employer will typically specify how the recommendation should be sent and who it should be sent to.

When You Can’t Write a Positive Recommendation

If you have difficulty honestly framing a compelling letter for a candidate, then it’s fine to decline the request. It’s actually better to say no than it is to write a letter that doesn’t strongly endorse the person you are recommending.

You can simply say something vague like you don’t feel totally comfortable writing a recommendation or you don’t have the type of exposure that would enable you to supply the right kind of letter.

When you’re approached to write a letter of recommendation, you should be flattered and hopefully excited to help your co-worker or old colleague. However, this scenario can also be nerve-wracking—after all, you’re helping decide someone’s future! How can you fit all of her great qualities onto one tiny page? What if you don’t say the right thing?

Pause and take a breath. Writing a letter isn’t rocket science, especially if you feel positively about the person you’re recommending. I’ve written a lot of letters of rec in my day, even ghostwriting them for CEOs of many different companies (yes, executives delegate this task), and along the way, I’ve learned a few things that simplify the process. Follow these steps to write a letter that’ll help your colleague get hired.

1. Do Your Background Research

Letters of recommendation can be requested for a whole slew of reasons—a job application, award nomination, acceptance into a school or board, and more. So, even if you know everything there is to know about the candidate’s current situation, work ethic, and past successes, you still don’t have all the information you need. Find out why the recommendee is asking you for a letter and what her readers are going to be looking for in it.

Before you start writing, be sure to ask the following:What can you tell me about the position or company you’re applying for?Is there a specific time, project, or trait you’d like me to feature?Who should the letter be addressed to and what can you tell me about this person?Why did you think of me for this letter?

These questions will help guide the content of your letter and will ensure that you’re positioning the candidate for the job or award in the best way possible.

2. Follow the Formula

Letters of recommendation should address three things: your relationship with the candidate, your evaluation of her work, and how she compares to others you’ve worked with in similar positions (a.k.a., why she stands out). So, as you’re writing, structure the letter around those areas:

Explain Your Relationship

First, explain the nature of your work with the candidate, toward the beginning of the letter. This can be a simple statement detailing when you worked with her, for how long, and in what capacity. For example: “Jane was an account executive at my company from 2010 to 2013, where she was responsible for planning, developing, and executing marketing strategy for five of our largest clients. As her manager, I witnessed… ”

Evaluate the Candidate

After explaining your relationship, evaluating your colleague’s work is the next priority. This should be the meat of your letter, though the exact content will vary based on what you’re recommending her for. For example, if you know the position she is applying for is in management, you may want to focus on how well she worked within your team and her natural ability to be a great leader. If the position she is applying for is more of a technical position, or maybe a writing position, focus on her ability to juggle several projects at one time while delivering results.

In any case, you’ll want to explain what you saw in her work, and point to tangible results she produced. Remember that it’s always better to show, not tell. If you say she is able to develop and implement sophisticated marketing strategy, point to things like the total marketing budget she managed and the percentage increase the sales team saw during her tenure. Any numbers or stats you can reference will help paint a strong picture of what, exactly, she achieved.

Make a Comparison to Seal the Deal

Comparing the candidate to other people you’ve worked with can be a powerful way to offer a strong recommendation. You might say someone is “the most effective project manager I’ve ever worked with,” or “one of the top three employees I’ve ever managed.” Of course, only use statements you truly believe!

This can also be a way to assuage any concerns a hiring manager might have. For example, if you’re recommending a candidate who’s young or who doesn’t have much experience, saying that she shows “maturity and strategic thinking well beyond her years and experience level” can go a long way.

If possible, use a story or anecdote to demonstrate one of the above areas. It’s easy to read through a letter and see that a candidate has strong characteristics, but in the end toss it aside because there wasn’t something remarkable or tangible to remember her by. On the other hand, it’s hard to forget someone who’s made an obvious impact on and a true connection with her former colleagues.

3. Put in the Final Touches

Now the logistics: First, the person collecting and reading letters of recommendation is likely busy and has plenty of other pages to read through. In order to make the most impact, quickly, keep your letter short (no more than one page) and to the point. In terms of tone, you want to be formal and professional, but also enthusiastic. A lukewarm recommendation might as well be a bad one, so make sure you’re conveying how much you like the candidate.

Use your company’s letterhead and include your signature and contact information at the bottom. Include a date, address the recipient by name (if possible), and end with a statement about your willingness to discuss the candidate further, such as, “If you have any further questions, please do not hesitate to call me.”

Letters are only the beginning of the different types of recommendations you may be asked to do, but these steps can help you through any form. Whether you’re serving as a former employee’s reference over the phone or recommending a colleague on LinkedIn, do your research, follow the format, and stay enthusiastic. You (and your colleague) should be good to go!

Finally, remember that if a colleague asks you for a recommendation, you’ve made an impact on her and she will be forever grateful if you assist on her path to success. The letter-writing process may seem stressful, but it’s really an honor.

Do you know your employer’s rules regarding recommendation letters?

The new employer may sue if he or she finds the newly hired individual does not measure up to the assertions made in the letter of recommendation. Consequently, these letters now tend to be brief, stating only absolutely verifiable information concerning the individual, such as length of employment, job description, responsibilities, etc. A general, “To Whom It May Concern” reference letter, however, is not considered legally binding and may include a more embellished description of the former employee’s qualities.

The individual will often copy this letter and submit it to several potential employers. A former employee may also merely list the name of a former employer or supervisor as a reference in his or her resume or initial letter of application for a new position.

Recommendation Letter Tips

If you need to secure a good position in the work force or be admitted to a school of higher learning, you will probably need one or more letters of recommendation. Both employers and admissions boards need to know as much as possible about an applicant to determine his or her ability to perform adequately. Letters of recommendation provide information from a former employer or a credible associate who has been personally involved with the candidate. This outside source provides a valuable record of the candidate’s previous experience and can testify to his or her skills and abilities.

An effective letter of recommendation:

• verifies experience
• confirms competence
• builds credibility
• bolsters confidence

The information contained in a letter of recommendation depends on the type of letter and its intended audience. Information is often different for a letter written for an academic admissions board than one written for a prospective employer.

Types of Recommendations

Employment Letters
Letters of recommendation provide a vehicle for a former employer to provide you with a credible history of your skills, abilities, job performance, and accomplishments. A potential employer may or may not request a letter, but having one or more available upon request is part of careful preparation for the interview. Even if not requested, a well-written letter of recommendation may help you stand out in the evaluation process.

The employee usually requests the letter of recommendation from a direct supervisor or other manager with personal knowledge of the employee’s performance on the job and positions held. This person might also add comments regarding individual qualities such as initiative and dedication. A potential employer may also request character references testifying to the candidate’s work ethic, dependability, and motivation level.

The credibility of the letter writer is very important in a character reference. These letters may or may not be addressed to a specific person, and may either be mailed to the recipient by the writer or hand-delivered by the employee at the interview. Ask for this type of letter only if you are on good terms with a current employer and he or she is able to respond positively to news that you are leaving. If you have already secured a new position, it may not be necessary to ask your current employer for a letter of recommendation. Letters of recommendation from employers may contain evidence or confirmation of some or all of the following:

• Previous positions held in the company
• Summary of job responsibilities
• Strengths, skills, and talents
• Initiative, dedication, integrity, reliability, etc.
• Ability to work with a team
• Ability to work independently

Academic Letters
Admission to any institute of higher learning usually requires one or more letters of recommendation. Graduate programs often require the submission of two or more letters and frequently follow specifically outlined procedures for their creation and submission. Be sure to follow these instructions carefully.

Letters required for admission to post-graduate studies are typically written by a faculty member, academic advisor, or administrator. In some cases, an employer can write the letter if academic recommendations are not available. These letters provide the admissions committee with information not found in the application—information that shows the applicant matches the school’s expectations and requirements. The letter also provides an opportunity for an applicant to be seen as an individual, and helps him or her to stand out from the hundreds or thousands of other applicants.

It is important that the person providing the recommendation has a good understanding of your academic history, interests, goals, and direction. Normally, this type of recommendation letter is addressed to a specific person and should be submitted along with the admission application or as outlined in the admissions procedure. In many cases, accredited universities require that letters of recommendation be sent directly to specific departments or to the admissions office. If this is the case, the applicant may be required to sign a waiver of confidentiality and relinquish his or her right to access the information contained in the letter or forms. Academic letters of recommendation may contain evidence or confirmation of the following:

• Academic performance
• Honors and awards
• Initiative, dedication, integrity, reliability, etc.
• Willingness to follow school policy
• Ability to work with others
• Ability to work independently

The Letter Writer
Choose who will represent you wisely. No one person can represent you accurately in all areas. Find someone who knows your strengths in the areas you need to satisfy the requirements of a particular employer or admissions board. Schedule a convenient time for you and your employer or advisor to meet. Review the requirements and expectations of the recommendation letter. This process helps the person who is writing the letter answer questions, clarify points that may need elaboration, and point out additional information that may be required. Make this process easy by providing all of the information needed so that you can obtain an accurate and positive recommendation.

When you request a recommendation, communicate your needs in a straightforward way. Explain what you are applying for and ask if the person can provide you with a good recommendation. If someone exhibits any uneasiness about providing you with a strong recommendation, be polite, thank him or her for their time and then look elsewhere. Choose someone who:

• can provide a well-written letter
• knows you well enough to be credible
• thinks highly of you and your abilities
• holds a respected position

Keep in mind that the recommender is doing you a favor and has a busy schedule with other commitments. Make sure you allow enough time so that he or she can provide you with a well-written and effective letter.

Writing Your Own Letter of Recommendation
Do not be surprised if a person you are asking for a recommendation asks you to write a first draft of the letter that he or she will then modify and sign. Begin by providing an accurate assessment of your strengths without dwelling on limitations. Letters of recommendation are intended to be positive and realistic evaluations of performance, competence, and capability. Do not be shy in communicating your strengths. Look at the following suggestions:

• List your strengths, talents, and abilities. These may include diligence, punctuality, leadership, reliability, enthusiasm, creativity, independence, teamwork, organization, etc.
• Highlight your strengths and accomplishments without bragging.
• Choose several of your qualities and strengths that match the current situation; do not list everything you have ever done.
• Use a professional vocabulary and style; write as if you were the employer providing the letter.

Writing a Letter of Recommendation for Someone Else
When you are asked to write a letter of recommendation, be honest in your assessment. Put yourself in the reader’s position and consider what you would want to know if you were reading the letter. If you have concerns about specific areas, be up front with the requester when you are asked to write the recommend. There should be no surprises. A good way to create a letter of recommendation is to use pre-designed templates available in letter-writing products. Additionally, you should review writing samples to better understand the structure before you begin to write. Follow these steps to be fair to everyone involved:

• Be honest about your feelings, intentions, and concerns. This will save time and embarrassment for both parties if you feel that you cannot provide a good recommendation.
• If you are not sure what to write, ask the requester to provide a draft letter for you to review, edit, finalize, and sign.
• Find out when the requestor needs the letter and be sensitive to deadlines.

Letters of recommendation may be written in a classic format that includes an introduction, body, and conclusion. There may also be specific requirements for certain letters that you may need to follow. In most cases, however, any well-organized format will be acceptable. Look at the following sample format:

Introduction

• Introduce yourself as the recommender. State your professional position, how you know the applicant, the length of your relationship, and any other pertinent information to build your credibility as a knowledgeable contributor.
• Provide an overview of your general impressions of the applicant.

Body

• Cover one exceptional quality of the applicant in each paragraph
• Use specific examples to show how you observed each quality
• Address qualities in order of importance
• Keep the body of the letter to two or three paragraphs

Conclusion

• Confirm that the applicant would be a desirable employee, adding any other comments you feel appropriate.
• Encourage the reader to contact you for additional information or with any questions.
• Don’t forget to personally sign the letter.

Sincerely 

(four single returns) 
John Doe 

Don’t forget to personally sign the letter.

When applying for a job, you will most likely have to provide a list of references. References are people who can vouch for your skills and abilities as a worker. Typically, your references will be your previous employers.

However, you can also ask other people, including teachers, volunteer leaders, colleagues, and even friends. Or, use them as additional references, especially if you are concerned your employer will give you a bad review.

Sometimes you will simply have to ask your references if you can put their names down on a reference list, and then the employer might ask them questions about you via phone or email. Other times, you will have to ask these people to write you a letter of recommendation, and send it to the employer. Either way, you want to select references who will speak well of you.

Read below for more advice on who to ask for a reference, what kinds of references there are, how many references to ask for, and how to create a list of references.

Who (and How) to Ask for a Job Reference

Who should you ask to provide references? Most commonly, you will ask your former employers and supervisors to be references for you. However, you can also include other people with whom you’ve had a professional relationship. For example, you might include colleagues, business contacts, customers, clients, or vendors.

Only ask people who you believe will provide a positive reference for you.

Your references should also know you (or your work) well. This knowledge will help the person to discuss your strengths and character in detail.

It’s also important to select references who will respond in a timely manner to inquiries from prospective employers. When an employer is serious about possibly hiring you, you will want to have references who will get back to them right away.

Even if the reference knows you well, be sure to provide him or her with your updated resume and any other related materials to inform them of your skills and experiences.

Always ask before putting a person’s name down on your reference list. Also, provide your reference with background information on the reason you’re requesting the letter. For example, you might supply him or her with the job description, or write a brief summary of the job. If your reference knows about the job you want, they can frame their reference to provide helpful details.

Also remember to always follow up with your reference, sending a thank you note to show your gratitude.

Professional vs. Personal References

In addition to professional references, personal references (which are also known as character references) can be used for employment purposes. A personal reference is one that speaks not to your employment abilities, but to your character.

Personal references are ideal if you have limited work experience, or if you are worried that your former employer will give you a negative review.

Neighbors and family friends may be willing to write a personal reference for you.

Teachers, professors, academic advisers, volunteer leaders, and coaches can all also provide personal or character references.

How Many References to Ask For

Employers generally expect a list of three references, so have at least that many people ready to recommend you. However, if the employer asks for a different number of references, make sure you follow their directions.

What do you do if you have to include your last employer as a reference, but are worried he or she will give you a negative reference? One solution is to add a couple of extra references to your reference list who you know will give you a positive review. Another option is to be proactive and reach out to your former employer. You might say that, while you did not leave on the best of terms, you are very excited about the job you are applying for and would appreciate a positive reference.

How to Provide Information About Your References

There’s no need to include your references on your resume. Instead, prepare a separate list of your references. Be sure to include their names and all necessary contact information.

What can you do if you are asked to write a recommendation letter or to provide a reference for someone that you don’t want to recommend? Perhaps you have been unimpressed with the person’s job skills, teamwork, or work ethic. Perhaps you simply don’t know them well enough to describe their work performance effectively. In any case, it’s better to turn down the request than it is to endorse someone you’re not comfortable providing a recommendation for.

There is never an obligation to give someone a reference. If you can’t honestly attest to the person’s qualifications and skills in a positive and enthusiastic manner, it’s better to opt out of providing a reference for them.

There are ways to politely and diplomatically decline the request without offending the person who asked you. The trick is to do so without making your refusal sound like a personal criticism or a professional rejection.

How to Decline a Reference Request

If you are asked to write or give a recommendation and do not feel comfortable doing so, here are a few ways to politely but directly say no.

What to Say When You Don’t Know the Person Well

If someone asks for a reference, and you do not know the person very well or you don’t feel comfortable recommending them, you can simply say, “I am sorry, but I do not feel that I know you well enough (or I have not worked with you long enough) to provide you with an accurate and thorough recommendation.”

If the person pursues the matter, simply explain that your integrity and professional brand is on the line with each recommendation you make, and you simply do not feel comfortable writing the recommendation.

What to Say When You Don’t Want to Provide a Reference

If you know the person well, but do not feel you can give them a positive recommendation, you can simply say, “I do not feel I would be the best person to write you a recommendation,” and perhaps provide a suggestion for another person they could ask.

Don’t feel bad about saying no. Sometimes it is difficult to find a way to politely decline the request, but you would appreciate candor if someone you asked for a recommendation were to decline. It’s better not to give a recommendation at all than it is to give a wishy-washy one or even a negative reference, which some people do without considering how it will impact the individual, professionally or psychologically, who asked them.

What to Do When Human Resources Policies Prohibit Reference Letters

It’s a sad fact that there is a growing tendency, in our litigious society, for companies to establish policies that forbid the granting of references and recommendations to personnel. These no-reference policies have been developed because of the many cases where employees have sued an employer for providing them with a negative reference.

Check with your organization’s Human Resources department to see if such a policy has in fact been put in place. If so, you can explain to the person asking for the recommendation that the only information that you would be allowed to provide them with would be confirmation of their job title, employment dates, and salary history. Thus, it would be in their best interest if they could find someone else to provide a reference for them. 

Letter Samples Rejecting a Recommendation Request

As always when using these sample letter examples, be sure to tailor the letter to reflect your own circumstances and tone of expression. Remember, also, to be considerate and measured in the language you use when refusing a reference – it should in no way level criticism of the person making the request.

Always use “I” statements rather than “you statements”: “I feel that I don’t know you well enough” rather than “You haven’t made much of an impression on me.” Maintaining a respectful and mature dialogue will go a long way towards making the difficult refusal of a reference less painful.

Occasionally, someone you know will ask you to submit a personal (or character) reference for him or her. A character reference is a reference from someone you know personally, rather than a former employer. You might be asked to write a personal reference for a neighbor, acquaintance, advisor, or someone you volunteer with.

People often use character references in addition to or as an alternative to employment reference letters. People might use this if their work record is not perfect, or if it is their first job. Below are tips on how to write a character reference for a friend, as well as a sample reference letter for a friend.

Reference Letter for a Friend Example

Reference Letter for a Friend (Text Version)

Xena Smythe
123 Main Street
Anytown, CA 12345
555-555-5555
[email protected]

September 1, 2018

Alexandra Clement
Designs by Alex
123 Business Rd.
Business City, 54321

Dear Ms. Clement,

I am writing to you regarding Suzanne Element. I have known Suzanne personally for over ten years, and have always known her to be an organized and responsible individual. I believe that her skills and experience make her an excellent candidate for office manager in your organization.

When I met Suzanne, she had just left an administrative position in a busy Fashion House, where she was responsible for bookkeeping, answering phones, and making appointments. She took such pride in her work there and even developed strategies for making her bookkeeping more organized and efficient.

During the time I have known her, Suzanne has been active in our community, serving on the Library Board and the Historical Society. She has taken many responsible roles in both of these organizations; her contributions include acting as Secretary of the Library Board and heading the Historical Society’s Annual Fund Drive. She achieved multiple successes in both of these positions. For example, as head of the Historical Society’s Fund Drive, she helped raise 28% more funds than the previous year. Much of this had to do with her success in getting and organizing dozens of volunteers. Her passion, combined with her organization, makes her an asset to any organization.

If you have any further questions, please feel free to contact me by phone or email.

Regards,

Xena Smythe

Advice for Writing a Reference Letter for a Friend

• Focus on the particular job: Ask your friend for information on the job they are applying for. This way, you can focus on the requirements of the position. Try to include language from the job listing, if your friend shares the listing with you. Even if you are writing a more general recommendation, you can still ask your friend about the types of jobs they will be applying for.
• Collect information: Ask the person for whom you’re writing the letter for a copy of his or her resume or CV so that you can speak to the person’s experience.

• Explain how you know the person: In the introduction, briefly explain how you know the person, and for how long you have known him or her. You do not have to give details about how you met; you can simply say that you have known the person personally for however many years.
• Include specific examples: In the letter, provide specific examples of ways in which the person has demonstrated various qualities.
• Remain positive: State that you think this person is a strong candidate for the position. Emphasize this especially at the beginning and end of the letter. After all, you want to help this candidate stand out.

• Share your contact information: Provide a way for the employer to contact you if they have further questions. Include your email address, telephone number, or both at the end of the letter.
• Follow the submission guidelines: Ask the friend for whom you are writing how to submit the letter. Make sure you follow any requirements, especially about where to send it and when, as well as the format (for example, PDF, physical letter, etc.).
• Think carefully about saying yes: Make sure you only agree to write the letter if you can write a positive recommendation. If you don’t think you can tell the person you are not comfortable writing the recommendation.

How to Use Reference Letter Examples

It is a good idea to review letter of recommendation samples before writing your letter. Along with helping with your layout, examples can help you see what kind of content you should include in your document.

You might also look at letter of recommendation templates to get a sense of how to lay out your recommendation, and what to include (such as introductions and body paragraphs).

There are also useful guidelines for formatting recommendation letters including length, format, font, and how to organize your letters.

While examples, templates, and guidelines are a great starting point for your letter, you should always be flexible. You should tailor a letter example to fit your friend’s experience and the job to which he or she is applying.

A reference letter is used to endorse someone and provide an overview of their skills, ability, knowledge, and character. These letters are often required during a job or academic application. 

Since a reference letter is one of the few pieces of an application that isn’t directly provided by the candidate, it can carry a lot of weight. Letter readers look to references for insight into a candidate. The template below shows the format of a typical reference letter.

How to Structure a Reference Letter

This reference letter format shows the structure for a typical reference letter. Your letter should provide information on your connection with the person you are recommending, why they are qualified, and the skills they have.

The following format is appropriate for an employment reference, as well as a reference for graduate school. Use this as a guide for writing your own personalized reference letters, making sure all relevant information is included.

You should also review samples of reference letters for advice on how to word your reference letter.

Tip:

When using a format or a sample letter, remember to be flexible. You can add or remove paragraphs to fit the needs of the particular reference letter.

Reference Letter Format

Contact Information
When you are writing a hard copy letter to be mailed, uploaded or sent as an attachment, include your contact information and the recipients at the top of the letter. If you are sending an email reference, include your contact information in your signature.

Subject
If you’re sending an email reference, list the name of the person you’re writing a reference for in the subject line:

Subject: Reference for FirstName LastName

Salutation
If you are writing a personal letter of reference, include a salutation (Dear Dr. Smith, Dear Mr. Jones, etc.). If you are writing a general reference letter, say “To Whom it May Concern” or simply don’t include a salutation.

Paragraph 1
The first paragraph of the reference letter explains your connection to the person you are recommending, including how you know them, how long you have known them, and why you are qualified to write a reference letter to recommend some for employment or graduate school.

Paragraph 2
The second paragraph of the reference letter contains specific information on the person you are writing about, including why they are qualified, what they can contribute, and why you are providing a reference letter. Be sure to use specific examples to speak to their qualifications. If necessary, use more than one paragraph to provide details.

Summary
This section of the reference letter (typically right before the conclusion) contains a brief summary of why are you are recommending the person. State that you “highly recommend” the person or you “recommend without reservation” or something similar.

Conclusion
The concluding paragraph of the reference letter contains an offer to provide more information. Include a phone number within the paragraph. Also include your phone number and email address in the return address section of your letter or in your signature (if it is an email, include your contact information underneath your name in the signature). See a sample signature below:

Sincerely,

Signature (hard copy letter)

Writer Name
Title

Sample Reference Letter (Text Version)

Bob Johnson
219 Addison Road
Sioux Falls, SD 09069
555-555-5555
[email protected]

September 1, 2018

Janice Smith
Marketing Director
ABS Marketing
10 Miles Road
Stanford, NC 11289

Dear Ms. Smith: 

It’s my pleasure to recommend Linda Barron for the position of marketing manager at your company. Ms. Barron and I worked together for just over two years when she was a marketing coordinator in my department at XYZ company. 

During her time at XYZ, Ms. Barron was diligent and insightful. She was eager to both learn and implement marketing strategies. Ms. Barron mentioned to me that this prospective role at your company would involve leading initiatives aimed at growing prospect lists. She’s remarkably well-suited for that task. At XYZ, with help from our whole team, Ms. Barron organized and led our e-learning campaign, geared toward getting prospects in the door. The campaign was a tremendous success. 

I recommend Ms. Barron without reservations — she’d be a stellar addition to your company. Please do not hesitate to reach out with any questions. You can reach me at this email address or at (555) 555-5555

Sincerely, 

Bob Johnson (signature hard copy letter)
Bob Johnson

General Advice for Writing a Reference Letter

First, when asked to write a reference letter, think carefully before agreeing. Only say yes if you feel you can write a strong reference letter for the candidate. If you do not feel comfortable writing a letter in support of a person’s application to a job or school, you can politely decline to be a reference. Once you decide to write the letter, make it as specific as possible. 

When writing a reference letter referring a candidate for a particular job opening, the 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 the person’s resume so you can target your reference letter.

Tip: You can also ask the person if there are any particular points they’d like you to cover within the letter.

Similarly, when writing a reference letter for a candidate for graduate school, you should be able to explain why the student is a good fit for that particular program. Ask for some details on the program, as well as a copy of the person’s resume or CV so you can target the letter accordingly.

If you have been asked to write a letter of recommendation for employment or for academic reasons, you may be struggling to know what information to include — and what to leave out. This recommendation letter template shows the format of a typical letter of recommendation, with details on what to include in each paragraph of your letter. 

What to Include in a Letter of Recommendation

A recommendation letter should include information on who you are, your connection with the person you are recommending, why they are qualified, and the specific skills they have.

Whenever possible, it’s helpful to provide specific anecdotes and examples that illustrate your support. For example, rather than simply stating that a candidate is a strong writer, mention that they wrote a prize-winning essay. If someone has achieved awards or special recognition for their accomplishments, mention it.

Your goal is to write a strong recommendation that will help the person you’re recommending get hired or accepted. When writing a specific letter referring a candidate for a particular job opening, the recommendation letter should include information on how the candidate’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 recommendation letter accordingly. Try to use keywords from the job listing in your recommendation. In addition, the letter should include your contact information for follow-up. 

Letter of Recommendation Format

Below is a template with an example of the format for a letter of recommendation. A template can help you with the layout of your letter. It shows you what information to include and how to organize your letter.

While letter templates are great starting points for your own message, you should always edit a letter to fit your situation. You can also review samples of recommendation letters to help you write your own.

Writer Address
Your Name
Job Title
Company
Street Address
City, State Zip Code

Date

Salutation
If you are writing a personal recommendation letter, include a salutation (Dear Dr. Williams, Dear Ms. Miller, etc.). If you are writing a general letter, say “To Whom it May Concern” or simply don’t include a salutation.

Paragraph 1 – Introduction 
The first paragraph of the recommendation letter explains the purpose of the letter, as well as your connection to the person you are recommending, including how you know them, and for how long.

Paragraph 2 – Details 
The second paragraph of the recommendation letter contains specific information on the person you are writing about, including why they are qualified, and what they can contribute. If necessary, use more than one paragraph to provide details. Include specific examples attesting to the person’s qualifications whenever possible.

Paragraph 3 – Summary
This section of the recommendation letter contains a brief summary of why are you are recommending the person. State that you “highly recommend” the person or that you “recommend without reservation” or something similar.

Paragraph 4 – Conclusion
The concluding paragraph of the recommendation letter contains an offer to provide more information. You can include a phone number within this paragraph. Another option is to include a phone number and email address in the return address section or signature of the letter.

Letter Closing
Finish up your letter with a formal letter closing and your name and title. If you are mailing a hard copy of the letter, include your signature underneath your typed name:

Sincerely,

Signature (for hard copy)

Writer Name
Job Title

Review a Sample Letter of Recommendation

George McAdams
Coach / Biology Teacher
Thomas Jefferson High School
8740 Highland Avenue Hillside, Illinois 60162
(000) 123-1234
[email protected]

May 21, 2018

To Whom It May Concern:

It is with much enthusiasm that I am writing this personal recommendation for my student, Keeshan Williams. Keeshan has been an indispensable member of the Thomas Jefferson High School football team that I coach since his freshman year in 2015-2016. 

Keeshan is truly one of our star students at Thomas Jefferson High School. Not only has he twice been recognized as MVP for our football team, but he also is an honors student, maintaining a 3.85 GPA as he completes a full schedule of AP classes in English, Biology, Chemistry, and Calculus. He is an acclaimed student leader, holding offices in student government and Beta Club, and also volunteers as a Biology tutor in our peer mentoring program. 

Keeshan possesses a maturity and focus that far exceeds those of most students his age. Determined to eventually go to college and medical school (to pursue a career in sports medicine), he has worked various part-time jobs in retail to help fund his education, and understands how to provide attentive customer service, operate point-of-sale systems, and build team morale and project ownership.

I thus highly recommend Keeshan Williams, confident that he will bring the same drive and dedication to your organization that he brings to the classroom and the football field.

Please contact me at the email or phone number listed here if there is any other information I can provide.

Sincerely,

George McAdams

What to Include in an Email Recommendation Message

When you’re sending your recommendation letter by email, you can eliminate the “Writer’s Address” section and include your name, address, title, email address, and telephone number in the signature section of your message:

Best regards,

Writer Name
Job Title
Email
Phone
Company
Street Address
City, State Zip Code

The subject of your message should include the candidate’s name:

Subject:Recommendation – Applicant Name

What Not to Include in a Letter of Recommendation

If you do not feel comfortable recommending someone — whether it’s for a job or graduate school or for something else — it’s best to let the person requesting the recommendation know that you cannot write it, rather than writing a negative letter. This will give them an opportunity to seek out someone who can wholeheartedly write a positive recommendation. 

Keep in mind that your own reputation is in play when you write a letter of recommendation; you do not want to endorse someone in a letter who you do not think will perform well since it could cast a negative light on your own judgment.

You also do not want to lie in the letter: Don’t exaggerate accomplishments. Overblown praise can diminish the impact of your recommendation. But be aware that since most recommendation letters skew very positive, any criticism will be very noticeable.

Almost everyone is asked to write a reference letter at some time during his or her career. Whether it’s for an employee, a friend, or someone you’ve worked with, it is important to be prepared to write an effective letter of recommendation. It’s equally important to be ready to say “no” if you’re not comfortable recommending someone for employment. Read below for tips on how to respond to a recommendation request, and how to write a strong letter of recommendation.

When You Have Nothing Positive to Say

It’s actually in the person’s best interest for you to politely decline writing a reference letter if you can’t provide more than a wishy-washy endorsement.

A less than positive reference can cause as much harm as a negative reference. Employers are usually good at reading between the lines and will pick up on what you’re not saying.

If you decline, the person can move on to another reference who may be able to provide a glowing recommendation. A simple way out is to say that you are not familiar enough with their work or background to provide a reference. That way you can minimize any potential hurt feelings.

Request Information

If you’re thrilled to be asked, but not sure what to say, ask the person for a copy of their resume and a list of accomplishments. This will give you guidelines to use when composing a letter.

If you are writing a letter of recommendation for a student applying for a job or internship, you might also ask for a list of their related coursework.

Ask for information on what the recommendation is for. If it is for a specific job, ask for the job listing. If it is for a school, ask about the type of program they are applying to. This will help you focus your letter on skills and qualities related to the position or school.

Also be sure to ask the person who you should submit the letter to, and how to send it. Some letters must be sent in hard copy, and others are sent via email, so it is important to follow directions carefully.

Start With the Basics

Start by stating how long you’ve known the person. Briefly provide details on how you know the person (for example, if the person worked for you, if you are neighbors if the person was your student, etc.). Also, include any relevant dates – if he or she was an employee, include dates of employment. If he or she was a student, state when.

Include Details

Continue by describing the person’s skills and performance, and what makes them an ideal candidate for a potential new employer. Include two or three outstanding attributes, and try to provide an example of a time the person displayed these attributes.

Try to select attributes that connect to the position he or she is applying for. If possible, look at the job listing ahead of time, or ask the person what kinds of jobs he or she is applying to. Look at the job description (or search online for job listings for the type of job the person is applying for). Look for qualities included in the job description that remind you of the person you’re writing the recommendation for. End by summarizing why you are recommending this person for employment.

Offer to Follow Up

At the end of the letter, you may also want to provide a phone number or email address. This way, employers can follow up if they have questions or want more information.

Be Professional

Be sure to thoroughly read and proofread your letter before sending it, looking for any grammar or spelling errors. Consider asking a friend or family member to edit your letter for you. Write your letter in proper business letter format. Select a clear, easy-to-read font like Times New Roman or Arial.

Follow Instructions

Submit your letter exactly as the person asks you to. If they do not tell you how to send the letter (or to whom to send the letter), ask. If you’re sending an email reference, list your contact information after your typed signature rather than at the top of the pgae.