Recommendation Letter Template: How to Write a Strong, Specific Endorsement
A recommendation letter can help an employer, university, scholarship committee, or professional organization understand what an applicant is like beyond their résumé. The strongest letters do more than praise: they give concrete examples, explain the writer’s relationship to the candidate, and connect the candidate’s strengths to the opportunity.
Whether you’re writing a letter for a colleague, student, or employee—or preparing materials to help someone write one for you—a clear template can make the process easier. This guide explains what to include, how to tailor a letter, and what to avoid, followed by a practical recommendation letter template.
What Is a Recommendation Letter?
A recommendation letter is a written endorsement of someone’s qualifications, character, or potential. It is usually requested as part of an application for a job, academic program, scholarship, internship, award, or professional opportunity.
A useful letter gives the reader evidence to evaluate the candidate. It should explain:
- Who the recommender is and how they know the candidate
- How long and in what capacity they have worked together
- Which qualities or skills make the candidate a good fit
- Examples that support those claims
- Whether the recommender recommends the candidate for the opportunity
The exact expectations vary. A hiring manager may value examples of job performance, while an academic admissions committee may be interested in intellectual curiosity, research ability, or classroom contributions. The letter should therefore be written for a particular audience and purpose.
Before You Start Writing
Confirm that you can recommend the person
Before agreeing, consider whether you know the candidate’s work well enough to provide a genuine, detailed endorsement. A vague letter—or one written without confidence—may be less helpful than a polite refusal.
If you can’t offer a strong recommendation, respond promptly so the applicant has time to ask someone else.
Ask for the right information
Request the details you need to write accurately and meet the recipient’s requirements:
- The opportunity and organization’s name
- The application deadline and submission instructions
- The job description, program information, or selection criteria
- The candidate’s résumé or CV
- Relevant accomplishments or projects
- The candidate’s goals and reasons for applying
- Any required format, length, or questions
Asking for this information doesn’t mean you should simply repeat the applicant’s claims. It helps you choose relevant examples from your own experience with them.
Check the submission requirements
Some applications require a letter on official letterhead, a particular file format, a confidential submission, or answers to specific prompts. Follow the instructions closely. If the application uses an online form with questions rather than a free-form letter, answer the prompts directly.
What to Include in a Recommendation Letter
A strong letter is usually concise—often about one page—but substantial enough to support its endorsement. Include the following elements.
1. A clear opening
State the purpose of the letter and identify the person you’re recommending. If appropriate, name the role, program, or award.
Example:
“I’m pleased to recommend Maya Chen for the research assistant position in your environmental science department.”
2. Your credentials and relationship to the candidate
Briefly explain your own role and how you know the candidate. Include how long you have known them and the context in which you observed their work.
Example:
“I supervised Maya for two years as a project coordinator at Greenfield Research, where she supported field studies and prepared data summaries.”
This gives the reader a basis for judging your perspective.
3. Relevant strengths
Choose a few qualities that matter to the opportunity rather than listing every positive trait. Depending on the candidate and application, these might include:
- Communication
- Reliability
- Leadership
- Analytical thinking
- Initiative
- Technical ability
- Collaboration
- Adaptability
- Academic or professional judgment
4. Specific supporting examples
Evidence makes praise more credible. Describe a situation, project, or achievement that shows the candidate using a relevant skill.
Instead of writing, “Jordan is an excellent leader,” explain what Jordan did: “Jordan coordinated a six-person team during a tight product launch, organized weekly check-ins, and resolved scheduling conflicts before they delayed delivery.”
Whenever possible, be precise and factual. Avoid disclosing confidential, sensitive, or personal information that isn’t relevant to the application.
5. A direct endorsement
Make your recommendation explicit. Readers shouldn’t have to guess whether you support the applicant.
Example:
“I recommend her without reservation for the fellowship.”
Choose language that accurately reflects your level of support. Don’t imply a stronger endorsement than you can honestly provide.
6. An offer to provide more information
Close by inviting the recipient to contact you, and include your preferred contact details.
Recommendation Letter Template
Use this template as a starting point. Replace the bracketed text and adapt the examples to the candidate and opportunity.
[Your Name]
[Your Job Title]
[Organization or Institution]
[Email Address] | [Phone Number]
[Date]
[Recipient’s Name or “Dear Hiring Committee/Admissions Committee”]
[Organization or Institution]
[Address, if required]
Subject: Recommendation for [Candidate’s Full Name]
Dear [Recipient’s Name or Committee Members],
I am pleased to recommend [Candidate’s Full Name] for [position, program, scholarship, or opportunity]. I am [your role and relevant background], and I have known [Candidate’s Name] for [length of time] in my capacity as [relationship—for example, supervisor, instructor, or colleague] at [organization or institution].
During the time I have known [Candidate’s Name], I have been particularly impressed by [two or three relevant strengths]. These qualities would serve them well in [specific opportunity or field].
One example that illustrates this is [briefly describe a relevant project, challenge, or achievement]. [Candidate’s Name] [explain what they did, which skills they demonstrated, and what the result was]. This experience showed me [what the example reveals about the candidate].
In addition to [first strength], [Candidate’s Name] has demonstrated [another relevant quality]. [Add a brief, specific example or explanation.] I believe they would contribute [specific contribution or perspective] to [team, program, or organization].
I recommend [Candidate’s Name] for [opportunity] [with confidence / strongly / without reservation—choose wording that reflects your honest view]. Please feel free to contact me at [email address] or [phone number] if I can provide any additional information.
Sincerely,
[Your Name]
[Your Title]
How to Tailor the Letter to Different Opportunities
For a job application
Focus on skills and outcomes that match the job description. Describe the candidate’s responsibilities, performance, collaboration, and contributions. If you can, explain how they handled a challenge or improved a process.
For an academic application
Discuss qualities you have directly observed, such as curiosity, writing, research, analytical ability, persistence, or engagement with complex ideas. An instructor might describe a paper, class discussion, laboratory project, or independent study that demonstrates these qualities.
For a scholarship or award
Connect the candidate’s achievements and goals to the award’s stated criteria. Where relevant, describe sustained effort, service, initiative, or the likely impact of the award. Follow any prompt-specific requirements.
For a character reference
Be clear about the context in which you know the person. Focus on character traits you can honestly speak to, and include examples. Don’t imply professional or academic expertise if your relationship is personal.
Common Mistakes to Avoid
- Using generic praise: Claims like “hardworking” or “talented” are stronger when paired with examples.
- Making unsupported claims: Don’t exaggerate achievements or describe skills you haven’t observed.
- Writing one letter for every purpose: A letter should address the particular role, program, or criteria.
- Repeating the résumé: Add perspective and context rather than listing the candidate’s history.
- Including irrelevant personal information: Keep the content professional and focused on the opportunity.
- Missing deadlines or submission rules: Confirm where and how the letter must be sent.
- Making the letter too long: Prioritize the most relevant evidence and remove repetition.
- Using ambiguous endorsement language: Clearly state your recommendation and make sure it reflects your honest assessment.
A Final Review Checklist
Before submitting the letter, check that it:
- Names the candidate and the opportunity correctly
- Explains your relationship to the candidate
- Includes relevant, specific examples
- Addresses the recipient’s criteria or prompt
- Uses accurate and professional language
- Ends with a clear endorsement
- Follows formatting and submission instructions
- Has been proofread for names, dates, and errors
Conclusion
A recommendation letter is most effective when it combines a clear endorsement with credible, relevant evidence. Start by understanding the opportunity, explain how you know the candidate, and use specific examples to show why their strengths matter. A template can provide structure, but the best letters still sound personal and reflect the recommender’s genuine experience.
If you’re the applicant, make the process easier by giving your recommender the deadline, instructions, and relevant background. If you’re the writer, be candid, specific, and respectful of the reader’s time.
Sources
- Purdue Online Writing Lab, Letters of Recommendation
- University of California, Berkeley Career Engagement, Requesting Letters of Recommendation
- University of North Carolina at Chapel Hill Writing Center, Recommendation Letters
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