Someone has asked you to write them a letter of recommendation. You want to help them, but you’re staring at a blank page wondering what to actually say. Should you list every positive quality you can think of? Keep it brief? Be formal or conversational? And how do you write something that actually helps instead of being one more generic “great person to work with” letter that hiring managers ignore?
Letters of recommendation matter more than most people realize. A strong letter can be the deciding factor between two otherwise equal candidates. A weak letter – even if it’s technically positive – can raise doubts and hurt someone’s chances. The difference often comes down to specificity. Generic praise means nothing. Concrete examples mean everything.
This guide shows you how to write a letter of recommendation that actually helps the person you’re recommending, whether they’re applying for a job, graduate school, scholarship, or something else.
Before You Agree to Write the Letter
Not every request for a recommendation deserves a yes. If you can’t write a strong, positive letter with specific examples, you should decline. A lukewarm letter is worse than no letter at all.
When to Say Yes:
- You’ve worked closely with the person for at least 3-6 months
- You can provide specific examples of their work, skills, or character
- You genuinely believe they’d be good for what they’re applying to
- You have time to write a thoughtful letter (not just copy a template)
When to Say No:
- You barely know the person
- You can’t think of specific positive examples to share
- You have concerns about their performance or character
- You don’t have time to write a quality letter
How to Decline Politely: “I appreciate you thinking of me, but I don’t think I’m the best person to write this letter. You’d be better served by someone who has worked more closely with you on [specific type of work relevant to their application]. Have you considered asking [suggest alternative if possible]?”
What You Need Before You Start Writing
Don’t just wing it. Ask the person for this information:
Essential Information:
- What are they applying for? (Specific job, school program, scholarship, etc.)
- What’s the deadline?
- How should the letter be submitted? (Email, upload to portal, mail physical copy)
- Who should it be addressed to?
- What should be emphasized? (Technical skills, leadership, research ability, etc.)
Helpful Context:
- Their current resume or CV
- The job description or program requirements
- Any specific points they’d like you to address
- Reminder of projects you worked on together
- Any relevant achievements you might have forgotten
This information ensures your letter is relevant and addresses what the recipient actually cares about.
What Makes a Strong Letter of Recommendation
Specific Examples Beat Generic Praise
Compare these two statements:
Generic: “John is a hard worker with excellent problem-solving skills.”
Specific: “When our database crashed two days before a client deadline, John worked through the weekend to rebuild our queries from scratch. He also implemented a backup system to prevent future failures, which saved us from two more potential crashes in the following months.”
The second example is memorable and credible. The first could apply to anyone.
Quantifiable Results Add Credibility
Whenever possible, include numbers:
- “Increased sales by 32% in her first year”
- “Managed a team of 12 people across 3 locations”
- “Graduated in the top 5% of her class while working 20 hours per week”
- “Published 3 papers in peer-reviewed journals”
Numbers make your claims concrete and verifiable.
Context Matters
Don’t just list accomplishments – explain why they matter:
Weak: “Sarah consistently met her project deadlines.”
Strong: “Sarah consistently delivered her projects on time even during our busiest quarter, when we had 40% more client work than usual and two team members out on leave. Her ability to manage her time and prioritize effectively kept us from falling behind.”
Basic Structure of a Recommendation Letter
Header (For Physical Letters or PDFs):
Your Name
Your Title
Your Company/Institution
Your Email
Your Phone Number
Date
Recipient Name (if known)
Recipient Title
Company/Institution Name
Address
Opening Paragraph:
- State who you’re recommending and for what position/program
- Explain your relationship to them and for how long
- Give your clear recommendation upfront
Body Paragraphs (2-3 paragraphs):
- Focus on specific qualities, skills, or experiences relevant to what they’re applying for
- Include concrete examples and stories
- Quantify achievements when possible
Closing Paragraph:
- Restate your strong recommendation
- Offer to provide additional information
- Include your contact information
Professional Closing:
Sincerely,
Your Signature (if physical letter)
Your Typed Name
Your Title
Letters should be 1-2 pages. Less than one page looks like you don’t have much to say. More than two pages won’t get read.
Example 1: Letter for a Job Application (Strong Technical Role)
Sarah Martinez
Senior Software Engineering Manager
TechCorp Solutions
sarah.martinez@techcorp.com
(555) 123-4567
January 15, 2025
Hiring Manager
Data Analytics Division
InnovateTech Inc.
123 Technology Drive
San Francisco, CA 94105
Dear Hiring Manager,
I am writing to enthusiastically recommend Jennifer Chen for the Senior Data Analyst position at InnovateTech. I worked directly with Jennifer for three years at TechCorp Solutions, where I supervised her work as a Data Analyst on our product intelligence team.
Jennifer has exceptional technical skills combined with the ability to translate complex data into actionable business insights. When we needed to understand why our user retention dropped 15% in Q2 2024, Jennifer led the analysis that uncovered the root cause: a change in our onboarding flow that was confusing users in the 45-55 age demographic. Her recommendation to revert specific elements while keeping others resulted in retention returning to previous levels within six weeks. This analysis saved us an estimated $1.2 million in lost annual revenue.
Beyond her technical abilities with SQL, Python, and Tableau, Jennifer consistently demonstrates strong business judgment. She doesn't just answer the questions she's asked - she asks better questions. During a project analyzing customer churn, she noticed patterns that led us to discover an entirely separate issue with our billing system that was affecting 8% of customers. Her curiosity and initiative saved us from what could have been a significant customer satisfaction problem.
Jennifer is also someone who makes everyone around her better. She mentored two junior analysts on our team, created documentation that improved our entire department's workflow, and volunteered to present findings to senior leadership - something most analysts at her level avoided. Her presentations were consistently clear, well-organized, and focused on what executives actually cared about: business impact.
I give Jennifer my highest recommendation for this position. She has the technical skills, business acumen, and professionalism that would make her an immediate asset to your team. I'm confident she would excel in this role and contribute significantly to InnovateTech's success.
Please feel free to contact me at sarah.martinez@techcorp.com or (555) 123-4567 if you would like to discuss Jennifer's qualifications further.
Sincerely,
Sarah Martinez
Senior Software Engineering Manager
TechCorp Solutions
Example 2: Letter for Graduate School Application
Dr. Robert Williams
Professor of Biology
State University
robert.williams@stateuniv.edu
(555) 234-5678
January 15, 2025
Graduate Admissions Committee
Department of Molecular Biology
Research University
456 Campus Boulevard
Boston, MA 02115
Dear Admissions Committee,
I am pleased to recommend Michael Zhang for admission to your Ph.D. program in Molecular Biology. Michael was a student in my Advanced Molecular Biology course and later worked in my research lab for 18 months, giving me extensive opportunity to evaluate his potential for graduate-level research.
Michael's academic performance was outstanding - he earned an A in my course, which typically has a class average of B-. More importantly, he demonstrated genuine intellectual curiosity that extended beyond memorizing material for exams. He regularly attended my office hours not because he was struggling, but because he wanted to discuss implications of recent papers or explore topics we couldn't fully cover in class.
In the lab, Michael worked on our research into gene expression in stress responses. He quickly mastered techniques like PCR, Western blotting, and fluorescence microscopy. What impressed me most was his response when an experiment kept failing. Rather than getting frustrated or simply repeating the protocol, he systematically varied parameters and eventually discovered that our buffer pH was slightly off due to an expired reagent. This problem-solving approach and attention to detail are exactly what research requires.
Michael also contributed to our lab's paper published in the Journal of Cellular Biology (Zhang et al., 2024), where he was second author. He was responsible for generating the data in Figures 3 and 4, which required considerable technical skill and careful optimization. When a reviewer questioned our methodology, Michael wrote a clear, detailed response that satisfied the reviewer's concerns.
Beyond technical skills, Michael is collegial and collaborative. He trained two undergraduate researchers in our lab protocols and was always willing to help troubleshoot others' experiments. He also presented his work at the Regional Undergraduate Research Symposium, where his poster won second place.
I recommend Michael without reservation. He has the intelligence, work ethic, technical skills, and genuine passion for research that characterize successful graduate students. I believe he will make significant contributions to your program and to the field of molecular biology.
I welcome the opportunity to provide additional information. Please contact me at robert.williams@stateuniv.edu or (555) 234-5678.
Sincerely,
Dr. Robert Williams
Professor of Biology
State University
Example 3: Letter for a Leadership Position (Internal Promotion)
Amanda Foster
Vice President of Operations
Global Manufacturing Inc.
amanda.foster@globalmfg.com
(555) 345-6789
January 15, 2025
David Chen
Chief Operating Officer
Global Manufacturing Inc.
789 Industrial Parkway
Detroit, MI 48201
Dear David,
I am writing to strongly recommend Marcus Johnson for the Director of Supply Chain Operations position. Marcus has reported to me for the past four years as Supply Chain Manager, and I have watched him consistently exceed expectations while developing into a leader ready for this next level of responsibility.
Marcus's most significant achievement was redesigning our supplier evaluation and selection process. Our previous system relied heavily on price, which led to quality and reliability problems. Marcus developed a comprehensive scoring system that balanced cost, quality, delivery reliability, and financial stability. Implementation of this system reduced our supplier-related production delays by 43% and saved us approximately $2.3 million annually in reduced waste and expedited shipping costs.
What distinguishes Marcus as a leader is his ability to drive change while maintaining team morale. When we needed to consolidate our warehouse operations, a decision that affected 23 employees, Marcus communicated transparently throughout the process, worked with HR to find positions for affected staff, and ensured that productivity didn't suffer during the transition. The consolidation was completed two weeks ahead of schedule and under budget.
Marcus has also demonstrated strategic thinking beyond his current role. He identified the risk of over-reliance on a single supplier for a critical component and initiated development of relationships with two alternative suppliers. Six months later, when our primary supplier faced a major production issue, we were able to shift orders to alternatives with minimal disruption - something that would have shut down our production line for weeks if we hadn't prepared.
He is also someone who develops talent. Three people who reported to Marcus have been promoted during his tenure, including one who now leads our international logistics team. He creates development plans for his direct reports, provides regular coaching, and gives them opportunities to lead projects.
Marcus is ready for this director-level role. He has proven he can manage operations, lead change initiatives, think strategically, and develop people. I recommend him enthusiastically and am confident he will excel in this position.
If you would like to discuss Marcus's qualifications further, please contact me at amanda.foster@globalmfg.com or (555) 345-6789.
Sincerely,
Amanda Foster
Vice President of Operations
Global Manufacturing Inc.
Example 4: Short Letter (When You Don’t Know Them Well)
Sometimes you need to write a letter for someone you don’t know very well – maybe a student who took one class with you or someone you managed briefly. In these cases, be honest about the limits of your knowledge while still being helpful:
Dr. Lisa Chen
Associate Professor of Economics
City College
lisa.chen@citycollege.edu
(555) 456-7890
January 15, 2025
To Whom It May Concern,
I am writing to recommend Emily Rodriguez, who was a student in my Macroeconomics course in Fall 2024. While I did not work with Emily outside of class, I can speak to her performance as a student and the qualities she demonstrated in an academic setting.
Emily earned an A- in my course, placing her in the top 15% of a class of 65 students. More notably, her final paper on monetary policy during economic recessions was one of the strongest I received. It demonstrated clear analytical thinking, thorough research, and the ability to synthesize complex material into coherent arguments.
Emily was also an engaged participant in class discussions. She regularly asked thoughtful questions and contributed insights that advanced the conversation. I particularly remember her challenging a commonly accepted interpretation of Federal Reserve policy during our unit on inflation - her alternative perspective, backed by specific data, sparked a productive class debate.
Based on my limited but positive interactions with Emily, I believe she would be a capable and motivated student in your program. She demonstrated the intellectual capability and work ethic that graduate-level work requires.
If you have specific questions about Emily's academic performance in my course, please contact me at lisa.chen@citycollege.edu.
Sincerely,
Dr. Lisa Chen
Associate Professor of Economics
City College
Common Mistakes to Avoid
Being Too Generic “John is hardworking, intelligent, and a team player” could describe anyone. Without specific examples, your letter adds nothing to the application.
Damning with Faint Praise Phrases like “adequate,” “satisfactory,” or “meets expectations” signal problems to experienced readers. If you can’t be enthusiastic, decline to write the letter.
Including Irrelevant Information Focus on qualities relevant to what they’re applying for. Their excellent karaoke skills don’t belong in a letter for a data science position (unless you’re making a specific point about presentation skills).
Being Too Long Letters over two pages don’t get read thoroughly. Be concise and focus on the most important points.
Making Unsupported Claims Don’t say someone is “one of the best employees I’ve worked with” if you’ve only supervised three people in your career. Make claims you can actually support.
Including Protected Information Don’t mention age, race, religion, marital status, health conditions, or other protected characteristics unless absolutely relevant and the person asked you to.
Forgetting to Proofread Typos and grammatical errors undermine your credibility and reflect poorly on the candidate. Read your letter carefully before sending.
What If You Have Concerns?
If someone asks for a letter but you have reservations about their work or character, you have three options:
Option 1: Decline Politely This is usually the best choice. A lukewarm letter hurts more than helps.
Option 2: Discuss Your Concerns First “I want to be honest with you. I can write about your technical skills, but I’d have difficulty addressing teamwork based on the challenges we had on the Anderson project. Would someone else be better positioned to speak to that?”
Option 3: Write a Carefully Worded Letter If you must write despite concerns, be honest but fair. Focus on genuine strengths while being carefully neutral about weaknesses:
“Sarah has strong technical skills in data analysis. While she prefers to work independently, she produced high-quality work on individual projects.”
This approach signals concerns without being unfair. Experienced readers understand that what you don’t say is often as important as what you do say.
Tips for Specific Situations
For Recent Graduates with Limited Experience: Focus on academic achievements, class projects, internships, extracurricular leadership, and transferable skills. Frame potential as important as proven experience.
For Career Changers: Emphasize transferable skills and relevant experiences even if they’re from different contexts. Connect their background to the new field they’re entering.
For Someone Returning After a Career Gap: Don’t mention or explain the gap. Focus on their qualifications and what they accomplished before and (if applicable) since returning.
For Someone You Supervised Who Was Fine But Not Outstanding: Be honest about their level: “Sarah was a reliable team member who consistently met expectations” is fine if it’s true. Not everyone needs to be “the best employee I’ve ever had.”
After You Write the Letter
Proofread Carefully Check for typos, grammatical errors, correct names and titles, and accurate dates. Have someone else read it if possible.
Follow Submission Instructions Exactly If they want it on letterhead, use letterhead. If they want a PDF, send a PDF. If they want it uploaded to a portal, do that. Missing these details creates unnecessary problems.
Keep a Copy Save a copy for your records in case you’re contacted with questions or need to write another letter for the same person later.
Respect Deadlines Submit the letter at least a few days before it’s due. Last-minute submissions create stress for everyone.
Let Them Know It’s Done Send the person a brief note confirming you submitted the letter. They’re probably anxious about it.
The Bottom Line
A good letter of recommendation requires effort. You need to think about specific examples, explain why they matter, and connect the person’s qualities to what they’re applying for. Generic letters of praise don’t help anyone.
If you can’t write a strong, specific letter with enthusiasm, it’s better to decline. But if you can, a well-written letter of recommendation can be the difference between someone getting an opportunity and being passed over.
The formula is simple: be specific, provide examples, quantify when possible, and explain why it matters. Do that, and you’ll write a letter that actually helps the person you’re recommending.