How to write a letter of recommendation: Templates and examples

You’ve been asked to write a recommendation letter for an employee or student. At first you felt honored, but as you sit down to a blank page, that feeling morphs into stress. What does a letter of recommendation include? What should you say about the person? How specific do you have to get?

Writing a letter of recommendation seems like a daunting task. But with the right guidance and templates, it can be a stress-free activity that provides lasting value to your peer or student.

Letters of recommendation are required for a variety of professional and academic situations, like applying for jobs or submitting college applications. No matter your scenario, you can use the below guide to learn how to write a letter of recommendation that delivers. We provide you with downloadable templates, situational playbooks, and step-by-step instructions that are clear and easy to follow.

How to write a letter of recommendation: A strong and a weak example

Before getting started, it helps to have an idea of what a good letter of recommendation looks like — as well as a weak one. Here are two letter of recommendation examples for a hiring scenario.

If you were a hiring manager reviewing reference letters from candidates, which would be more convincing to you?

In the strong example, the person providing the reference

• Shows why they’re the right person to recommend the candidate based on their direct working relationship
• Offers clear examples where the candidate has succeeded in their work
• Backs up their claims about the candidate with recent anecdotes
• Offers to further connect to discuss the candidate

In the weak recommendation letter, the person providing the reference

• Doesn’t clarify their relationship to the candidate
• Discusses skills in generalities but doesn’t provide examples of the candidate’s work
• Focuses too much on character traits and too little on professional skills
• Doesn’t offer a way to contact them to further discuss the candidate

If you were a hiring manager reading these two reference letters, you likely wouldn’t be overly impressed with the candidate if you only read the weak letter of recommendation. While it still enthusiastically promotes Jane, it doesn’t really show why she’s right for the position. The strong letter provides concrete examples that relate to the new job the candidate is seeking, making a much stronger case for hiring.

What every great recommendation letter has in common

Writing a reference letter is part art, part science. You’ve not only got to know what to say, but how to say it in a way that engages the reader.

Every good recommendation letter includes the following:

• A credibility statement: It must say why you are the right person to write the reference letter. Outline who you are and what your relationship is with the candidate in the first paragraph. If you don’t have direct experience interacting with the candidate, you may not be the right person for the recommendation letter.
• Concrete examples: Outline the clear match between the candidate’s traits and the opportunity you’re recommending them for. What skills do they have that make them right for the position? Provide examples of those skills in action.
• Clear alignment between the subject’s skills and the role: Instead of saying the candidate is hardworking, for example, share a time when they went above and beyond. Offering specific anecdotes and proof points is more effective than general statements about their character.
• An honest, confident tone: There’s no need to fudge the truth. Take an honest approach and provide real, relevant examples from the candidate’s experience that you have witnessed yourself. If you’re not able to provide an authentic and positive reference, it’s best to let the candidate know and decline writing the letter of recommendation.
• Professional language: While it can be easy to gush about a candidate you particularly like, it’s more helpful to remain professional and grounded. Keep exclamation marks to a minimum and show your enthusiasm through examples instead.
• Short length: Recommendation letters are typically only a few short paragraphs in length. You don’t need to write several pages (unless that’s a requirement of a specific institution).
• Contact details: Include your contact information, such as your direct phone or email, so that the receiver of the letter can get in touch if they have any further questions about the candidate.
• Adherence to guidelines: Some institutions that require recommendation letters have specific instructions they would like you to follow. For instance, they may have a deadline for receiving the letter or require three specific examples of the candidate’s work. Be sure to read and follow the rules.

How to write a recommendation letter: Templates for different needs

Different scenarios require different types of letters. In the example above, we shared a letter of recommendation from a manager about an employee in their department. While this is a common scenario, it’s not the only one.

Here’s how to tailor your letter for different situations — whether you’re recommending a coworker, scholarship applicant, or student.

For a coworker or peer

A coworker recommendation provides a different perspective than a manager reference. As a coworker, you’re in a better position to speak to the candidate’s day-to-day challenges and successes in addition to their personality traits, like sense of humor or interests.

This coworker letter of recommendation template establishes a professional tone and discusses the candidate’s skills like collaborative ability and reliability.

For a scholarship

A scholarship recommendation letter is used to determine — along with other criteria such as report cards — whether a candidate should be given a scholarship for an academic program. In this type of reference, it’s important to highlight the student’s academic potential and learning skills.

Here’s a letter of recommendation template that emphasizes the candidate’s discipline and motivation, and notes their proficiency in academic subjects.

For a student

A recommendation letter for a student is used to determine whether to admit someone into specific institutions, programs, or courses. It should outline the student’s academic strengths and interests as well as their personality traits.

This letter of recommendation template touts the candidate’s academic performance in addition to their curiosity, leadership, and desire to grow. It can be used in different contexts, such as from a teacher, advisor, or mentor.

Common traps and mistakes to avoid

Templates are especially useful because they help you avoid some of the common mistakes that first-time letter writers tend to make, such as

• Being too vague: Instead of saying the candidate is a “great person,” use relevant adjectives such as “helpful” or “caring.”
• Using passive or uncertain language: Don’t say, “I think the candidate will do the job well.” Instead, say, “The candidate will excel in this role because…”
• Overusing cliches or superlatives: Avoid saying things like “The candidate always goes above and beyond” or “The candidate always thinks outside the box.” Instead, give specific examples of how they do these things.
• Not providing examples: If you can’t personally provide any examples of how the candidate excels in their work, ask your peers for suggestions.
• Ignoring instructions: Failing to meet the requirements outlined by an institution could cause your letter to be disregarded, which would negatively impact the candidate.
• Being too verbose: Losing your reader’s attention won’t do the candidate any favors. Try to keep your letter to under a page in length — 1.5 pages at most.

Jotform letter of recommendation templates: You don’t have to start from scratch

If you’re uncertain about how to approach writing a letter of recommendation, we’ve got you covered. With real examples, expert tips, and Jotform’s library of letter of recommendation templates, you’ve already got a head start.

In our template library, you’ll find more than 20 easy-to-use templates that you can customize based on the candidate. Simply fill out the open fields and finalize the document, providing your candidate with a professional letter of recommendation. You can also add an electronic signature to officially sign the letter before sending it.

Our library contains letters of recommendation for many different scenarios, such as:

• Professional letter of recommendation
• Letter of recommendation for graduate school
• Letter of recommendation for a teacher colleague
• Previous employment verification
• Community service letter of recommendation

Get started writing a professional, highly polished recommendation letter today. Give Jotform’s free templates a try.

AS ALWAYS, CONSULT AN ATTORNEY BEFORE RELYING ON ANY FORM CONTRACT OR  CONTRACT TEMPLATE. THE CONTENT ABOVE IS FOR INFORMATIONAL PURPOSES ONLY.