recommendation letter research position

Research Associate Recommendation Letter: 4 Templates

Letter Template: 1

Table of Contents

Research Associate Recommendation Letter

[Your Name]

[Job Title]

[Organization Name]

[Address, Zip Code]

[Addressee’s Name]

[Institution Name]

Sub- Recommendation for research associate.

Dear [Addressee’s Name],

It is my pleasure to recommend [Name Of The Person] as a research associate for [Name Of The Research Work] in [Institution Name]. I can surely tell you that [He/She] will be a great associate in your research work.

I am fully aware of [His/her] extensive professional skills as I have worked with [Him/her] before. [He/She] always keeps [Himself/Herself] updated with profound knowledge about the research work and thus, making [Himself/Herself] a great research associate.

[He/She] is patient and attentive in [His/her] work. [He/She] always embraces hard work to make the research work fruitful. [He/She] works effectively and keeps everything well-organized and labeled. [He/She] is quick to help and has an optimistic and energetic attitude.

I can assure you that [He/She] will help your research work if you give [Him/her] the chance to be your research associate. So please consider my recommendation.

Contact me for further queries.

Sincerely,

[Your Name].

Download Template : ( pdf, docs, ODT, RTF, txt, HTML, Epub, Etc )

Letter Template: 2

[Your Name] [Your Position] [Your Institution/Organization] [Address] [City, State, ZIP Code] [Email Address] [Phone Number] [Date]

[Recipient’s Name] [Recipient’s Position] [Recipient’s Institution/Organization] [Address] [City, State, ZIP Code]

Dear [Recipient’s Name],

I am writing to highly recommend [Applicant’s Full Name] for the position of Research Associate at your esteemed institution/organization. I have had the privilege of working closely with [Applicant’s Name] during their time as a research assistant in my laboratory, and I can confidently attest to their exceptional skills, dedication, and passion for scientific research.

[Applicant’s Name] has been an invaluable asset to our research team. Their strong analytical abilities, attention to detail, and critical thinking skills have consistently impressed me. They have actively contributed to multiple research projects, demonstrating exceptional competence in experimental design, data analysis, and interpretation.

What sets [Applicant’s Name] apart is their unwavering commitment to excellence and their ability to collaborate effectively with colleagues. They possess excellent communication skills, both written and verbal, and consistently present their findings with clarity and precision. Their ability to work independently and as part of a team has been instrumental in the success of our research endeavors.

Furthermore, [Applicant’s Name] is highly organized, meticulous, and exhibits a strong work ethic. They have consistently met project deadlines and have shown exceptional adaptability in handling unforeseen challenges. Their willingness to learn new techniques and embrace emerging technologies showcases their enthusiasm for staying at the forefront of scientific advancements.

I have been particularly impressed by [Applicant’s Name]’s ability to think critically and propose innovative solutions to complex research questions. Their intellectual curiosity and dedication to advancing scientific knowledge make them an ideal candidate for a research position.

In conclusion, I wholeheartedly recommend [Applicant’s Full Name] for the position of Research Associate. Their remarkable skills, exceptional work ethic, and passion for research will undoubtedly contribute to the success of your institution/organization. Please do not hesitate to contact me if you require any further information regarding [Applicant’s Name]’s qualifications and achievements.

Thank you for considering [Applicant’s Full Name] for this position. I am confident that they will thrive as a valuable member of your research team.

[Your Name] [Your Position] [Your Institution/Organization]

Letter Template: 3

I am delighted to write this letter of recommendation on behalf of [Applicant’s Full Name] for the position of Research Associate at your institution/organization. Having had the pleasure of working closely with [Applicant’s Name] as their supervisor during their time as a research assistant in my lab, I am confident in their abilities and believe they would be an exceptional addition to your team.

[Applicant’s Name] has consistently impressed me with their dedication, passion, and outstanding research skills. They possess a deep understanding of the scientific process and have actively contributed to several research projects in our lab. Their ability to design experiments, collect and analyze data, and draw meaningful conclusions is truly commendable.

What truly stands out about [Applicant’s Name] is their eagerness to learn and grow as a researcher. They are always up-to-date with the latest developments in their field and proactively seek opportunities to enhance their knowledge and skills. Their intellectual curiosity and innovative thinking have resulted in valuable insights and contributions to our research.

Moreover, [Applicant’s Name] is a reliable and responsible team member. They demonstrate excellent communication skills, effectively collaborating with fellow researchers and presenting their findings with clarity and confidence. Their positive attitude, strong work ethic, and ability to handle pressure make them an asset to any research team.

Beyond their technical abilities, [Applicant’s Name] exhibits exceptional professionalism and interpersonal skills. They are respectful, empathetic, and supportive of their colleagues, fostering a collaborative and harmonious work environment. Their commitment to integrity and ethical research practices is evident in all aspects of their work.

I have no doubt that [Applicant’s Name] will thrive as a Research Associate at your institution/organization. They have the necessary skills, knowledge, and passion for research that will enable them to make significant contributions to your team and advance your research goals.

I highly recommend [Applicant’s Full Name] for the position of Research Associate. Should you require any additional information or have any further questions, please do not hesitate to contact me. Thank you for considering [Applicant’s Name] for this opportunity, and I am confident that they will exceed your expectations.

Writing an Effective & Supportive Recommendation Letter

Sarvenaz sarabipour.

1 Institute for Computational Medicine and Department of Biomedical Engineering, Johns Hopkins University, Baltimore, Maryland, United States

Sarah J. Hainer

2 Department of Biological Sciences, University of Pittsburgh, Pittsburgh, Pennsylvania, United States

Emily Furlong

3 Sir William Dunn School of Pathology, University of Oxford, Oxford, United Kingdom

Nafisa M. Jadavji

4 Department of Biomedical Sciences, Midwestern University, Glendale, United States

5 Department of Neuroscience, Carleton University, Ottawa, Canada

Charlotte M. de Winde

6 MRC Laboratory for Molecular Cell Biology, University College London, London, United Kingdom

7 Department of Molecular Cell Biology & Immunology, Amsterdam UMC Locatie VUmc, Amsterdam, The Netherlands

Natalia Bielczyk

8 Welcome Solutions, Nijmegen, the Netherlands

9 Stichting Solaris Onderzoek en Ontwikkeling, Nijmegen, the Netherlands

Aparna P. Shah

10 The Solomon H. Snyder Department of Neuroscience, Johns Hopkins University, Baltimore, Maryland, United States

Author Contributions

Writing recommendation letters on behalf of students and other early-career researchers is an important mentoring task within academia. An effective recommendation letter describes key candidate qualities such as academic achievements, extracurricular activities, outstanding personality traits, participation in and dedication to a particular discipline, and the mentor’s confidence in the candidate’s abilities. In this Words of Advice, we provide guidance to researchers on composing constructive and supportive recommendation letters, including tips for structuring and providing specific and effective examples, while maintaining a balance in language and avoiding potential biases.

Introduction

A letter of recommendation or a reference letter is a statement of support for a student or an early-career researcher (ECR; a non-tenured scientist who may be a research trainee, postdoctoral fellow, laboratory technician, or junior faculty colleague) who is a candidate for future employment, promotion, education, or funding opportunities. Letters of recommendation are commonly requested at different stages of an academic research career and sometimes for transitioning to a non-academic career. Candidates need to request letters early on and prepare relevant information for the individual who is approached for recommendation [ 1 , 2 ]. Writing recommendation letters in support of ECRs for career development opportunities is an important task undertaken frequently by academics. ECRs can also serve as mentors during their training period and may be asked to write letters for their mentees. This offers the ECRs an excellent opportunity to gain experience in drafting these important documents, but may present a particular challenge for individuals with little experience. In general, a letter of recommendation should present a well-documented evaluation and provide sufficient evidence and information about an individual to assist a person or a selection committee in making their decision on an application [ 1 ]. Specifically, the letter should address the purpose for which it is written (which is generally to provide support of the candidate’s application and recommendation for the opportunity) and describe key candidate qualities, the significance of the work performed, the candidate’s other accomplishments and the mentor’s confidence in the candidate’s abilities. It should be written in clear and unbiased language. While a poorly written letter may not result in loss of the opportunity for the candidate, a well-written one can help an application stand out from the others, thus well-enhancing the candidate’s chances for the opportunity.

Letter readers at review, funding, admissions, hiring and promotion committees need to examine the letter objectively with a keenness for information on the quality of the candidate’s work and perspective on their scientific character [ 6 ]. However well-intentioned, letters can fall short of providing a positive, effective, and supportive document [ 1 , 3 – 5 ]. To prevent this, it is important to make every letter personal; thus, writing letters requires time and careful consideration. This article draws from our collective experiences as ECRs and the literature to highlight best practices and key elements for those asked to provide recommendation letters for their colleagues, students, or researchers who have studied or trained in their classroom or research laboratory. We hope that these guidelines will be helpful for letter writers to provide an overall picture of the candidate’s capabilities, potential and professional promise.

Decide on whether to write the letter

Before you start, it is important to evaluate your relationship with the candidate and ability to assess their skills and abilities honestly. Consider how well and in what context you know the person, as well as whether you can be supportive of their application [ 7 ]. Examine the description of the opportunity for which the letter is being requested ( Figure 1 ). Often you will receive a request by a student or a researcher whom you know very well and have interacted with in different settings – in and out of the classroom, your laboratory or that of a colleague, or within your department – and whose performance you find to be consistently satisfactory or excellent. Sometimes a mentee may request a recommendation letter when still employed or working with you, their research advisor. This can come as an unpleasant surprise if you are unaware that the trainee was seeking other opportunities (for instance, if they haven’t been employed with you for long, or have just embarked on a new project). While the mentee should be transparent about their goals and searching for opportunities, you should as a mentor offer to provide the letter for your mentee (see Table 1 ).

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First, it is important to establish whether you are equipped to write a strong letter of support. If not, it is best to have a candid conversation with the applicant and discuss alternative options or opportunities. If you are in a position to write a strong letter of support, first acquire information regarding the application and the candidate, draft a letter in advance (see Box 1 ) and submit the letter on time. When drafting the letter, incorporate specific examples, avoid biases, and discuss the letter with the candidate (see Tables 1 – 2 for specific examples). After submission, store a digital copy for potential future use for the same candidate.

Key do’s and don’ts when being asked to write a letter of recommendation

Other requests may be made by a candidate who has made no impression on you, or only a negative one. In this case, consider the candidate’s potential and future goals, and be fair in your evaluation. Sending a negative letter or a generic positive letter for individuals you barely know is not helpful to the selection committee and can backfire for the candidate. It can also, in some instances, backfire for you if a colleague accepts a candidate based on your generic positive letter when you did not necessarily fully support that individual. For instance, letter writers sometimes stretch the truth to make a candidate sound better than they really are, thinking it is helpful. If you do not know the applicant well enough or feel that you cannot be supportive, you are not in a strong position to write the recommendation letter and should decline the request, being open about why you are declining to write the letter. Also, be selective about writing on behalf of colleagues who may be in one’s field but whose work is not well known to you. If you have to read the candidate’s curriculum vitae to find out who they are and what they have done, then you may not be qualified to write the letter [ 8 ].

When declining a request to provide a letter of support, it is important to explain your reasoning to the candidate and suggest how they might improve their prospects for the future [ 8 ]. If the candidate is having a similar problem with other mentors, try to help them identify a more appropriate referee or to explore whether they are making an appropriate application in the first place. Suggest constructive steps to improve relationships with mentors to identify individuals to provide letters in the future. Most importantly, do not let the candidate assume that all opportunities for obtaining supportive letters of recommendation have been permanently lost. Emphasize the candidate’s strengths by asking them to share a favourite paper, assignment, project, or other positive experience that may have taken place outside of your class or lab, to help you identify their strengths. Finally, discuss with the candidate their career goals to help them realize what they need to focus on to become more competitive or steer them in a different career direction. This conversation can mark an important step and become a great interaction and mentoring opportunity for ECRs.

Examine the application requirements

Once you decide to write a recommendation letter, it is important to know what type and level of opportunity the candidate is applying for, as this will determine what should be discussed in the letter ( Figure 1 ). You should carefully read the opportunity posting description and/or ask the candidate to summarize the main requirements and let you know the specific points that they find important to highlight. Pay close attention to the language of the position announcement to fully address the requested information and tailor the letter to the specific needs of the institution, employer, or funding organisation. In some instances, a waiver form or an option indicating whether or not the candidate waives their right to see the recommendation document is provided. If the candidate queries a waiver decision, note that often referees are not allowed to send a letter that is not confidential and that there may be important benefits to maintaining the confidentiality of letters (see Table 1 ). Specifically, selection committees may view confidential letters as having greater credibility and, value and some letter writers may feel less reserved in their praise of candidates in confidential letters.

Acquire candidate information and discuss letter content

To acquire appropriate information about the candidate, one or more of the following documents may be valuable: a resume or curriculum vitae (CV), a publication or a manuscript, an assignment or exam written for your course, a copy of the application essay or personal statement, a transcript of academic records, a summary of current work, and specific recommendation forms or questionnaires (if provided) [ 9 ]. Alternatively, you may ask the candidate to complete a questionnaire asking for necessary information and supporting documents [ 10 ]. Examine the candidate’s CV and provide important context to the achievements listed therein. Tailor the letter for the opportunity using these documents as a guide, but do not repeat their contents as the candidate likely submits them separately. Even the most articulate of candidates may find it difficult to describe their qualities in writing [ 11 ]. Furthermore, a request may be made by a person who has made a good impression, but for whom you lack significant information to be able to write a strong letter. Thus, even if you know a candidate well, schedule a brief in-person, phone, or virtual meeting with them to 1) fill in gaps in your knowledge about them, 2) understand why they are applying for this particular opportunity, 3) help bring their past accomplishments into sharper focus, and 4) discuss their short- and long-term goals and how their current studies or research activities relate to the opportunity they are applying for and to these goals. Other key information to gather from the applicant includes the date on which the recommendation letter is due, as well as details on how to submit it.

For most applications (for both academic and non-academic opportunities), a letter of recommendation will need to cover both scholarly capabilities and achievements as well as a broader range of personal qualities and experiences beyond the classroom or the laboratory. This includes extracurricular experiences and traits such as creativity, tenacity, and collegiality. If necessary, discuss with the candidate what they would like to see additionally highlighted. As another example of matching a letter with its purpose, a letter for a fellowship application for a specific project should discuss the validity and feasibility of the project, as well as the candidate’s qualifications for fulfilling the project.

Draft the letter early and maintain a copy

Another factor that greatly facilitates letter writing is drafting one as soon as possible after you have taught or trained the candidate, while your impressions are still clear. You might consider encouraging the candidate to make their requests early [ 11 ]. These letters can be placed in the candidate’s portfolio and maintained in your own files for future reference. If you are writing a letter in response to a request, start drafting it well in advance and anticipate multiple rounds of revision before submission. Once you have been asked by a candidate to write a letter, that candidate may return frequently, over a number of years, for additional letters. Therefore, maintain a digital copy of the letter for your records and for potential future applications for the same candidate.

Structure your letter

In the opening, you should introduce yourself and the candidate, state your qualifications and explain how you became acquainted with the candidate, as well as the purpose of the letter, and a summary of your recommendation ( Table 2 ). To explain your relationship with the candidate you should fully describe the capacity in which you know them: the type of experience, the period during which you worked with the candidate, and any special assignments or responsibilities that the candidate performed under your guidance. For instance, the letter may start with: “This candidate completed their postdoctoral training under my supervision. I am pleased to be able to provide my strongest support in recommending them for this opportunity.” You may also consider ranking the candidate among similar level candidates within the opening section to give an immediate impression of your thoughts. Depending on the position, ranking the candidate may also be desired by selection committees, and may be requested within the letter. For instance, the recommendation form or instructions may ask you to rank the candidate in the top 1%, 5%, 10%, etc., of applicants. You could write "the student is in the top 5% of undergraduate students I have trained" Or “There are currently x graduate students in our department and I rank this candidate at the top 1%. Their experimental/computational skills are the best I have ever had in my own laboratory.”. Do not forget to include with whom or what group you are comparing the individual. If you have not yet trained many individuals in your own laboratory, include those that you trained previously as a researcher as reference. Having concentrated on the candidate’s individual or unique strengths, you might find it difficult to provide a ranking. This is less of an issue if a candidate is unambiguously among the top 10% that you have mentored but not all who come to you for a letter will fall within that small group. If you wish to offer a comparative perspective, you might more readily be able to do so in more specific areas such as whether the candidate is one of the most articulate, original, clear-thinking, motivated, or intellectually curious.

Key do’s and don’ts when writing a letter of recommendation

The body of the recommendation letter should provide specific information about the candidate and address any questions or requirements posed in the selection criteria (see sections above). Some applications may ask for comments on a candidate’s scholarly performance. Refer the reader to the candidate’s CV and/or transcript if necessary but don’t report grades, unless to make an exceptional point (such as they were the only student to earn a top grade in your class). The body of the recommendation letter will contain the majority of the information including specific examples, relevant candidate qualities, and your experiences with the candidate, and therefore the majority of this manuscript focuses on what to include in this section.

The closing paragraph of the letter should briefly 1) summarize your opinions about the candidate, 2) clearly state your recommendation and strong support of the candidate for the opportunity that they are seeking, and 3) offer the recipient of the letter the option to contact you if they need any further information. Make sure to provide your email address and phone number in case the recipient has additional questions. The overall tone of the letter can represent your confidence in the applicant. If opportunity criteria are detailed and the candidate meets these criteria completely, include this information. Do not focus on what you may perceive as a candidate’s negative qualities as such tone may do more harm than intended ( Table 2 ). Finally, be aware of the Forer’s effect, a cognitive error, in which a very general description, that fits almost everyone, is used to describe a person [ 20 ]. Such generalizations can be harmful, as they provide the candidate the impression that they received a valuable, positive letter, but for the committee, who receive hundreds of similar letters, this is non-informative and unhelpful to the application.

Describe relevant candidate qualities with specific examples and without overhyping

In discussing a candidate’s qualities and character, proceed in ways similar to those used for intellectual evaluation ( Box 1 ). Information to specifically highlight may include personal characteristics, such as integrity, resilience, poise, confidence, dependability, patience, creativity, enthusiasm, teaching capabilities, problem-solving abilities, ability to manage trainees and to work with colleagues, curriculum development skills, collaboration skills, experience in grant writing, ability to organize events and demonstrate abilities in project management, and ability to troubleshoot (see section “ Use ethical principles, positive and inclusive language within the letter ” below for tips on using inclusive terminology). The candidate may also have a specific area of knowledge, strengths and experiences worth highlighting such as strong communication skills, expertise in a particular scientific subfield, an undergraduate degree with a double major, relevant work or research experience, coaching, and/or other extracurricular activities. Consider whether the candidate has taught others in the lab, or shown particular motivation and commitment in their work. When writing letters for mentees who are applying for (non-)academic jobs or admission to academic institutions, do not merely emphasize their strengths, achievements and potential, but also try to 1) convey a sense of what makes them a potential fit for that position or funding opportunity, and 2) fill in the gaps. Gaps may include an insufficient description of the candidate’s strengths or research given restrictions on document length. Importantly, to identify these gaps, one must have carefully reviewed both the opportunity posting as well as the application materials (see Box 1 , Table 2 ).

Recommendations for Letter Writers

Consider characteristics that excite & motivate this candidate.
Include qualities that you remember most about the candidate.
Detail their unusual competence, talent, mentorship, teaching or leadership abilities.
Explain the candidate’s disappointments or failures & the way they reacted & overcame.
Discuss if they demonstrated a willingness to take intellectual risks beyond the normal research & classroom experience.
Ensure that you have knowledge of the institution that the candidate is applying for.
Consider what makes you believe this particular opportunity is a good match for this candidate.
Consider how they might fit into the institution’s community & grow from their experience.
Describe their personality & social skills.
Discuss how the candidate interacts with teachers & peers.
Use ethical principles, positive & inclusive language within the letter.
Do not list facts & details, every paper, or discovery of the candidate’s career.
Only mention unusual family or community circumstances after consulting the candidate.
A thoughtful letter from a respective colleague with a sense of perspective can be quite valuable.
Each letter takes time & effort, take it seriously.

When writing letters to nominate colleagues for promotion or awards, place stronger emphasis on their achievements and contributions to a field, or on their track record of teaching, mentorship and service, to aid the judging panel. In addition to describing the candidate as they are right now, you can discuss the development the person has undergone (for specific examples see Table 2 ).

A letter of recommendation can also explain weaknesses or ambiguities in the candidate’s record. If appropriate – and only after consulting the candidate - you may wish to mention a family illness, financial hardship, or other factors that may have resulted in a setback or specific portion of the candidate’s application perceived weakness (such as in the candidate’s transcript). For example, sometimes there are acceptable circumstances for a gap in a candidate’s publication record—perhaps a medical condition or a family situation kept them out of the lab for a period of time. Importantly, being upfront about why there is a perceived gap or blemish in the application package can strengthen the application. Put a positive spin on the perceived negatives using terms such as “has taken steps to address gaps in knowledge”, “has worked hard to,” and “made great progress in” (see Table 2 ).

Describe a candidate’s intellectual capabilities in terms that reflect their distinctive or individual strengths and be prepared to support your judgment with field-specific content [ 12 ] and concrete examples. These can significantly strengthen a letter and will demonstrate a strong relationship between you and the candidate. Describe what the candidate’s strengths are, moments they have overcome adversity, what is important to them. For example: “candidate x is exceptionally intelligent. They proved to be a very quick study, learning the elements of research design and technique y in record time. Furthermore, their questions are always thoughtful and penetrating.”. Mention the candidate’s diligence, work ethic, and curiosity and do not merely state that “the applicant is strong” without specific examples. Describing improvements to candidate skills over time can help highlight their work ethic, resolve, and achievements over time. However, do not belabor a potential lower starting point.

Provide specific examples for when leadership was demonstrated, but do not include leadership qualities if they have not been demonstrated. For example, describe the candidate’s qualities such as independence, critical thinking, creativity, resilience, ability to design and interpret experiments; ability to identify the next steps and generate interesting questions or ideas, and what you were especially impressed by. Do not generically list the applicant as independent with no support or if this statement would be untrue.

Do not qualify candidate qualities based on a stereotype for specific identities. Quantify the candidate’s abilities, especially with respect to other scientists who have achieved success in the field and who the letter reader might know. Many letter writers rank applicants according to their own measure of what makes a good researcher, graduate trainee, or technician according to a combination of research strengths, leadership skills, writing ability, oral communication, teaching ability, and collegiality. Describe what the role of the candidate was in their project and eventual publication and do not assume letter readers will identify this information on their own (see Table 2 ). Including a description about roles and responsibilities can help to quantify a candidate’s contribution to the listed work. For example, “The candidate is the first author of the paper, designed, and led the project.”. Even the best mentor can overlook important points, especially since mentors typically have multiple mentees under their supervision. Thus, it can help to ask the candidate what they consider their strengths or traits, and accomplishments of which they are proud.

If you lack sufficient information to answer certain questions about the candidate, it is best to maintain the integrity and credibility of your letter - as the recommending person, you are potentially writing to a colleague and/or someone who will be impacted by your letter; therefore, honesty is key above all. Avoid the misconception that the more superlatives you use, the stronger the letter. Heavy use of generic phrases or clichés is unhelpful. Your letter can only be effective if it contains substantive information about the specific candidate and their qualifications for the opportunity. A recommendation that paints an unrealistic picture of a candidate may be discounted. All information in a letter of recommendation should be, to the best of your knowledge, accurate. Therefore, present the person truthfully but positively. Write strongly and specifically about someone who is truly excellent (explicitly describe how and why they are special). Write a balanced letter without overhyping the candidate as it will not help them.

Be careful about what you leave out of the letter

Beware of what you leave out of the recommendation letter. For most opportunities, there are expectations of what should be included in a letter, and therefore what is not said can be just as important as what is said. Importantly, do not assume all the same information is necessary for every opportunity. In general, you should include the information stated above, covering how you know the candidate, their strengths, specific examples to support your statements, and how the candidate fits well for the opportunity. For example, if you don’t mention a candidate’s leadership skills or their ability to work well with others, the letter reader may wonder why, if the opportunity requires these skills. Always remember that opportunities are sought by many individuals, so evaluators may look for any reason to disregard an application, such as a letter not following instructions or discussing the appropriate material. Also promote the candidate by discussing all of their scholarly and non-scholarly efforts, including non-peer reviewed research outputs such as preprints, academic and non-academic service, and advocacy work which are among their broader impact and all indicative of valuable leadership qualities for both academic and non-academic environments ( Table 2 ).

Provide an even-handed judgment of scholarly impact, be fair and describe accomplishments fairly by writing a balanced letter about the candidate’s attributes that is thoughtful and personal (see Table 2 ). Submitting a generic, hastily written recommendation letter is not helpful and can backfire for both the candidate and the letter writer as you will often leave out important information for the specific opportunity; thus, allow for sufficient time and effort on each candidate/application.

Making the letter memorable by adding content that the reader will remember, such as an unusual anecdote, or use of a unique term to describe the candidate. This will help the application stand out from all the others. Tailor the letter to the candidate, including as much unique, relevant information as possible and avoid including personal information unless the candidate gives consent. Provide meaningful examples of achievements and provide stories or anecdotes that illustrate the candidate’s strengths. Say what the candidate specifically did to give you that impression ( Box 1 ). Don’t merely praise the candidate using generalities such as “candidate x is a quick learner”.

Use ethical principles, positive and inclusive language within the letter

Gender affects scientific careers. Avoid providing information that is irrelevant to the opportunity, such as ethnicity, age, hobbies, or marital status. Write about professional attributes that pertain to the application. However, there are qualities that might be important to the job or funding opportunity. For instance, personal information may illustrate the ability to persevere and overcome adversity - qualities that are helpful in academia and other career paths. It is critical to pay attention to biases and choices of words while writing the letter [ 13 , 14 ]. Advocacy bias (a letter writer is more likely to write a strong letter for someone similar to themselves) has been identified as an issue in academic environments [ 3 ]. Studies have also shown that there are often differences in the choice of words used in letters for male and female scientists [ 3 , 5 ]. For instance, letters for women have been found not to contain much specific and descriptive language. Descriptions often pay greater attention to the personal lives or personal characteristics of women than men, focusing on items that have little relevance in a letter of recommendation. When writing recommendation letters, employers have a tendency to focus on scholarly capabilities in male candidates and personality features in female candidates; for instance, female candidates tend to be depicted in letters as teachers and trainees, whereas male candidates are described as researchers and professionals [ 15 ]. Also, letters towards males often contain more standout words such as “superb”, “outstanding”, and “excellent”. Furthermore, letters for women had been found to contain more doubt-raising statements, including negative or unexplained comments [ 3 , 15 , 16 ]. This is discriminative towards women and gives a less clear picture of women as professionals. Keep the letter gender neutral. Do not write statements such as “candidate x is a kind woman” or “candidate y is a fantastic female scientist” as these have no bearing on whether someone will do well in graduate school or in a job. One way to reduce gender bias is by checking your reference letter with a gender bias calculator [ 17 , 18 ]. Test for gender biases by writing a letter of recommendation for any candidate, male or female, and then switch all the pronouns to the opposite gender. Read the letter over and ask yourself if it sounds odd. If it does, you should probably change the terms used [ 17 ]. Other biases also exist, and so while gender bias has been the most heavily investigated, bias based on other identities (race, nationality, ethnicity, among others) should also be examined and assessed in advance and during letter writing to ensure accurate and appropriate recommendations for all.

Revise and submit on time

The recommendation letter should be written using language that is straightforward and concise [ 19 ]. Avoid using jargon or language that is too general or effusive ( Table 1 ). Formats and styles of single and co-signed letters are also important considerations. In some applications, the format is determined by the application portal itself in which the recommender is asked to answer a series of questions. If these questions do not cover everything you would like to address you could inquire if there is the option to provide a letter as well. Conversely, if the recommendation questionnaire asks for information that you cannot provide, it is best to explicitly mention this in writing. The care with which you write the letter will also influence the effectiveness of the letter - writing eloquently is another way of registering your support for the candidate. Letters longer than two pages can be counterproductive, and off-putting as reviewers normally have a large quantity of letters to read. In special cases, longer letters may be more favourable depending on the opportunity. On the other hand, anything shorter than a page may imply a lack of interest or knowledge, or a negative impression on the candidate. In letter format, write at least 3-4 paragraphs. It is important to note that letters from different sectors, such as academia versus industry tend to be of different lengths. Ensure that your letter is received by the requested method (mail or e-mail) and deadline, as a late submission could be detrimental for the candidate. Write and sign the letter on your department letterhead which is a further form of identification.

Conclusions

Recommendation letters can serve as important tools for assessing ECRs as potential candidates for a job, course, or funding opportunity. Candidates need to request letters in advance and provide relevant information for the recommender. Readers at selection committees need to examine the letter objectively with an eye for information on the quality of the candidate’s scholarly and non-scholarly endeavours and scientific traits. As a referee, it is important that you are positive, candid, yet helpful, as you work with the candidate in drafting a letter in their support. In writing a recommendation letter, summarize your thoughts on the candidate and emphasize your strong support for their candidacy. A successful letter communicates the writer’s enthusiasm for an individual, but does so realistically, sympathetically, and with concrete examples to support the writer’s associations. Writing recommendation letters can help mentors examine their interactions with their mentee and know them in different light. Express your willingness to help further by concluding the letter with an offer to be contacted should the reader need more information. Remember that a letter writer’s judgment and credibility are at stake thus do spend the time and effort to present yourself as a recommender in the best light and help ECRs in their career path.

Acknowledgements

S.J.H. was supported by the National Institutes of Health grant R35GM133732. A.P.S. was partially supported by the NARSAD Young Investigator Grant 27705.

Abbreviations:

Conflicts of Interest

The authors declare no conflicts of interest.

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CAREER COLUMN
20 July 2020

Writing the perfect recommendation letter

Andy Tay is a freelance writer based in Singapore.

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Undergraduates need them for graduate-school applications; PhD students and postdocs use them to apply for fellowships and jobs; senior scientists often have to have them to apply for awards and promotions. But writing an effective and personal recommendation letter can be time-consuming, especially for academics who must juggle grant applications, manuscripts, teaching and student supervision. And some might struggle to say the right things to support a former employee or student in their career move, while sounding original and unique.

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Nature 584 , 158 (2020)

doi: https://doi.org/10.1038/d41586-020-02186-8

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Applying to graduate school

How (and Who) to Ask For a Letter of Recommendation

Published on October 30, 2020 by Lauren Thomas . Revised on June 1, 2023.

Letters of recommendation often make or break a graduate school application . It’s important to think carefully about who to ask and how to do it.

Ideally, you should approach former supervisors who know you and your work well, and can advise you. Different programs require different types of recommendation letters, but the process of requesting them is similar.

Follow these five steps to guarantee a great recommendation, including program-specific tips and email examples.

Step 1: choose who to ask, step 2: reach out and request a meeting, step 3: ask for a letter of recommendation, step 4: share your resume and other materials, step 5: remind your recommenders of upcoming deadlines, other interesting articles, frequently asked questions about recommendation letters.

Your first step is to decide who you’ll ask to write a letter for you. Ideally, this should be someone who you worked with outside of just the classroom context—for example, a former professor who supervised your research.

It’s important to ask someone who knows you well, even if they are less well known than other professors at your institution. Graduate admissions committees want to get a good sense of your ability to perform well in their program, and this is difficult to accomplish if your recommender only knows you as a face in the crowd.

Who you should ask also strongly depends on the type of program that you’re applying to. Different programs prefer different qualities in their admitted students, and thus weigh types of recommenders differently. Take a look at the program-specific tips below.

For research programs (MPhil, DPhil, PhD , Research Master’s), graduate admissions committees are looking for evidence of your potential as a future researcher.

Since this is tricky to assess from test scores and transcripts, letters of recommendation are often the most important part of a graduate research program application.

Your letter should thus be from someone who can speak to your skills as a researcher. This could be, for example, a professor who supervised you on an independent research project, or the head of a lab that you worked in as an undergraduate.

If you worked as a full-time research or lab assistant after undergrad, ask your managers, who are usually full-time researchers themselves and therefore experts on what makes a good researcher.

Unlike most graduate programs, business schools are less interested in your undergraduate academic performance. Instead, they try to assess your potential to succeed in the workplace, particularly in managerial or leadership positions. The same applies to public policy and other professional programs.

Ideally, your letters of recommendation should come from current supervisors at your work. If this isn’t possible, you should ask coworkers who are senior to you and know your work well.

Although business schools normally prefer candidates with several years of experience, current undergraduates sometimes apply as well. In this case, you should ask internship supervisors or—as a last resort—professors who know you well.

Medical schools look for evidence that you are academically prepared for the study of medicine and that your character is well-suited to becoming a doctor. Admissions committees in medicine prefer academic references, but they also require a few extra steps.

Firstly, while graduate programs usually require two or three recommendation letters, medical schools often ask for more—you may have to submit up to six letters, some of which should be from former professors in the natural sciences.

In addition, many schools recommend that you submit a letter from the premedical advisory committee at your undergraduate institution, which summarizes your overall suitability for medical school. Be aware that deadlines for materials for these letters are very early—often the spring of the year before you are due to start medical school.

Finally, if you’ve worked on any research projects, you should submit a letter from your supervisor. Medical schools view research competence as a plus.

Law school letters of recommendation should mostly be from former professors or other academic supervisors.

You should only use non-academic recommenders if they can directly speak to your suitability to study law—for example, if you regularly work with lawyers, or if your job involves skills like critical reading or research that are relevant to legal practice.

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The next step is to get in contact with your potential recommender. If you haven’t talked to them in a while, begin your email with a quick reminder to jog their memory. Be friendly, direct, and concise.

If possible, it’s best to plan a meeting to discuss your request. However, if this isn’t practical (for example, if you’ve moved far away from your undergrad institution), you can skip this step and head straight to the third.

Hi Professor Smith!

I hope that everything is going well with you and that you’re still enjoying teaching your seminar on the post World War II international order. I thoroughly enjoyed taking it with you last year as a junior.

I’m currently thinking about what I want to do next year, which will hopefully involve graduate work in political science, and was hoping to meet with you to discuss your thoughts on graduate school. Do you have any time over the next few weeks to meet?

Make your request during your meeting or, if necessary, via email. Let them know what sort of programs you are applying to and when the deadlines are. Make sure to give your recommenders plenty of time!

Instead of just asking for a recommendation letter, specifically ask if they can write you a strong recommendation . This allows your recommender an “out”—for example, if they don’t feel they know you well enough. A bad or even lukewarm recommendation is the kiss of death for any application, so it’s important to ensure your letters will be positive!

If they say they can’t give you a strong recommendation, don’t panic. This gives you the opportunity to ask someone else who can provide you a better recommendation.

Hi Professor Jones!

How are you? I hope everything is going well and you’re still teaching Introduction to Labor Economics to eager students!

I’ve been out of school for a year now, working as a full-time research assistant in New York City. Come this fall, I’m hoping to apply to a few programs for graduate school, mostly doctoral programs in Economics.

Since I took two economics classes with you (Introduction to Labor Economics in Spring 2018 and Industrial Organization in Fall 2019), I was hoping that you might agree to serve as a letter writer for my graduate program. I wanted to highlight my work in labor economics, since that’s what I’m hoping to study in graduate school. Also, since I loved your classes, I thought you might be a good person to ask!

The letters of recommendation would be due to each individual program’s website in December. I understand, of course, if you’re too busy this summer or if you don’t feel that you would be the best fit to write a letter. My goal is simply to paint as complete a picture as possible of my undergrad career at Western. If you’d like, we can also discuss this on the phone.

I look forward to hearing back from you!

You should send your resume or CV to your recommenders, along with any other material that might jog their memory or aid in their recommendation.

For instance, you may want to send along your statement of purpose or writing sample if one is requested in your application. Admission committees are looking for a cohesive story that the letters of recommendation, personal statement , and CV work together to tell.

You should also check whether the school provides any prompts or guidelines for recommenders. Many programs want your recommenders to comment on your potential to serve in the specific role the graduate program prepares you for. See the program-specific tips below.

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Finally, you should send an email to your recommenders a few weeks before the letters are due, reminding them of the deadline and asking if there is anything else you can send them to assist in writing the letter.

If any materials are late, programs will often reject your entire application, so it is imperative that your recommenders get their letters in on time. However, you should also keep in mind that your letter writers are probably quite busy, so don’t send too many reminders!

Dear Professor Jones,

Hope the semester is going well! Thank you again for agreeing to serve as my recommender. I just wanted to send you a quick reminder that recommendations for Program X, Y, and Z are due in two weeks, on December 15. Please let me know if you need anything else from me, and thank you again!

If you want to know more about college essays , academic writing , and AI tools , make sure to check out some of our other language articles with explanations, examples, and quizzes.

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Choose people who know your work well and can speak to your ability to succeed in the program that you are applying to.

Remember, it is far more important to choose someone who knows you well than someone well-known. You may have taken classes with more prominent professors, but if they haven’t worked closely with you, they probably can’t write you a strong letter.

This depends on the program that you are applying for. Generally, for professional programs like business and policy school, you should ask managers who can speak to your future leadership potential and ability to succeed in your chosen career path.

However, in other graduate programs, you should mostly ask your former professors or research supervisors to write your recommendation letters , unless you have worked in a job that corresponds closely with your chosen field (e.g., as a full-time research assistant).

It’s best to ask in person if possible, so first reach out and request a meeting to discuss your graduate school plans.

Let the potential recommender know which programs you’re applying to, and ask if they feel they can provide a strong letter of recommendation . A lukewarm recommendation can be the kiss of death for an application, so make sure your letter writers are enthusiastic about recommending you and your work!

Always remember to remain polite. Your recommenders are doing you a favor by taking the time to write a letter in support of your graduate school goals.

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The Writing Center • University of North Carolina at Chapel Hill

Letters of Recommendation

What this handout is about.

Producing an effective recommendation letter involves strategy, research, and planning. This handout is designed to introduce recommenders to some best practices for writing effective recommendation letters.

Deciding whether to write a recommendation

Recommendation letters are likely to receive close scrutiny, and sparse or non-specific recommendations may negatively impact an application. If a recommender is unable or unwilling to produce a recommendation that speaks directly to the individual applicant and position, the selection committee or potential employer may interpret this negatively. If you do not feel that you could provide a positive or detailed recommendation, it is okay to decline!

There are several reasons why it may be appropriate to decline a request for a recommendation:

You may not feel comfortable writing a positive letter, either because you have no information about the student or because they did not perform well enough in a class or position.
You may feel you are a “bad fit” for the student’s application. For example, if your field of expertise is completely unrelated to the student’s area of interest, you might advise the student to ask recommenders with more relevant backgrounds.
You may feel that you lack the necessary credentials to offer a compelling recommendation. For example, graduate student instructors may feel as if they cannot credibly endorse their students’ graduate school applications. Thus, students may be directed to faculty to write letters instead of graduate students.
You may know that you will not have time to write and proofread a strong letter before the student’s deadline.

Consider setting up a meeting. This will give you an opportunity to ask about the applicant’s academic background, professional goals, and reasons for applying. It may help to clarify whether this is a one-time request, or whether you are being asked to serve as a recommender for several applications. It’s a good idea to request to see the applicant’s resume, CV, personal statement, or other components of the application. Each of these can give you a sense of the applicant’s goals and help you decide if you would be a good recommender. These items will also allow you to tailor your letter appropriately if you decide to write on the applicant’s behalf.

Confidentiality and protected information

Many applications invite applicants to waive their right to view a letter of recommendation. Confidential letters of recommendation may be viewed as more credible than letters that applicants can access.

You should be aware of the Family Educational Rights and Privacy Act (FERPA) and your institution’s FERPA-related guidelines when writing recommendation letters. FERPA prohibits disclosure of protected student information such as grades and attendance without the student’s prior written consent. Students who want you to address protected information should specify which records you may disclose, the purpose for which the disclosure is being made, and to whom the information may be disclosed. You can read more about FERPA here: https://www2.ed.gov/policy/gen/guid/fpco/ferpa/index.html .

Writing strong recommendations

After committing to write a recommendation for an applicant, gather information about the opportunity to which they are applying. Besides asking the applicant about the organization, you may also want to reach out to someone in your own professional network who may know something about the audience or take some time to do your own research. Here are some questions to consider:

What are the organization’s values and priorities? Some organizations state this information explicitly on their websites and other publications, and this can help you tailor your letter to directly address the audience’s top concerns.
What information does the audience want to learn from you? Some institutions will ask you to answer specific questions about the applicant in your letter. Knowing these in advance will give you more time to talk with the student about any information you may need.
How is this opportunity a good fit for the applicant? Referencing special features and benefits offered by a position shows that you’ve done your homework, which can add to the weight of your recommendation by demonstrating that you are willing to invest extra work in your student’s success. You will also be able to speak to the applicant’s fit for the position in greater detail.

Keep in mind that nearly all recommendations contain a positive appraisal of an applicant’s abilities and character, and it costs recommenders almost nothing to offer general and unsubstantiated praise of an applicant. Letters that claim an applicant is “the best student I’ve ever worked with” or “the hardest working employee I’ve ever had” are likely to meet with skepticism, unless the writer includes specific evidence to back up these claims. Even letters that contain genuine praise may come across as form letters unless you can speak to unique evidence about the student that corroborates your positive assessment.

Many different kinds of information may constitute evidence in a recommendation, and it is up to you to determine what would be most convincing to the audience. Here are some guidelines for what you may want to include or avoid:

Do describe your relationship with the applicant. Say how long you’ve known the applicant and in what capacity. This information helps the audience understand how well you know the applicant. For example, sharing that you’ve advised a student for three years and taught them in two senior seminars demonstrates that you know your applicant better than a recommender who has only recently met the student or who has only taught the student in a large lecture class.
Do include quantitative data about a student’s performance in a class or an employee’s performance in a position. Because raw grade point averages or other performance metrics are sometimes difficult to translate across different contexts, try to rank students against other students. For example, rather than saying “Judith received an A in my class,” aim for evidence that tells the audience how Judith’s performance compared to her classmates’: “Judith was among the top 5% of students in her large lecture class.” (Remember, if you do include specific grades in your letter, you must have written consent from the student as per FERPA.)
Do compare applicants to students who have been placed into other positions. A statement like, “Over the past five years, other students with undergraduate research experience similar to Amer’s have been accepted to graduate programs at X, Y, and Z,” gives the audience a sense of where Amer stands in a wider population of successful students. Including comments like these also indicates that you have a good sense of what makes an applicant successful.
Do mention the applicant’s personal and/or intellectual strengths as they pertain to the application. For example, it may be helpful to emphasize a study abroad applicant’s open-mindedness. Again, include appropriate evidence for this claim, which may involve discussing or even directly citing the student’s written work in your class.
Do explain why you think the applicant is a good fit. Selection committees are often interested in hearing how students would contribute to the intellectual and professional climate of their institution. Given your experience with the student, help the audience see the type of employee or scholar the student will be: “Casey’s research experience in early-modern Arabic poetry would make them an ideal addition to Professor Seif’s Syrian cultural archival project.” If possible, mention the position/school/fellowship by name. This proves that you’ve taken enough interest in the letter to target it for each recipient. It will not always be possible to tailor recommendations to each program; for example, many postgraduate programs are moving to common applications that send the same letters to all programs to which students apply.
Don’t shy away from discussing the applicant’s weaknesses —but only if those weaknesses are likely to already be on the audience’s radar. For example, you may have insight into why your student received an uncharacteristically low grade in your class during their final semester that could alleviate an audience’s concerns. You may draw attention to the applicant’s growth as well as the potential for continued growth in the new position. Keep in mind, however, that recommendation letters are expected to be positive in tone, so proceed with caution when discussing applicants’ weaknesses. Specifically avoid commenting on personality traits or other topics that are irrelevant to the application.
Don’t rely on generalizations, clichés, or platitudes. Every good applicant will be “dedicated,” “hard-working,” and “enthusiastic.” Praise like this is likely to appear in dozens of other letters for other applicants, so you need to say more to help your applicant stand out. Include specific examples to support these descriptors. Convey the unique strengths of your student, especially any that you believe speak directly to the audience’s interests or values. Also pay special attention to any language that may inadvertently convey gender or other biases. For example, some studies have reported that language that pertains to effort (rather than accomplishments), personal life details (rather than relevant professional information), and emotional capacities (rather than academic or professional ability) more frequently appear in recommendations for women than for men. Focusing on traits that are demonstrable with evidence and germane to the program or position to which the student is applying is the best way to avoid implicit bias in your letters.
Don’t include too much information about you or your class. Although some brief background information about the context in which you know the student is appropriate, do not spend so much time discussing course or assignment details that the letter is no longer focused upon the applicant.
Don’t offer tepid praise or left-handed compliments. Half-hearted comments are almost guaranteed to attract the wrong kind of attention. Although you may honestly report that your student “completed all course assignments on time” or “was an adequate writer,” the audience will likely interpret these phrases as veiled criticism. Avoiding tepid praise is more difficult than it seems. After you’ve finished writing the letter, read over it with a critical eye and try to assume the worst of the student. Do any of your sentences invite uncharitable interpretation?
Don’t simply summarize the applicant’s CV or resume. As with tepid praise, simply reiterating what the audience already knows from other parts of the application implies that you either don’t know or don’t care enough about the applicant to offer your own appraisal. It is appropriate to highlight a special component of a student’s resume and explain why you believe this aspect of the student makes them a great candidate, but don’t waste your opportunity to offer your own valuable endorsement by simply listing the applicant’s accomplishments.

Formatting recommendation letters

After you’ve decided what to write in your recommendation, you will need to decide how to write it. How long should the recommendation be? Should it be written on official letterhead? To whom should it be addressed? Will the letter submitted electronically, or will it be mailed?

Length: Just as there is sometimes no prescribed length for application essays, there is no standard length for recommendation letters. Most recommendations tend to be around 1 to 1.5 single-spaced pages long, although some may be longer if you have a lot to share. Business and law school recommendations tend to be briefer than graduate school recommendations. In general, try to strike a balance between writing too little (which suggests you have nothing to say about the applicant) and writing too much, which may be annoying to audiences who are reading dozens or hundreds of recommendations for a single position.

Letterhead: When possible, write recommendations on official letterhead and sign them using a handwritten signature. Producing letters on official letterhead both adds to your credibility as a recommender and demonstrates that you care enough about the applicant to put finishing touches on your endorsement. This may include sending an envelope with your signature across the seal. Some application programs ask recommenders to compose or paste their recommendations into online forms. In these cases, you would not submit the letter on formal letterhead. Learning in advance how you will need to submit your recommendation can help you avoid unnecessary work and accurately gauge the time required to submit your letter.

Salutation: Address recommendation letters as specifically as possible. If the applicant is applying for a position within a firm or office and you know who will receive the letter, address the letter to that person, like “Dear Dr. Anderson.” If you don’t know who, specifically, will receive the letter, address the recommendation to the target audience, like “Dear Fulbright Committee”. Avoid vacuous salutations like “To Whom it May Concern.” Also avoid informal greetings, including those you might use in an email or other correspondence, like “Hi,” “Hello,” “Good afternoon,” etc. “Dear” is the standard formal salutation in English.

Closing: End the letter with a simple closing word or phrase like “Sincerely,” “Regards,” or “Cordially” or by thanking the audience for considering your endorsement. Avoid personal and emotive language. If you would be willing to answer any additional questions the institution or employer may have about the applicant, it is appropriate to invite them to contact you before closing the letter.

Letters of recommendation inform the decisions of admissions committees, employers, funding agencies, and other organizations who are trying to choose between multiple candidates. Your efforts to create strong letters make a difference.

If you commit to writing a letter of recommendation, follow through. Keep track of deadlines and start early, as you may discover that you need additional information from the student or institution, and you will want to have time to request this information and incorporate it into your recommendation.

Finally, consider whether you are willing to do more than write a recommendation. Students may need help with other parts of their application, such as statements of purpose or writing samples. Since you likely have insight into what graduate programs or employers are looking for, you are in a unique position to help applicants with these other materials as well.

Works consulted

We consulted these works while writing this handout. This is not a comprehensive list of resources on the handout’s topic, and we encourage you to do your own research to find additional publications. Please do not use this list as a model for the format of your own reference list, as it may not match the citation style you are using. For guidance on formatting citations, please see the UNC Libraries citation tutorial . We revise these tips periodically and welcome feedback.

Brown University. n.d. “Writing Letters of Recommendation.” Fellowships and Research. Accessed July 2, 2019. https://www.brown.edu/academics/college/fellowships/information-resources/writing-letters-recommendation/writing-letters-recommendation .

Madera, Juan M., Michelle R. Hebl, and Randi C. Martin. 2009. “Gender and Letters of Recommendation for Academia: Agentic and Communal Differences.” Journal of Applied Psychology 94 (6): 1591–99. https://doi.org/10.1037/a0016539 .

Massachusetts Institute of Technology. n.d. “How to Write Good Letters of Recommendation.” MIT Admissions. Accessed July 2, 2019. https://mitadmissions.org/apply/parents-educators/writingrecs/ .

Stanford University. n.d. “Writing Letters of Recommendation.” Teaching Commons. Accessed July 2, 2019. https://teachingcommons.stanford.edu/resources/teaching-resources/how-evaluate-students/writing-letters-recommendation.

Yale University. n.d. “Writing Letters of Recommendation.” Fellowships and Funding. Accessed July 2, 2019. https://funding.yale.edu/faculty-staff-recommenders/writing-letters .

Trix, Frances, and Carolyn Psenka. 2003. “Exploring the Color of Glass: Letters of Recommendation for Female and Male Medical Faculty.” Discourse & Society 14 (2): 191–220. https://doi.org/10.1177%2F0957926503014002277 .

Whitaker, Manya. 2016. “Tips for Writing Recommendation Letters.” Inside Higher Ed , December 2, 2016. https://www.insidehighered.com/advice/2016/12/02/how-write-stronger-letters-recommendation-students-essay .

You may reproduce it for non-commercial use if you use the entire handout and attribute the source: The Writing Center, University of North Carolina at Chapel Hill

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How to Write a Letter of Recommendation [With Tips & Template]

Every now and then, applying for a position will require that you also submit a letter of recommendation.

Or, maybe, a coworker will ask you to write a recommendation letter for their new job application.

If you're not certain how to go about it, don't worry - nothing about recommendation letters needs to be complicated. Especially once you learn the nitty-gritty of the topic.

This is exactly what this article is here to teach you!

What is a Recommendation Letter?

What should a letter of recommendation include.

How to Write a Letter of Recommendation

3 Types of Recommendation Letters

How to Ask For a Recommendation Letter
Recommendation Letter Template

A letter of recommendation is a formal document confirming and recommending a person’s work, skills, or academic performance and potential.

Typically, a recommendation letter is required for:

University admissions
Fellowships or internship positions
Job applications
Volunteering opportunities

You should ideally write a recommendation for someone whose abilities and work ethic you are familiar with - for example, a colleague, student you taught, your employee, or someone you supervised at work.

Similarly, if you’re the one asking for a recommendation letter, you should ask someone who can attest to your professional or academic abilities.

The types of recommendation letters are:

Academic recommendation letters.
Employment recommendation letters.
Character recommendation letters.

Here’s what each type of recommendation letter is about:

#1. Academic Recommendation Letters

Academic recommendation letters are typically required to be submitted by students during the admission processes of graduate and undergraduate schools.

Generally, each prospective student is requested to submit up to three references, which can be written by any education professional familiar with the candidate’s academic background.

Academic reference letters include:

Recommendation letter for undergraduate/graduate school
Recommendation letter for a scholarship
Recommendation letter for a fellowship program

#2. Employment recommendation letters

This type makes up the most popular type of recommendation letter.

Sometimes, employers can ask you to submit up to 3 recommendation letters as part of your job application.

More often, though, a recruiter might ask you for recommendation letters if they already like your resume and want to learn more about you.

Employment recommendation letters are written by former - or current - coworkers, employers, or supervisors.

If you can choose, pick someone with more years of experience than you. After all, the more senior they are, the more weight their recommendation carries.

Employment recommendations include:

Recommendation letter for a coworker
Recommendation letter for a (former) employee

#3. Character recommendation letters

Character recommendation letters, also known as personal references, are used to describe an individual’s personality by someone who knows them well, including close friends, coworkers, or employers.

Personal references serve many purposes, the primary ones being court cases dealing with criminal issues such as drunk driving offenses, or legal situations such as child adoption procedures.

It is not uncommon, however, to have a potential landlord or even immigration officials ask for a personal reference.

Personal references include:

Recommendation letter for a friend
Recommendation letter for a tenant
Recommendation letter for a patient

Recommendation letters follow a particular format and layout that make writing them significantly easier.

In this section, we’ll cover how to do each the right way, starting with:

Letter of Recommendation Format

A letter of recommendation includes the following sections:

The salutation ; if you are addressing someone whose name you know or writing a personal recommendation letter, the salutation can be addressed to “Dear Mr./Mrs./Dr. Smith.” Otherwise, you may use the generic “to whom it may concern.”
The introduction , which first and foremost includes your statement of recommendation (i.e. “ it is my pleasure to recommend… ”). It is common to also briefly state who you are and what your expertise is.
The overview, or a description of the applicant’s top skills, attributes, and strengths.
A personal story describing more of the applicant’s skills and qualifications.
The closing statement , or the final call for action, is where you encourage the recruiter to contact you if additional information is needed.
The signature , where you repeat your name and include your full contact information.

Letter of Recommendation Layout

When it comes to the layout of the recommendation letter, all you need to do is follow some basic formatting rules. Here are the most important ones:

#1. One page length. This rule applies to resumes too, but it’s even more essential for the recommendation letter. Recruiters go through hundreds of them, so chances are they appreciate concise, to-the-point letters that don’t waste their time. And besides, a good recommendation letter doesn’t have to be an essay to get the recruiter ‘hooked’ - especially if you follow the above format.

#2. Single-spaced lining, with space between paragraphs . This also keeps your reference letter within the limit by shortening the text.

#3. Traditional font. Don’t go for something too creative - pick a classic that works. We recommend Times New Roman, Calibri, Arial, Ubuntu, Roboto or Overpass.

#4. 1” margins on all sides . This creates enough white space around the margins and makes the letter easy to read. Additionally, the text should be aligned to the left - although this is a standard alignment for most documents.

#5. 10-12pt font size . This is the font size range that makes the document easy to read. Adjusting the font size is another good way to keep your recommendation letter within the length limit.

Recommendation letters usually follow similar layout rules as resumes. Learn more about font size and style from our article on the best resume font, size, and format .

Recommendation Letter Template

Struggling to write a recommendation letter?

Just follow our tried-and-tested template!

To whom it may concern:

[Recommend the referee for the position they are applying for.]

[Briefly introduce yourself and state your position/ job title , as well as your work experience .]

[Tell how you know the referee and describe their top skills, qualifications, and strengths.]

[Share a personal story with the referee where you highlight their strong points and key achievements .]

[Add a few more of the applicant’s skills and positive traits, preferably fitting the job description.]

[Show your availability to provide additional information for the referee if needed.]

Best Regards

[Your full signature and contact information]

How to Ask for a Recommendation Letter

Need to ask someone for a recommendation letter? Here’s what you need to know.

The go-to person for your recommendation letter will depend on the type of reference you’ll need.

For example, if you need an employment recommendation letter , your top choices should involve people who are familiar with your work ethic and professional abilities, but with whom you’ve also had a positive professional relationship. For example:

Your team lead
Department head
CEO of the company
Direct manager
A coworker you’ve worked with together on a project

If you are a recent graduate with little work experience, you can ask a mentor or college professor to write you a professional reference.

In case you need an academic recommendation letter , consider asking a professor with whom you’ve worked closely and can positively attest to your academic potential and achievements.

Your thesis advisor, for example, would make a good choice to ask for an academic reference. If you never wrote a Bachelor’s or Master’s thesis, any professor who knows you as more than just a face in a sea of students should do the trick.

Finally, keep the following in mind when the time comes to ask for a recommendation letter:

Whoever you end up asking, talk to them about it in advance . Then, follow up with a formal email that should contain all reference-related information, such as the submission details and deadline. The email can also include a description of what you’re currently doing (professionally, academically, or independently), what qualifies you for the position, and some relevant skills, achievements, or noteworthy facts.
If you’re asking for a professional recommendation letter, make sure to also include your resume and the job description in the follow-up email. This way, the person writing the letter will know more about you and your new position and will be able to write a more relevant recommendation by tailoring your skills to the job, or by mentioning some of your (relevant) achievements.
Notify the contacts you’ll be asking - considering that in most cases recruiters ask for up to three recommendation letters - at least two weeks in advance. This will give them enough time to prepare and write a good recommendation letter. This is especially important for academic references because professors are usually writing several recommendation letters simultaneously.
Consider attaching a recommendation letter template such as the one provided in this article to your email. The template will considerably ease or guide them through the process of writing the letter.
Follow up by sending thank you notes to everyone who writes you a recommendation letter. Sending a letter of appreciation is a courtesy act that will let them know you are grateful for the time and effort they took to recommend you positively.

If you’re also looking to update your resume or create one, head over to our guide on how to write a resume in 2024 !

5 Tips on How to Write a Letter of Recommendation

There’s more to writing a recommendation letter than just following the layout instructions or sticking to the format.

We’re referring to content quality, which happens to be the trickiest part of the process.

In this section, we’ll teach you how to write a recommendation letter that will impress the recruiter and help your referee!

Tip #1. Write an Attention-Grabbing Introduction

First things first - the introduction.

This is where you need to grab the reader’s attention and get them interested in reading the recommendation letter.

How to go about it? Before formally (and briefly) introducing yourself, aim to write an attention-grabbing recommendation statement, instead of a generic one the recruiter probably knows by heart already.

Let’s explain this more practically:

Dear Mr. Smith,

I am pleased to recommend Sarah McKay for the Communications Assistant position.

Nothing wrong with this introduction at first glance, right? It’s a standard way of opening a recommendation letter after all.

Well that’s exactly what’s wrong with it - it’s way too common. No, this probably won’t get your application disqualified, but it won’t impress the recruiter either.

Want yours to strike the right note? Try something like this instead:

Dear Mr. Smith,

I am sincerely glad to be the one recommending Sarah McKay for the Communications Assistant position.

This recommendation statement is not significantly different from the previous one, except for one thing: it gives the reference letter a head start by implying that recommending Sarah is an honor. And that’s more likely to get the recruiter’s attention - or, at least, curiosity.

In case you’re struggling to come up with an attention-grabbing introduction, simply mention one of the following points, and you’re good to go:

A little-known fact about the candidate.
Your general consideration of the candidate’s qualities.
A remarkable achievement or award the candidate might have won.

Tip #2. Establish a Meaningful Relationship With the Candidate

All recommendation letters explain what the relationship with the referee is before listing their skills and qualifications.

To make the recommendation more meaningful, you should show the recruiter you are just the right person to attest to the candidate’s abilities. And that’s not something you can convey by simply stating how you know them. Take the following example:

I have taught Jake Political Science for four years.

Does this example tell the recruiter how you know the applicant? Sure, it does.

But it does so in a boring way and without establishing a convincing relationship with them. For all the recruiter knows, Jake is just one out of a thousand students you’ve taught over the years.

It has been a pleasure for me to teach Jake for four years and guide him through his remarkable Bachelor’s thesis in Conflict Resolution.

Notice the difference? This example specifies the writer is Jake’s thesis advisor, which makes the recommendation all the more meaningful.

Tip #3. Tailor Your Recommendation to the Application

Want to put in the extra effort and make sure your referee truly stands out?

Tailor the recommendation letter to the job / university program they’re applying for.

Tailoring your letter to the candidate’s application is easiest when you’re recommending someone for employment (you can just check the job requirements), but it works for any type of recommendation (incl. academic). All you need to do is match the referee’s skills and strengths to whatever they’re applying for.

Let’s assume, for example, that you’re recommending a co-worker for a marketing manager position.

Some of the job requirements are:

+5 years of professional experience in marketing
Experience developing marketing campaigns
Excellent communication skills
Project-management and multi-tasking skills

To tailor your recommendation to the job requirements, all you need to do is mention them as your referee’s best qualities. For example:

Even after seven years working together, Ema’s skillful way of effectively communicating with clients and co-workers alike doesn’t cease to amaze me. It only comes second to her multi-tasking abilities, which I’ve witnessed throughout the many marketing campaigns we have developed and managed.

As you can see, there’s not much to it.

All you need to do is check the job requirements, pick several skills and qualifications, and make them part of your referee’s top skills, strengths, or personality traits.

Tip #4. List the Candidate’s Achievements

Mentioning some of the candidate’s achievements is another great way to help your referee really stand out.

After all, skills, strengths, and character traits are awesome, but they can also come across as meaningless if you can’t back them up with facts.

What do we mean by this?

Let us explain:

Here’s how a typical personal story in a recommendation letter looks like:

I came to truly appreciate Eric’s work ethic, passion, and attention to detail the first time I assigned him to do a report on child trafficking. Eric was respectful of journalistic ethics but also willing to chase the story relentlessly, believing in its value and importance.

Sure, this is a perfectly acceptable personal story.

However, it doesn’t do much more than just list the referee’s skills, traits, and work experience through a subjective lens.

What we’re saying is, it doesn’t really sell the candidate.

Now, let’s compare it to the following:

Eric’s ability to chase after difficult stories first became apparent when I assigned him a report about child trafficking. Despite the challenging topic, Eric not only pulled through but achieved more than expected by a) identifying a trafficking ring that put more than 50 minors into forced begging, b) interviewing 10 of the older minors and managing to bring that trafficking network down once the reportage went public and c) increasing the TV Channel’s ratings by 40% in 3 weeks.

By mentioning those achievements, your account of the candidate’s experiences is a lot more “factual,” as well as impressive for the recruiter.

Not sure which achievements to include? Check out these 101+ achievements to list on your resum e !

Tip #5. Polish Up Your Recommendation Letter

Finally, here’s 5 more simple tips to get your recommendation letter ready:

Maintain positive rhetoric . At no point throughout your reference letter should the recruiter sense a hint of doubt regarding the applicant’s skills and qualifications.
Don’t overdo the positivity. Extremes are never good - which means being overly positive might also come across as a bit suspicious or weird (even if everything you're saying is true).
Follow the submission instructions . A bunch of employers, but also educational institutions, will provide instructions on how to submit the recommendation letter. We recommend you ask the candidate to double-check them and give you a heads up, because if you submit the recommendation letter wrong, the candidate might lose their chance.
Use a business tone . Even when you’re being creative, your writing tone should maintain a business tone - polite, and as formal as possible.
Mind your grammar and spelling . This is another tip that goes for all things application-related. You won’t compromise the referee’s chances with a typo, but your recommendation won’t matter much either if it’s filled with simple grammar/spelling mistakes. Run your letter through a grammar and spell-check app once you’re finished with it, just to be on the safe side of things.

Recommendation Letter FAQ

Still have some questions on how to write a letter of recommendation?

Find your answers below!

1. What is a professional letter of recommendation?

A professional letter of recommendation - also called an employment recommendation letter - refers to an official document that is typically required when you apply for a job and which describes the applicant’s professional skills, experiences, and qualifications.

Professional letters of recommendation are typically written by current or previous employers or supervisors. A coworker can also write you a professional letter of recommendation, but it’s not as optimal as a coworker is not really an authority figure (and might just be a friend doing you a favor instead of being honest).

2. What should be written in a letter of recommendation?

Letters of recommendation generally follow the following format:

A formal salutation
An introduction (which includes a recommendation statement and your professional title)
An overview of some of the applicant’s skills, strengths, or qualifications, which you can tailor to the application
A personal story where you can mention some of the applicant’s achievements
A closing statement and call for action
A signature , with your contact information

3. Who should I ask for a letter of recommendation?

If you’re asking for an academic letter of recommendation, you can ask:

Current or former professors
Academic mentors
Thesis advisors

If you’re asking for a professional recommendation letter, though, you can ask:

Current or former employers
A supervisor or professional mentor
Former professors
Experienced coworkers

4. How do you start a recommendation paragraph?

To keep the recruiter reading your recommendation letter interested, you should start with an attention-grabbing introduction - specifically, an interesting recommendation statement.

This statement is the opening sentence of the letter and it should optimally express your conviction to recommend the applicant in a non-generic way.

If you’re struggling with coming up with something creative, just start with one of the following:

A little-known or impressive fact about the candidate
Your general consideration of the candidate’s qualities
A remarkable achievement, or an award the candidate might have won

5. How do you end a letter of recommendation?

A letter of recommendation concludes with a call to action or a request towards the recruiter showing your availability and willingness to provide additional information if needed. After mentioning that you remain available to discuss the candidate’s qualifications, you may finalize the letter with your signature - your name, title, and company.

Key Takeaways

And that’s a wrap! We hope this article will make the process of writing a recommendation letter easier for you.

Let’s go over some of the main points we covered:

A letter of recommendation is a formal letter confirming and recommending a person’s work, skills, or academic performance and potential.
Recommendation letters follow a particular format and layout. The format typically consists of 1) the letterhead and full contact information, 2) a salutation, 3) an introduction, 4) an overview, 5) a personal story, 6) a closing sentence and 7) your signature.
The three types of recommendation letters are employment, academic, and character recommendation letters.
Who to ask for a recommendation letter depends on the type of reference you need. As a rule of thumb, pick someone who knows your skills and strengths well and whom you’ve had a positive experience (professional or academic) with.

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How to write a letter of recommendation (with examples)

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What’s a letter of recommendation?

Format of a letter of recommendation, tips for writing a letter of recommendation, letter of recommendation examples, how to write a letter of recommendation for a friend, start writing.

Sometimes, a former colleague pops up in your inbox to ask you for a favor. This time, it’s a letter of recommendation. If you loved working with this coworker, you’d jump at the opportunity to help them out.

There’s only one problem: you’ve never written a letter like that before. You don’t even know where to begin — it’s time to learn how to write a letter of recommendation.

Writing an effective letter of recommendation takes time, thoughtfulness, and insight into the person’s background and character.

If you’re willing to write a letter for this person, you’re likely overflowing with praise for them. But how do you balance your high regard with professionalism? This article discusses what a letter of recommendation is and how to write an effective one. It also includes valuable examples to get you started.

A letter of recommendation highlights a person’s skills, knowledge, and experience to bolster an application. Someone who knows a candidate writes one of these letters to vouch for them, expressing why they’re the best person for the opportunity.

A professional letter of recommendation is usually addressed to a hiring manager, admissions committee, or potential employer. You might also need to write one for someone applying for any of the following:

A new home or apartment

Scholarships, grants, or awards

A new job

Fellowship programs

Graduate or professional school programs

As the letter writer, your communication skills are tested since you’re responsible for painting a positive picture of this person. Someone you once managed might be changing careers ; they need you to highlight their transferable skills .

Your letter could include positive comments about how they have strong public speaking skills and experience juggling multiple deadlines simultaneously.

Research has shown that people referred for a job are 4x more likely to be offered it than those without a referral. While a recommendation isn’t necessarily an internal referral, these letters show that someone credible vouches for the letter’s subject to have this position. A good letter of recommendation can make or break an application.

Adult-man-writing-a-letter-how-to-write-a-letter-of-recommendation

Letter of recommendation versus letter of reference

Let’s not confuse a letter of recommendation for a reference letter. While a letter of recommendation focuses on skills, knowledge, and experience, a reference letter describes a person’s character. It’s when you describe their work ethic and personal qualities. Both letters require specific examples and details, but they address different aspects of a person.

A reference letter:

Used for generic reasons

Doesn’t have to be for professional reasons

Provides an overview of a person’s character and qualities

A letter of recommendation:

Used for specific positions or opportunities

Includes details and examples

Written by someone in an authoritative position, like a former manager or professor

You could be a little rusty when it comes to formatting a letter — or maybe this is completely new to you. One CBS poll found that 37% of Americans said it's been over five years since they've written a personal letter , and 15% had never done it at all. Don't fret if you relate. It’s never too late to learn a new skill.

Writing a letter of recommendation requires you to flex your organizational skills . If that’s something you struggle with, you might benefit from a letter of recommendation template. We've got you covered.

Female-colleague-pinning-up-work-for-brainstorm-how-to-write-a-letter-of-recommendation

Here are five sections you should include in your letter:

Greetings: Keep this section short and sweet. This is where you address the recipient of the letter. Make sure you know how to spell their name and title properly, or write a general greeting like "To whom it may concern" or “Dear [University Name] admission committee.”

Introduction: In your introduction, explain who you are, your relationship to the candidate, and why you recommend them for the opportunity. Consider briefly explaining why you're writing this letter and hint at what you'll discuss further down.

Body of the letter: This section contains the most important information. It'll include an overview of the person's past experiences, skills, and industry knowledge. Make sure to share short personal anecdotes with details that illustrate their abilities. For instance, you might describe the person's communication skills by using an example of when they were part of a large research project you worked on together and had to communicate effectively with team members.

Closing statement: A good letter needs a solid closing statement. It's your chance to summarize your points and highlight why you're giving this person a strong recommendation. Be succinct and thorough, but avoid repeating details.

Your signature: It's time to finish your letter. Add your signature and contact information at the very end to signal it's over.

Understanding how to structure your letter will help organize the writing process. Make sure you’re thoughtful with your words and pay attention to the details .

Here are five tips to consider when writing a letter of recommendation:

Collect all the necessary information before you begin writing

Keep a positive voice, but avoid clichés

Tailor your tone to the situation

Focus on highlighting the most important details

Proofread your letter several times

The things you include in a letter for someone hoping to gain admission into graduate school differ from someone trying to secure a job offer. Each letter follows the same format, but the details are different.

You may find that getting the first few words down is the hardest, and that's understandable. But once you start your introduction, the rest of the letter will follow suit.

Smiling-young-man-at-home-looking-sideways-how-to-write-a-letter-of-recommendation

Here are three examples of how to start letters of recommendation for different scenarios, plus a few things to keep in mind for the rest of the letter:

1. Recommendation letter for a job

It's my pleasure to recommend [Person's name] for the Data Scientist role at X Company. I was [Person's name] supervisor from 2011-2021 and valued their deep knowledge of software programs, time management skills, and prior experience.

Above all, their innovative problem-solving techniques helped our team excel on projects. I've watched their skills grow immensely and think they'd be an ideal candidate for the job.

Next, share detailed examples of the person's problem-solving techniques and expand on how much they've grown throughout the years. Finish the letter by telling this employer how lucky their company would be to have this candidate based on your examples and their skills.

2. Recommendation letter for graduate school

I highly recommend [Person's name] for admission to the [program] at X University. I am a psychology professor at Y University and had the pleasure of teaching [Person's name] in [course code] during their bachelor's degree in nutrition.

[Person's name] stood out from the other students because of their ability to research topics with exceptional depth and use feedback to strengthen their knowledge on how best to present nutritional studies. They thrive in collaborative environments because of their superb teamwork skills and communicate effectively with peers and colleagues.

Consider finishing the letter by expanding on the candidate's research topics and explaining some of the reasons why they have good teamwork and communication skills. It will help to know more about the program they’re applying to and which strengths to emphasize.

Each admissions committee will have different criteria, so tailor your examples to reflect the skills they’ll need to succeed.

3. Recommendation letter for a scholarship

I highly recommend choosing [Person's name] for your annual marketing scholarship. I'm a former coworker of [Person's name] from 2015-2022 and saw firsthand how skilled they execute marketing strategies and intuitively understand data to predict future trends.

[Person's name] started as an intern and has since secured a full-time paid position. In their time at X Company, they demonstrated exceptional leadership skills and a high level of professionalism, which is why they'd be an ideal candidate for your scholarship. They would represent your scholarship and their school with dignity and integrity.

The body of your letter should include references to specific projects the person worked on and how they’ve become a great leader in the workplace to show the selection committee why they best meet the scholarship’s criteria.

If a friend has asked you to write them a personal letter of recommendation, it won’t be as professional in tone as a letter a former employee or manager requests. It will act more like a reference letter by leaning on their character while highlighting strengths and accomplishments.

Two-happy-multicultural-female-college-girls-sit-in-the-cafeteria-how-to-write-a-letter-of-recommendation

Here are a few things to consider when writing a letter of recommendation for a friend:

Ask for details: It would be tough to provide specific examples without details about what you’re recommending them for. Asking your friend for details on where they’re applying will help you structure your letter and pack it with the most valuable information.

Explain your relationship: This doesn’t have to be long but describe how you know the person. Explain if you have a professional working relationship or if you’ve known each other since childhood. This gives you credibility as a letter writer.

Share your contact information: Include ways for people to contact you for a potential follow-up. Consider using your work email address or LinkedIn profile.

You could encounter a situation where you don’t want to write a letter of recommendation for a friend. Whatever your reason is, don’t feel pressured to write a letter. Learning how to say “no” helps you solidify your boundaries and honor your values.

Learning how to write a letter of recommendation tests your organizational and communication skills. You need to be precise and articulate with your praise — and that’s not easy, especially if you’ve never written a letter of recommendation before.

These letters are for various purposes, like landing a job, getting into a school, or signing a lease agreement. No matter the purpose, these letters should meet the same guidelines. You’ll always benefit from being detailed, asking the person questions for greater clarity about the application, and including all necessary sections.

Remember that writing a letter of recommendation requires your authentic self . You have to be honest with your recommendation and reasons for offering it. After you’ve written it, be proud of yourself. You’ve taken the time to do something kind for someone else, and kindness never goes out of style.

Maggie Wooll

Thought Leader

Writing a resignation letter that’s effective and professional

How to write a great cover letter in 2024: tips and structure, what is a letter of intent examples on how to write one, 3 cover letter examples to help you catch a hiring manager’s attention, tips and tricks for writing a letter of interest (with examples), chatgpt cover letters: how to use this tool the right way, spread the gratitude: how to thank your team with a letter, send a thank you email after an internship to boost your career, how to quit a part-time job: 5 tips to leave on good terms, similar articles, how to ask for a letter of recommendation (with examples), how to disagree at work without being obnoxious, how to write an impactful cover letter for a career change, how to write a linkedin summary that impresses recruiters, character references: 4 tips for a successful recommendation letter, stay connected with betterup, get our newsletter, event invites, plus product insights and research..

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Sat / act prep online guides and tips, 9 sample excellent recommendation letters for your job.

Letters of Recommendation

Anyone who's applied for a job knows how important recommendation letters can be to getting hired. While you've probably asked for a reference letter in the past, you may be less familiar with writing one. If someone asks you for a reference, how can you produce a great letter that will help your employee, colleague, or friend get hired?

To help you through the writing process, we're providing nine samples of effective letters of recommendation (scroll down to skip to the samples!). By reading through these examples, you'll gain a clear understanding of how to structure your own letters.

Before getting to the free recommendation letter samples, let's briefly review the role that reference letters play in the hiring process. Why are they important, and what makes some stand out over others?

Why Are Recommendation Letters Important?

Many employers request recommendation letters to help them decide who to hire or internally promote. Throughout the hiring process, the applicant strives to present herself in the best light. Beyond the interview and resume, hiring managers look to recommendation letters to confirm the candidate's qualifications and to gain insight from an outside party.

The hiring manager wants to know what experiences the candidate will bring to the new role, how she'll contribute to the company or organization, and how she'll behave in the day-to-day. Recommendation letters can point to a candidate's future performance by talking about her past achievements.

Reference letters can also shed light on what it's like to manage, work with, or, in the case of a character reference, be friends with the person under consideration. They complement the candidate's story and suggest what she'll bring to the table in her next job.

If you get asked to write a letter for someone, it's safe to assume you want to do a good job. Helping someone get hired is not just a satisfying good deed, but it's also good professional karma! So how can you turn those good intentions into a stand-out employee letter of recommendation?

Each letter will, of course, be different, but good letters share certain key features. Read on to learn about three important characteristics of strong reference letters.

Your recommendation letter's not the time to be cagey about your identity! The hiring manager wants to know who you are and why you're qualified to recommend the applicant.

What Makes a Recommendation Letter Stand Out? 3 Key Features

Strong letters give positive descriptions of a candidate's skills in a concise and powerful way. Beyond using language that's clear and error-free, what elements should your recommendation letter include to be effective?

As you write your letter, make sure it does the following:

#1: Explains Why You're Qualified to Recommend the Candidate

In order to hold weight, a recommendation letter should come from a reputable source. If an employer wants a professional reference, then the writer of that letter probably worked with the candidate in a supervisory capacity. Some employers will also be interested in letters from a colleague or, occasionally, a friend, neighbor, or family member. Most letters, though, will be written by a supervisor, manager, or boss of some sort.

In the first paragraph, you should explain who you are and how you know the candidate. How long did you work with her and in what capacity? By explaining your relationship, you show that you're qualified to give an honest assessment.

If someone who feels like a relative stranger asks you to write a letter, you might consider declining or recommending someone else to write it. If you didn't get to know the candidate's work performance or only did so in a way completely unrelated to the new position, then you might not be able to provide a helpful letter of recommendation from employer to employee.

The best letters are written by people who can speak to the candidate's skills and accomplishments. Make sure to state clearly in the beginning of your letter who you are and why your opinion matters.

#2: Customized to the New Position

While you should speak to the candidate's accomplishments in her past role, you should also show why she'd make a good fit in the next one. Even if the candidate's making a career change, you can explain why she'll be able to do well in the new industry.

Here's where open communication with the applicant is important. She should share the job description so you have a clear understanding of the position's requirements. As the writer, you're not expected to do much research on the new job. The candidate should provide you with everything you need to know to customize your letter.

By drawing on this information, you can express confidence that the candidate will succeed in the new role. Then when the hiring manager reads your letter, she'll feel reassured that the candidate would make a good fit.

#3: Uses Specific Examples and Anecdotes

Finally, and perhaps most importantly, your letter should provide specific examples about the candidate. Don't just list adjectives like, "friendly, intelligent, and hard-working"; instead, present circumstances in which the candidate demonstrated those qualities. To borrow a favorite phrase of English teachers, "show, don't just tell."

Not only will examples point to the value the candidate brought to your organization or company, but they'll also paint a picture of how she works in day-to-day operations. Using two to three specific anecdotes in your letter will boost its level of persuasiveness. It will also sidestep a common rec letter trap: becoming a generic list of cliches.

Just as you should only write a recommendation letter if you feel qualified to assess the candidate, you should also only write it if you can provide a great one. While you don't want to go over the top and sound insincere, your letter should be a strongly positive endorsement.

Sample Recommendation Letters

As you read through the nine free job recommendation letters below, notice how they all share the three key features described above, even though they differ in terms of their source and target audience. Below are nine sample recommendation letters, each followed by an analysis of what it does well!

Sample Recommendation Letter 1: Written by a Direct Manager for a Full-Time Employee
Sample Recommendation Letter 2: Written by a Principal for a Teacher
Sample Recommendation Letter 3: Written by a Direct Manager for a Part-Time Employee
Sample Recommendation Letter 4: Written by a Manager for a Remote Worker
Sample Recommendation Letter 5: Written by a Supervisor for an Internal Promotion
Sample Recommendation Letter 6: Written by a Supervisor for a Student Intern
Sample Recommendation Letter 7: Written by a Coworker
Sample Recommendation Letter 8: Written by a Professor for a Former Student
Sample Recommendation Letter 9: Written by a Friend as a Character Reference

After checking out the above samples of recommendation letters, read on for some final thoughts on how to write an excellent letter of recommendation for an employee, coworker, or friend.

Now that you've got all the building blocks, you can put them together into a powerful letter of recommendation!

Writing Strong Letters of Recommendation: Final Thoughts

While the above samples of recommendation letters will help guide you through the letter writing process, they can't look exactly like your final product. Writing a letter is a significant undertaking, as it requires you to customize your words to the candidate and make your letter unique. Even though the specifics will vary, strong letters of recommendation do have certain features in common. Each letter should...

Use an Official Format

The sample letters show the proper format for a recommendation letter. They have the employer's name, position, company, and company's address at the top. To give one example, here's the header for recommendation letter sample #1:

Ms. Greta Johanssen Sales Manager Streambase Corp. 66 Western Boulevard Santa Fe, New Mexico 87500

You should also use official letterhead that has your name and contact information across the top, in whatever way you've chosen to present it. Each letter is addressed to a specific person, a greeting that's more personal than, "Dear Hiring Manager." Typically, paragraphs are single-spaced with a double space in between each one.

Finally, every letter concludes with an invitation to contact the writer for any further information. Then the writer may include her position, company, phone number, and email below her name.

Start with a Strong Opener

The strongest letters start out with an immediate statement of support. They might say, "It's my honor," "It's my pleasure," or "I'm very pleased to provide this letter of recommendation for Joe." Stating the obvious with a sentence like, "I'm writing to recommend Joe," looks weak beside a more enthusiastic opener.

In the first paragraph, explain who you are and why you're qualified to recommend the candidate. Write a line or two of praise about her professional and personal strengths, perhaps with a summary of the main points you'll present in the rest of the letter.

Include Two to Three Specific Examples

As mentioned above, strong letters typically include two to three body paragraphs with specific anecdotes about the candidate. They don't just describe the applicant's great qualities and accomplishments; they give examples and prove to her prospective employer that she's made achievements in the past that predict future success.

You might talk about a project or responsibility of the applicant or the value she's brought to your company. Consider relevant qualities like flexibility, initiative, leadership, growth, collaboration, interpersonal skills, and/or ability to perform within a certain environment or culture.

To Sum Up...

Depending on your relationship with the candidate, you might focus more on her work performance or personal character in your recommendation letter. An employer will focus more heavily on professional skills while a coworker may add personal qualities.

A friend or neighbor providing a character reference would produce the most personal letter. It falls upon the candidate to choose her recommenders wisely and to share any relevant information about the prospective position to help them write the best letter they can.

As long as you incorporate the key features discussed above and take the time to make your letter positive and specific, you'll provide a strong recommendation letter that will help your employee, colleague, or friend get hired. And who knows—perhaps in a year or two, she'll be writing a recommendation letter for you!

What's Next?

Are you tasked with writing a recommendation letter for a student applying to college? If so, check out these samples of recommendation letters from teachers and counselors, along with additional writing tips and a thorough recommendation letter template!

4 Amazing Samples of Recommendation Letters from Teachers Should You Move to a State with No Income Taxes
3 Examples of Excellent Recommendation Letters from Counselors
Complete Guide: Writing a Strong Letter of Recommendation
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A Great College Recommendation Letter Template

Rebecca graduated with her Master's in Adolescent Counseling from the Harvard Graduate School of Education. She has years of teaching and college counseling experience and is passionate about helping students achieve their goals and improve their well-being. She graduated magna cum laude from Tufts University and scored in the 99th percentile on the SAT.

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Letter of Recommendation Template (With Examples)

What to Write in a Letter of Recommendation

Heading and greeting, the body of the letter, summary, conclusion, and closing, recommendation letter template, more recommendation letter examples.

Ideally, when you're writing a letter of recommendation, it's about someone whom you feel merits praise, so all you have to do is write down your positive feedback on the candidate.

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.

Following a template can help ensure that you hit all the important points in your letter, so it will be as effective and informative as possible.

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.

As you prepare to write your letter of recommendation , make sure that you have enough information to work with .

To make it easier, ask the individual you are assisting to provide you with their resume, a list of volunteer or extracurricular activities where they have held leadership roles, and a copy of all job postings to which they are applying.

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.

The heading and greeting should include your information and a greeting or introduction.

Your Contact Information Your Name Your Title Company or School Name Address City, State Zip Code

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 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.

I met Susan when she was a Freshman in my Introductory Economics course at WVU. Throughout her studies in my department, I had the opportunity to work with her on several research projects where she acted as my assistant.

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.

Bill graduated with honors in Philosophy, and was always focused on how his future would progress. He knew he wanted to pursue a doctorate very early on, and has worked independently, in groups, and as a research assistant. I believe that Bill would be an asset to your department, as he brings a tremendous amount of energy and enthusiasm to his studies. He is a very bright and qualified individual, and a pleasure to work with.

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.

I believe that Christine would be an excellent addition to your international sales team. When I worked with her at XYZ, I was impressed by her ability to communicate the effectiveness of our products to our clients and close a sale. During the two years I worked with her, she was personally responsible for adding several new clients in Asia and Africa.

This is where you finalize your recommendation with specific wording that should highlight your enthusiasm for the person.

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.

During my acquaintance with Joanne, she has been efficient, professional, organized, and a fantastic team leader. She has my highest recommendation for the position of office manager at DEF, Inc.

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.

Signature (hard copy letter)

Recommender Name Title Email Address Phone Number

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.

Recommendation Letter Example (Text Version)

Elaine Chang Office Manager CBI Industries 123 Business Street Anytown, CA 12345 555-555-5555 elaine.chang@email.com

March 21, 2022

Jessica Smith Office Manager Acme Corp 680 Main Boulevard, Ste. 300 Ocean 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.

Elaine Chang

Need more samples? Review examples of different types of letters of recommendation, including letters for employment, academia, and character and personal reference letters.

Key Takeaways

Ask the person who requested the letter of information to share background information on themselves and any role at hand—this will make it simpler for you to know what to write.
Follow the standard format of a letter of recommendation, so it meets the expectations of the people reading the letter.
Make sure the recommendation letter includes details on your connection to the person, why you recommend them, their relevant skills, and the best way to reach you for more insight.

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How to Ask for a Letter of Recommendation for Graduate School

By UOnline News 03-14-2024

Embarking on the journey of graduate school is exciting, but it can also be challenging. Whether you're pursuing a master's degree or a doctorate, the application process for grad school requires extensive preparation, including securing strong letters of recommendation to make your application stand out.

You probably know recommendation letters are important, but you may be wondering precisely how to ask for a letter of recommendation for graduate school.

For some applicants, asking for a letter of recommendation for graduate school may be daunting. Some may wonder who should write letters of recommendation for grad school? Perhaps you need to know how to get letters of recommendation when you've been out of school for a while.

No matter your personal situation, we've got you covered!

In this step-by-step guide, we'll explore the essential strategies of how to ask for a letter of recommendation for graduate school; what should be in your graduate program recommendation letter; how to ask a professor for a letter of recommendation for grad school; and, something many students forget, how to follow-up on your request for a letter of recommendation from a professor.

Understanding the Importance of Letters of Recommendation

First, a quick note on why a compelling letter of recommendation for master's degrees is so critical.

A strong letter of recommendation can mean the difference between a successful application and an unsuccessful one. Not only does it serve as a testament to your academic and professional abilities, it can also provide invaluable insight into your character and, most importantly, your potential for success as a graduate student.

Role in the Application Process: Letters of recommendation play a crucial role in the application process, as they provide a holistic view of your qualifications and capacity to succeed. Admissions committees typically rely on these letters to gauge your abilities, research potential, work ethic, and interpersonal skills, which may not be fully reflected in your transcripts or test scores.

Establishing Credibility: Strong letters from credible sources such as professors, supervisors, or mentors can significantly bolster your application and distinguish you from other candidates.

Demonstrating Fit: Letters of recommendation allow others to attest to your suitability for the specific program or field of study, highlighting your alignment with the program's objectives and culture.

Key Steps: How to Get Letters of Recommendation for Grad School

1. Identify Suitable Recommenders

Choose individuals who can provide a well-rounded and insightful perspective on your capabilities. Ideal recommenders include professors, supervisors, mentors, or professionals who are familiar with your academic work, research projects, or relevant experiences. Consider the relevance and credibility of each recommender based on their expertise, relationship with you, and their standing within your field of study.

Professors: A strong letter of recommendation from a professor for your master's degree application is critical, as they are likely most familiar with your academic performance, especially in relevant courses or research projects. Select individuals who can speak to your intellectual abilities, analytical skills, and potential for advanced study.

Research Advisors: If you have engaged in research projects or thesis work, consider approaching research advisors who can provide insight into your research capabilities and contributions.

Employers/Supervisors: For applicants with work experience, supervisors or employers can offer valuable perspectives on your professional skills, leadership abilities, and interpersonal qualities.

Colleagues/Mentors: Individuals who have worked closely with you in a professional capacity and can vouch for your skills, accomplishments, and character may also serve as effective recommenders.

2. Establish a Strong Relationship with Potential Recommenders

Start Early: Cultivate meaningful relationships with potential recommenders early in your academic career to ensure that they can provide personalized and compelling endorsements. It's a good idea to attend office hours if you can; participate actively in class discussions; seek mentorship; and engage in any research or extracurricular activities that allow you to showcase your abilities and commitment to your academic or professional pursuits.

Stay Engaged: Maintain regular communication with your recommenders, updating them on your academic and professional achievements, goals, and aspirations. Demonstrating your commitment and enthusiasm can strengthen their willingness to write a compelling letter on your behalf.

Provide Relevant Information: When requesting a letter of recommendation, provide recommenders with pertinent information such as your resume, transcripts, personal statement, and specific instructions or guidelines from the graduate programs you are applying to. This enables them to tailor their letters to highlight your most relevant qualifications and experiences.

3. Craft a Polite and Professional Request

Choose the Right Medium: While in-person requests are ideal, especially for academic recommenders, email is often a convenient and acceptable mode of communication. Ensure your email is professional, concise, and respectful of the recommender's time.

Personalize Your Request: Tailor each request to the individual recommender, reminding them of your interactions or experiences together and expressing why you believe they are well-suited to write a strong letter on your behalf.

Be Clear and Specific: Clearly outline the purpose of your request, including the programs you are applying to, the deadlines for submission, any specific criteria or prompts provided by the programs, and any additional information or materials you are providing for their reference.

Allow Ample Time: Request letters of recommendation well in advance of application deadlines, ideally several months beforehand. This allows recommenders sufficient time to craft thoughtful and detailed letters without feeling rushed or burdened. Be mindful of their schedules and workload, especially during peak times such as midterms, finals, or the end of the semester.

Show Respect: Finally, always approach your potential recommenders with humility, respect, and gratitude. Clearly articulate why you're seeking their support and why you believe they're well-suited to provide a strong endorsement. Provide relevant context, such as the programs or institutions you're applying to, your academic and career goals, and any specific qualities or achievements you'd like them to highlight in their letter.

4. Provide Supporting Materials and Information

Facilitate the letter-writing process by supplying your recommenders with a comprehensive packet of materials, including:

Your updated resume or curriculum vitae (CV)
Transcripts or academic records
Writing samples, research papers, or relevant projects
A draft of your personal statement or statement of purpose
Clear instructions and deadlines for submitting the letter, along with any required forms or formats specified by the institutions

5. Follow Up and Express Gratitude

Follow Up Strategically: If you haven't received a response to your initial request, send a polite follow-up email or schedule a brief follow-up meeting to reiterate your request and confirm their willingness to provide a letter. Be mindful of their time constraints and availability.

Provide Reminders: As the application deadline approaches, send gentle reminders to your recommenders, reiterating the deadline and expressing your appreciation for their support.

Say Thanks: After letters have been submitted, express your sincere gratitude to your recommenders for their time, effort, and support. A handwritten thank-you note or email expressing your appreciation can go a long way in maintaining positive relationships.

Maintain Professional Relationships

Regardless of the outcome of your graduate school applications, continue to nurture your relationships with your recommenders. Keep them updated on your progress, successes, and future endeavors, and be open to providing support or assistance in return.

Handling Difficult Situations

In some cases, you may encounter challenges or obstacles when requesting letters of recommendation, such as a reluctant recommender or a strained relationship. Here are some strategies for navigating such situations:

Approach the conversation with empathy and understanding, acknowledging any concerns or reservations they may have. Provide reassurance and context about the importance of the letter and how it will contribute to your academic or professional aspirations.

If necessary, consider seeking alternative recommenders who can provide equally strong endorsements.

How to Get a Letter of Recommendation When You've Been Out of School

Many of the steps are very similar but with a few additional details to ensure you are identifying the best people to recommend you and that you do everything necessary to ensure they are able to provide you with the letter you are seeking.

Identify Potential Recommenders: Think about individuals who can speak to your skills, work ethic, and character and with whom you worked particularly closely. These could be former employers, supervisors, colleagues, clients, or mentors. Choose recommenders who know you well and can provide specific examples of your skills and accomplishments. Building and maintaining professional relationships over time can make it easier to request letters of recommendation later in life when needed.

Reconnect: Reach out to your potential recommenders. If you haven't been in touch for a while, it's a good idea to send a friendly email or message to catch up and remind them of who you are and the context of your previous relationship.

Provide Context: When you ask for a recommendation, provide context about why you need it and what you're applying for. This helps the recommender tailor their letter to highlight relevant skills and experiences.

Provide Resources: Offer your resume or CV, a summary of the position or opportunity you're applying for, and any other information that can help your recommender write a strong letter.

Be Clear and Polite: Clearly communicate your request for a recommendation and be respectful of your recommender's time. Ask if they are willing to provide a positive recommendation and if they need any additional information from you.

Follow Up: If your recommender agrees to write the letter, follow up with them to ensure they have everything they need and to thank them for their assistance.

Provide Reminders: If the deadline is approaching and you haven't received the letter yet, send a polite reminder. However, make sure not to pester or pressure your recommender.

Express Gratitude: Once the letter has been submitted, express your gratitude with a thank-you note or email. Let your recommender know that you appreciate their support and assistance.

Requesting letters of recommendation for graduate school can be a challenge, but with careful planning, effective communication, and thoughtful consideration, you can maximize your chances of securing compelling endorsements. By identifying suitable sources, cultivating meaningful connections, and crafting personalized requests, you can secure letters that will enhance your graduate school application.

Cultivate strong relationships with potential recommenders and always provide necessary support and information. Especially important is to express gratitude for their assistance so that you ensure you are conveying respect and professionalism for their part in your graduate school journey.

Remember that letters of recommendation are not just a formality but a valuable opportunity to showcase your strengths, achievements, and potential as a future graduate student. Approach the process with professionalism and respect for the valuable time and expertise of your recommenders.

With diligent preparation and effective communication, you'll be well-positioned to present a compelling case for admission to your desired graduate program!

For more on UOnline's graduate degrees and certificates, visit uonline.miami.edu

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Writing an Effective & Supportive Recommendation Letter

Sarah J. Hainer

Emily Furlong

Nafisa M. Jadavji

Charlotte M. de Winde

Natalia Bielczyk

Aparna P. Shah

Introduction

Decide on whether to write the letter

Examine the application requirements

Acquire candidate information and discuss letter content

Draft the letter early and maintain a copy

Structure your letter

Describe relevant candidate qualities with specific examples and without overhyping

Recommendations for Letter Writers

Be careful about what you leave out of the letter

Use ethical principles, positive and inclusive language within the letter

Revise and submit on time

Conclusions

Acknowledgements

Abbreviations:

Writing the perfect recommendation letter

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How (and Who) to Ask For a Letter of Recommendation

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Lauren Thomas

Letters of Recommendation

Deciding whether to write a recommendation

Confidentiality and protected information

Writing strong recommendations

Formatting recommendation letters

Works consulted

How to Write a Letter of Recommendation [With Tips & Template]

What is a Recommendation Letter?

3 Types of Recommendation Letters

#1. Academic Recommendation Letters

#2. Employment recommendation letters

#3. Character recommendation letters

Letter of Recommendation Format

Letter of Recommendation Layout

Recommendation Letter Template

How to Ask for a Recommendation Letter

5 Tips on How to Write a Letter of Recommendation

Tip #1. Write an Attention-Grabbing Introduction

Tip #2. Establish a Meaningful Relationship With the Candidate

Tip #3. Tailor Your Recommendation to the Application

Tip #4. List the Candidate’s Achievements

Tip #5. Polish Up Your Recommendation Letter

Recommendation Letter FAQ

Key Takeaways

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How to write a letter of recommendation (with examples)

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Letter of recommendation versus letter of reference

1. Recommendation letter for a job

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3. Recommendation letter for a scholarship

Maggie Wooll

Writing a resignation letter that’s effective and professional

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Why Are Recommendation Letters Important?

What Makes a Recommendation Letter Stand Out? 3 Key Features

#1: Explains Why You're Qualified to Recommend the Candidate

#2: Customized to the New Position