How to write a letter of recommendation: Templates, examples, and tips

It’s a privilege to write a letter of recommendation and help someone snag their dream job. But it’s not exactly effortless. Your letter must strike the right tone, answer employers’ top questions, and feel personal enough to stand out.

Plus, a growing emphasis on skills-based hiring makes it doubly important to write a letter of recommendation that’s backed up with detailed achievements and examples.

But don’t worry, while writing recommendation letters is an art, it’s not rocket science. In this piece, we’ve laid out everything you should cover, step by step. We also throw in five letter of recommendation templates for different scenarios (ready to fill in and use!)

How to write a letter of recommendation - Step-by-step instructions 

Here’s a step-by-step run-through of what to include in your letter of recommendation.

Step 1: Make the recommendation statement.

Cut to the chase. In your first sentence, confidently state that you recommend your referee for the role.

Step 2: Define your relationship.

Summarize in one or two sentences how you know the referee. Include the type of work or academic relationship (e.g., you were their line manager), plus your current/former job title, company, industry, and specialization (e.g., biochemistry) where relevant. 

Step 3: Summarize why you recommend them.

In one short paragraph, summarize why you recommend your referee, pointing to their top qualifications and achievements. Add a personal touch and be generous but realistic.

For instance, for career starters, you could say, “Over the two years we worked together, their attention to detail, curiosity, and collaborative spirit set them apart from entry-level peers.”

Step 4: Highlight their top skills and achievements.

This is the meat (or vegan alternative) of your recommendation letter. As employers increasingly prioritize skills-based hiring, they expect clear and persuasive showcases of candidates’ skill sets. 

To prepare, list your referee’s hard and soft skills based on your experience, and read their role description if possible.

Group similar skills in one paragraph – say, problem-solving, critical thinking, strategy, and numeracy; or communication, collaboration, conflict resolution, and team management.

Follow the what-how-why paragraph structure to showcase referees’ skills. Namely: 

• What are the skills?

• How did they build and/or prove them?

• Why are these skills important (in your past work and/or their future role)?

Additionally, here are two tips to craft great skills recommendation paragraphs. 

Match the role requirements.

Your referee probably has many qualities, but spotlight the required ones in the job description. From those, prioritize the ones you can back up with quantifiable results or personal stories.

Give real-life examples.

Real-life examples of candidates’ skills give them a competitive edge during hiring. Examples should, ideally, mirror the responsibilities in the job description. For instance, for an accounting letter of recommendation, you might use a cash statement preparation task to discuss your referee’s attention to detail and willingness to get stuck in.

Step 5: Contrast their experience with an alternative.

Strengthen your recommendation by comparing the candidate’s experience against a benchmark. Here are two ways to create contrast.

Highlight the candidate’s growth over time.

Briefly describe how your referee grew professionally (or academically) while you knew them. Mention skills or abilities (e.g., determination, curiosity) and resources (e.g. mentorship, courses) they used to self-develop.

Compare with peers’ skills and achievements.

Pick a couple of skills or achievements where your referee surpassed peers with similar backgrounds or responsibilities. Be specific – for instance, refer to a competition or award, or estimate the percentile (being among the top x%) they’re part of.

Here’s an example.

“[Candidate name] is in the top 5% of their course in quantitative research (QR). They achieved an 85/100 score in their QR module, with only 10 students receiving scores above 75.”

Step 6: End on a high note.

Reaffirm your support for your referee’s application. Use emotive language while briefly referencing the position’s skill requirements or responsibility level (e.g., “I have every confidence that [Candidate name] will drive lasting change for the business and team” for leadership positions).

Step 7: Provide your contact details.

Add a formal sign-off, your full name, a handwritten signature, and your contact details (e.g., phone number, email address, and organization address).

Letter of recommendation templates

Here are five personalized letter of recommendation templates for:

For entry-level positions

Use this recommendation letter template for entry-level roles such as:

• Internships and graduate programs (e.g., in banking or engineering)

• Administrative jobs (e.g., data entry clerk, receptionist)

• Retail jobs (e.g., cashier)

• Logistics jobs (e.g., driver, warehouse packer)

• Junior specialized roles (e.g., marketing coordinator, junior software engineer)

TestGorilla’s fill-in template for entry-level positions

[Your Name] [Your Job Title] [Your Company] [Your Contact Information] [Date]

[Recipient's Name] [Recipient's Job Title] [Recipient's Company]

Dear [Recipient's Name],

I am writing to strongly recommend [Candidate's Name] for the [Job Title] position at [Company Name]. I had the pleasure of supervising [Candidate's Name] during their time as a [Your Relationship, e.g., "intern"] at [Your Company], where I currently serve as [Your Position].

Over the [duration, e.g., "year"], [Candidate's Name] consistently demonstrated exceptional enthusiasm, a strong work ethic, and a willingness to learn that set them apart from their peers. Their attention to detail, curiosity, and collaborative spirit were particularly notable and essential in our fast-paced environment.

[Candidate's Name] showcased a range of skills during their time with us, including [specific skills, e.g., "effective communication, research, and data analysis"]. One particular instance that stands out is when they [specific example, e.g., "played a key role in compiling a comprehensive market analysis report, which was instrumental in our strategy development"].

I was particularly impressed by [Candidate's Name]'s ability to [specific achievement, e.g., "adapt quickly to new challenges and take initiative in tasks beyond their immediate responsibilities"]. Their growth during their time with us was remarkable, especially when compared to other interns or entry-level employees I have worked with.

In conclusion, I wholeheartedly recommend [Candidate's Name] for the [Job Title] position. I am confident that they will continue to excel and bring value to your team, just as they did here.

Please feel free to contact me at [your phone number] or [your email address] if you require any further information.

Sincerely,

[Your Name]

[Your Job Title]

For management positions

The following blueprint works for middle-managerial roles that oversee other colleagues’ work – say:

• Many roles that include the words “manager,” “supervisor,” “team leader,” or similar (e.g., operations manager, sales area manager, store supervisor, web design team leader)

• Other jobs that involve mentoring and supervising responsibilities (e.g., “associate partner” in professional services)

TestGorilla’s fill-in template for management positions

[Your Name] [Your Job Title] [Your Company] [Your Contact Information] [Date]

[Recipient's Name] [Recipient's Job Title] [Recipient's Company]

Dear [Recipient's Name],

I am pleased to recommend [Candidate's Name] for the [Management Position Title] at [Company Name]. In my role as [Your Position] at [Your Company], I had the privilege of working closely with [Candidate's Name] as their direct supervisor for [duration, e.g., "three years"].

During this time, [Candidate's Name] consistently demonstrated leadership, strategic thinking, and the ability to manage complex projects. Their ability to motivate and lead teams was evident in [specific achievement, e.g., "the successful launch of a new product line, which exceeded our sales targets by 20%"]. Their strong communication skills and ability to resolve conflicts were also critical in ensuring the team's success.

[Candidate's Name] has a remarkable talent for [specific skills, e.g., "strategic planning and execution, problem-solving, and decision-making"]. They proved these skills when they [specific example, e.g., "led a cross-functional team through a challenging project, delivering results on time and within budget"]. Their leadership qualities, combined with their deep understanding of our industry, make them an outstanding candidate for a management role.

Compared to others in similar positions, [Candidate's Name] stands out for their ability to [specific comparison, e.g., "navigate complex organizational dynamics and drive meaningful change"]. Their continuous growth and commitment to professional development have been truly impressive.

I am confident that [Candidate's Name] will be an exceptional addition to your management team. If you need any further information, please do not hesitate to reach out to me at [your phone number] or [your email address].

Best regards,

[Your Name]

[Your Job Title]

For senior and executive positions

Next, here’s a template for the top jobs in an organization, including:

• Most roles that include “director”, “head”, “chief [area] officer”, or “president” (e.g., chief finance officer, senior fundraising director).

• Executive board positions

For large or multinational enterprises, senior positions may also include:

• Executive assistant to the C-suite (including to the CEO and COO)

• Vice-President (of a certain area – say, asset management in a bank)

TestGorilla’s fill-in template for senior and executive positions

[Your Name] [Your Job Title] [Your Company] [Your Contact Information] [Date] [Recipient's Name] [Recipient's Job Title] [Recipient's Company]

Dear [Recipient's Name],

It is with great enthusiasm that I recommend [Candidate's Name] for the [Executive Position Title] at [Company Name]. As the [Your Position] at [Your Company], I have worked closely with [Candidate's Name] for [duration, e.g., "over five years"], during which they have consistently demonstrated exceptional leadership and strategic vision.

[Candidate's Name] has been instrumental in [specific achievement, e.g., "driving our company's growth, leading several high-stakes initiatives that resulted in a 30% increase in revenue"]. Their deep understanding of [specific industry or field] and their ability to anticipate market trends have been invaluable assets to our organization.

One of [Candidate's Name]'s greatest strengths is their ability to [specific skills, e.g., "build and nurture high-performing teams, foster innovation, and drive organizational change"]. I recall a particular instance when [specific example, e.g., "they successfully led a company-wide transformation project, which not only improved operational efficiency but also significantly boosted employee morale"].

Compared to other executives I have worked with, [Candidate's Name] stands out for their [specific comparison, e.g., "unwavering commitment to ethical leadership and their ability to inspire trust and confidence across all levels of the organization"]. Their impact on our company has been profound, and I am confident they will bring the same level of excellence to your organization.

In closing, I highly recommend [Candidate's Name] for the [Executive Position Title]. They possess the experience, vision, and leadership qualities needed to drive your company's success. Please feel free to contact me at [your phone number] or [your email address] for any further information.

Sincerely,

[Your Name]

[Your Job Title]

For freelancers

Use the freelancer template if the candidate you’re recommending is applying for non-permanent roles like:

• Freelance creative (e.g., freelance designer, copywriter)

• Specialist contractor (e.g., management consultant, biotech expert)

• Self-employed coaching or counseling positions (e.g., therapist, relationship counselor, career or life coach)

TestGorilla’s fill-in template for freelancer positions

[Your Name] [Your Job Title] [Your Company] [Your Contact Information] [Date]

[Recipient's Name] [Recipient's Job Title] [Recipient's Company]

Dear [Recipient's Name],

I am writing to highly recommend [Candidate's Name] as a freelancer for your [specific project or service, e.g., "content development needs"]. I had the pleasure of collaborating with [Candidate's Name] on [specific project, e.g., "a series of marketing campaigns"] for [Your Company], where I currently serve as [Your Position].

[Candidate's Name] consistently delivered high-quality work, on time and within budget. Their expertise in [specific skills, e.g., "graphic design, content creation, and digital marketing"] was evident in the results they produced, which [specific achievement, e.g., "helped increase our online engagement by 25%"]. Their ability to understand our needs and translate them into creative and effective solutions was particularly impressive.

What sets [Candidate's Name] apart from other freelancers is their [specific trait, e.g., "exceptional attention to detail and ability to manage multiple projects simultaneously without compromising on quality"]. They are reliable, communicative, and always open to feedback, making them a valuable partner in any project.

In comparison to other freelancers I've worked with, [Candidate's Name] consistently exceeded expectations, demonstrating a level of professionalism and creativity that is hard to find.

I am confident that [Candidate's Name] will be an asset to your team or project. If you have any questions or need further information, please do not hesitate to contact me at [your phone number] or [your email address].

Best regards,

[Your Name]

[Your Job Title]

For career changes

Finally, here’s our template for candidates swerving into a career change. For example, they might be changing from:

• A senior position in pharmaceuticals to a management one in PR

• A banking career to a publishing job

• Operations to marketing within the same company or industry

TestGorilla’s fill-in template for career changes

[Your Name] [Your Job Title] [Your Company] [Your Contact Information] [Date]

[Recipient's Name] [Recipient's Job Title] [Recipient's Company]

Dear [Recipient's Name],

I am writing to strongly recommend [Candidate's Name] for the [new role, e.g., "marketing manager position"] at [Company Name]. Having worked with [Candidate's Name] for [duration, e.g., "five years"] in their previous role as [previous role, e.g., "a project manager"], I can confidently say that their skills and experience make them an excellent candidate for this career transition.

[Candidate's Name] has always been a quick learner, with a knack for [specific skills relevant to new role, e.g., "strategic thinking and creative problem-solving"], which will serve them well in [new industry]. During our time together, they successfully [specific achievement, e.g., "led several cross-functional teams to deliver complex projects on time and under budget, demonstrating their ability to manage diverse challenges"].

What makes [Candidate's Name] particularly suited for this career change is their [specific trait, e.g., "ability to adapt quickly to new environments and their eagerness to take on new challenges"]. They have already begun to [specific steps taken towards new career, e.g., "pursue relevant certifications and engage in self-study to build their expertise in marketing"].

In comparison to others making a similar transition, [Candidate's Name] stands out for their [specific comparison, e.g., "strong foundation in project management, which provides a unique perspective that will be beneficial in their new role"].

I am confident that [Candidate's Name] will excel in their new career path and bring significant value to your team. If you need further details, please feel free to contact me at [your phone number] or [your email address].

Sincerely,

[Your Name]

[Your Job Title]

What the experts say: how to recommend a colleague or friend

Here’s some expert-backed advice to help you fill those recommendation letter template placeholders.

Kat Boogaard, Former editor at The Muse, emphasizes that you must “focus on the right traits and accomplishments” in your letter of recommendation. Gather details about your referee’s opportunity, including:

• “Contact details for who the letter should be addressed to

• A current resume

• The description of the position they’re seeking

• Any specific examples they’d like you to include and highlight

• The timeframe for the letter to be sent”

Then, Angela Guido, Coach at Career Protocol, believes you should explore your referee’s aptitudes in depth using “vivid illustrations and examples.” An example Angela provides is:

“It’s not enough for him to just do his own tasks well, though he does that – his code is always flawless and he is the best bug catcher I’ve ever seen, helping resolve multiple obscure coding errors when others couldn’t find the problem. But more than his attention to detail, he’s personally invested in the success of the overall project, product, and company as a whole.”

Here’s a curveball! Founder of Ask the Headhunter, Nick Corcodilos, recommends you “don’t follow a format.” Simply answer the big questions – who you are, how you know the candidate, what their work ethic and skills are, how they stand out, and what benefits they’d offer the employer. His advice? “Write naturally” as if “you’re having lunch with the employer.”

Conclusion 

Yes, writing a strong recommendation letter can come with a lot of pressure. But by following a proven structure, deep-diving into skills and examples, and adding personal stories and phrases, you’ll be able to provide one that helps your referee get the job they want.

Of course, you can use our fill-in recommendation letter templates to speed things up, too!

And if you want to learn more about skill-based hiring, TestGorilla has in-depth articles on hiring the right person, the ins and outs of talent assessments, and more.

FAQs:

What is the format of a recommendation letter?

The format of a recommendation letter is: letterhead and contact information, date, salutation, introduction and statement of recommendation, executive summary, breakdown of skills and personal story, positive closing statement, and sign-off and signature.

What is the best opening sentence of a letter of recommendation?

The best opening sentence in a recommendation letter shows your enthusiastic support for the referee’s application. A good example is, “It is my pleasure to recommend [Candidate name] for the role of [Job title] at [Company name].”

What shouldn’t I say in a letter of recommendation?

In your recommendation letter, don’t mention candidate weaknesses (unless explicitly asked by the employer), vague or overused attributes (e.g., passionate, hard-working), or lengthy credentials from your own career.