How to write a letter of recommendation

How to write a letter of recommendation
SEEK content teamupdated on 28 June, 2024
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You’ve summarised all your skills and achievements in a well-written resumé, but if you want to add credibility to your job applications, nothing beats a letter of recommendation. It can be the deciding factor that sets you apart from other applicants, coming from a trustworthy source who can vouch for your abilities and character traits. 

A letter of recommendation can highlight your strengths, provide examples of your accomplishments, and help a hiring manager see your potential. Knowing how to request and write a professional letter of recommendation is important if you want a letter that hits all the right notes. 

What is a letter of recommendation?   

A letter of recommendation, also known as a reference letter, is a formal document written by someone who has knowledge of your skills, character and achievements. This person is usually a current or former employer, professor, or mentor who can vouch for your abilities. They can be used in a number of circumstances:

  • Applying for a job: recommendation letters strengthen your application by providing a credible endorsement of your skills and work ethic. Employers often use these letters to gain insight into how you have performed in previous roles and how you might fit into their organisation.

  • Applying for a promotion: recommendation letters are also essential when looking for a promotion within your current company. A strong recommendation from a supervisor or colleague can help demonstrate your contributions to the team and highlight your readiness to step up. 

  • Applying for a scholarship or internship: these letters are also important when applying for academic programs, scholarships or internships, as they provide evidence of your academic achievements and potential for future success.

Types of recommendation letters  

There are different types of recommendation letters for different situations. Here are some different types to keep in mind. 

Professional recommendations

A professional recommendation letter is written by someone who has worked with you in a professional setting, such as a current or former employer, supervisor or colleague. These letters are typically used when applying for jobs or promotions. The letter will focus on your job performance, specific skills, accomplishments, and contributions to the team or organisation. 

Academic recommendations 

An academic recommendation letter is written by someone who has seen your performance in an educational setting, such as a professor. These letters are often required for applications to academic programs, scholarships, or research opportunities. They will highlight your academic achievements, dedication to studies, and potential for future success. 

Character recommendations 

A character recommendation letter, also known as a personal reference, is written by someone who knows you personally and can vouch for your character and personal qualities. This kind of letter can be used when applying for volunteer positions or community service roles. They focus on personal attributes such as honesty, trustworthiness and reliability. 

Why are recommendation letters important?   

A single vacant position might have several applicants who all meet the basic qualifications for a role, so a solid recommendation letter can help you stand out. It adds a personal touch and a deeper level of insight into who you are as a professional. A reference can also highlight specific instances where you demonstrated skills that your resumé can’t. 

When a respected professional vouches for your abilities and achievements, it adds weight to your application. Knowing that someone else, especially someone with a reputable background, believes in your potential can be what gets you over the line in the hiring process.

Writing a reference letter   

If you’re asking your manager or supervisor to write a letter of recommendation for an employee (i.e. you), here are some elements to ask them to include.

A strong recommendation letter highlights specific qualities  

A strong recommendation letter should provide concrete examples of your skills and achievements in action. It should include specific soft skills and hard skills with examples.

For example, rather than saying you “improved sales,” it’s far more impactful to say you “increased sales by 15% over six months by implementing a new merchandising strategy”. 

Use positive language  

The language used in a recommendation letter is also very important. Try to get the person writing your letter to steer clear of any ambiguous language, sticking to strong ‘action’ verbs and adjectives. 

Phrases like ‘highly motivatedexceptional leadership’, and ‘exceeded expectations’ give plenty of confidence in your abilities. 

Tailor to the position 

Your recommendation letter should be tailored to the specific job that you’re applying for. For example, if the job calls for strong project management skills, the recommender should highlight relevant achievements in that area.

For example, the following sentence “Jan has been a valuable member of our team and has always performed her duties well,” doesn’t clearly address your skills. Instead try, “Jan has consistently demonstrated exceptional project management skills, successfully leading our team through dozens of high-budget projects in the last 18 months.

Credibility and endorsement  

A strong recommendation letter validates your qualifications from a trusted source. For example, a recommendation from a senior executive can carry significant weight in your job application. An endorsement like this shows you are trusted and valued by respected professionals. 

Quantify impact  

Instead of simply listing duties and responsibilities, ask the recommender to provide examples of the quantifiable impact you’ve made in their previous roles. 

For example, instead of saying, “Jon was responsible for overseeing branding campaigns”. It’s more impactful to say, “Jon led the branding campaigns to achieve a 10% increase in brand lift in our target audience within one year”.

Letter of recommendation templates

A well-structured template can make the process of writing a recommendation letter much easier. Below are two templates you can adapt to suit your needs, whether for professional, academic or character recommendations. Below is a sample recommendation letter for a professional and academic recommendation. 

Professional letter of recommendation example

[Referee name]
[Referee title]
[Company name]
[Company address]
[City, state, postcode]
[Email address]
[Phone number]

[Date]

[Recipient name]
[Recipient title]
[Company/Organisation name]
[Company address]
[City, state, postcode]

Dear [recipient name],

I am writing to highly recommend [applicant] for the [position or program] at your organisation. I have had the pleasure of working with [applicant] at [company name] for [duration], during which time they served as [applicant job title].

During their time at [company name], [applicant] demonstrated exceptional [specific skills or qualities] role. For example, [provide a specific instance or project where applicant excelled, including quantifiable metrics, if possible, such as “increased sales by 15%” or “led a team to complete a major project three weeks ahead of schedule”].

[Applicant] is highly [positive qualities, such as motivated, dedicated, a team player], and has shown remarkable [specific attributes, such as leadership, problem solving, communication skills]. 

I wholeheartedly endorse [applicant] for this opportunity and believe they would be an invaluable asset to your team. Please feel free to contact me if you require any further information.

Sincerely,

[Referee name]
[Title]
[Company name]

Academic recommendation letter template

[Referee name]
⁠[Referee title]
⁠[Institution name]
⁠[Institution address]
⁠[City, state, postcode]
⁠[Email address]
⁠[Phone number]

[Date]

[Recipient name]
[Recipient title]
[Company/Organisation name]
[Company address]
[City, state, postcode]

Dear [recipient name],

I am writing to provide a strong recommendation for [student], who has been an exemplary student in my [course or subject] class at [institution name]. I have known [student] for [duration] and have observed their strong academic performance and dedication to their studies.

[Student] has consistently demonstrated outstanding [specific academic skills or qualities, such as analytical thinking, research capabilities, or creativity]. For instance, in their [specific project or coursework], they [provide specific examples, such as “developed a comprehensive research paper”].

Beyond their academic achievements, [student] is [positive qualities, such as hardworking, enthusiastic, a collaborative team member], and actively participates in [extracurricular activities, student organisations, or community service]. 

I am confident that [student] will excel in [specific program, course, or position they are applying for]. I highly recommend [student's name] and am available to provide any additional information you may require.

Sincerely,

[Referee name]
[Referee title]
[Institution name]
 

How to request a recommendation letter?   

Requesting a recommendation letter is an important step in your application process. How you go about asking can make all the difference to the response you receive.

Identify the right person 

Choose people who can genuinely vouch for your skills and experiences relevant to the specific job you’re applying for. These should be people who have directly seen your work and can provide detailed, meaningful insights into your abilities. People who know you well and are familiar with your work are more likely to write compelling, personalised recommendations.

It’s better to have one strong recommendation from a credible source than several generic ones. A well-written, detailed letter from a respected professional will have far more impact than lots of vague endorsements.

Time your request 

Give your recommender plenty of time to write a thoughtful letter. Ideally, ask for a recommendation at least two weeks before the deadline to ensure they have enough time to prepare. A considerate approach will increase the likelihood of receiving a positive response.

How to write an email request for a recommendation letter  

When requesting a recommendation letter, it’s important to send a professional email that clearly outlines your needs and provides all necessary information. Here are the things to include:

  • The position you are applying for: clearly state the job title and company name.

  • Deadline for the recommendation: provide the due date to ensure timely submission.

  • Context reminder: briefly remind the recommender of your work together and any relevant experiences.

  • Gratitude: express your appreciation for their time and consideration.

  • Supporting document: offer a one-page document highlighting your relevant skills, accomplishments and contributions to make their job easier.

Example 1

Subject: Request for a Recommendation Letter

Dear Carlo,

I hope this message finds you well. I am reaching out to request your support in writing a recommendation letter for me as I apply for the data analyst position at Tech Innovators Company.

Our work together at Innovate Solutions was incredibly valuable, and I believe your insights into my analytical and time-management skills would greatly strengthen my application. The deadline for the recommendation is June 15 2024, and I would be grateful if you could provide the letter by then.

I have attached a brief document highlighting my relevant skills and accomplishments to assist you in crafting the letter. Thank you very much for considering my request. Your support means a lot to me.

Best regards,

James Harvey

Example 2:

Subject: Request for a Letter of Recommendation

Dear Tanya,

I hope you are doing well. I am writing to ask if you would be willing to write a letter of recommendation for me as I apply for the assistant store manager position at Retail World. Given our work together at Trend Store, I believe your perspective on my leadership skills and customer service expertise would be incredibly valuable.

The application deadline is July 7 2024, so I would appreciate it if you could complete the letter by that time. I have included a one-page summary of my relevant experiences and accomplishments to provide you with additional context.

Thank you so much for your time and consideration. Your recommendation would greatly support my application, and I am very grateful for your help.

Warm regards,

Emily Turner  

Having strong recommendation letters will aid credibility to your job applications. Remember to identify the ideal people to write your letters, time your requests appropriately, and provide clear, supportive information to your recommenders. Taking these steps can help you receive compelling endorsements that set you apart from other applicants. Reach out to your network and ask for the right recommendations that will help you get the job you're aiming for.  

FAQs  

Who should I ask for a recommendation letter? 

Ask someone who knows you well and can speak to your relevant skills and experiences, such as a current or former employer, supervisor, professor or mentor. Choosing someone who can provide specific examples of your achievements will make your recommendation letter more impactful.

What do you write in a letter of recommendation? 

A letter of recommendation should include:

  • An introduction outlining the relationship between the recommender and the applicant 

  • Specific examples of skills and achievements 

  • Positive language to highlight strengths 

  • A conclusion endorsing the applicant for the position

What is the main purpose of a letter of recommendation? 

The main purpose of a letter of recommendation is to provide a credible account of an applicant’s qualifications, skills and character from someone who has firsthand knowledge of their work. It validates the applicant’s capabilities and helps set them apart from other applicants.

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

The best opening sentence should clearly state the purpose of the letter and the relationship between the recommender and the applicant, such as: “I am pleased to write this letter of recommendation for [applicant’s name], who has worked under my supervision at [company/institution] for [duration].

What not to say in a letter of recommendation? 

You should avoid vague statements, critical comments, and any negative or irrelevant information in a letter of recommendation. Do not exaggerate or lie about the applicant’s abilities, and steer clear of personal information that is not related to their professional qualifications.

How far in advance should I request a recommendation letter? 

You should request a recommendation letter ideally four to six weeks in advance. This gives the recommender plenty of time to write a thoughtful and detailed letter without feeling rushed.

What if my potential recommender doesn't remember me well? 

If your potential recommender doesn’t remember you well, remind them of specific projects you worked on together, your achievements and any relevant details. Consider giving them a summary of your experiences and accomplishments to jog their memory and make it easier for them to write the letter.

Can I use the same recommendation letter for multiple job applications? 

Yes, you can use the same recommendation letter for multiple job applications, but it’s best to tailor it to each specific position. A generic letter is less impactful than one that highlights skills and experiences relevant to the job you are applying for.

Is it okay to ask a colleague for a recommendation letter? 

Yes, it is okay to ask a colleague for a recommendation letter, especially if they have directly observed your work and can provide specific examples of your skills and accomplishments. 

What should I do if my recommender says no to writing a letter for me? 

If your recommender says no, thank them for their consideration and move on to another potential recommender. It’s important to respect their decision and find someone who feels confident in providing a strong and positive letter. 

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