What is a recommendation letter

A recommendation letter, also known as a reference letter, is a written statement by someone who knows an individual well professionally, academically, or personally and can provide information about their skills, abilities, achievements, and character.

The purpose of a recommendation letter is to provide insight into the individual’s strengths and capabilities to a potential employer, educational institution, or other organization where they are applying for admission or employment. The letter is written by a former employer, teacher, mentor, or colleague who can provide an informed opinion about the individual’s qualifications for a specific role or program.

Recommendation letters typically include specific examples of the individual’s skills, accomplishments, and characteristics, such as their work ethic, leadership ability, and interpersonal skills. The letter writer may also provide their contact information so that the recipient can follow up if necessary.

Things to know when writing a recommendation letter

When writing a recommendation letter, there are several things to understand to ensure that the letter is effective and provides a positive impression of the individual being recommended. Here are some points to note;

Be clear about the purpose of the letter: Make sure you understand what the individual is applying for and what specific qualities or skills the recipient is looking for in a candidate. It will help you focus your letter on the most relevant information.
Provide specific examples: Back up your claims about the individual’s skills and abilities with concrete examples from your experience working with them. Use specific projects, accomplishments, or behaviors to demonstrate their strengths.
Highlight unique strengths: Focus on what makes the individual stand out from others, whether it’s their creativity, attention to detail, or leadership ability.
Be honest: While you want to present the individual in the best possible light, it’s important to be truthful in your assessment of their abilities. Avoid exaggerating or misrepresenting their accomplishments or skills.
Follow a professional tone: Use formal language and a professional tone in the letter, and avoid overly emotional or personal statements. Stick to the facts and keep the letter concise and to the point.
Provide your credentials: Include your credentials, such as your job title and how you know the individual, to give the recipient a sense of your expertise and credibility.
Offer to be contacted: Include your contact information and offer to be available for further questions or information if needed.

Overall, a well-written recommendation letter can make a significant difference in an individual’s job or academic prospects.

Recommendation letter

Application and uses of recommendation letter

Recommendation letters are used in a variety of contexts, including employment, academic, and personal situations. Here are some common applications and uses of recommendation letters:

Employment: Many employers require recommendation letters as part of the job application process. These letters may be used to evaluate a candidate’s qualifications, work ethic, and character. A strong recommendation letter from a previous employer or colleague can help a candidate stand out from other applicants.
Academic: Recommendation letters are often required for admission to academic programs, such as graduate school or medical school. These letters may be used to evaluate a student’s academic abilities, research potential, and character. A recommendation letter from a professor or academic advisor can be an important factor in the admissions decision.
Scholarships: Many scholarships require recommendation letters as part of the application process. These letters may be used to evaluate a student’s academic abilities, extracurricular activities, and personal character. A strong recommendation letter can increase a student’s chances of receiving a scholarship.
Personal: Recommendation letters can also be used in personal situations, such as applying for a rental property or volunteer opportunity. These letters may be used to evaluate an individual’s character and reliability.

Do’s and don’t of writing a recommendation letter

Here are some dos and don’ts when writing a recommendation letter;

Do’s:

Be specific: Provide specific examples of the individual’s skills, achievements, and character traits.
Be positive: Highlight the individual’s strengths and accomplishments in a positive way.
Be professional: Use a formal tone and avoid being overly personal or emotional in your writing.
Be honest: Provide an accurate assessment of the individual’s strengths and weaknesses.
Follow guidelines: If there are any guidelines provided for the letter, make sure to follow them closely.
Proofread: Ensure that your letter is free of spelling and grammatical errors.
Provide your contact information: Include your contact information in case the recipient has any follow-up questions.

Don’ts:

Don’t exaggerate: Avoid exaggerating the individual’s accomplishments or skills.
Don’t include irrelevant information: Stick to the relevant information that is pertinent to the letter’s purpose.
Don’t be vague: Avoid using vague or general statements that don’t provide specific details.
Don’t be negative: Even if you have reservations about the individual, don’t include negative comments in the letter.
Don’t use jargon: Avoid using technical or industry-specific language that the recipient may not understand.
Don’t write a generic letter: Customize the letter to the specific individual and context.
Don’t procrastinate: Make sure to complete the letter promptly to avoid delays in the individual’s application process.

How do I write a strong recommendation letter?

Writing a good recommendation letter involves using a clear structure, giving specific examples, and showing genuine support for the candidate. Follow these steps;

Know the Purpose and Audience

Who will read the letter? Adjust the content to fit the organization, school, or job.
Why are you writing? Focus on how the candidate meets the needs of the opportunity they are applying for.

Follow a Simple Structure

Opening Paragraph

Describe your relationship with the applicant and the length of time you’ve known them.
Share a brief summary of your recommendation.

Example

“I am pleased to recommend [Candidate Name] for [position/opportunity]. As their [your role] at [organization], I have seen their [key skills or qualities] in action.”

Body Paragraphs

Show their strengths: Highlight 2–3 key skills or achievements that match the role.
Give examples: Support your points with real examples, like specific tasks, projects, or results.
Show their impact: Describe how their work made a difference to your team or organization.

Example

“[Candidate Name] successfully led [specific project], demonstrating excellent [skill/quality, e.g., problem-solving or teamwork]. Their efforts resulted in [specific outcome, e.g., improved productivity by 15%].”

Closing Paragraph

Repeat your support for the candidate and show confidence in their abilities.
Offer to provide more details if needed.

Be Professional and Honest

Use a positive tone but stay truthful.
Avoid vague or overly general statements; focus on what makes the candidate stand out.

Check for Mistakes

Make sure the letter is clear, professional, and free of errors.
Double-check names, positions, and other important details.

What should be included in a recommendation letter?

A recommendation letter should include key details that show the candidate’s strengths and why they are a good fit for the role. Here’s a simplified guide;

Header

Add the date, your name, job title, organization, and contact details.
If the letter is formal, address it to a specific person or organization.

Introduction

Explain why you are writing the letter.
Mention how you know the candidate and your relationship with them (e.g., supervisor, teacher, or coworker).
State how long you’ve known them.
Give a brief summary of your recommendation.

Candidate’s Skills and Achievements

Highlight 2–3 of their best skills or qualities.
Provide examples to support these points, like specific projects, achievements, or challenges they managed well.
Focus on skills relevant to the role they are applying for, like leadership, problem-solving, or teamwork.

Their Impact

Talk about how their work has made a positive difference to your organization or community.
If possible, include measurable results (e.g., improved performance, increased sales, or successful project outcomes).

Personal Qualities

Mention traits that make them a good fit, such as dependability, adaptability, or strong communication.
Share how they interact with others and handle their responsibilities.

Closing

Restate your support and confidence in their abilities.
Provide your contact information for follow-up if needed.
Use a formal sign-off, like “Sincerely,” and include your name and title.

How long should a recommendation letter be?

A recommendation letter should be one page long, ideally between 300–500 words. This length is enough to;

Introduce the writer and their relationship with the candidate.
Highlight the candidate’s key strengths, skills, and accomplishments with specific examples.
Conclude with a confident recommendation and contact details for further inquiries.

Why One Page?

Concise and Focused: Employers, admissions officers, or other recipients often review multiple letters, so being direct ensures your key points are noticed.
Professional Impression: A concise letter respects the reader’s time and is easier to read.
Avoids Overloading Information: Keeping it brief ensures the letter stays relevant without unnecessary details.

What tone should be used in a recommendation letter?

The tone of a recommendation letter should be professional, positive, and sincere. It should convey genuine support for the candidate, highlighting their strengths and suitability for the opportunity. The tone should also be respectful and confident, without being overly casual or too formal. It’s important to maintain a balance between enthusiasm and honesty, providing clear, objective examples of the candidate’s abilities while avoiding exaggeration. The letter should feel personal enough to show authenticity but remain formal enough to be appropriate for professional or academic settings.

What format should a recommendation letter follow?

A recommendation letter should have a clear and formal structure. Here’s how it should be organized;

Header

Include the date, your name, job title, organization, and contact information (email or phone number).
If known, add the recipient’s name, title, organization, and address.

Salutation

Address the recipient by name if possible, or use a general greeting like “To Whom It May Concern.”

Introduction

Explain the purpose of the letter, which is to recommend the candidate.
Mention your relationship with the candidate, how long you’ve known them, and in what capacity.

Body Paragraphs

First Paragraph: Highlight the candidate’s key skills, strengths, and achievements with specific examples.
Second Paragraph: Discuss the impact of their work or contributions in their role.
Optional Third Paragraph: Emphasize their personal qualities, such as character, work ethic, or teamwork skills.

Conclusion

Reconfirm your recommendation and express confidence in the candidate’s ability to succeed.
Offer to provide additional details if needed.

Closing

Finish with a professional signature such as “Sincerely” or “Best regards.”
Include your full name and title.

How do I address a recommendation letter if I don’t know the recipient?

Here are some common mistakes to avoid when creating a senior accountant resume;

Including Unnecessary Information: Don’t add irrelevant job experience, personal details (like age or marital status), or hobbies that don’t relate to the role. Stick to accomplishments and duties relevant to accounting.
Not Quantifying Achievements: Avoid leaving out measurable results like cost savings or improvements. Use numbers, percentages, or time saved to show your impact.
Using Vague Descriptions: Don’t use general terms like “handled accounting tasks.” Be specific about your responsibilities and accomplishments with action verbs.
Forgetting Keywords: If you miss key terms from the job description, your resume might not pass through Applicant Tracking Systems (ATS). Include words like “financial reporting,” “tax compliance,” or “budget forecasting” if they match your skills.
Overusing Technical Terms: While technical skills are important, don’t overload your resume with complex accounting language. Make sure it’s understandable to all readers.
Poor Formatting: Avoid a messy layout, small text, or disorganized sections.
Leaving Out Certifications: If you have important certifications like CPA, CMA, or CFA, make sure they are visible on your resume.
Making It Too Long or Short: A resume that’s too long or too short can miss key details. Keep it relevant and concise, aiming for one or two pages.
Grammar and Spelling Errors: Errors in spelling or grammar can leave a bad impression. Always proofread your resume carefully or use tools to check for mistakes.
Exaggerating Information: Never make false claims about your experience, skills, or certifications.

What are common mistakes to avoid in recommendation letters?

When writing a recommendation letter, avoid common mistakes that can weaken its effectiveness. Here are some things to be careful of;

Being Too Generic: Don’t use vague phrases like “they are a hard worker” without specific examples. The letter should highlight the candidate’s unique strengths.
Over-exaggeration: It’s good to be enthusiastic, avoid making unrealistic claims like calling the candidate “perfect” or “the best ever.” This can sound insincere.
Focusing Only on Personal Qualities: Mention personal traits, but focus more on the candidate’s skills, achievements, and impact in their role. Don’t just talk about personality without giving examples.
Being Too Vague About the Relationship: Be clear about how you know the candidate and how long you’ve worked with them. Not doing this can make your recommendation seem less credible.
Including Irrelevant Information: Stick to details that are relevant to the job or opportunity. Avoid including personal information or experiences that don’t show the candidate’s qualifications.
Using a Weak or Negative Tone: Keep the tone positive. Even if the candidate isn’t perfect, focus on their strengths and potential, not their weaknesses.
Typos or Grammatical Errors: Spelling or grammar mistakes can hurt the professionalism of your letter. Always proofread to make sure there are no errors.
Writing Too Much or Too Little: A letter that’s too long can lose the reader’s attention, and one that’s too short might not provide enough information. Keep it clear and concise, around one page.
Using an Overly Formal or Casual Tone: The tone should be respectful and sincere. Avoid being too stiff or too casual, as it can make the letter feel less genuine.
Not Offering to Provide More Information: End the letter by offering to discuss the candidate further if needed. Not doing this may make it seem like you’re unsure about recommending them.

How can I highlight someone’s strengths in a recommendation letter?

To highlight someone’s strengths in a recommendation letter, focus on specific examples that show how their strengths have helped them succeed. Here’s how;

Identify Key Strengths: Choose 2-3 important strengths that match the job or opportunity they’re applying for, like leadership, problem-solving, or communication.
Provide Specific Examples: Instead of saying they’re “a great leader,” explain how they showed leadership, like leading a project or helping a team succeed.
Use Measurable Results: Support their strengths with clear results. For example, “Their skills helped the team improve efficiency by 20%.”
Show Impact: Explain how their strengths have benefited the team or organization, making their abilities more meaningful.
Relate to the Opportunity: Focus on strengths relevant to the role they’re applying for, such as leadership for a management position.
Balance Professional and Personal Strengths: Include both work-related skills and personal traits to give a well-rounded view of the candidate.

What if I don’t feel qualified to write a recommendation letter?

If you don’t feel confident about writing a recommendation letter, it’s best to be honest with the person asking. Here’s what you can do;

Evaluate Your Connection with the Candidate: Think about whether you know the candidate well enough to describe their strengths, skills, and achievements. If you don’t have enough knowledge of their work or abilities, it’s better to politely decline.
Be Honest: Explain to the candidate that you don’t feel qualified to write the letter. For instance, you could say, “I don’t think I know you well enough to write a detailed recommendation, but I’m happy to support you in other ways.”
Recommend Someone Else: Suggest someone who knows the candidate better, like a supervisor, teacher, or coworker. You could also offer to review their draft letters or application materials as an alternative.
Acknowledge Your Limits: If you know the candidate but not in-depth, let them know what you can realistically include. For example, “I can write about our time working together, but I may not cover all your skills as fully as someone else could.”
Avoid Weak Recommendations: A poorly written letter could hurt the candidate’s chances. If you don’t have enough to write a strong recommendation, it’s better to decline than submit something generic or shallow.

How do I personalize a recommendation letter for a specific job or program?

To make a recommendation letter more relevant to a specific job or program, customize it to highlight the candidate’s strengths and experiences that match the opportunity. Here’s how;

Understand the Role or Program
- Learn about the job or program requirements, including the key skills and qualifications they seek.
- Review the job description or program details to focus on the most relevant aspects.
Focus on Relevant Strengths
- Highlight the candidate’s abilities that align with the opportunity, such as leadership, technical skills, or problem-solving.
- Use real-life examples to demonstrate these strengths.
Reference the Specific Opportunity
- Mention the job or program directly in the letter. For instance, say, “I am pleased to recommend [Candidate’s Name] for [specific position or program].”
- This shows the letter is tailored and not generic.
Include Relevant Examples
- Provide examples of the candidate’s projects, achievements, or responsibilities that align with the role.
- For example, if teamwork is important, describe how they excelled in a collaborative setting.
Align with Organizational Values
- If the company or program emphasizes certain values like innovation or teamwork, explain how the candidate demonstrates these traits.
- Mention specific contributions that reflect these values.
Adjust the Letter’s Tone
- Use a tone that matches the opportunity. Formal roles or academic programs may need a professional tone, while creative roles might allow for a more relaxed tone.
Close with a Strong Recommendation
- Reaffirm the candidate’s suitability for the specific job or program.
- Avoid generic endings like “I recommend them for any role,” and instead tie the recommendation to the opportunity.
Review and Personalize
- Check the letter for any references to the job or program, ensuring it’s not overly general.
- Customize every part to emphasize why the candidate is a great match for the specific opportunity.

How do I start and end a recommendation letter?

Here’s how to start and end a recommendation letter;

Address the Recipient

Start with a professional salutation, like “Dear [Recipient’s Name]” if you know it.
If you don’t know the name, use “To Whom It May Concern” or “Dear [Hiring Committee/Admissions Team].”

Introduce Yourself

Share your name, job title, and how you are connected to the candidate.
Include how long you’ve known them and in what role (e.g., supervisor, colleague, teacher).

State the Purpose

Explain the reason for the letter, such as recommending the candidate for a specific role, program, or opportunity.

How to end a recommendation letter

Reaffirm Your Recommendation

Repeat your confidence in the candidate’s abilities and explain why they are a good match for the opportunity.

Offer Further Support

Mention your willingness to provide additional details and include your contact information.

Use a Professional Closing

End with a formal sign-off like “Sincerely,” “Best regards,” or “Yours faithfully.”
Add your full name, job title, and organization at the end.

Can I refuse to write a recommendation letter? If so, how?

Yes, it’s okay to decline writing a recommendation letter if you feel you’re not the best person for the task. Here’s how to do it professionally;

Reflect on Your Qualifications: Think about whether you know the candidate well enough to provide a meaningful and detailed recommendation. If you don’t feel confident in your ability to give a strong endorsement, it’s better to say no.

Be Honest and Respectful: Politely explain your reason for declining. For example, you could say;

“I don’t think I know you well enough to write a thorough and impactful letter.”
“I’m not familiar with your work in the way needed for this recommendation.”

Offer Alternatives: Suggest someone else who might be better suited, like a teacher, colleague, or supervisor who has worked closely with the candidate. You could also offer to assist in other ways, such as reviewing their application materials or giving general advice.

Stay Professional: Decline in a way that keeps the relationship positive. Avoid being dismissive or overly critical in your response.

Don’t Write a Weak Letter: If you don’t feel qualified or confident, it’s better to decline than to write a letter that is vague or lacks depth, as this could harm the candidate’s chances.

What if I can’t think of much to say in the recommendation letter?

If you’re finding it hard to write a recommendation letter, here’s how you can handle it;

Think About Your Experience with the Candidate: Reflect on any interactions, projects, or achievements you’ve seen involving the candidate. Consider their skills, work ethic, and positive traits.
Ask the Candidate for Help: Ask the candidate for their resume, a list of accomplishments, or details about the role or program they’re applying for. Also, ask them to share examples of their work or qualities they want you to mention.
Highlight Key Strengths: Pick 2–3 important qualities or skills that stand out, even if your experience with them is limited. Include specific examples to show these strengths.
Be Honest and Short: If you don’t know the candidate well, be honest about it but focus on the positive things you do know. Keep the letter brief but clear.
Politely Decline if Needed: If you truly can’t think of anything to say, it’s better to politely decline. Suggest someone else who can write a stronger letter.
Focus on the Job or Program: Tailor the letter to the specific role or program by highlighting how the candidate’s known skills fit the requirements. Even a short letter can be helpful if it’s relevant and sincere.

How do I handle a request for a recommendation letter on short notice?

If you’re asked to write a recommendation letter on short notice, here’s how you can handle it;

Assess Your Availability: First, determine if you have enough time to write a strong, thoughtful letter. If you feel rushed, it may affect the quality of the recommendation.
Communicate: Let the candidate know if you need more time. Politely explain if the short notice makes it difficult for you to write a detailed and meaningful letter. You can ask for a few more days if possible.
Request Specific Information: Ask the candidate for all relevant details, such as their resume, a list of accomplishments, and the specifics of the role or program they are applying for. The more information you get, the faster you can write a focused letter.
Focus on Key Strengths: Even if you’re pressed for time, highlight 2–3 of the candidate’s most important qualities or achievements. Make sure the letter is specific and relevant to the opportunity.
Offer a Polite Decline: If you’re unable to write the letter on short notice, it’s okay to say no. Offer to help the candidate in other ways, such as providing advice or connecting them with someone else who could write the letter.
Stick to a Professional Tone: Regardless of the time crunch, maintain a professional tone and ensure the letter is clear and well-written. Proofread it quickly to catch any mistakes before submitting it.

How do I write a recommendation letter for someone I barely know?

If you need to write a recommendation letter for someone you barely know, here’s how you can approach it;

Be Honest About Your Relationship: State how you know the person and your limited interactions. For example, you can mention if you’ve worked together briefly or observed their work in a specific setting. It’s important to be upfront about your level of knowledge of the candidate.
Focus on What You Do Know: Highlight any positive qualities you have observed, even if your interactions were brief. This could include their attitude, work ethic, or willingness to learn. Mention any specific examples, even if they are small.
Ask the Candidate for Help: Request more information from the candidate to fill in the gaps. Ask them for details about their accomplishments, skills, and goals, or examples of their work or contributions. This will help you provide a more personalized letter.
Mention Their Potential: If you don’t have much direct experience with them, focus on their potential. You can express confidence in their ability to succeed based on what you know, and if relevant, mention how their background or personality aligns with the position or program they’re applying for.
Keep It Positive and Professional: While you may not know the candidate well, aim to remain positive and highlight their strengths. Even if your knowledge is limited, your tone should still be professional, supportive, and sincere.
Suggest Further Contact: If you’re unsure about what to say, you can end the letter by offering to discuss the candidate further, giving the recipient the option to contact you for more details. This shows your willingness to support the candidate while acknowledging your limited perspective.

What legal or ethical considerations should I be aware of when writing a recommendation letter?

When writing a recommendation letter, it’s important to consider the following legal and ethical aspects;

Honesty and Accuracy: Ensure that everything you write in the letter is truthful. Misrepresenting someone’s abilities, qualifications, or experience can lead to legal consequences, including claims of defamation or misrepresentation. Only highlight strengths and experiences that you are confident are accurate.
Confidentiality: Respect the confidentiality of the information the candidate has shared with you. Avoid disclosing sensitive or private information without the candidate’s consent. This includes personal details, health information, or any other information that is not relevant to the recommendation.
Avoiding Discrimination: Ensure that your letter is free from discriminatory language or biases related to race, gender, age, religion, disability, or any other protected category. Discrimination in any form can lead to legal liability and harm the candidate’s chances.
Conflict of Interest: If you have a personal or professional conflict of interest, such as a financial or familial relationship with the candidate, it’s best to disclose it upfront. This helps avoid any perceptions of bias that could undermine the credibility of your letter.
Appropriateness of the Content: Focus on professional qualifications and qualities relevant to the job, program, or opportunity. Avoid including irrelevant personal details that might be considered inappropriate or unprofessional.
Consent: Always ask the candidate for permission to write the letter, especially if the information is being shared with a third party. Additionally, the candidate should be aware of what will be included in the letter.
Defamation: It’s important to be honest, if you are not comfortable recommending the person, it’s better to politely decline rather than write a negative or damaging letter. A recommendation letter should support the candidate, and writing a letter that might harm their reputation could have legal implications.

Can I write a recommendation letter for a family member or friend?

Yes, you can write a recommendation letter for a family member or friend, but it’s important to be cautious and mindful of potential biases. When writing such a letter, you should;

Be Transparent: Disclose your relationship with the candidate to provide context for your endorsement.
Focus on Qualifications: Ensure that the letter emphasizes the candidate’s relevant skills, strengths, and achievements rather than personal relationships.
Avoid Over-Personalizing: Keep the tone professional and concentrate on the candidate’s abilities, not personal details or emotional connections.
Maintain Objectivity: Ensure that the letter remains balanced and honest. If you feel you cannot provide a credible recommendation, it’s better to decline.

Key Takeaways: Recommendation letter

Here are the key takeaways about recommendation letters;

A recommendation letter is a written statement by someone who knows an individual well and can provide information about their skills, abilities, achievements, and character.
The purpose of a recommendation letter is to provide insight into the individual’s strengths and capabilities to a potential employer, educational institution, or other organization where they are applying for admission or employment.
When writing a recommendation letter, it’s important to be clear about the purpose of the letter, provide specific examples, highlight unique strengths, be honest, follow a professional tone, provide your credentials, and offer to be contacted.
Recommendation letters are used in a variety of contexts, including employment, academic, and personal situations.
The do’s of writing a recommendation letter include being specific, positive, professional, honest, following guidelines, proofreading, and providing your contact information.
The don’ts of writing a recommendation letter include exaggerating, including irrelevant information, being vague, being negative, using jargon, writing a generic letter, and procrastinating.
A well-written recommendation letter can make a significant difference in an individual’s job or academic prospects and help them stand out from the competition.

How to end a business letter

How to write a letter

How do you write a block-style letter

Tips for writing an informal letter

How to write a condolence letter

What is a recommendation letter