Not sure how to write a letter of recommendation that actually helps someone land the role? You’re not alone.
Whether you’re vouching for a colleague, student, or employee, a strong letter of recommendation is specific, sincere, and tailored to the opportunity at hand. It’s not about flowery language;  it’s about highlighting the person’s professional strengths, work ethic, and real-world impact.

In this guide, you’ll learn exactly how to structure a compelling recommendation letter, what details to include, and how to avoid common mistakes. You can also find tools like AI content creation platforms to speed up the process without losing your voice.

Let's learn more about letters of recommendation.

It’s important that you have a clear definition of what we’re talking about in letters of recommendation to help hiring managers make a fair assessment of a candidate. If done poorly, you could reduce your mentee's or employee’s chances of getting a desired job.

So, let’s begin by answering the question, “What is a letter of recommendation?”

Letters of recommendation are one way to vouch for someone you know – to help them reach that next step in life.

If someone is asking you to write them a letter of recommendation, but you don’t have good things to say about them, it’s best to decline their request. You should only write letters for those whose abilities you can genuinely speak to.

Who should write the letter of recommendation?

The most effective recommendation letters come from people who have worked closely with the candidate and can offer a credible, well-rounded endorsement. Ideally, the recommender should be in a position of authority or have direct experience observing the candidate’s skills in action.

Here's a breakdown of the best types of recommenders and why they matter:

• Direct managers or supervisors: These are the gold standard for most professional letters. A manager can speak to the candidate’s performance, growth, accountability, and ability to deliver results within a real-world context.
• Team leads or department heads: Leaders who’ve worked with the candidate on cross-functional or strategic projects can provide insight into leadership, collaboration, and impact at a broader level than immediate managers.
• Academic advisors or professors: For students, early-career professionals, or those applying to academic programs, professors can highlight intellectual abilities, research skills, and the candidate’s potential for advanced study.
• Colleagues or peers (in rare cases): If the colleague has collaborated closely with the candidate on key projects, they can provide a lateral view into teamwork, adaptability, and everyday contributions, especially useful for internal promotions or cross-department references.
• Mentors, coaches or volunteer coordinators: These recommenders are valuable when the candidate is applying for roles that emphasize soft skills, leadership, or character, such as fellowships, community service roles, or non-profits.
• Clients or business partners: In freelance, consulting, or B2B settings, a satisfied client can offer a strong third-party endorsement, especially if they can speak to professionalism, communication, and project outcomes.
• Executives or senior leaders (when relevant): A letter from a VP or C-level executive can add weight, but only if they’ve worked directly with the candidate and can speak to their strategic contributions or leadership potential.

Ultimately, the letter should come from someone who can speak to both competence and character, ideally with examples. A prestigious title helps, but authenticity and specificity are what make a recommendation letter truly persuasive.

What are the types of letters of recommendation?

Not all letters of recommendation serve the same purpose, and tailoring the letter’s tone and content to its context is key. Here are the most common types:

• Academic letters of recommendation: These are typically written by professors, teachers, advisors, or school administrators. They focus on academic performance, intellectual curiosity, class participation, and potential for success in a rigorous educational environment.
• Employment letters of recommendation: Written by direct managers, department heads, or colleagues, these highlight professional skills, work ethic, achievements, and how the candidate contributed to team or company goals.
• Character references (or personal recommendation letters): These may come from mentors, coaches, clergy, or personal acquaintances. They focus less on hard skills and more on integrity, reliability, and interpersonal qualities.
• Graduate school or program-specific letters: These are hybrids. Depending on the candidate's experience, they often require a balance of academic and professional insights. Recommenders should speak to leadership potential, maturity, and intellectual drive.

Each type has its own conventions. A letter for a scholarship committee should differ in tone and detail from one addressed to a hiring manager. Understanding the context and adjusting your structure and examples accordingly can make all the difference in how persuasive your recommendation sounds.

How to write a letter of recommendation

A letter of recommendation, sometimes called a reference letter,  isn’t just a formality. It’s a personal endorsement that can make or break a hiring manager’s impression of a candidate. The key? Make it specific, tailored, and sincere.

Below are three foundational practices that every impactful letter of recommendation should follow, complete with real-world examples to help you bring your words to life.

1. Tell the hiring manager who you are

Before vouching for someone else, you need to establish your own credibility. The person reading your letter wants to know why your opinion matters. This is where you explain your title, background, and the nature of your relationship with the candidate.

Say that upfront if you're a senior software engineer who managed the candidate on a multi-year product team. If you're a high school counselor who’s worked with the student across multiple academic years, spell it out clearly.

Even if you're not in a managerial role, your proximity to the candidate’s day-to-day work may give you a unique perspective. Just make sure to clarify how you know them and in what capacity.

You should also include your contact information in the letter footer to validate your identity and show you're open to follow-up, a mark of professionalism that increases trust.

2. Mention the new role

One of the most overlooked steps in writing a recommendation letter is failing to tailor it to the specific opportunity the candidate is applying for. A generic "They were great to work with" won’t stand out. The letter should reflect that you understand where they’re going, not just where they’ve been.

Mention the role or company by name, and then describe why the candidate is a strong match for that particular position. Doing so tells the hiring manager you’ve taken the time to make your endorsement relevant, not just recycled.

If you’re unsure of the exact role or company, ask the candidate to send you the job description. You’ll be surprised how much easier it becomes to write a tailored, persuasive letter when you know what the hiring manager is looking for.

3. Have specific reasons over generalizations

It’s tempting to fill a letter with glowing adjectives: hardworking, passionate, detail-oriented. But without stories or evidence, they don’t carry much weight. Instead, anchor one or two specific strengths in a real-world anecdote.

Details help paint a vivid picture of the candidate's character and contributions, making your letter memorable and credible.

A good rule of thumb: if someone else could copy and paste your letter for another candidate, it’s too vague. Lean into your shared experiences and clearly show how the candidate adds value — and how they’ll do the same in their next role.

What should a letter of recommendation template have?

Like I said earlier, recommendation or reference letters should be customized and personalized. That being said, every letter of recommendation should consist of the following characteristics (we’ve mentioned most of these already, but here they are in a concise list):

• Your information: Be sure to say who you are and how you know the person you are recommending for the job. Don’t forget to include where you work and the title of your role.
• Why you matter: This is related to where you work and the title of your role. By mentioning your experience, you are also communicating your credibility and authority. Hearing from the head of an organization will mean more than hearing from a junior manager.
• Candidate’s information: Be sure you state the candidate you are referring to at some point in the letter. Otherwise, all the good things you could say about them are for naught!
• Specific anecdotes: Remember that a reference letter with specifics is more powerful than a generic listing of personality traits. Be sure to include unique anecdotes throughout the letter so the company understands the capacity in which you have worked with the candidate.
• Mention of past role: Again, be sure to communicate specifics. What was the candidate’s role under your jurisdiction? Hearing the job duties described by a higher-up could make a candidate seem more credible and experienced in the eyes of a hiring manager.
• Mention of new role: Be sure to mention the new role. It’s better to ensure the letter sounds customized. This way, the hiring managers can see you understand the role for which the candidate is being considered.

For a more specific example, examine the following template. This template should not be copied/pasted, but rather serve to inspire the unique letter you intend to write.

If you’re a teacher or mentor, you may be asked to write such letters multiple times a year. I hope that a template makes your job a little easier while still allowing you to vouch for your students and pupils in unique ways.

Letter of recommendation template

Check out the following template to structure your letter of recommendation for a friend/colleague/acquaintance to improve their chances of securing a role.

A great letter of recommendation isn’t about using fancy language; it’s about being thoughtful, specific, and sincere.

With the structure above and a few minutes of reflection, you can write a letter that not only supports someone’s next big move but also strengthens your own professional reputation.

Whether you're writing for a student, a colleague, or a mentee, this letter of recommendation format ensures your letter hits all the right notes, from credibility to clarity to impact.

Letter of recommendation tips

If this is your first time writing a reference letter, or if you’ve written 100 letters and are looking for a refresher, allow me to offer you some general tips. These tips are good for someone who’s stuck with writer’s block or simply wants a fresher way to craft.

• Brainstorm before you start writing:  Before diving into the letter, take a few minutes to jot down what you know about the candidate. Think about projects they’ve worked on, strengths they’ve shown, or any anecdotes that reflect their personality and work ethic. This makes it easier to write a meaningful, example-driven letter.
• Ask the candidate for a job description and talking points: While the letter should reflect your perspective, it’s helpful to ask the candidate for the job description or details about the role. You might also ask what qualities they’d like you to focus on. This gives you context and ensures your letter aligns with the opportunity, without letting the candidate dictate the content.
• Get help from a stronger writer (if needed): If you’re not confident in your writing skills, consider drafting a rough version and asking a colleague or friend to help polish it. Just make sure you read and approve the final version, the letter should reflect your authentic opinion, even if someone else helps refine the language.
• Use an editing tool for clarity and correctness: Tools like Grammarly or Hemingway Editor can save time and catch grammar, tone, and punctuation issues. This is especially helpful if you’re writing several letters and want to ensure each one is clean, professional, and easy to read.
• Let the candidate handle logistics like envelopes: If the letter needs to be mailed, ask the candidate to provide a pre-addressed, stamped envelope. You’re doing them a favor, and it’s completely fair to make the process easier for yourself. If it’s a digital submission, this tip doesn’t apply.
• Address the letter to a specific person when possible: Personalize the salutation using the recipient’s name (e.g., “Dear Ms. Patel”). If the name isn’t available, use a specific title like “Dear Hiring Manager” or “Dear Admissions Committee”, this feels more intentional than a generic “To Whom It May Concern.”
• Format the letter using a standard business layout: Stick to a formal structure: left-aligned text, a professional font (like Arial or Times New Roman, 11–12 pt), and your contact details at the top or bottom. Proper formatting reinforces the credibility and seriousness of your recommendation.
• Always include your contact information. End the letter by inviting the reader to reach out for further questions. This not only boosts credibility but also shows that you’re confident in your endorsement. Example: “Feel free to contact me at [email] if you’d like to discuss this recommendation further." 

Give that recommendation today!

If you’ve had someone ask you to write a letter of recommendation, I hope you took it as a compliment! It means they respect you and value the impact you could have on their career.

It also means you’re part of the professional community, so you’re likely looking for ways to constantly improve.

Learn how to write a thank you letter after interview to express your gratitude to the recruiting team.