How to Write a Letter of Recommendation: A Complete Guide

Key Takeaways

a) A strong Letter of Recommendation should clearly explain the relationship between the recommender and the candidate.

b) Write the Letter of Recommendation only if you know the applicant well enough to give an honest recommendation.

c) Include specific examples and achievements that demonstrate the candidate’s abilities, qualities and potential.

d) Tailor the recommendation to the role, programme or opportunity the candidate is pursuing.

e) Review the letter carefully for accuracy, tone and grammatical errors before submitting it.

Imagine a former colleague asks if you could write them a Letter of Recommendation.

They have found a role or university programme they are excited about, and they want you to describe their strengths.

It sounds simple at first. But then you wonder:

“What should I include, and how can I make the letter genuinely useful?”

A strong recommendation is not just a list of positive qualities. It should explain how you know the applicant, show what they have achieved and connect their strengths to the opportunity they want.

This blog explains How to Write a Letter of Recommendation that is clear, professional and supported by relevant examples. Let's begin!

What is a Letter of Recommendation?

A Letter of Recommendation is a written endorsement from someone who can credibly comment on an applicant’s abilities, achievements, character or potential. It may support an application for a job, university programme, scholarship, internship, tenancy, or another opportunity.

The letter should explain how the writer knows the applicant and provide a truthful, relevant assessment of their strengths and suitability for the specific opportunity. Specific examples of achievements, qualities or contributions can make the recommendation more credible and informative.

How to Write a Letter of Recommendation?

A Recommendation Letter is most effective when it is clear, specific and concise. Three or four focused paragraphs are commonly suitable, but always follow the requirements provided by the employer, university or programme. Let’s look at the key steps to consider:

1) Gather Relevant Information

Before writing, ask the applicant for the information you need to tailor the letter. This may include:

a) The job description, programme details or opportunity information 

b) The submission deadline and submission instructions 

c) Their current resume or CV 

d) Relevant achievements, skills or projects 

e) Their personal statement or goals, where relevant 

f) Any specific questions the recipient wants the recommender to address 

Review the information before you agree to write. If you do not know the applicant well enough to provide a positive and evidence-based recommendation, it is better to decline politely.

Pro Tip

Check the submission instructions early. The recipient may require a signed letter, an official letterhead, a secure upload or a direct email from the recommender.

2) Introduce Yourself and Your Relationship with the Applicant

Start by addressing the recipien

e) The opportunity you are recommending them for 

For example:

I am pleased to recommend Elizabeth Taylor for the role of Project Coordinator at [Organisation Name]. I have worked with Elizabeth for two years as her line manager at [Company Name], where I have directly supervised her work on client reporting and project administration.

3) Highlight Relevant Strengths with Specific Examples

The main body of the Letter of Recommendation should explain the applicant’s most relevant strengths. Focus on qualities that relate directly to the opportunity. Avoid vague statements such as “They are excellent” or “They are very hardworking” without evidence. Instead, describe a real situation, task or achievement.

For example:

Elizabeth consistently demonstrated strong organisational skills when managing weekly progress reports across several client projects. She introduced a clearer tracking process that helped the team identify overdue actions earlier and improve follow-up with stakeholders.

One or two detailed examples are usually more effective than a long list of general compliments.

Trainer’s Insight

Specific examples make a recommendation believable. Instead of writing that the applicant is “hard-working”, explain what they did, how they approached it and what the outcome was

4) Explain Why the Applicant Suits the Opportunity

Connect the applicant’s strengths and experience to the role, programme or opportunity. Explain why you believe they are a suitable candidate.

For example:

Elizabeth’s attention to detail, communication skills and ability to manage competing priorities would make her well suited to a Project Coordinator role. She has shown that she can work independently while keeping colleagues and stakeholders informed.

Keep this assessment honest. A Recommendation Letter should be supportive, but it should not exaggerate achievements or make claims you cannot verify.

Pro Tip

Match the evidence to the opportunity. For a university application, focus on academic ability and potential. For a job application, prioritise workplace skills, results and professional conduct.

5) Close with a Clear Recommendation and Contact Details

End the letter by clearly confirming your recommendation. You may also invite the recipient to contact you for further information.

For example:

I recommend Elizabeth without reservation for this position. Please feel free to contact me at [email address] or [phone number] if you require any further information.

Include your full name, job title, organisation and relevant contact details in the signature.

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Letter of Recommendation Template

Use this Letter of Recommendation template as a clear starting point for academic, professional or character references. Replace the placeholders with accurate details and tailor each section to the applicant and opportunity. Let’s look at it below:

Now that you understand the structure, let's see what a completed Letter of Recommendation could look like:

Common Mistakes to Avoid When Writing a Letter of Recommendation

Even a well-intentioned Letter of Recommendation can lose impact if it is too vague, generic or poorly tailored. Avoiding common mistakes helps you write a clear, credible and useful letter that supports the applicant effectively. Let’s learn about the common mistakes below:

a) Writing a Generic Letter: Avoid using the same letter for every applicant or opportunity. Tailor the content to the applicant’s goals and the recipient’s requirements.

b) Making Vague Claims: General praise without evidence has limited value. Support your comments with examples of the applicant’s work, achievements or behaviour.

c) Exaggerating Achievements: Do not overstate the applicant’s skills or make claims you cannot confirm. Honest and specific recommendations are more credible.

d) Focusing on Irrelevant Details: Include information that helps the recipient understand why the applicant suits the opportunity. Avoid unrelated personal details or long background information.

e) Ignoring Submission Instructions: Check the deadline, required format and submission method before writing. Some universities and organisations require the recommender to submit the letter directly through an online portal.

f) Forgetting to Proofread: Check names, dates, job titles, programme names and contact details. A letter with incorrect information can weaken an otherwise strong recommendation.

Checklist Before You Send the Letter of Recommendation

•    Is the letter tailored to the opportunity? 

•    Are all claims accurate and supported by examples? 

•    Have you avoided vague phrases such as “hard-working” without evidence? 

•    Is the tone professional, clear and respectful? 

•    Have you checked the recipient's name, deadline and required format?

Conclusion

Understanding How to Write a Letter of Recommendation requires honesty, relevant evidence and a clear understanding of the opportunity. Explain how you know the applicant, use specific examples and connect their strengths to the role or programme. A concise, professional and tailored letter gives the reader a credible view of the applicant’s potential.

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