Letter of Recommendation Template

man signing letter
Copyright Kung_Mangkorn/iStockPhoto

Writing a letter of recommendation doesn’t have to be a difficult process. There are standard things that you want to make sure you mention as you give your endorsement for the candidate. Following a template can help ensure that you are hitting all the important points in your letter, so it is as effective and informative as possible.

This recommendation letter template shows the format of a typical letter of reference for employment or educational purposes.

The format is appropriate for an employment reference, as well as a reference for college or graduate studies ( review samples).

Recommendation Letter Template/Format

Your Contact Information
Your Name
Your Title
Company or School Name
Address
City
State, Zip Code

Date

Salutation

If you are writing a personal letter of reference, include a salutation (Dear Mr. Johnson, Dear Dr. Jameson, etc.). If you are writing a general letter, use "To Whom it May Concern” or don't include a salutation. If you don't include a salutation, start your letter with the first paragraph.

First Paragraph

The first paragraph of a recommendation letter explains your connection to the person you are recommending, including how you know them, and why you are qualified to recommend the person for employment or school.

Example: “I met Susan when she was a Freshman in my Introductory Economics course at WVU. Throughout her studies in my department, I had the opportunity to work with her on several research projects where she acted as my assistant.”

Second Paragraph

The second paragraph of a recommendation letter contains information about the individual you are writing about, including why they are qualified, what they can contribute, and why you are recommending them. If necessary, use more than one paragraph to provide details.

Example: “Bill graduated with honors in Philosophy, always focused on how his future would progress.

He knew he wanted to pursue a doctorate very early on, and has worked independently, in groups, and as a research assistant. I believe that Bill would be an asset to your department, as he brings a tremendous amount of energy and enthusiasm to his studies. He is a very bright and qualified individual, and a pleasure to work with.”

Third Paragraph

When writing a letter recommending a candidate for a specific job opening, the recommendation letter should include information on how the person's skills match the position they are applying for.

Ask for a copy of the job posting and a copy of the person's resume so you can target your letter accordingly.

Example: “I believe that Christine would be an excellent addition to your international sales team. When I worked with her at XYZ, I was impressed by her ability to communicate the effectiveness of our products to our clients and close a sale. During the two years I worked with her, she was personally responsible for adding several new clients in Asia and Africa.”

Summary

This section of the recommendation later contains a brief summary of why are you are recommending the person. Use phrases like "strongly recommend", or "recommend without reservation" or " Candidate has my highest recommendation" to reinforce your endorsement.

Example: “During my acquaintance with Joanne, she has been efficient, professional, organized, and a fantastic team leader. She has my highest recommendation for the position of office manager at DEF Inc.”

Conclusion

The concluding paragraph of your recommendation letter contains an offer to provide more information. Include a phone number within the paragraph, and include the phone number and email address in the return address section of your letter, or in your signature.

Example: “Please feel free to contact me at 123-456-7890 if you need any additional information or clarification.”

Closing

Sincerely,

Recommender Name
Title