A recommendation letter for a job is a concise, evidence-based endorsement from someone who can speak credibly about a candidate’s work, skills, and character. Use the template below as a starting point, then tailor it to the specific role with accurate examples rather than general praise.
What a Job Recommendation Letter Does
A job recommendation letter gives an employer another person’s informed perspective on a candidate. It may support an application, respond to a request from a hiring manager, or accompany a résumé and cover letter. Unlike a résumé, which summarizes a person’s own experience, a recommendation provides context: how the writer knows the candidate, what the candidate contributed, and why those contributions matter.
The strongest letters are specific and credible. A former supervisor might describe how a candidate organized a complicated handoff, while a project partner could explain how the candidate communicated across teams. The writer should stick to what they personally observed or can verify. A letter is not a guarantee that the candidate will succeed in every role, and it should not make claims the writer cannot support.
Employers may request a letter at different stages of hiring, but candidates should follow the application instructions. Some employers want references contacted later rather than a letter submitted with the initial application. If the employer does request a letter, confirm the recipient, deadline, preferred format, and any required topics before drafting.
Before You Ask Someone to Write One
A recommendation is most useful when it comes from someone who has relevant, firsthand knowledge of your work. A recent manager may be well placed to discuss performance and responsibilities; a long-term colleague may have stronger examples of collaboration. A prestigious title alone does not make a recommender the right choice if that person barely knows your work.
Ask politely and give the person a genuine opportunity to decline. It is better to receive a thoughtful letter from someone who can make a clear case than a vague endorsement from someone who feels pressured. Ask well before the deadline, especially if the writer may need time to recall examples or meet a submission process.
Make the request easier by sharing useful background, such as:
- The job title, employer name if appropriate, and a copy of the job description.
- Your résumé or a short summary of responsibilities and accomplishments the writer knows about.
- The submission deadline, recipient, and instructions for sending the letter.
- Two or three relevant examples the writer may want to consider, without asking them to claim experiences they did not witness.
If a person is unable to write a strong recommendation, thank them and ask someone else. A clear, respectful request can also include the phrase “if you feel you can recommend me confidently,” which makes declining easier.
Recommendation Letter Template
Date: ____________________
To: ____________________
Subject: Recommendation for ____________________
Dear ____________________:
I am pleased to recommend ____________________ for the position of ____________________ at ____________________. I know ____________________ through my work as ____________________ at ____________________, where we worked together from ____________________ to ____________________.
In that role, ____________________ was responsible for ____________________. One example of their strengths was ____________________. They ____________________, which helped ____________________. This experience demonstrates their ability to ____________________.
In addition to ____________________, I can speak to ____________________. I observed this when ____________________. Their approach to ____________________ would be relevant to a role that requires ____________________.
Based on my experience working with ____________________, I believe they would bring ____________________ to this position. I recommend them for your consideration. Please contact me at ____________________ or ____________________ if you need further information.
Sincerely,
____________________
____________________
____________________
Sample only — all names and details below are fictional.
Dear Hiring Manager:
I am pleased to recommend Jordan Lee for an administrative coordinator position. I supervised Jordan on a fictional six-month community project, where Jordan kept meeting notes organized and followed up on assigned tasks. When several deadlines overlapped, Jordan created a shared schedule that helped the group see responsibilities clearly. Jordan was dependable, considerate in team discussions, and careful with details. I believe these strengths would be useful in a coordination role. I recommend Jordan for your consideration.
Sincerely,
Casey Morgan
Project Supervisor
casey.morgan@example.invalid
What to Include in the Letter
A practical letter usually fits on one page, although the recipient’s instructions take priority. It should give the reader enough information to understand the relationship and evaluate the endorsement without repeating the candidate’s entire résumé. Include these elements in a logical order:
- Opening and purpose: Name the candidate and the role they are pursuing. State plainly that you recommend them.
- Your relationship: Explain your role, how you worked with the candidate, and for how long. This lets the reader judge the basis of your perspective.
- Relevant strengths: Choose a small number of skills that connect to the position, such as planning, customer communication, analysis, or teamwork.
- Evidence: Give one or two brief examples that show those strengths in action. Describe the candidate’s contribution and, when known, the result.
- Closing endorsement: Summarize why the candidate may be a good fit and offer a way to contact you, if you are comfortable doing so.
A useful example includes enough detail to be meaningful without exposing confidential information. Instead of saying “Sam is a great communicator,” describe a situation: “Sam translated the project’s technical changes into a clear weekly update for clients.” If you can accurately state the effect—such as helping clients understand next steps—include it. Do not invent a measurable result simply to make the story sound impressive.
How to Tailor It to the Job
Read the job description and identify the requirements the candidate can genuinely demonstrate. Then select examples that connect to those requirements. If the role involves coordinating schedules, a story about managing a shared timeline is more relevant than a general compliment about creativity. If the role emphasizes independent work, describe an appropriate example of ownership and follow-through.
Tailoring does not mean copying phrases from the posting or presenting the candidate as a perfect match for every listed qualification. It means helping the hiring reader see the connection between observed work and the role’s needs. A letter can acknowledge a strength without claiming specialized experience the candidate does not have. For instance, a writer may say that a candidate learns new processes quickly if they have observed that skill, but should not imply professional expertise in a tool or field they have never used.
Keep the audience in mind while protecting privacy. Use only information the candidate has agreed to share, and avoid disclosing sensitive personal circumstances. If the letter is for a general application rather than a known opening, write a flexible recommendation focused on transferable strengths, and let the candidate know it may need updating for a particular role.
How to Write and Submit the Letter
Draft the letter in a professional, readable format. Put the date and recipient details at the top when known; otherwise, “Dear Hiring Manager” is a reasonable salutation. Use a clear subject line if submitting by email. Keep paragraphs short, check the spelling of names and job titles, and use a closing that includes your name and an appropriate contact method.
- Confirm the candidate’s permission, the role, the deadline, and the delivery instructions.
- Write down the facts you can support: your working relationship, relevant responsibilities, and specific examples.
- Choose the strongest examples for the role, then draft a direct opening, evidence paragraphs, and a concise closing.
- Review the letter for accuracy, tone, confidentiality, and consistency with the candidate’s application.
- Submit it using the requested method and let the candidate know when it has been sent.
If the employer requests a signed document, follow that instruction. If the letter is sent electronically, use a professional file name and format if a file is required. Do not send the letter to an unverified recipient or include personal contact details beyond what you are willing to share. A candidate may provide a draft or talking points, but the recommender should review, revise, and approve every statement before signing or sending it.
Common Problems and How to Avoid Them
Vague praise: Words such as “excellent,” “hardworking,” and “talented” do little on their own. Pair a quality with a concrete example. A short, true account is more persuasive than a list of superlatives.
Overstatement: Avoid absolute claims such as “the best employee I have ever encountered” unless they are genuinely supportable and appropriate. Inflated language can weaken the writer’s credibility. A measured endorsement with specific evidence usually sounds more trustworthy.
Unclear relationship: A reader needs to know why the writer is qualified to comment. State whether you were a supervisor, colleague, instructor, or client, and give the relevant time period. Do not imply a supervisory relationship if you were peers.
Too much unrelated detail: The letter is not a full biography or a second résumé. Leave out long descriptions of duties that do not connect to the role, personal anecdotes that distract from the candidate’s work, and information the employer did not request.
Late or misdirected delivery: A strong letter cannot help if it misses the deadline or goes to the wrong place. Confirm how the employer wants to receive it and allow time for submission. If an unexpected delay occurs, communicate promptly rather than claiming it was sent.
How It Differs From a Reference
A recommendation letter is a written endorsement prepared for a particular application or purpose. A reference is often a person who agrees to answer questions if an employer contacts them. The terms can overlap in everyday use, but the requested format matters: if the employer asks for references, provide names and contact details only with those people’s permission. If the employer asks for a letter, a list of names is not a substitute.
A general letter of recommendation can be useful when a candidate expects to apply to several roles, but a targeted letter is usually easier for a hiring reader to connect to one opening. The candidate and writer should agree on whether a general letter may be reused, and the writer should review it before each use so that names, dates, and claims remain accurate. No template can replace the writer’s judgment about what they can honestly endorse.
Frequently Asked Questions
Who should write a recommendation letter for a job?
Choose someone who knows your work well and can describe relevant examples, such as a former manager, colleague, project lead, or client. Follow the employer’s instructions about who is acceptable, and ask permission before listing anyone as a reference.
How long should a job recommendation letter be?
One page is a practical target for many job applications. The letter should be long enough to explain the relationship and provide useful evidence, but short enough that the main endorsement is easy to find. Follow any length or format limit supplied by the employer.
Can I write my own recommendation letter?
A candidate can prepare a résumé, share examples, or offer a draft to help a recommender, but the recommender must verify and own the final wording. Do not sign someone else’s name or submit an endorsement as though it came from them without their review and approval.
What if I do not know the hiring manager’s name?
Use a neutral greeting such as “Dear Hiring Manager” or “Dear Hiring Committee.” Avoid guessing a person’s name or title. If the application gives a preferred recipient or submission route, use that information instead.
Can a recommendation letter be sent by email?
Yes, if the employer’s instructions allow it. The writer should use a clear subject line, identify the candidate and role, and attach or paste the letter in the requested format. If the employer requires direct submission or a signed copy, follow that process rather than sending it through the candidate.
Final Review Before Sending
Before submitting, check that the candidate’s name and target role are correct, the relationship is described accurately, and every example is based on something the writer can support. Confirm the letter follows the employer’s instructions and does not disclose private or confidential information. Read it once from the hiring reader’s point of view: can they quickly tell who is recommending the candidate, what the candidate did well, and why those strengths matter to the role?
A template provides structure, not proof. The recommender’s firsthand knowledge, honest judgment, and specific examples are what make the finished letter useful. If the writer cannot provide a meaningful endorsement, a polite refusal is more appropriate than a letter that suggests confidence they do not have.