12 free letter of recommendation templates

Begin your recommendation letter by saying who you are, what your role is, how you know the applicant, how long you’ve known them, and in what context you’ve worked together. You can then add a brief sentence about what you’ve observed in that time to show why your perspective matters, without going into a long backstory.

For example:

“I’m Eric Norbert, a Senior Project Manager at ACME Corp., and I’ve worked closely with John for the past two years on several cross-functional initiatives. In that time, I’ve seen firsthand how he approaches every responsibility with focus, professionalism, and a genuine commitment to delivering strong results.”

Focus on 2–3 qualities that matter for the role or program they’re applying for, like problem-solving, leadership, creativity, communication, reliability, or technical skill.

Your recommendation becomes more credible when you ground your praise in actual experience, such as a short story, a project they excelled in, a challenge they solved, or a performance metric.

For example:

“Two of John’s strongest qualities are his problem-solving skills and reliability. For instance, during our spring project, an unexpected technical issue threatened to delay the launch. John quickly identified the root cause, coordinated with the development team, and implemented a fix within 24 hours, allowing us to stay on schedule.”

Once you’ve demonstrated their strengths and provided evidence, explain why those qualities make them a strong fit for the specific opportunity. Tie everything back to the demands of the role.

For example:

“These qualities make John an excellent fit for a role that requires quick thinking, technical accuracy, and steady collaboration across teams. His ability to stay composed under pressure and solve problems efficiently aligns directly with the kind of responsibilities this position demands.”

Wrap up by reaffirming your strong recommendation, offering to provide additional information if needed, and including your contact details.

For example:

“I strongly recommend John for this position and am confident he will bring the same level of commitment and professionalism to your team. If you need any additional information, I’m happy to provide it. You can reach me at eric.norbert@proton.me.”

Before sending your recommendation, take a moment to revise it. Here are some tips:

• Keep it concise by aiming for one page and sticking to the essentials, as hiring managers and admissions teams often skim.
• Match the tone to the opportunity, such as formal for corporate roles, and warmer for academic or creative programs.
• Stay honest by avoiding exaggerations, like “the best employee I’ve ever had.”
• Use confident language by choosing direct language such as “I’ve seen,” “They consistently,” or “I strongly recommend” instead of “I think,” “I believe,” or “maybe.”
• Add relevant context if you worked with the applicant during a demanding period, such as a major project, rapid company growth, or a crisis. It shows they performed well under pressure, not just ideal circumstances.