Letter of Recommendation
Write a specific, credible recommendation for an employee, student or colleague that explains how you know them and why they stand out.
Includes 30 days of edits
- 5 to 20 minutes
- Print-ready PDF
What is a Letter of Recommendation?
A letter of recommendation, also called a reference letter, is a letter in which someone who knows a person well vouches for their skills, character and accomplishments. Employers, universities, scholarship committees, volunteer programs and even landlords use these letters to learn what it is actually like to work or study with a candidate.
The most persuasive recommendations are concrete. They explain who the writer is and how long and in what role they have known the candidate, describe the candidate's strongest qualities, and back those qualities up with real examples and results. A clear closing endorsement and an offer to answer follow-up questions make the letter more useful to the reader.
This document walks you through each of those parts, then arranges your answers into a properly formatted business letter, addressed either to a specific person or to whoever may be reviewing the candidate.
When to use it
- A current or former employee has asked you to support a job application.
- A student or mentee is applying to college, graduate school or a scholarship.
- A colleague or volunteer is seeking a promotion, fellowship or professional license.
- Someone you know personally needs a character reference for housing, a volunteer role or a program application.
- You want to give a departing team member a general reference letter they can share with future employers.
What is included
- Your name, title, organization and contact details
- A specific recipient or a general “To Whom It May Concern” greeting
- The purpose of the letter and the position or program sought
- How you know the candidate, in what role and for how long
- The candidate's key strengths, with correct pronouns throughout
- Specific accomplishments and an optional personal example
- An optional comparison with peers
- A clear level of endorsement
- An offer to be contacted and a signature block
How to make your Letter of Recommendation
Answer the questions
Tell us about the parties and the terms you want. Most documents take about 5 to 20 minutes.
Review the preview
Check the draft as you go and change any answer. The document updates instantly.
Download, sign and keep a copy
Download a print-ready PDF, sign it with the other parties, and give everyone a copy.
Frequently asked questions
Who should write a letter of recommendation?
Someone who knows the candidate well in a relevant setting, such as a direct supervisor, professor, coach or long-time colleague. A detailed letter from someone who has worked closely with the candidate is usually more valuable than a vague letter from someone with an impressive title.
How long should a recommendation letter be?
Most strong recommendation letters fit on one page, or a little more for academic and scholarship applications. Focus on two or three key strengths and support each with a specific example rather than listing many qualities without evidence.
Can an employer get in trouble for writing a reference?
Employers sometimes worry about claims based on references. Sticking to truthful, job-related facts and honest opinions you can support lowers that risk. Many states give employers some protection for good-faith references, but the rules differ, and some companies have policies limiting who may give references, so check your employer's policy first.
Should I mention weaknesses in a recommendation letter?
A recommendation letter is meant to support the candidate, so it usually focuses on strengths. If you cannot honestly recommend someone, it is generally better to decline than to write a lukewarm or misleading letter. Avoid comments about age, health, family status or other personal characteristics unrelated to the role.
What is the difference between a recommendation letter and a reference list?
A recommendation letter is a written endorsement from one person describing the candidate in detail. A reference list is simply a list of names and contact details of people an employer may call. Many applications ask for both.
Is it acceptable for the candidate to draft their own letter?
Some recommenders ask the candidate to suggest accomplishments or a draft to save time. If you do this, review and rewrite the letter so that it reflects your own honest views and voice, because you are the one signing it and vouching for its accuracy.
Should the letter be addressed to a specific person?
When you know who will read the letter, addressing it to that person and naming the specific position or program makes it more persuasive. For a general reference the candidate can reuse, a “To Whom It May Concern” greeting is common and acceptable.
Does a recommendation letter need to be signed?
Yes. A handwritten or electronic signature, together with your title and contact details, shows that the letter is genuine. Some schools and programs ask recommenders to submit letters directly through an online portal instead of giving them to the candidate.
