Letter of Recommendation: Write the Perfect One in 7 Steps

Introduction to a Letter of Recommendation

If you’ve ever applied for a job, school, or scholarship, you’ve probably encountered the Letter of Recommendation (LOR). But what exactly is it, and why does it matter so much?

At its core, an LOR is a written endorsement from someone who knows you well, like a supervisor, teacher, or mentor. This letter speaks to your qualifications, character, and potential. It’s like having someone vouch for you and say, “I believe in this person and their abilities!”

Whether you’re applying for a new role, hoping to get into a university, or aiming for a promotion, the Letter of Recommendation gives a powerful third-party perspective. It’s more than just a formality — it can truly make a difference in standing out from the crowd and proving that you’re the right fit for the opportunity you’re after.

Just like a well-managed payroll management system keeps an organization running smoothly, a strong Letter of Recommendation helps strengthen your job application.

What is a Letter of Recommendation

A Letter of Recommendation (LOR) is a formal document where someone who knows you well — such as a supervisor, professor, mentor, or colleague — writes about your skills, achievements, and personal qualities. The purpose of an LOR is to provide a third-party perspective that highlights your strengths and character, often to support your application for a job, college, scholarship, or promotion.

What’s an LOR Anyway?
In simple terms, a Letter of Recommendation is a letter where someone — usually a boss, teacher, or mentor — writes about your skills, accomplishments, and character. It’s basically someone else saying, “This person is great, and you should pay attention to them!”

• Think of it like a glowing reference for a job interview, but in writing.

Types of Letters of Recommendation

• Academic Letter of Recommendation
• Professional Letter of Recommendation
• Character Letter of Recommendation
• Graduate School Letter of Recommendation
• Recommendation for a Scholarship
• Recommendation for Internship
• Job Recommendation Letter
• Personal Statement Letter of Recommendation

How to Write a Letter of Recommendation

Writing a Letter of Recommendation (LOR) can be easy and straightforward. Whether you’re helping someone with a job application or college admissions.

• Start with a Simple Greeting
• Introduce Yourself and How You Know the Candidate
• Talk About the Candidate’s Strengths
• Explain Why They Are a Good Fit
• End with a Strong Recommendation
• Close Politely

1. Start with a Simple Greeting

Address the person or group who will read the letter. If you don’t know their name, “To Whom It May Concern” works well.

Example:
Dear [Recipient’s Name],
Address the person or group who will read the letter. If you don’t know their name, “To Whom It May Concern” works well.

Example:
Dear [Recipient’s Name],

2. Introduce Yourself and How You Know the Candidate
   Let them know who you are and your connection to the person you’re recommending. Keep it brief.

Example:
I’m [Your Name], [Your Job Title], and I’ve worked with [Candidate’s Name] for [X months/years] as [Your Relationship].

3. Talk About the Candidate’s Strengths
   Mention what the person does well. Give examples to show why they are a good choice.

Example:
[Candidate’s Name] is a strong [Skill/Role]. I’ve seen them [Achievement], and they always do a great job, even when the pressure is on. [He/She/They] are also very good at [Another Strength].

4. Explain Why They Are a Good Fit
   Tell the reader why this person would be a good fit for the role or program they are applying for.

Example:
I’m sure that [Candidate’s Name] will do well in [Position/Program] because of their [skills/experience], and they truly enjoy [related work].

5. End with a Strong Recommendation
   Finish by clearly recommending them. Let the reader know you’re available if they need more information.

Example:
I highly recommend [Candidate’s Name] for [Position/Program]. I’m sure they will be a great addition to your team. Please feel free to contact me if you need more details.

6. Close Politely
   End with a friendly yet professional sign-off.

Example:
Sincerely,
[Your Name]

Sample (Email):

Subject: Why [Candidate’s Name] is the Best Choice for Your [Position/Program]

Hi [Recipient’s Name],

I’m [Your Name], and I’ve had the pleasure of working with [Candidate’s Name] for [X years/months] as [Your Position]. I’m excited to share why I believe [Candidate’s Name] is the perfect fit for [position/program] at your organization.

Why [Candidate’s Name] is Outstanding:

It’s rare to come across someone like [Candidate’s Name]. Here’s why I think you’ll be impressed:

Skills That Speak for Themselves: [Candidate’s Name] is exceptional at [specific skill/area]. [He/She/They] demonstrated this when [he/she/they] [specific project or achievement]. This kind of talent is hard to find!

A True Go-Getter: Whether it's meeting tight deadlines or taking on new challenges, [Candidate’s Name] never backs down. One time, [he/she/they] [specific example of hard work], and the results were nothing short of outstanding.

Beyond the Resume: Character and Leadership

Skills aside, [Candidate’s Name] is also an incredible person to work with:

Natural Leader: [He/She/They] has a knack for leading teams and inspiring everyone to give their best. [He/She/They] showed this when [he/she/they] led a team to [specific achievement or goal].

Creative Problem Solver: When obstacles arise, [Candidate’s Name] doesn’t just wait for solutions—[he/she/they] creates them. One example is when [he/she/they] [describe problem-solving example]. This is the type of thinking that sets [him/her/them] apart.

Why You Should Hire [Candidate’s Name]

I can say with confidence that [Candidate’s Name] will exceed your expectations. [He/She/They] has the skills, dedication, and leadership to make a big impact in your [position/program].

I strongly recommend [Candidate’s Name] for [position/program]. Please don’t hesitate to reach out if you need more details about why I believe [he/she/they] is a great fit.

Best,
[Your Name]
[Your Position]
[Your Contact Information]

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Letter of Recommendation – Download Template PDF & Word

A good HRMS systems supports employee growth and success, much like how a well-written Letter of Recommendation highlights your strengths for future opportunities.

How to Ask for a Letter of Recommendation

Whether it’s for a job, scholarship, or school application, you’re probably wondering how to ask for one without feeling awkward.

• Pick the Right Person
• Give Plenty of Time
• Be Polite and Straightforward
• Explain Why It Matters
• Provide Helpful Details
• Thank Them — Always

➤ Pick the Right Person
First things first—who should you ask? Ideally, go for someone who knows you well. This could be a professor, manager, or mentor. Pick someone who can speak to your strengths and achievements, not just your resume.

➤ Give Plenty of Time
Don’t ask last minute! Your recommender needs time to write a strong letter, so ask 4–6 weeks before your deadline. It’s also a sign of respect for their busy schedule.

➤ Be Polite and Straightforward
Start with a friendly greeting and be clear about what you’re asking. You don’t need to overcomplicate it—just ask if they’d be willing to write you a letter of recommendation and why you think they’re the best fit.

➤ Explain Why It Matters
Let them know why you’re applying for this opportunity and why you chose them specifically. It helps them understand what’s at stake and how important their letter could be for your future.

➤ Provide Helpful Details
Make their job easier by providing all the info they need. Share your resume, a summary of your achievements, and anything specific you’d like them to mention—whether it’s your leadership skills, teamwork, or achievements in a particular project.

➤ Thank Them — Always
No matter what, thank them for their time and consideration. Even if they can’t help, showing appreciation goes a long way in maintaining a positive relationship.

Ask For Letter of Recommendation – Download Sample PDF & Word

Subject: Request for Letter of Recommendation

Dear [Professor/Dr./Mr./Ms. Last Name],

I hope this email finds you well. I am writing to kindly request a letter of recommendation for [purpose: e.g., graduate school application, job opportunity, scholarship application].

Having had the privilege of working with you during [mention your time/relationship: e.g., "my course on [Subject]" or "my internship at [Company]"], I believe you are familiar with my academic/professional strengths and achievements. Your recommendation would mean a lot to me, as your insight into my [skills, character, and/or work ethic] would greatly support my application.

If you are able to assist me with this request, I would be happy to provide further details about the application process or share my resume and any other information that would help you in writing the letter.

Thank you for considering my request. I understand if you are unable to accommodate this, but I would deeply appreciate your support if possible.

Looking forward to hearing from you.

Best regards,
[Your Full Name]
[Your Contact Information]
[Your Program/Department, if applicable]

FAQs about Letters of Recommendation