Writing a recommendation letter is intimidating because you know in the back of your mind that the words you use can make or break someone’s job application, college admission, or business transaction. Not to mention, you’re putting yourself on the line — recommending someone is essentially attaching your own reputation to theirs!
So if you are anxious and a bit confused about what to write in a recommendation letter, read on!
What Is a Recommendation Letter?
A recommendation letter is more than just saying that someone is “nice” or “hardworking.” It is your professional testimony and endorsement of someone’s skills, achievements, and character.
So, why would a company or a school ask for a recommendation letter? There are a couple of reasons:
- Showcase abilities and accomplishments that may not be evident on the person’s resume or application.
- It’s focused on a specific opportunity, like a job, fellowship, or graduate program.
- Unlike a vague reference, this professional letter directly endorses the candidate.
- Establish the credibility of the candidate’s qualifications
It is usually written by a professor, supervisor, or mentor who knows the person pretty well, or someone who can speak from firsthand experience.
How to Make a Strong Letter of Recommendation?
Now that you know what a recommendation letter is and why some companies and schools require one, here is a simple recommendation letter-writing process you can follow.
1. Choose a Recommendation Letter Type
The goal of a recommendation letter is to endorse someone else’s skills and character. But that doesn’t mean all recommendation letters are the same. Here you have three of the most common types, what they’re used for, and who usually writes them.
Academic Recommendation Letter
This one is like your ticket into schools, scholarships, or fellowships. Admissions officers want more than test scores; they want insight into your character and work ethic.
Professional Recommendation Letter
When applying for jobs, this is the letter that counts. A strong employment recommendation highlights your skills, how you work with others, and your biggest work-related achievements.
Character Recommendation Letter
Not every letter is tied to school or work. Sometimes, people need references that focus on who they are. These letters usually emphasize trustworthiness, responsibility, and interpersonal qualities.
2. Start with the Opening Statement
The first few lines set the tone of your recommendation letter.
A strong opening should include:
- Salutation → A professional but friendly greeting (e.g., “Dear Admissions Committee,” “Dear Hiring Manager,” or simply “To Whom It May Concern,” if you don’t know the name).
- Your introduction as the Writer → Who you are, your job title and role, and what qualifies you to recommend the person.
- Relationship with the Candidate → How you know this person, in what context, and for how long.
- Purpose of the Letter → Why you’re writing it and what the recommendation is for (job, school, program, etc.).
- Tone of Endorsement → A clear, positive signal that you recommend it with confidence.
Example of a Strong Opening Statement
Dear Admissions Committee,
My name is Sarah Mitchell, and I have had the pleasure of teaching John Rivera in both AP English and Creative Writing over the past two years at Northwood High School. In that time, I’ve seen him grow into one of the most dedicated and thoughtful students I’ve ever taught. I am honored to recommend John for admission to your undergraduate program, as I believe he will bring the same level of curiosity, discipline, and creativity that he has consistently shown in my classroom.
3. Write the Body
The body is the heart of your recommendation letter. This is where you move past the formalities and actually show why the candidate stands out. Think of it as presenting evidence.
Highlight Key Strengths
- Stick to skills, traits, and qualifications that are important for the position.
- Don’t generalize on anything; be specific (e.g., “Maria consistently led her team to meet tight deadlines” rather than “Maria is hardworking”).
Share a Personal Story or Anecdote
- A short and relatable story can bring the person’s abilities to life in an interesting way.
- Example: “During a high-pressure client presentation, Alex stepped up to reorganize the team’s ideas at the last minute, saving the pitch and securing the account.”
Show Professional Attributes
- Qualities such as leadership, collaboration, and initiative should be emphasized.
- Compare them with peers if relevant: “Compared to other interns I’ve worked with, Jamie’s ability to handle complex data stood out.”
Include Results or Achievements
- Numbers and data always make a recommendation letter much stronger.
- Example: “Under Sarah’s leadership, the department improved response times by 30%.”
Place Them in Context
- Help the reader understand how this candidate stacks up.
- You can phrase it like: “Among the 20 residents I’ve trained in the past five years, Dr. X ranks in the top three for both clinical judgment and patient care.”
4. End Your Recommendation Letter
Don’t forget to have a closing statement. It is your final chance to leave a strong impression. So, let’s tie everything together, restate your confidence in the candidate, and give the reader that confidence to hire it.
What to include in the closing statement of a recommendation letter:
- Summarize your strongest points → Highlight the qualities that truly set the person apart.
- Add a transition phrase → Words like “In conclusion,” “Overall,” or “To sum up” signal that you’re wrapping up.
- Invite further contact → Show you’re open to follow-up questions with a simple “Please feel free to reach out.”
- Keep it positive and confident → Make it clear that you genuinely believe in this person.
- Finish with a polite sign-off → Examples: “Sincerely,” “Best regards,” or “With confidence.”
Tip: Don’t forget to include your contact information — just in case the recipient has questions.
Example of a good closing statement:
“In conclusion, I am confident that Sarah would be an excellent addition to your team. Her creativity, reliability, and dedication have not consistently impressed me, but as well as her colleagues, and I know she will bring the same level of excellence to your organization. Please feel free to reach out if you’d like additional details—I’d be happy to share more about her outstanding work.”
Can You Use ChatGPT to Write a Letter of Recommendation?
Absolutely, you can use ChatGPT to draft a recommendation letter, and it will be great for organizing thoughts and polishing your wording. However, your recommendation letter will be more effective if you add your personal touch, specific examples, and genuine insight to make it truly stand out.
I am writing a recommendation letter for my former [student/employee/colleague], whose name is [insert name].
I want you to draft a [insert type of recommendation letter] for me, using the following information:
The name of the person I'm recommending: [insert name]
My name: [insert your name]
My job title/qualification: [insert your position]
My relationship with the person I'm recommending: [insert context]
My contact information should they wish to reach out: [insert info]
Key strengths of the person I'm recommending: [insert context]
A personal story that highlights their strengths: [insert context]
Results or achievements that they achieved: [insert context]
Please have an opening statement, body, and a closing statement. Please use a [formal/casual] tone.
Seal the Deal with Your Recommendation
Now you know that writing a recommendation letter isn’t about fancy language; it’s about honesty, clarity, and frankly, presenting evidence that someone is capable enough to take on a job or be admitted to college.
Remember, when you focus on specific strengths, back them up with stories, and close with genuine confidence, you give the person you’re recommending the best shot at success.