Free letter of recommendation template, built with AI

What is a letter of recommendation?

A letter of recommendation is a letter written by someone who knows your work, usually a former manager, colleague, professor or client, that vouches for your skills and character. Employers, universities and scholarship committees use it to hear from someone other than you about how you actually perform.

Writing one from scratch can feel like a lot of pressure, especially if someone has asked you for a favor. This letter of recommendation template gives you a clear structure and strong sample wording, so you can write a convincing letter in less time.

Recommendation letter vs reference letter

People often use the terms interchangeably, but there’s a small difference. A recommendation letter is written for a specific job, program or opportunity and addressed to a named person or committee. A reference letter is more general, often addressed “To whom it may concern”, and can be reused for several applications. This template is set up as a recommendation letter, but you can turn it into a reference letter template by making the greeting and opening more general.

What to include in a letter of recommendation

• Your name, title and contact details at the top, so the reader knows who’s vouching.
• How you know the person, in what role and for how long.
• Specific achievements, ideally with numbers or examples.
• Personal qualities that matter for the role, such as leadership, reliability or communication.
• A clear, strong recommendation and an offer to be contacted.

How to write a letter of recommendation, step by step

1. Ask for the details you need

Before you write, ask the person for the job description or program details, their resume, and two or three things they’d like you to highlight. It makes your letter far more specific and useful.

2. Open with your recommendation and relationship

Say who you’re recommending, for what, and how you know them:

“I’m pleased to recommend Jane Doe for the Director of Marketing position. I was Jane’s direct manager for four years, and she is one of the most effective marketers I’ve worked with.”

3. Back it up with examples

In one or two paragraphs, describe specific results the person achieved. A single real example is more convincing than a list of adjectives.

4. Describe their character

Talk about how they work with others: how they lead, solve problems and handle pressure. Pick qualities that match what the employer or program is looking for.

5. Close with confidence

End with a clear endorsement, such as “I recommend her without reservation”, and include your phone number and email so the reader can follow up.

How to ask for a letter of recommendation

If you’re the one who needs the letter, ask someone who knows your work well, not just the most senior person you know. Ask at least two to three weeks before the deadline, explain what the letter is for, and send them your resume, the job or program details and a few points you’d like them to mention. Many busy managers will ask you to draft the letter yourself; this template makes that easy. Always send a thank-you note afterwards.

Tips for a convincing recommendation letter

• Keep it to one page, around 300 to 500 words.
• Use specific examples and numbers instead of general praise.
• Tailor it to the role or program the person is applying for.
• Only agree to write a letter if you can be genuinely positive.
• Print it on company letterhead or send it from your work email for extra credibility.

Who this recommendation letter template is for

Managers can use it as a letter of recommendation for an employee, teachers and professors can adapt it for students applying to college or graduate school, and colleagues can use it to support a peer’s job application. Swap the work achievements for academic ones and it works just as well.

Letter of recommendation questions