Letter of recommendation template

What goes in a letter of recommendation

A recommendation letter is a short, honest endorsement from someone who knows the candidate's work. Its job is to answer one question for the reader: should we trust this person with the role, program, or opportunity? A clear letter follows a simple shape, and each part does a specific job.

• Your header and the date. Your name, title, organization, and contact details, so the reader knows who is speaking.
• The greeting. A named person if you have one, or a general line such as "To Whom It May Concern."
• The opening. Who you are recommending, for what, and how you know them.
• The evidence. One or two specific strengths backed by real examples.
• The personal note. A short line on character, such as reliability or attitude.
• The close. A clear statement of support and an offer to answer questions.
• Your signature. A signed and printed name at the end.

The single thing that separates a strong letter from a forgettable one is examples. "She is hardworking" means little on its own. "She rebuilt our onboarding process and cut new-hire ramp time in half" is convincing, because the reader can picture it.

Getting the tone right

Aim for warm and specific, not gushing. Overblown praise with no evidence reads as empty, while a calm letter full of concrete detail reads as trustworthy. Be honest about the relationship, such as how long you worked together and in what capacity, because that context tells the reader how much weight your view carries. Keep it to one page. A focused letter that a busy reader finishes is worth more than a long one they skim.

Employee letter of recommendation template

Use this version when you are recommending someone for a job, a promotion, or a professional opportunity. Replace every bracketed prompt with your own words.

[Your name]
[Your title]
[Company name]
[Address]
[Email]  [Phone]
[Date]

To Whom It May Concern,

I am pleased to recommend [Employee name] for [role or opportunity].
As [your title] at [company name], I worked directly with [him/her/them]
for [length of time], and I can speak to [his/her/their] work with confidence.

During that time, [Employee name] [describe a key strength with one clear
example, for instance led a project, hit a target, or solved a hard problem].
[He/She/They] consistently [second strength, such as met deadlines, worked
well across teams, or took ownership of results].

Beyond the day-to-day work, [Employee name] is [one or two personal qualities,
such as dependable, calm under pressure, and quick to help others].

I recommend [Employee name] without reservation. Please contact me at
[email or phone] if you would like to discuss [his/her/their] work further.

Sincerely,
[Your signature]
[Your printed name]
[Your title]

Student letter of recommendation template

Use this version for a college application, a scholarship, or an academic program. It leans on classroom performance and potential rather than job results.

[Your name]
[Your title, for example Professor of Biology]
[School or institution]
[Address]
[Email]  [Phone]
[Date]

Dear Admissions Committee,

It is my pleasure to recommend [Student name] for [program or scholarship].
I taught [Student name] in [course or context] during [term and year], and
[he/she/they] stood out as one of the strongest students in the class.

[Student name] showed [a key academic strength with an example, such as a
standout project, essay, or exam performance]. [He/She/They] also [second
quality, such as asked thoughtful questions, helped classmates, or took on
extra work by choice].

Outside of coursework, [Student name] is [one or two personal qualities, such
as curious, disciplined, and easy to work with], which will serve [him/her/them]
well in [the program].

I give [Student name] my highest recommendation. Please reach me at
[email or phone] with any questions.

Sincerely,
[Your signature]
[Your printed name]
[Your title]

How to fill out and download your letter

1. Pick the template that fits. Choose the employee or student version above and copy it, or open the fill a PDF tool to type directly onto the page.
2. Complete the header. Add your name, title, organization, contact details, and the date at the top.
3. Set the greeting. Use a named recipient if you have one. If not, keep the general greeting.
4. Write the opening. Name the candidate, the opportunity, and how long and in what role you have known them.
5. Add real examples. Replace each bracketed prompt with a specific achievement. Numbers and named projects make the letter land.
6. Close with clear support. State your recommendation plainly and invite the reader to contact you.
7. Sign and download. Add your signature with the sign a PDF tool, then download a clean PDF with no watermark.

How to customize the template well

The brackets are prompts, not fill-in-the-blank slots to leave generic. The best letters read like they could only have been written about one person. Swap the sample strengths for the two or three things this candidate is genuinely known for, and attach a real moment to each. If you are recommending a developer, name the feature they shipped. If it is a student, name the essay or project that stood out. Cut anything you cannot back up, because a single hollow claim makes a reader doubt the rest.

Match the letter to the target. A letter for a research program should highlight curiosity and rigor, while one for a customer-facing job should highlight communication and follow-through. You do not need to rewrite the whole thing, just steer the examples toward what the reader cares about.

Who should write the letter

The strongest recommendation comes from someone who worked closely enough with the candidate to speak in detail, and who holds a role the reader will respect. For a job, that is usually a direct manager, a supervisor, or a senior colleague. For a student, it is a teacher, professor, or research advisor who taught them directly. A glowing letter from someone who barely knew the person carries less weight than an honest one from someone who saw their work up close. If you are asked to write a letter but do not feel you can speak with real knowledge, it is fair to say so, or to ask the candidate for notes on the projects they want highlighted.

If you are the one requesting a letter, make it easy for your recommender. Give them your resume, the role or program you are applying for, the deadline, and a short reminder of the work you did together. The more raw material you hand over, the more specific and useful the letter will be, and the faster it gets written.

A simple structure to follow

If a blank page feels daunting, keep the shape in mind: one paragraph to introduce yourself and the candidate, one or two paragraphs of evidence, and a short closing paragraph of clear support. The middle is where the letter is won or lost, so spend your effort there. Pick the two qualities that matter most for the target, give each one a real example, and stop. You do not need to list everything good about the person. A focused letter that proves two things beats a scattered one that mentions ten.

Common mistakes to avoid

• No examples. Adjectives without evidence convince no one. Anchor every strength to something real.
• Too long. Keep it to one page so a busy reader finishes it.
• Wrong name or role. Reusing an old letter and forgetting to update a name is an instant credibility hit. Check every field.
• Vague relationship. Say how you know the person and for how long, so your view carries weight.
• Missing signature. A signed, dated letter looks finished and official.

Should you send it as a PDF

Yes, in almost every case. A PDF keeps your formatting fixed, looks professional, and cannot be edited by accident on the way to the reader. Fill in the template, add your signature, and download the finished file so it arrives exactly as you wrote it. If the recipient asks for the letter on official letterhead, use your organization's header at the top and sign at the bottom before you export. You can also browse other ready-made document templates if you need a matching cover page or form. When a candidate is applying to several programs or jobs, a saved PDF means you can produce a fresh copy for each one in seconds, changing only the name of the school or company the letter is addressed to.

When your letter is ready, open the fill tool, type in your details, and download a clean PDF you can hand over or email today. Because everything runs in your browser, the letter stays private on your own device.