How to Write a Recommendation Letter That Stands Out (With Examples)

Whether you’re helping a former colleague land a dream job, recommending a student for university admission, or endorsing a coworker for a promotion, writing a powerful recommendation letter can make a real difference. But how do you craft a letter that’s not just good—but exceptional?

In this guide, you’ll learn how to write a recommendation letter that gets noticed by employers, admissions committees, or anyone else reviewing it. Plus, we’ll include tips, best practices, and examples to help your letter shine.

What Is a Recommendation Letter?

A recommendation letter is a written endorsement of a person’s qualifications, character, and accomplishments. It’s commonly used in job applications, university admissions, internships, scholarships, and even volunteering roles.

Why Writing a Great Recommendation Letter Matters

A well-crafted recommendation letter can:

• Give the recipient a competitive edge
• Showcase unique strengths and qualities
• Provide credible support from a trusted source

Poorly written letters, on the other hand, may hurt more than help. That’s why knowing how to write a clear, compelling, and personalized recommendation is crucial.

How to Write a Recommendation Letter in 6 Easy Steps

1. Start with a Professional Header and Greeting

Begin with your contact information at the top (if it’s a formal letter), followed by the date and the recipient’s information. Then, address the letter with a formal greeting such as:

“Dear Admissions Committee,”
“Dear Hiring Manager,”
“To Whom It May Concern,” (only if you don’t know the recipient)

2. Open with a Strong Statement of Support

Your opening paragraph should clearly state who you are recommending, your relationship to them, and why you’re qualified to make the recommendation.

Example:

“I am thrilled to recommend Jane Doe for the position of Marketing Manager at your company. As her direct supervisor at XYZ Corp for over three years, I’ve witnessed her exceptional strategic thinking and leadership firsthand.”

3. Highlight Key Qualities and Achievements

Use the body of the letter to showcase the individual’s strengths, skills, and accomplishments. Be specific. Use examples and metrics when possible.

Focus on:

• Relevant hard and soft skills
• Notable projects or results
• Personal traits like integrity, creativity, or teamwork

Example:

“During her time at XYZ Corp, Jane increased our digital campaign ROI by 47% in just six months. Her ability to analyze data and turn insights into action is unmatched.”

4. Include a Personal Anecdote (Optional but Powerful)

Adding a short story or example helps personalize the letter and makes it more memorable.

Example:

“I’ll never forget the time Jane volunteered to lead a last-minute pitch presentation when another team member fell ill. Her quick thinking and poise won us a key client.”

5. End with a Clear Endorsement and Contact Offer

Wrap up your letter with a strong closing that reaffirms your recommendation. Offer to be available for further questions.

Example:

“I wholeheartedly recommend Jane for this role. She would be a tremendous asset to your team. Feel free to contact me at john@email.com for any further information.”

6. Sign Off Professionally

Use a formal sign-off such as:

“Sincerely,”
“Best regards,”
“With respect,”

Then include your full name, title, and contact information.

Recommendation Letter Template

Here’s a basic template you can customize:

[Your Name]  
[Your Title]  
[Your Company]  
[Your Email Address]  
[Date]

[Recipient Name or Organization]  
[Their Position or Department]

Dear [Name or "To Whom It May Concern"],

I am writing to recommend [Full Name] for [Position, Program, etc.]. I had the pleasure of working with [him/her/them] for [duration] at [Company/Organization], where I was [Your Relationship or Position].

[Name] consistently demonstrated [strengths or skills], including [specific examples]. One of [his/her/their] most notable achievements was [mention accomplishment].

[Optional anecdote or personal story].

I am confident that [Name] will bring the same dedication and excellence to your organization. Please feel free to contact me at [email] or [phone number] for more details.

Sincerely,  
[Your Name]  
[Title]  
[Contact Info]

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SEO Keywords to Include in Your Letter (If Relevant)

To make the letter SEO-friendly (especially if it’s being published on a company blog or personal site), consider including terms like:

• Sample recommendation letter
• How to write a reference letter
• Employee recommendation letter
• Academic reference example
• Professional letter of recommendation tips

Final Tips for a Winning Recommendation Letter

✅ Keep it concise (one page is ideal)
✅ Tailor it to the specific role or opportunity
✅ Avoid vague language like “hard-working” or “nice”
✅ Proofread carefully—typos can hurt credibility
✅ Use a professional tone and format

Conclusion

Writing a recommendation letter doesn’t have to be overwhelming. By following a clear structure, focusing on key strengths, and being sincere in your endorsement, you can make a positive impact on someone’s future. Bookmark this guide for the next time someone asks you to write a recommendation—they’ll thank you for it!