As an employer or a teacher, it is likely that an employee or your student will come to you to ask you to write a letter of recommendation or a reference letter for them. For professionals who are on the path of a career change or a student who intends to join a university, having their mentor or someone prominent in the institution vouch for them can make a huge difference in their application process. Their chances of getting selected increase with your good words.
However, should this time ever come and you do not approve of the person and where they are headed or if it is not something you or your organisation agrees with, it would be best for you and the person if you politely decline to write the referral or recommendation letter.
Here, let’s familiarise ourselves with what a recommendation letter is, the things to be included in a letter of recommendation and take a look at some recommendation letter samples.
What Is A Recommendation Letter?
A letter of recommendation, also known as a referral letter/a letter of referral or a reference letter/letter of reference, is a document wherein a person (usually a boss, supervisor, manager, HR, teacher or professor) attests to a person’s professional or academic performance. This letter is usually addressed to potential employers of an organisation or admission officers of a university.
How To Write A Recommendation Letter
When an employee or a pupil comes to you for a referral letter, there are certain rules and etiquette that you have to follow and things you have to take into consideration. Take a look at our tips on how to write a letter of recommendation.
Use A Formal Letter Format
In the professional world, whenever communicating with a supervisor or a colleague through a letter, the correct letter format to use is a formal one.
Here is the format of a recommendation letter:
Date: _____________
[Name of the addressee]
[Addressee’s designation]
[Addressee’s department and address]
Subject:__________
Dear_________,
Body
Yours Sincerely,
[Name of Sender]
[Sender’s Designation]
[Name of Company/Institution]
Even if you are using an email to write the letter of recommendation, do not skip or miss to add the subject line, salutation, body, signature and your name, designation, name of your company/institute, and contact details.
Follow The 7 Cs Of Communication
For your message to be successfully delivered, you must follow the seven Cs of communication, which are:
- Clear: The letter must be clear for the receiver to understand what you are trying to convey.
- Correct: From grammar to spelling, your letter needs to be correct for the receiver to fully understand it. Moreover, the information included, such as dates or names, must be accurate.
- Complete: Your letter must have all the required information regarding the employee or student for it to be complete.
- Concrete: Your letter must be believable and for that, you would need to back your stance with figures, data or facts.
- Concise: You should stick to the point and avoid adding additional yet unnecessary information, sentences or even words. Avoid repeating the same point or sentence and using too many filler words such as “I mean”, “You see” or “For instance”
- Coherent: Your letter should be logical and consistent. The points you mention should be related to the subject matter. Even the tone you use should remain the same.
- Courteous: Your letter needs to come across as sincere and thoughtful. So, ensure that you use a professional tone and avoid using slang, vulgar or colloquial language.
Know The Person
You need to know about the person you are writing about to compose a letter of recommendation. So, if a person asks you to write a reference letter for them, ask them to provide you with specific information about the points that should be covered. For instance, in the case of an employee, you could ask them to give you an updated resume, which includes their duties and responsibilities and ask their team leader or manager about their overall performance.
Letter of Recommendation Format
When writing a recommendation letter, be it for your student or employee, you must always use a formal letter format. These are the key elements you must include while writing a recommendation letter –
Date: The date of issuance should be at the top-left corner of the letter. Mentioning the date is important as it is proof that could prove useful in the future for any circumstances.
To: Unless you know who to address directly, it’s likely that you do not know who the letter will reach. So, in case of a general reference for a recommendation letter, go with “To whom it may concern.” If you do know the person you are addressing but do not know their name, mention their designation and the name of the company or institute.
Addressee Information: Below the date of issuance comes the addressee’s name along with their designation, and department. The name of the company or institute should also be provided.
Subject Line: An ideal subject line for a recommendation letter would be “Letter of recommendation for [name of the person]” or “Recommendation letter for [name of the person].”
Salutation: Again, unless you know who to address directly, it’s likely that you do not know who the letter will reach. So, in case of general reference, go with “Dear Sir/Ma’am.”
Body of the Letter: The body of the letter should contain the details about the person, their conduct and roles and responsibilities. Talk about how impressed you are with their duties and responsibilities and why they should be selected for the open position or seat.
Signature: On the bottom left side of the page, close the letter with your name, designation, department, and company/institute name.
Date: _____________
To,
[Name of the addressee]
[Addressee’s designation]
[Addressee’s department and address]
Subject:__________
Dear_________,
Body
Yours Sincerely,
[Name of Sender]
[Sender’s Designation]
[Name of Company/Institution]
Samples Of Letter Of Recommendation
Here are some letter of recommendation samples for your reference.
Professional Letter 0f Recommendation Sample
Dated: 16/06/2022
To,
The Hiring Manager
mantra Information Systems Ltd.
Yusuf Sarai, New Delhi,
Delhi 110049, India
Subject: Letter of recommendation for Aurora Rose
Dear Sir/Ma’am,
It is my pleasure to recommend Miss Aurora Rose for the position of Sales Team Leader in the Sales Department of your company. This fine young lady has worked for my establishment for the past five years and during those times, I’ve come to regard her as a valuable asset.
Miss Rose started her career with us as a front desk executive and after two years, she was promoted to Operations Manager, managing a group of 12 people, most of whom she trained and guided herself. Her organisational, people and leadership skills have paved the way for her team to coordinate effectively and for our business to bloom.
Miss Rose is one of the most determined and hard-working people I have ever met in my professional life. She goes above and beyond to help everyone who needs her assistance. Her abilities to sympathise with customers and negotiate with them have been commended by her colleagues and the customers themselves.
I believe that Miss Rose will be the perfect candidate for the Sales Team Leader in your company as I’ve had the front row seat to observe her professional growth and I can vouch for her capabilities required for this role. She has my highest recommendation.
Should you need any further information about this incredible young lady, please feel free to email or call me at the contact information I have provided below.
Yours Sincerely,
Johari
Owner
Enchanted Woods
Malviya Nagar, New Delhi.
Mob: 8787542056
Email: Asha.johari@enchantedwoods.com
Letter of Recommendation For Students Sample
Dated: 16/06/2022
To,
The Principal
ABC Higher Secondary School
New Delhi
Delhi 110044, India
Subject: Letter of recommendation for Aurora Rose
Dear Sir/Ma’am,
It is with great pleasure that I write to you today. I would like to recommend Aurora Rose for admission to ABC Higher Secondary Schoo’s Arts stream. She has passed her high school board exams with flying colours and I believe she would make an excellent student for your institute.
Aurora studied here, at XYZ High School, for three years and she always managed to be the class topper in school exams and tests. Moreover, she’s always had a way with people and her juniors, many of whom she has tutored, look up to her. She was also able to bag the fourth rank in the 2022 Central Board of Secondary Education 10th HSLC Arts stream exam while focusing on her roles and responsibilities as a class representative and house captain.
To be perfectly candid, she is among the few pupils that have had the pleasure of achieving academic excellence and still acing other extracurricular activities. I am sure that her diligence, drive, exemplary conduct and brilliance will make a fine addition to your fine institute.
Should you need any further information about this incredible young lady, please feel free to email or call me at the contact information I have provided below.
Yours Sincerely,
Johari
Principal
XYZ High School
Malviya Nagar, New Delhi.
Mob: 8787542769
Email: Asha.johari@xyzhs.com
Letter of Recommendation For Scholarship Sample
Dated: 16/06/2022
To,
The Scholarship Coordinator
JJK Organisation
New Delhi
Delhi 110016, India
Subject: Letter of recommendation for Scholarship – Aurora Rose
Dear Sir/Ma’am,
I am writing this letter of recommendation in support of Aurora Rose’s application for the ABC Scholarship program offered by the JJK Organisation. As the vice-principal of XYZ Higher Secondary School, I have known him as a kind and hard-working student for the past two years and I can honestly say that he is one of the most deserving candidates.
As your guidelines state that you are looking to reward the scholarship to students who possess academic and leadership skills and those who are in dire need of financial aid, Miss Aurora ticks all the boxes. However, although financial hardships have been a battle, she is learning to defeat it every day, she continues to excel in her academic performance, while still enthusiastically indulging in extracurricular activities.
Apart from continuously being the class topper in school exams and tests, she has also been chosen as the class monitor as well as the school magazine managing editor this year. Her resilience, perseverance, diligence and brilliance make her an exemplary student whom her classmates and juniors look up to.
I see the potential in her and believe that she will do great things. However, without financial aid, her chances of achieving her aspirations are thin. She deserves a fair fighting chance to reach her goals. I can think of no one at the moment who deserves this award more.
I wholeheartedly support her application and after reading this recommendation letter, I hope that you feel the same too. She will not let you down.
Should you need any further information about this incredible young lady, please feel free to email or call me at the contact information I have provided below.
Yours Sincerely,
Johari
Vice-Principal
XYZ Secondary School
Malviya Nagar, New Delhi.
Mob: 8787542090
Email: johari@xyzhss.com
Letter Of Recommendation For Employee Sample
Dated: 16/06/2022
To,
The Manager
Digital Marketing Department
mantra Information Systems Ltd.
Yusuf Sarai, New Delhi,
Delhi 110049, India.
Subject: Letter of recommendation for Aurora Rose
Dear Sir/Ma’am,
I am writing this letter on behalf of Aurora Rose. I would like to recommend her for the open position of Senior Content Writer in Akal Information Systems Ltd. I had the pleasure of working with Aurora for four years and during those times, she was one of our organisation’s most valuable assets.
Aurora started working here, at Enchanted Woods as an unpaid intern and after witnessing her creativity and writing skills, I decided to offer her a full-time position as a social media executive. After seeing how well our posts were performing, I decided to give her more duties and she started to write product descriptions and blogs for our website. To this day, I do not regret my decision to hire her full time because our conversion rate has improved significantly, thanks to her.
Her abilities to create interactive and compelling content, and familiarise herself with the latest trends, as well as her dedication and drive, are some of the reasons you will benefit from her should you hire her.
Although I am sad to see her leave, I understand that she needs to spread her wings and climb the ladder of success. I can honestly say that she will make an excellent addition to your Digital Marketing Team.
If you need any further information about this incredible young lady, please feel free to email or call me at the contact information I have provided below.
Yours Sincerely,
Johari
Owner
Enchanted Woods
Malviya Nagar, New Delhi.
Mob: 8787542090
Email: johari@enchantedwoods.com
Letter Of Recommendation For College
Dated: 16/06/2022
To,
The Admissions Committee
Ip University
New Delhi
Delhi 110016, India
Subject: Letter of recommendation for Aurora Rose
Dear Sir/Ma’am,
It is with great pleasure that I write to you to recommend Aurora Rose for admission to the Bachelor of Journalism program at ABC University.
I am Asha Johari, the principal of XYZ Higher Secondary School. I have had the absolute pleasure of teaching Miss Rose for two years. And of all the undergraduates I have taught, she is by far the most studious, inquisitive, intelligent and determined student. She brought our school a good name when she bagged the third rank in the 2022 Central Board of Secondary Education 12th HSSLC Arts stream exam.
During her time in XYZ HSS, her excellent interpersonal and leadership skills bestowed upon her the opportunities to be the class representative and Blue House leader in both years. Moreover, she’s always been an enthusiastic participant in group or school activities and her team spirit has always been a beacon of inspiration and confidence for other students.
With her brilliant mind, drive, and exemplary conduct, I can honestly say that Miss Rose would make an excellent addition to XYZ University’s graduate community.
Should you need any further information about this incredible young lady, please feel free to email or call me at the contact information I have provided below.
Yours Sincerely,
Johari
Principal
XYZ Secondary School
Mohan Nagar, New Delhi.
Mob: 8787542090
Email: Asha.johari@xyzhs.com
Customer Service Recommendation Letter
Dated: 16/06/2022
To,
The Hiring Manager
mantra Information Systems Ltd.
Yusuf Sarai, New Delhi,
Delhi 110049, India.
Subject: Letter of recommendation for Aurora Rose.
Dear Sir/Ma’am,
I am writing on behalf of Miss Aurora Rose who worked with us for four years as a Senior Customer Service Executive. I would like to recommend her for the position of Customer Service Team Leader at Akal Information Systems Ltd. During his time here, I have come to consider him an esteemed member of the team at Enchanted Woods
Miss Rose started her career here as a Front Desk Executive in 2017. However, after seeing how well she communicates and sympathises with customers and the employees here, I decided to change her role. She jumped from Customer Service Executive to Senior Customer Service Executive within three years. Thanks to her, we have managed to rope in many clients and customers. She has also helped me with the onboarding process of new joinees and training them. She is well-versed in the ins and outs of the sales process and has strong customer relationship management skills.
She is a punctual, smart, hard-working, and driven team player who always tries to ensure that conflicts or crises are resolved in the most optimistic and effective manner.
Miss Rose is one of the most determined and hard-working people I have ever met in my professional life. She goes above and beyond to help everyone who needs her assistance. Her abilities to sympathise with customers and negotiate with them have been commended by her colleagues and the customers themselves.
I believe that Miss Rose will be the perfect candidate for the Customer Service Team Leader in your company. Her competence and success-driven nature will motivate many in your team as she did here.
Should you need any further information about this incredible young lady, please feel free to email or call me at the contact information I have provided below.
Yours Sincerely,
Johari
Owner
Enchanted Woods
New Delhi.
Mob: 8787577790
Email: johari@enchantedwoods.com
Letter Of Recommendation For Graduate School
Dated: 16/06/2022
To,
Office Of The Registrar
ABC University
New Delhi
Delhi 110018, India
Subject: Letter of recommendation for Aurora Rose
Dear Sir/Ma’am,
I would like to recommend Aurora Rose for admission to the Master of Arts Journalism program at ABC University. After working with her for six months, I wholeheartedly support her decision to take her education and skills to a higher level. She is, by far, one of the most promising and creative interns I have ever met in my career.
Aurora applied for the internship program offered by our company, Akal Information Systems Ltd., to interested students in their final year of BA Journalism. She was selected along with a handful of her batchmates. Based on her resume and her excellent academic performance, it was evident that she stood out, and she did not disappoint at all. In fact, she delivered every time, and she always managed to exceed our expectations.
Her ability to cultivate the most compelling stories, even from the most mundane topics, drew in many new readers for our blogs and our engagement rate on our social media posts increased significantly during her short stay with us. She is a fast learner and was able to understand the ins and outs of our business and rai·son d’ê·tre in just a few weeks.
She has a great potential to be an outstanding and renowned journalist or writer one day soon. I do believe that her writing, research and people skills infused with her likeable personality and inquisitive mind will be the perfect blend that will make for an enormous asset to your program.
Please feel free to reach me at the contact information I have provided below if you need any further information about this talented young lady.
Yours Sincerely,
Johari
Owner
Enchanted Books
Malviya Nagar, New Delhi.
Mob: 8787542880
Email: johari@enchantedbooks.com
Conclusion: You never know when your subordinate or one of your pupils will come to you and request you to write a recommendation letter. So, should that time ever come, we hope our recommendation letter writing tips and letter of recommendation examples help you in writing a compelling one.
We will leave you here with our best wishes.
Until next time, farewell for now!
