How to Write a Letter of Recommendation: Examples & Tips [2026]

Most recommendation letters sound the same, with generic praise, vague adjectives, and no real evidence. I analyzed hundreds of successful examples to break down exactly how to write a letter of recommendation so it stands out for the right reasons.

What is a letter of recommendation?

A letter of recommendation (LOR) is a formal document that evaluates a person’s skills, character, and achievements in support of a specific opportunity. Your manager, professor, mentor, or supervisor who has directly worked with the candidate can write it for you.

You commonly need these letters for jobs, college or graduate school applications, scholarships, internships, residency programs, and even some volunteer or leadership programs. 

Unlike a resume, which lists achievements, a recommendation letter adds context. It explains how the person works, how they compare to peers, and why they’re a strong fit for the role or program.

A strong letter of recommendation provides specific examples, clear endorsements, and insights that help the reader make a confident decision.

When you should (and shouldn’t) agree to write an LOR

You don’t have to say yes to every LOR request, especially if you’re busy. Also, taking on too many LORs can dilute the quality and diminish the value of your recommendations. Before you start drafting, decide whether you should write the letter at all. 

Here’s when you should agree to write one: 

• You’ve worked closely with the candidate.
• You can provide specific examples of their performance.
• You genuinely believe they’re a strong fit for the opportunity.
• You have enough time to write a thoughtful letter before the deadline.

A recommendation letter carries weight because it reflects your judgment. If you can clearly explain why someone stands out, your letter can significantly strengthen their application.

Here’s when you should decline writing an LOR:

• You don’t know the person well.
• You can’t provide concrete examples.
• Your experience with them was limited or neutral.
• You don’t have time to write a strong letter.
• You can’t confidently endorse them.

A vague or lukewarm letter can quietly damage a candidate’s chances. Admissions committees and hiring managers can spot generic praise immediately. If you can’t write something specific and supportive, it’s better to step aside.

How to decline professionally

To decline a letter of recommendation request professionally, briefly state that you are unable to write a strong letter and suggest they ask someone who knows their work better. Then, keep your message respectful and direct. Here’s a sample to help you out:

Thank you for thinking of me. I appreciate the opportunity, but I don’t feel I’m the best person to write a strong and detailed recommendation for you at this time. I’d encourage you to ask someone who can speak more directly to your recent work and achievements.

Information you need before writing a letter of recommendation

Collecting the right information helps you write a specific, tailored, and persuasive letter of recommendation. Here’s what you should request from the candidate:

Their resume or CV

It gives you a complete view of their academic background, work history, awards, and measurable achievements. It also helps you avoid repeating information incorrectly.

The job, program, or scholarship description

You need to know what they’re applying for. A letter for a residency program should sound different from one for a marketing role. Look for:

• Required skills
• Core values
• Key responsibilities
• Language the organization uses

Your letter should reflect those priorities.

Their personal statement, if applicable

It helps you align your letter with their goals and narrative. For academic or graduate programs, it can be helpful. 

Specific achievements they’d like to highlight

Avoid the guesswork and ask them directly about their best or highlight-worthy achievements. Here’s what you can ask:

• What projects are you most proud of?
• What skills should I emphasize?
• Is there anything you want admissions or hiring managers to understand about your growth?

Deadline and submission instructions

You don’t want formatting mistakes to undermine a strong letter. Confirm:

• Due date
• Word or page limits
• Upload link or email format
• Whether it must be on official letterhead

A quick intake questionnaire for a better LOR

Asking the right questions beforehand helps you improve the quality of your letter. Here are a few questions you can send to the candidate:

1. What are you applying for, and why?
2. What are 2–3 key strengths or achievements I should highlight?
3. Can you share one example that best reflects your work or impact?
4. Is there anything important about your growth or challenges I should mention?
5. When is the deadline, and how should I submit the letter?

How to write a letter of recommendation in 7 easy steps

All the information you gathered earlier makes writing the letter much easier. Here are the steps to write an LOR:

Step 1: Start with your relationship and credibility

Open by explaining who you are, how you know the candidate, and how long you’ve worked together. It establishes context and credibility. The reader needs to understand why your opinion matters.

For example: I’ve worked with Sarah Patel for three years as her direct manager at BrightTech, where she served as a senior marketing analyst.

Keep it specific. Avoid vague openings like “I am pleased to recommend…” without context.

Step 2: State your recommendation clearly

Make it clear early on that you strongly support the candidate. A clear endorsement signals confidence. 

Here’s a weak recommendation: I am writing to provide a recommendation for John.

Let’s look at a stronger recommendation: I highly recommend John Kim for your MBA program based on his leadership, analytical skills, and ability to deliver results under pressure.

Step 3: Highlight 2–3 key strengths

Choose the strengths that are most relevant to the opportunity. Focus on two or three themes, and don’t try to cover everything. For example:

• Leadership
• Technical expertise
• Initiative
• Communication
• Problem-solving

Step 4: Provide specific examples

Specific examples show impact, add credibility, and differentiate the candidate. If you can include numbers, do it.

Instead of saying general compliments like: Maria is hardworking and dedicated.

Show specific results: During a critical product launch, Maria identified a flaw in our onboarding flow that would have impacted nearly 20% of new users. She coordinated with engineering, redesigned the sequence, and helped reduce churn by 12% within one quarter.

Step 5: Add comparison or context

Adding comparison or context helps you offer perspective to the reader. It helps them understand how exceptional the candidate is and make a better decision. 

For example: In my 15 years of teaching, Daniel ranks among the top 5% of students I’ve mentored.

Or: Compared to others in similar roles, Lisa consistently took initiative beyond her responsibilities.

Step 6: Customize the letter to the opportunity

Reference the organization or program directly. Connect the candidate’s strengths to what the institution values. It shows that you understand the context.

For example: Given your program’s emphasis on research and interdisciplinary collaboration, I’m confident that Emily’s analytical rigor and teamwork will make her a strong contributor.

Step 7: Close confidently

End with a clear endorsement and offer to provide more information. Avoid neutral closings like “I hope you find this helpful.”

For example: I strongly recommend Michael for this position and am confident he will be a valuable addition to your team. Please feel free to contact me if you need any further information.

Common mistakes to avoid while writing a LOR

Small errors and generic writing can weaken a good recommendation letter. Here’s what you should avoid while writing a LOR: 

• Being too brief: Aim for around 400–600 words and include multiple examples to back up your claims about the candidate. If your letter feels surface-level, add depth.
• Using vague language: Replace adjectives like “excellent,” “great,” or “hardworking” with proof. Show what the candidate did and what impact they made.
• Overhyping unrealistically: Extreme praise can signal bias. Balanced, specific endorsement builds more trust than dramatic language.
• Ignoring the job or program requirements: Align your examples with what the organization values, whether that’s leadership, research, technical skill, or collaboration.
• Reusing the same letter everywhere: Sending the same version to multiple organizations weakens the impact. Adjust language, emphasis, and references to reflect the specific opportunity.
• Forgetting to proofread: Misspelled names, incorrect titles, or formatting mistakes can undermine credibility. Double-check details before submitting.

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Letter of recommendation template

I’ve created an LOR template that you can use as a starting point. Adapt it based on the role, program, and your relationship with the candidate. Here’s the format to follow:

[Your Name]

[Your Title]

[Company or Institution]

[Contact Information]

[Date]

[Recipient Name or “Admissions Committee” / “Hiring Manager”]

[Organization Name]

Dear [Recipient Name],

I am pleased to recommend [Candidate Name] for [position/program name]. I have worked with [him/her/them] for [time period] in my role as [your title], where I directly observed [his/her/their] work in [context].

During this time, [Candidate Name] demonstrated strong [key strength #1] and [key strength #2]. For example, [brief specific example that shows impact, results, or initiative].

In addition, [Candidate Name] consistently showed [another relevant quality], particularly when [short anecdote or measurable achievement]. Compared to others in similar roles, [he/she/they] stood out for [specific differentiator].

Given [organization/program name]’s focus on [relevant value or requirement], I am confident that [Candidate Name] would contribute meaningfully and perform at a high level.

I strongly recommend [Candidate Name] without reservation. Please feel free to contact me if you need any additional information.

Sincerely,

[Your Name]

[Your Title]

How to customize this template

Your examples and perspectives make the recommendation letter compelling. Here’s how you can customize the above template:

• Replace generic strengths with role-specific qualities.
• Include measurable outcomes whenever possible.
• Add one meaningful example instead of multiple shallow ones.
• Adjust tone slightly for academic vs professional settings.
• Keep the final version under one page unless otherwise requested.

Final checklist before you submit

A checklist helps you send an LOR that’s thoughtful, credible, and persuasive. Before you send it, review it against these parameters:

• Did I clearly explain my relationship with the candidate? The reader should understand how long and in what context you’ve worked together.
• Did I include at least 2–3 specific examples? If your letter relies mostly on adjectives, strengthen it with evidence.
• Did I tailor this to the role or program? Mention the organization and align strengths with what they value.
• Did I provide context or comparison? Statements like “top 10%” or “one of the strongest performers on my team” add credibility.
• Is the tone confident but balanced? Avoid exaggerated praise. Keep your endorsement clear and realistic.
• Is the letter concise and under one page? Most effective recommendation letters fall between 400 and 600 words.
• Did I proofread names, titles, and formatting? Double-check spelling, organization names, dates, and contact details.

How AI assistants can help with recommendation letters

If you need help writing a strong letter of recommendation, AI assistants like Lindy can help you identify the right strengths, surface meaningful examples, and customize the content to match the recipient.

An AI assistant can:

• Review a resume and highlight the most relevant achievements
• Identify the candidate’s impact that strengthens credibility
• Suggest which skills align with a specific job description or program
• Spot vague phrases and recommend stronger language
• Help structure scattered notes into a clear draft

For example, you can feed a candidate’s resume to an AI assistant and ask it to highlight the achievements that demonstrate leadership and problem-solving. You can also share a job description and ask it to shortlist the strengths you should emphasize in a recommendation letter for that role.

AI doesn’t replace your judgment. It helps you organize your thinking and avoid generic praise. Instead of guessing what matters most, you get suggestions that help you write with more clarity and focus.

Use Lindy as your AI assistant to write a strong letter of recommendation

Lindy lets you generate professional letters of recommendation using AI. Instead of staring at a blank page or second-guessing your structure, you can tell Lindy what you need and get clear, organized assistance in seconds.

It also connects with 4,000+ apps, so it can also pull context from your emails, documents, and notes to help you write with accuracy and consistency. You also have ready-to-use customizable templates for other everyday tasks.

Here's how Lindy can make writing your next recommendation letter easier:

• Resume analysis for standout achievements: Paste a candidate’s resume and ask, “What achievements here show leadership and measurable impact?” Lindy highlights the strongest examples so you focus on what matters.
• Customized positioning for specific roles or programs: Share the job description or university program page and ask Lindy about what to emphasize in the letter. It identifies the skills and qualities that align with the recipient’s priorities.
• Structured first drafts from bullet points: Drop in rough notes and tell Lindy to turn it into a professional recommendation letter. Lindy organizes your ideas into a clear, well-formatted draft.
• Tone and clarity review: Lindy can flag generic phrases and suggest stronger, more credible wording.
• Balanced endorsement suggestions: If you’re unsure how strong to be, Lindy can suggest confident language that avoids overhyping while still clearly recommending the candidate.
• Deadline reminders and follow-ups: Ask Lindy to remind you three days before the recommendation is due and it keeps you on track.

Try Lindy’s free trial and text it to help you with drafting and refining your next recommendation letter in minutes.

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Frequently asked questions

How long should a letter of recommendation be?

A letter of recommendation should generally be 400–600 words and fit on a single page, unless the organization provides different guidelines. Always double-check the specific requirements, as some universities, employers, or programs may ask for shorter or longer letters.

How many paragraphs should a letter of recommendation have?

A letter of recommendation typically has 3 to 5 paragraphs. Include an introduction, 2–3 body paragraphs with examples, and a confident closing. The structure should feel complete but concise.

How do you end a letter of recommendation?

To end a letter of recommendation, restate your support clearly and offer to provide more information. Keep the closing decisive and professional.

For example: I strongly recommend [Name] and am confident they will be an asset to your organization. 

How do you sign off a recommendation letter email?

To sign off a recommendation letter email, use a professional closing such as “Sincerely,” “Best regards,” or “Kind regards.” Include your full name, title, organization, and contact information below your signature.

Can you reuse the same recommendation letter for multiple jobs?

You can reuse a recommendation letter, but you should customize it for each opportunity. Adjust strengths, examples, and references to match the specific role or program. A completely generic letter weakens impact.

What if I don’t know the candidate well enough?

If you don’t know the candidate well enough, it’s better to decline the request. A vague or lukewarm letter can hurt their chances. Recommend that they ask someone who can provide specific examples and strong support.