Letter of Recommendation Template
Putting together a standout letter of recommendation is crucial for job seeking candidates looking to distinguish themselves from the competition.
An endorsement not only shines a light on an applicant's strengths and achievements, but it can also sway hiring managers in their favor during the interview process.
As a manager or HR leader, you might receive requests for recommendations from past employees, so we decided to help by putting together two versatile templates to accommodate different situations:
General recommendation letter for a former employee.
Recommendation letter tailored explicitly for a particular position.
Use these templates however you would like but try to adapt them to the employee's specific accomplishments, skills, and position requirements. Here’s how to write a recommendation letter for an employee.
Letter of Recommendation Templates
Why Templates and Samples Are Lifesavers
Templates are hugely helpful—they keep your writing focused and save time. TalentHR notes that templates let people managers skip “what to say” and focus on personalizing details instead. This ensures your letter is both efficient and impactful. TalentHR Blog
But templates aren’t meant to sound robotic. Industry sources remind us that letters should be unique and personalized. Recruiters can spot a generic letter a mile away—and it’s a missed opportunity to help someone shine. Architectural Digest
How I Structure My Recommendation Letters
Here’s the approachable, professional template I often use:
Professional Intro
I open with a greeting—ideally to a named recipient—or a formal “To whom it may concern.” Then I explain who I am, my role, and our relationship. That helps frame why my recommendation carries weight.Role & Scope
I mention the employee’s position, employment duration, and their primary responsibilities so readers understand the context.Details & Anecdotes
This is where real stories shine. Whether it’s how someone led a project under pressure or boosted team morale, specific examples speak volumes. The more precise, the more credible. GrammarlyKey Strengths
From leadership to adaptability, I call out 2–3 core qualities. I keep it concise—no fluff—and highlight potential and professionalism.Strong Closing
I summarize my recommendation and encourage follow-up questions. Then I close with a polite sign-off—“Sincerely,” “Kind regards,” or “Best”—followed by my contact details.Proofread
Before sending, I triple-check the spelling, grammar, and formatting—it shows respect for the candidate and professionalism from the writer.
Why This Matters
According to LinkedIn, 8 out of 10 recruiters use references to screen candidates—so your letter might just be that game-changer that helps someone land a great opportunity. The Balance+8Architectural Digest+8Indeed+8
My Favorite Resources for Templates & Samples
AIHR offers different types—character references, professional endorsements, promotion letters, and simple recommendation letters—with downloadable templates. AIHR+1
Workable shares a clear, easy-to-follow letter of recommendation template, reminding us that many spend hours crafting one without a guide. Recruiting Resources
TalentHR provides three ready‑made, customizable templates—great for writing fast but effectively. TalentHR Blog
Indeed provides a step‑by‑step guide and examples to help you match a letter to the candidate’s next path. IndeedIndeed
Frequently Asked Questions
What’s the difference between a “letter of recommendation template” and a “general letter of recommendation sample”?
The template gives you structure and essential elements, while the sample shows how real content and tone can play out. I usually start with the template and tailor it to match the candidate’s story.
Can I download a letter of recommendation template as a PDF?
Yes—many sites offer letter of recommendation template PDFs. With such a PDF, you can fill in fields directly and share polished letters quickly.
How long should the letter be?
One page is golden—about 3–4 paragraphs. It’s long enough to offer insight, but short enough to keep attention. AIHRGrammarly
Should I include soft skills in the letter?
Absolutely. Soft skills like communication, problem-solving, and adaptability can make your letter relatable and memorable—especially when paired with real examples. Architectural Digest
What if I’m not comfortable providing a recommendation?
It’s better to politely decline than to write lukewarm content. You might say: “I don’t feel I know your work well enough to write a strong recommendation—but I’m happy to confirm your employment dates and title.” AIHR
Final Thoughts — Make Your Recommendations Count
I hope this article gives you confidence to write a powerful letter of recommendation—whether you’re using a letter of recommendation template, converting it to a letter of recommendation template PDF, or drawing from a general letter of recommendation sample. Remember: structure meets sincerity is the sweet spot. A thoughtful letter can be a turning point in someone’s career journey—and that’s a win for everyone.
Tags: letter of recommendation template, letter of recommendation, sample letter of recommendation for leadership position, letter of recommendation template pdf, letter of recommendation download, how to write a recommendation letter for an employee
Author: Reid Alexander
Disclaimer: This content is for informational purposes only & not intended as professional legal or HR advice. Consult with qualified professionals for advice tailored to your specific situation. The author & publisher disclaim any liability for errors, omissions, or actions taken based on this content.