A recommendation letter is a powerful document in any scholarship, academic, or professional application. It provides the selection committee with an external, credible perspective on an applicant’s abilities, character, and potential. A well-written recommendation letter can significantly strengthen an application, sometimes even more than grades or test scores.

Whether you are a referee writing a recommendation or an applicant trying to understand what makes a strong one, this guide explains the purpose, structure, and best practices for writing an effective letter of recommendation. A free sample template is also included to help you get started.

What Is a Recommendation Letter?

A letter of recommendation is a formal document written by a referee such as a professor, supervisor, or employer who can objectively evaluate an applicant’s qualifications. Unlike a casual reference, a recommendation letter is structured, detailed, and tailored to a specific opportunity, such as a scholarship, academic program, or job role.

Its goal is to highlight the applicant’s strengths, achievements, and personal qualities while providing concrete evidence of their suitability for the opportunity they are applying for.

Who Should Write a Letter of Recommendation?

An effective recommendation letter must come from someone who genuinely knows the applicant and can provide meaningful insight. Ideally, the referee should:

• Have direct academic or professional experience with the applicant
• Have supervised or closely observed the applicant’s work
• Be familiar with the applicant’s projects, research, or responsibilities
• Be able to clearly identify the applicant’s key strengths and skills
• Feel confident providing honest and positive feedback

A generic letter from a well-known person who barely knows the applicant is far less effective than a detailed letter from a direct supervisor or professor.

How to Write an Effective Letter of Recommendation

Before writing, the referee should review the applicant’s latest resume, academic transcripts (if relevant), and details of the opportunity they are applying for. This ensures the letter aligns with the expectations of the selection committee.

A strong letter of recommendation is specific, personalized, and evidence-based rather than generic praise.

Recommended Format of a Recommendation Letter

1. Introduction

Begin by introducing yourself, your position, and your relationship with the applicant. Clearly state how long and in what capacity you have known them. This establishes credibility and context for your evaluation.

2. Overview of Strengths

Describe the applicant’s most relevant skills, qualities, and academic or professional strengths. Focus on attributes that directly relate to the scholarship, program, or role.

3. Personal Example or Anecdote

Include a specific example or short story that demonstrates one or two of the applicant’s key strengths. This could involve a project, leadership role, research contribution, or challenge they successfully handled. Personal insight makes the letter more authentic and memorable.

4. Closing Statement

Summarize why you strongly recommend the applicant and express confidence in their ability to succeed. A clear and supportive conclusion reinforces the overall message of the letter.

5. Signature and Contact Information

End the letter with your full name, professional title, organization, and official contact details. Always use an institutional or professional email address.

Recommendation Letter Sample (Template)

Note: This sample is for guidance only. A strong recommendation letter should always be customized based on the referee’s role and the opportunity the applicant is pursuing.

[Referee’s Name]
[Position]
[Institution / Organization]
[Official Email Address]
[Date]

To Whom It May Concern,

It is with great pleasure that I recommend [Applicant’s Full Name] for [Scholarship / Program / Position]. I have known [him/her/them] for [duration] in my capacity as [your role], during which I had the opportunity to closely observe [his/her/their] academic and professional development.

During this time, [Applicant Name] consistently demonstrated strong [skills/qualities], particularly in [relevant area]. One notable example was [brief description of a project, task, or achievement], where [he/she/they] showed exceptional dedication, problem-solving ability, and initiative.

Beyond technical competence, [Applicant Name] possesses admirable personal qualities such as [integrity, leadership, teamwork, curiosity, etc.], which make [him/her/them] a valuable contributor to any academic or professional environment.

I am confident that [Applicant Name] will excel in [program or opportunity] and make meaningful contributions in the future. I strongly recommend [him/her/them] without reservation.

Please feel free to contact me should you require any additional information.

Sincerely,
[Referee’s Name]
[Title]
[Institution / Organization]
[Official Contact Information]

Common Mistakes to Avoid

• Writing vague or overly general statements
• Repeating the applicant’s resume without analysis
• Using exaggerated praise without evidence
• Submitting a letter that does not match the opportunity’s requirements
• Forgetting to proofread for clarity and professionalism

Final Advice

A strong recommendation letter is detailed, sincere, and tailored to the specific opportunity. Referees should focus on quality over length and provide concrete examples that highlight the applicant’s readiness and potential.

For applicants, choose referees wisely and provide them with enough information and time to write a thoughtful letter. A compelling recommendation can be the deciding factor in a successful application.

Frequently Asked Question