How To Write a Positive Letter of Recommendation (With Samples)

Has a student, volunteer, or employee asked if you would be willing to provide a recommendation letter for them? If you agreed to the recommendation letter request, you may be wondering exactly how to write a letter that will impress recipients.

Recommendations can carry weight in a job candidate's application, so it's important to write an effective letter of support. Your letter will support the applicant's candidacy and can help them secure an offer.

Discover what elements to include in your note to make it successful, and see two sample recommendation letters that you can use for inspiration as you write your own recommendation letter. 

What To Include in a Recommendation Letter

Effective recommendation letters contain the “who, why, where, when, what, and how” (five Ws and How) that you may be familiar with from journalism.1 Modified for business correspondence, this means you should explain:

• Who you are writing for
• Why you are willing to write on the person's behalf
• Where and when you worked with the person you're recommending
• What is so special about the person (their unique strengths)
• How they demonstrated these special qualities to you

The most powerful letters provide specific examples and descriptions of the talents and contributions of the person you’re recommending. Like any good piece of writing, these letters should show how an individual shines rather than just stating it.

If you don't believe you can provide a strong endorsement, it's better to politely turn down the request for a reference.

How To Write a Recommendation Letter

Before you start your letter, make a list of the strengths you want to include. Then provide examples of how the candidate exemplifies those qualities.

1. Make a list of strengths: As you sit down to write your letter, think of what has impressed you about the person you are recommending. Try to come up with at least three unique strengths.
2. Provide examples of those strengths: Then, come up with specific examples of how the person displayed these characteristics. Are they, for example, reliable? If so, how have they demonstrated this? By perfect attendance? Or, if they are detail-oriented, did they show this through their consistently error-free monthly reports?
3. Write your letter: This will be easier once you've generated examples of each of the individual's strengths.

Tips for Writing a Reference Letter

Get the details: Ask the person you’re recommending to provide examples of the kinds of skills, abilities, and experience that will be especially valuable in the job for which they’re applying. If possible, ask for a copy of the job description and their resume, so that you can be sure your memory is accurate.

Review examples: Review recommendation letter samples before writing your own letter. Be sure to customize your final product so that it accurately reflects their strengths and skills.

Proofread and edit: Have a trusted friend proofread your final product, paying special attention to the spelling of company names and personal names (of supervisors, coworkers, etc.). 

Sample Positive Recommendation Letters

Here is a sample letter demonstrating the “5Ws and How” at work in a positive letter of recommendation for a student. Download the letter template (compatible with Google Docs and Word Online) or see below for more examples.