A strong recommendation letter states who you are, how you know the person and what they have done, with real examples. Keep it to a page or two, stay positive and match it to the job, program or scholarship.
Below are 8 sample recommendation letters: an employee, a graduate school applicant, a scholarship, an intern, a nurse colleague, a volunteer, a college honors applicant and a short part-time job letter. After them, use the free builder to write your own letter, then print it or copy it.
AdvertisementAll names, employers, schools and results are fictional. Change the details to match the person you are writing about, and use only facts you know to be true.
8 Sample Recommendation Letters
Quick jump: EmployeeGraduate schoolScholarshipInternNurse colleagueVolunteerCollege honorsPart-time jobFree recommendation letter builder
Employee Recommendation for a Job
Dear Hiring Manager,
I am writing to recommend Marcus Bell for the Logistics Manager position at Harborline Freight. I supervised Marcus for five years at Lakeview Distribution in Dayton, where he rose from dispatcher to team lead.
Marcus cut shipping errors by 31% in one year and trained 8 new team members. He led 14 drivers who met their delivery goals in 11 of 12 months, and his 6-week route redesign saved the company $40,000 a year. Colleagues and customers trust him because he follows through on every promise.
Marcus would bring the same steady leadership to your team, and I recommend him without reservation. I am glad to answer any questions at the number below.
Sincerely,
Karen Wallace
Operations Director, Lakeview Distribution
karen.wallace@email.com | (555) 010-4101
Professor Recommendation for Graduate School
Dear Admissions Committee,
It is my pleasure to support Sarah Mitchell’s application to the Master of Public Health program at Riverside State University. As a professor at Prairie State University in Lincoln, I taught Sarah in two upper-level courses and advised her year-long capstone project.
Sarah ranked in the top 5% of her class of 120 students and earned an A in both courses. Her capstone, a survey of 300 households on vaccine access, was presented at a state conference and praised by the community partners she worked with. She writes clearly, leads group work with confidence and treats every person with respect.
Sarah has the ability and the character to succeed in your program, and I recommend her strongly. Feel free to contact me with any questions.
Sincerely,
Dr. Richard Allen
Professor of Biology, Prairie State University
richard.allen@email.com | (555) 010-4112
Teacher Recommendation for a Scholarship
Dear Scholarship Committee,
This letter supports Tyler Jenkins’s application for the Community Leaders Scholarship at the Harbor Education Fund. I have known Tyler for three years as his English teacher and as the advisor of the student service club he leads in Madison.
Under Tyler’s leadership, the club grew from 12 to 45 members and raised $8,500 for the local food bank. He keeps a 3.9 grade point average while working 15 hours a week, and he still tutors 6 classmates. Students follow him because he listens and then acts.
Tyler is exactly the kind of young leader this scholarship was created to support. I recommend him with great enthusiasm and welcome your call or email.
Sincerely,
Linda Peterson
English Teacher, Westfield High School
linda.peterson@email.com | (555) 010-4123
Internship Supervisor Recommendation
November 7, 2026
Dear Mr. Nelson,
I am pleased to recommend Emily Rivera for the Marketing Coordinator job at Summit Ridge Outdoors. Emily interned on my team at Clearwater Media in Seattle for 12 weeks last summer, and I reviewed her work every week.
Emily wrote 24 social posts, grew our email list by 18% and built a campaign calendar that the team still uses. She took on a client report on her own and delivered it two days early. Her ideas were practical, and her writing needed very little editing.
Emily would be an asset to your marketing team. I recommend her without hesitation and am happy to talk by phone.
Sincerely,
David Thompson
Marketing Director, Clearwater Media
david.thompson@email.com | (555) 010-4134
Nurse Colleague Recommendation
November 7, 2026
Dear Ms. Grant,
I am writing to recommend Jason Reed for the Charge Nurse position at Cedar Valley Hospital. Jason and I worked side by side on the medical-surgical unit at Pinecrest Medical Center in Charlotte for four years.
Jason cared for 6 patients a shift with a 96% patient satisfaction score and precepted 5 new nurses. When our unit faced a staffing shortage, he built a shift-swap system that cut open shifts by 40%. He stays calm in an emergency and communicates clearly with physicians, patients and families.
Jason leads by example, and your team would benefit from his steady judgment. I recommend him strongly and can be reached at the details below.
Sincerely,
Angela Brooks
Nurse Preceptor, Pinecrest Medical Center
angela.brooks@email.com | (555) 010-4145
Volunteer Supervisor Recommendation
November 7, 2026
Dear Admissions Committee,
My recommendation for Kevin Walker begins with his work for our neighbors, and I am pleased to support his application to the Community Health Worker certificate program at Piedmont State College. Kevin has volunteered at Eastside Food Pantry in Atlanta for two years, and I direct the program he serves.
Kevin volunteers 8 hours a week and has helped more than 1,200 families get groceries and health resources. He trained 10 new volunteers and started a weekly health referral table that now serves 30 people a month. Neighbors ask for him by name because he listens with care.
Kevin has the heart and the skills for community health work, and I recommend him with confidence. I welcome your questions by phone or email.
Sincerely,
Donna Hayes
Program Director, Eastside Food Pantry
donna.hayes@email.com | (555) 010-4156
Teacher Recommendation for College Honors
November 7, 2026
Dear Admissions Committee,
I am delighted to recommend Natalie Brooks for the Honors Program at Desert State University. I have taught Natalie in AP Chemistry and coached her on the science team at Mesa Ridge High School in Phoenix for two years.
Natalie earned a 98% in AP Chemistry, ranked first among 150 students on our science team and led her team to second place at the state competition. She mentors 4 younger students each week and explains hard ideas clearly. Her curiosity shows in the questions she asks and the extra projects she chooses.
Natalie will add energy and talent to your program. I recommend her without reservation and invite you to contact me.
Sincerely,
Daniel Cooper
AP Chemistry Teacher, Mesa Ridge High School
daniel.cooper@email.com | (555) 010-4167
Short Part-Time Job Recommendation
November 7, 2026
To the Hiring Manager,
I am glad to recommend Josh Howard for the Sales Associate position at Lakeside Outfitters. Josh worked part time at Greenfield Hardware in Boise for 18 months, and I managed his schedule and reviewed his work.
Josh helped about 40 customers a shift, never missed a scheduled shift and earned a 98% score on customer surveys. He knows the products well and greets every person with a smile. Your customers will be glad to have him on the floor, and I recommend him. I welcome your call.
Sincerely,
Patrick Lewis
Owner, Greenfield Hardware
patrick.lewis@email.com | (555) 010-4178
Free Recommendation Letter Builder
Step 1. What is the letter for?
Step 2. How do you know the person?
Step 3. Tap the lines to add. One page is plenty.
Step 4. Click any text in the letter below and type or modify to make it yours.
Replace the sample names, dates and numbers with your own true details, and use only lines that are true. Add one real example you saw yourself.
November 7, 2026
Dear Hiring Manager,
Dear Admissions Committee,
Dear Scholarship Committee,
I am writing to recommend Marcus Bell for the Logistics Manager position at Harborline Freight.
It is my pleasure to support Marcus Bell’s application to the Master of Business Administration program at Riverside State University.
This letter supports Marcus Bell’s application for the Community Leaders Scholarship at the Harbor Education Fund.
I supervised Marcus for five years as Operations Director at Lakeview Distribution, where he rose from dispatcher to team lead.
I taught Marcus in two upper-level courses and advised his year-long capstone project.
I direct the volunteer program Marcus led for two summers, so I saw his work every week.
Marcus cut shipping errors by 31% in one year and trained 8 new team members.
He leads with calm, clear communication, and his team of 14 drivers met its delivery goals in 11 of 12 months.
He finished a 6-week route redesign ahead of schedule, saving $40,000 a year.
Colleagues and customers trust him because he follows through on every promise.
Marcus is honest, dependable and fair, and he treats every person with respect.
He earned our Employee of the Year award.
He would bring the same leadership and care to your organization.
He asks for feedback often and turns it into better results.
He is among the top three people I have worked with in 20 years.
I recommend him without reservation.
I am glad to answer any questions by phone or email.
Thank you for considering his application.
Sincerely,
Karen Wallace
Operations Director, Lakeview Distribution
karen.wallace@email.com | (555) 010-4101
To save your letter: press Ctrl+P (Windows) or Cmd+P (Mac) and choose Save as PDF. Only the letter prints. To copy it, select the text inside the letter and press Ctrl+C or Cmd+C.
What to Include in a Recommendation Letter
| Part | What to write |
|---|---|
| Date and greeting | The date and the committee or person, or Dear Selection Committee |
| Opening | The purpose, your level of support, how you know the person and for how long |
| Strengths | 2 or 3 strengths, each with a specific example or number |
| Fit | Why the person suits this job, program or scholarship |
| Close | A short summary and a clear recommendation |
| Signature | Your name, title, organization and contact details |
Steps to Write a Recommendation Letter
- Decide that you can write a strong letter. If you cannot, say no kindly and early.
- Gather the facts. Ask for a resume, the requirements and the deadline.
- Open with the purpose. State why you are writing, your support and how you know the person.
- Add 2 or 3 strengths with examples. Use numbers and short stories you saw yourself.
- Connect them to the opportunity. Say why they fit this job, program or scholarship.
- Close with a clear recommendation. Add your contact details, proofread and send it on time.
What to Ask the Person Before You Write
| Ask the person for | Why it helps |
|---|---|
| A current resume | Gives you dates, roles and results |
| The requirements and the deadline | Lets you match the letter and send it on time |
| Their goals | Helps you explain the fit |
| What they want emphasized | Keeps the letter focused |
| How the letter is sent | Tells you whether to use a link, an email or an envelope |
| Whether a waiver is required | Decides whether the letter is confidential |
How Long Should It Be?
The University of New Mexico says one to two pages, and Carnegie Mellon’s guidance says employment letters are usually one page and graduate school letters one to two pages. Use the shorter length unless the reader asks for more.
| Purpose | Typical length |
|---|---|
| Job | One page |
| Graduate school | One to two pages |
| Scholarship | One page, or follow the instructions given |
| Short part-time job | One short page |
When to Say No
Say no if you cannot write a strong, positive letter. Saint Louis University’s guide says to decline if you feel lukewarm, if your honest view would likely hurt the student’s chances or if the student might not reflect well on your program. Tell the person when they ask, be kind but firm and suggest someone who may be better placed to write.
Stronger Wording for a Recommendation Letter
Skip stock phrases and show strengths with facts. These swaps make a short letter more convincing.
| Instead of | Try |
|---|---|
| He is a hard worker. | He worked 15 hours a week while keeping a 3.9 grade point average. |
| She is great with people. | She mentors 4 younger students each week and explains hard ideas clearly. |
| He is reliable. | He never missed a scheduled shift in 18 months. |
| She would be an asset. | She cut open shifts by 40% and would bring that same care to your team. |
Mistakes to Avoid
- Writing a generic letter. Name the job, program or scholarship and match your examples to it.
- Using broad claims. Back each strength with an example or a number.
- Writing too much. Keep it to one page for a job, or one to two pages for graduate school.
- Adding negatives. If you cannot be positive, decline.
- Mentioning protected characteristics. Leave out race, age, gender or marital status unless relevant and discussed with the person.
- Typos. Proofread twice, and check names, titles and dates.
Recommendation Letter Checklist
Tick each item as you finish. You are ready to send when the counter reaches 10.
Frequently Asked Questions
What should a recommendation letter include?
Start with the purpose and your relationship to the person, then describe their strengths with examples, and close with a short summary. The University of New Mexico’s career services office gives this opening, body and closing structure. Carnegie Mellon’s guidance adds your contact with the applicant, personal attributes, achievements, activities, honors and an overall evaluation of potential.
How long should a recommendation letter be?
One page for most jobs and one to two pages for graduate school. The University of New Mexico says one to two pages, and the Carnegie Mellon guidance says employment letters are usually one page while graduate school letters are usually one to two pages.
How do I start a recommendation letter?
Keep the first paragraph short. Saint Louis University’s guide says to state the purpose, your level of support, your relationship to the person and how long you have known them. The University of New Mexico says to identify yourself and your relationship in the opening.
What should I ask the person for before I write?
Ask for a current resume, the requirements, the deadline and what they want you to emphasize. Carnegie Mellon lists a resume, academic information, career goals, ideas on what to address, contact information and a deadline. The University of New Mexico adds the application requirements and a paper or class assignment for a student.
How do I make the letter specific?
Use concrete examples and numbers you saw yourself. Saint Louis University says to use specific examples and avoid broad claims you cannot support, and Carnegie Mellon says to back up claims with examples or evidence. Tell a short story about who the person is.
Should I mention weaknesses?
Highlight strengths. The University of New Mexico says to be supportive and highlight strengths so the committee can judge the candidate on their merits, and Carnegie Mellon says any negative statement needs supporting evidence. If you cannot write a strong letter, decline instead.
When should I say no to writing a letter?
Saint Louis University says to decline if you feel lukewarm and cannot write a persuasive letter, if your honest view would likely hurt the student’s chances or if the student might not reflect well on your program. The University of New Mexico says to have an honest conversation if you cannot give a supportive letter.
How do I decline kindly?
Be kind but firm, and do not suggest you might change your mind. Saint Louis University says to pair the positive with the negative and to suggest others who may be better placed to write, such as a professor in the major or a supervisor.
How do I address the letter?
Address it to the committee or person if you know them. The University of New Mexico says to use To Whom It May Concern or Dear Selection Committee when you do not. Carnegie Mellon recommends a typed, carefully proofread letter, on letterhead where you have it.
Should the letter be confidential, and should I keep a copy?
Ask whether a waiver form is required. The University of New Mexico says the person decides whether to waive the right to see the letter, and that committees often weight confidential letters more heavily. It also says to save a copy because people often come back for new letters. Carnegie Mellon adds that you should avoid protected characteristics such as race, age, gender or marital status unless they are relevant and you have discussed them with the person.
Conclusion
A good recommendation letter is specific, positive and easy to read. State the purpose, say how you know the person, show their strengths with examples and finish with a clear recommendation. Then use the builder above to write yours and send it on time.
Related Reading
- Home health aide reference letter samples
- Statement of interest for a job samples
- Caregiver cover letter examples
- Cover letter and resume samples: start here
Sources: University of New Mexico Office of Career Services, Reference Letters; Saint Louis University Center for Teaching and Learning, Tips for Rec Letters; Carnegie Mellon University, Letter of Recommendation Tips. Sample letters, names, employers and schools are fictional. This page does not guarantee an admission, scholarship or job.