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How to Write a Reference Letter (Template & Examples)

By Ammar Ahmed

Published: January 29, 2024

A reference letter serves as a formal endorsement of an individual’s skills, character, and achievements, typically penned by a former employer, colleague, or academic mentor. 

This guide aims to empower professionals with the tools and knowledge to craft effective reference letters, combining best practices with practical templates to streamline this essential task.

Types of Reference Letters

Understanding the different types of reference letters is crucial for professionals, as each type caters to specific contexts and highlights various aspects of an individual’s profile. Below, we explore three key types: Professional, Academic, and Character Reference Letters.

Professional Reference Letters

Professional reference letters are written by a previous employer, supervisor, or professional colleague. They focus on the applicant’s work experience, skills, and professional achievements. These letters are often required during job applications or for career advancement opportunities. 

These letters should detail the individual’s role, responsibilities, key accomplishments, and work ethic. It’s essential to mention specific instances where the individual demonstrated their skills and contributed to the organization’s success.

Related Article: Who to Use for Professional References 

Academic Reference Letters

Academic reference letters are typically requested for educational pursuits, such as college admissions, scholarships, or academic awards. Written by teachers, professors, or academic advisors, these letters highlight the individual’s academic achievements, intellectual capabilities, and potential for future success in their field of study. 

They should reflect on the individual’s academic performance, participation in class, and any notable projects or research work. This type of letter often emphasizes the individual’s dedication, curiosity, and ability to overcome academic challenges.

Character Reference Letters

Character reference letters focus primarily on the personal attributes of an individual. They are usually written by someone who knows the person well but is not a family member, such as a mentor, family friend, or community leader. 

These letters are particularly important when assessing an individual’s suitability for a role that requires a high degree of trust and integrity. They should provide insights into the individual’s character, values, and behaviors, illustrating how these traits have been beneficial in various situations.

Related Article : How Many References Should You Have? 

Letter of Recommendation Examples

In crafting a letter of recommendation, it’s essential to tailor the content to the specific needs and strengths of the individual. Whether it’s for a professional role, character assessment, or a remote work position, each letter should effectively highlight the candidate’s unique qualities and contributions. 

These examples are designed to provide a clear understanding of how to articulate a candidate’s abilities and achievements in a manner that resonates with the recipient, ensuring the letter is both compelling and relevant to the candidate’s desired opportunity.

Professional Employment Reference Letter

Taylor Robinson Hiring Committee Chair Innovatech Solutions 321 Future St. Techville, TV 32167 April 5, 2024

Dear Mr./Ms. Robinson,

It is with great enthusiasm that I recommend Laura Smith for the position of Project Manager at Innovatech Solutions. As the Senior Director of Project Management at TechGenius, I had the privilege of observing Laura’s professional growth and remarkable contributions over her four-year tenure as an Assistant Project Manager.

Laura’s standout achievement was her leadership in the “GreenTech Initiative” project in 2020. Under her guidance, the project not only met but exceeded its objectives, achieving a 30% increase in energy efficiency for our client’s products. Her strategic planning, combined with her ability to seamlessly integrate new technology into existing systems, was critical to the project’s success. Laura’s innovative approach and meticulous attention to detail were instrumental in securing a 15% grant for future sustainability projects for TechGenius.

Beyond her technical skills, Laura’s interpersonal abilities truly set her apart. Her team leadership and conflict resolution skills were pivotal during challenging project phases, ensuring team cohesion and maintaining client satisfaction. Her mentorship of junior staff members has left a lasting positive impact on our department.

I am confident that Laura will bring the same level of exceptional performance, dedication, and innovation to the Project Manager role at Innovatech Solutions. Her blend of strategic foresight, technical expertise, and leadership ability makes her an excellent fit for your team. I strongly recommend her for this position and believe she will be a valuable asset to your organization.

Please feel free to contact me for any further information or clarification.

John Doe Senior Director of Project Management, TechGenius [email protected] +1 555 123 4567

Character Reference Letter for a Coworker

Jane Doe Human Resources Manager Green Earth Initiatives 123 Business Rd. Business City, BC 12345 January 1, 2024

Dear Ms. Doe,

I am writing to express my wholehearted support for Emily Johnson’s application for the Community Outreach Coordinator position at Green Earth Initiatives. As Emily’s coworker at Design & Innovate Corp for over five years, I have had the privilege of witnessing her exceptional character and dedication to community service.

Emily has always been more than just a proficient graphic designer ; she is a driving force for positive change within our community. One of her most notable contributions was her volunteer work with the local “Food for All” campaign, where she not only designed impactful promotional materials but also played a crucial role in organizing community food drives. Her efforts helped raise awareness and significant donations for the cause, demonstrating her compassion and commitment to helping those in need.

What truly sets Emily apart is her genuine empathy and integrity. She often takes the initiative to support new team members and creates an inclusive and welcoming work environment. Her ability to connect with people from diverse backgrounds, combined with her strong ethical values, makes her an outstanding role model and team player.

Emily’s passion for community engagement, along with her innate ability to inspire and mobilize people toward a common goal, makes her an ideal candidate for the Community Outreach Coordinator role. I am confident that her exceptional interpersonal skills and dedication to social causes will enable her to excel in this position and make a meaningful impact at Green Earth Initiatives.

Please do not hesitate to contact me if you require any further information or insights regarding Emily’s character and abilities.

Warm regards,

David Thompson Senior Graphic Designer, Design & Innovate Corp [email protected] +1 555 678 9101

Remote Work Employment Reference Letter

Alex Martinez Hiring Manager VirtualTech Inc 456 Justice Ave. Law City, LC 45678 March 10, 2024

Dear Attorney Martinez,

I am delighted to recommend Mark Benson for the position of Lead Software Engineer at VirtualTech Inc. As the CTO of NetSolutions, where Mark has been working remotely for the past three years, I have had ample opportunity to observe his exceptional technical abilities and adaptability to the remote working model.

During his tenure with us, Mark was instrumental in developing our flagship product, CloudSync, a complex cloud storage solution. His technical expertise, particularly in cloud computing and cybersecurity, was vital in overcoming the project’s significant challenges. Despite the remote setting, Mark’s consistent communication and collaboration were standout qualities. He regularly led virtual team meetings and coding sessions, ensuring that all team members, regardless of their location, were aligned and engaged.

What impresses me most about Mark is his self-motivation and time management skills, crucial in a remote work environment. He has an innate ability to prioritize tasks effectively and meet deadlines without compromising on the quality of work. His initiative to conduct weekly virtual training sessions for the team not only enhanced our collective skill set but also fostered a sense of community and teamwork among remote employees.

Mark’s blend of technical acumen, excellent communication, and leadership skills, along with his proven ability to thrive in a remote work environment, makes him an ideal candidate for VirtualTech Inc. I am confident that he will be a valuable asset to your team and contribute significantly to your company’s success in the digital realm.

Please feel free to contact me if you would like further information or specific examples of Mark’s work and achievements.

Susan Lee Chief Technology Officer , NetSolutions [email protected] +1 555 234 5678

What to Include in a Reference Letter

When composing a reference letter, it’s essential to include certain key elements to ensure the letter is effective and provides a comprehensive overview of the candidate’s qualifications.

These elements include:

1. Sender’s Information

The sender’s information is a critical component of any reference letter, as it establishes the credibility and authority of the person writing the letter.

This section should be clearly outlined at the top of the letter and include the following details:

• Name: The full name of the individual writing the reference letter.
• Title or Position: The professional title or position of the sender, which adds weight to the reference. This should be the current title or the one held while working with the individual being recommended.
• Company or Organization: The name of the company or organization where the sender is employed or affiliated.
• Contact Information: Including an address, phone number, and email address is crucial. It not only offers a means for the recipient to verify the information or seek further clarification but also demonstrates transparency and openness.

2. Recipient’s Information

• Name: The full name of the recipient. If the recipient’s name is not known, a general title or department can be used, such as “Hiring Manager” or “Admissions Committee.”
• Title or Position: Including the recipient’s professional title or position helps in directing the letter to the appropriate person, especially in large organizations where multiple individuals may be involved in the decision-making process.
• Company or Organization: The name of the company or organization where the recipient works. This acknowledges the professional setting into which the candidate is seeking entry or advancement.
• Address: The full postal address of the company or organization. 

3. Salutation

The salutation in a reference letter is more than just a formality; it sets the tone for the communication and shows respect for the recipient.

Here are key elements to consider:

• A Formal Greeting: Begin with a formal greeting such as “Dear,” which is universally recognized as professional and respectful.
• Addressing the Recipient: If you know the recipient’s name, use it directly after the greeting, e.g., “Dear Mr. Smith,” or “Dear Dr. Jones.” 
• Inclusive and Respectful Language: If the recipient’s name or gender is unknown, use a neutral and inclusive salutation like “Dear Hiring Manager,” “Dear Selection Committee,” or “To Whom It May Concern”. 

4. Opening Paragraph

The opening paragraph of a reference letter is pivotal in establishing the context of your relationship with the candidate and setting the stage for the endorsement to follow.

Here are some elements to include in this initial section:

• Introduce Yourself: Start by introducing yourself to give the recipient an understanding of who you are. Mention your name and your professional position or title, as this adds credibility to your recommendation.
• Your Relationship with the Candidate: Clearly state your professional or academic relationship with the person you are recommending. This could be as their supervisor, colleague, professor, or mentor.
• Duration of Relationship: Include how long you have known the individual. This time frame helps the recipient gauge the depth and extent of your experience with the candidate.
• Purpose of the Letter: Briefly mention the purpose of your letter – to recommend the individual for a specific position, program, or opportunity. This sets a clear context for the rest of your letter.

5. Body Paragraphs

The body paragraphs are the core of the reference letter, where you provide detailed insights into the candidate’s qualifications, skills, achievements, and character.

Here’s how to structure this section effectively:

• Specific Examples and Details: Use concrete examples to illustrate the person’s skills and qualifications. For instance, if you are highlighting their leadership skills, mention a specific project they led and the positive outcomes that resulted from it.
• Highlight Relevant Experiences and Accomplishments: Discuss experiences that directly relate to the position or opportunity the individual is pursuing. For example, if they’re applying for a managerial role focus on instances where they demonstrated effective management skills.
• Unique Qualities or Strengths: Point out any unique strengths or qualities that make the individual stand out. This could include exceptional problem-solving skills, innovative thinking, or a strong commitment to teamwork.
• Personal Anecdotes or Stories: Including a brief story or anecdote can make your letter more engaging and memorable. This could be an instance where the individual overcame a significant challenge or went above and beyond in their role.
• Balanced Perspective: While it’s important to focus on positive attributes, offering a balanced perspective can add authenticity to your letter. If appropriate, you can mention areas where the candidate has shown growth during your relationship.

Remember, the goal of these paragraphs is to provide a vivid picture of the candidate’s abilities and character. Well-chosen examples and stories make your endorsement more convincing and help the recipient understand why the individual is an excellent fit for the opportunity.

6. Closing Paragraph

The closing paragraph of a reference letter is where you encapsulate your overall recommendation and express your support for the individual.

Here are some elements to include:

• Summarize Key Points: Briefly restate the most important qualities, achievements, or skills of the candidate that you have highlighted in the letter. This reinforces your endorsement and reminds the reader of the candidate’s suitability for the position or opportunity.
• Express Your Strong Recommendation: Clearly state your confidence in the candidate and your belief in their suitability for the role or opportunity. Use affirmative language like, “I highly recommend,” or “I am confident that,” to leave no doubt about your support.
• Offer to Provide Further Information: Indicate your willingness to provide additional information or clarification if needed. This shows your genuine support and readiness to assist further in the candidate’s application process.
• Contact Information Reminder: Although your contact information is already at the top, a brief reminder here ensures that it is easily accessible for the reader, should they wish to follow up with you.

7. Closing Salutation

Here’s how to conclude your letter appropriately:

• Use a Professional Closing: Opt for a formal and universally accepted closing phrase. Common examples include “Sincerely,” “Best regards,” or “Yours truly.” 
• Consistency with the Tone: Ensure that the closing salutation matches the overall tone of your letter. If your letter is highly formal, a closing like “Sincerely” is appropriate. For a slightly less formal tone, “Best regards” can be a good choice.
• Space for Signature: If you are sending a hard copy or a scanned version of the letter, leave space for your handwritten signature above your typed name. This personal touch adds authenticity to the document.
• Typed Name and Title: Below the signature space, type your full name and title again. 

Related Article: When Do Employers Check References?

Reference Letter Template

This reference letter template is designed for professionals to easily adapt and customize according to the specific needs of the individual being recommended. Simply fill in the blanks and modify the text as necessary to suit your context.

[Your Name] [Your Title or Position] [Your Company or Organization] [Your Contact Information (Address, Phone Number, Email)] [Date]

[Recipient’s Name] [Recipient’s Title or Position] [Recipient’s Company or Organization] [Recipient’s Address]

Dear [Recipient’s Name],

I am writing to recommend [Candidate’s Full Name] for [Position/Opportunity/Program] at [Recipient’s Company/Organization/School]. As [Your Position] at [Your Company/Organization], I have had the pleasure of working with [Candidate’s Name] for [Duration of Relationship] and have witnessed [his/her/their] significant contributions first-hand.

[In this paragraph, provide specific examples of the candidate’s skills, achievements, and qualities. Mention a particular project or responsibility and the impact of their work. Highlight any unique attributes that set the candidate apart.]

[This paragraph should continue to build on the candidate’s qualifications. Include personal anecdotes or stories that illustrate their capabilities and character. Focus on how their contributions positively affected your team or organization.]

I am confident that [Candidate’s Name] will bring [his/her/their] remarkable [skills/qualities, such as leadership, creativity, dedication] to [Recipient’s Company/Organization/School]. [His/Her/Their] ability to [specific skill or contribution] makes [him/her/them] well-suited for [Position/Opportunity/Program]. I strongly endorse [his/her/their] candidacy and believe [he/she/they] will be a valuable addition to your [team/program/organization].

Please feel free to contact me at [Your Contact Information] if you require any further information or specific examples of [Candidate’s Name]’s work and achievements.

[Your Handwritten Signature (if applicable)]

[Your Typed Name] [Your Position]

Related Article: How to Provide References for a Job

Tips for Writing Letters of Recommendation

Crafting effective letters of recommendation requires a delicate balance of showcasing the candidate’s strengths, providing specific examples, and employing persuasive language. Here are some valuable tips to help you navigate the intricacies of this crucial task.

Quantify Achievements

When writing a letter of recommendation, it’s powerful to quantify the candidate’s achievements. Use specific figures and statistics to illustrate their accomplishments. For example, instead of saying “significantly increased sales,” specify “increased sales by 30% over six months.” This provides concrete evidence of their capabilities and makes their achievements more tangible and credible. Quantifying contributions also helps the recipient gauge the scale and impact of these accomplishments, offering a clearer picture of the candidate’s potential.

Connect to the Position or Opportunity

Tailor the letter to the specific position or opportunity the candidate is applying for. Highlight skills and experiences that are directly relevant to the job requirements or academic program. For instance, if the candidate is applying for a leadership role, emphasize their successful team management experiences. This shows that you understand what the role entails and have thoughtfully considered how the candidate’s skills and experiences make them a good fit, making your recommendation more relevant and persuasive.

Include Keywords

Identify important terms in the job listing or academic program description, such as “project management,” “analytical thinking,” or “creative problem-solving,” and weave them into your letter. This not only tailors the letter to the specific role but also ensures it passes through any automated screenings, increasing the chance that your recommendation will be read by decision-makers.

Leverage Technology for Reference Letter Management

Utilize technology platforms for efficient reference letter management. For example, online reference request platforms simplify the process of requesting, writing, storing, and submitting letters of recommendation. These tools often offer templates, reminders, and the ability to submit letters directly to institutions or employers. 

Leveraging such technology can streamline the process, ensuring timely submission and organization of your reference letters, while also offering a secure way to manage sensitive personal information contained within these documents.

Related Article: Reference Check Questions

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How to Write a Letter of Recommendation [With Tips & Template]

Every now and then, applying for a position will require that you also submit a letter of recommendation. 

Or, maybe, a coworker will ask you to write a recommendation letter for their new job application.

If you're not certain how to go about it, don't worry - nothing about recommendation letters needs to be complicated. Especially once you learn the nitty-gritty of the topic. 

This is exactly what this article is here to teach you!

What is a Recommendation Letter?

What should a letter of recommendation include.

• How to Write a Letter of Recommendation

3 Types of Recommendation Letters

• How to Ask For a Recommendation Letter
• Recommendation Letter Template

A letter of recommendation is a formal document confirming and recommending a person’s work, skills, or academic performance and potential. 

Typically, a recommendation letter is required for: 

• University admissions
• Fellowships or internship positions
• Job applications
• Volunteering opportunities

You should ideally write a recommendation for someone whose abilities and work ethic you are familiar with - for example, a colleague, student you taught, your employee, or someone you supervised at work.

Similarly, if you’re the one asking for a recommendation letter, you should ask someone who can attest to your professional or academic abilities. 

The types of recommendation letters are:

• Academic recommendation letters.
• Employment recommendation letters.
• Character recommendation letters.

Here’s what each type of recommendation letter is about:

#1. Academic Recommendation Letters

Academic recommendation letters are typically required to be submitted by students during the admission processes of graduate and undergraduate schools. 

Generally, each prospective student is requested to submit up to three references, which can be written by any education professional familiar with the candidate’s academic background. 

Academic reference letters include:

• Recommendation letter for undergraduate/graduate school
• Recommendation letter for a scholarship
• Recommendation letter for a fellowship program

#2. Employment recommendation letters 

This type makes up the most popular type of recommendation letter.

Sometimes, employers can ask you to submit up to 3 recommendation letters as part of your job application.

More often, though, a recruiter might ask you for recommendation letters if they already like your resume and want to learn more about you. 

Employment recommendation letters are written by former - or current - coworkers, employers, or supervisors.

If you can choose, pick someone with more years of experience than you. After all, the more senior they are, the more weight their recommendation carries.

Employment recommendations include: 

• Recommendation letter for a coworker
• Recommendation letter for a (former) employee

#3. Character recommendation letters

Character recommendation letters, also known as personal references, are used to describe an individual’s personality by someone who knows them well, including close friends, coworkers, or employers. 

Personal references serve many purposes, the primary ones being court cases dealing with criminal issues such as drunk driving offenses, or legal situations such as child adoption procedures. 

It is not uncommon, however, to have a potential landlord or even immigration officials ask for a personal reference. 

Personal references include: 

• Recommendation letter for a friend
• Recommendation letter for a tenant
• Recommendation letter for a patient

Recommendation letters follow a particular format and layout that make writing them significantly easier. 

In this section, we’ll cover how to do each the right way, starting with:

Letter of Recommendation Format

A letter of recommendation includes the following sections: 

• The salutation ; if you are addressing someone whose name you know or writing a personal recommendation letter, the salutation can be addressed to “Dear Mr./Mrs./Dr. Smith.” Otherwise, you may use the generic “to whom it may concern.”
• The introduction , which first and foremost includes your statement of recommendation (i.e. “ it is my pleasure to recommend… ”). It is common to also briefly state who you are and what your expertise is.
• The overview, or a description of the applicant’s top skills, attributes, and strengths.
• A personal story describing more of the applicant’s skills and qualifications.
• The closing statement , or the final call for action, is where you encourage the recruiter to contact you if additional information is needed.
• The signature , where you repeat your name and include your full contact information.

Letter of Recommendation Layout 

When it comes to the layout of the recommendation letter, all you need to do is follow some basic formatting rules. Here are the most important ones: 

#1. One page length. This rule applies to resumes too, but it’s even more essential for the recommendation letter. Recruiters go through hundreds of them, so chances are they appreciate concise, to-the-point letters that don’t waste their time. And besides, a good recommendation letter doesn’t have to be an essay to get the recruiter ‘hooked’ - especially if you follow the above format. 

#2. Single-spaced lining, with space between paragraphs . This also keeps your reference letter within the limit by shortening the text. 

#3. Traditional font. Don’t go for something too creative - pick a classic that works. We recommend Times New Roman, Calibri, Arial, Ubuntu, Roboto or Overpass.

#4. 1” margins on all sides . This creates enough white space around the margins and makes the letter easy to read. Additionally, the text should be aligned to the left - although this is a standard alignment for most documents.    

#5. 10-12pt font size . This is the font size range that makes the document easy to read. Adjusting the font size is another good way to keep your recommendation letter within the length limit.

Recommendation letters usually follow similar layout rules as resumes. Learn more about font size and style from our article on the best resume font, size, and format . 

Recommendation Letter Template 

Struggling to write a recommendation letter? 

Just follow our tried-and-tested template! 

To whom it may concern: 

[Recommend the referee for the position they are applying for.]

[Briefly introduce yourself and state your position/ job title , as well as your work experience .]

[Tell how you know the referee and describe their top skills, qualifications, and strengths.]

[Share a personal story with the referee where you highlight their strong points and key achievements .]

[Add a few more of the applicant’s skills and positive traits, preferably fitting the job description.]

[Show your availability to provide additional information for the referee if needed.]

Best Regards

[Your full signature and contact information]

How to Ask for a Recommendation Letter 

Need to ask someone for a recommendation letter? Here’s what you need to know.

The go-to person for your recommendation letter will depend on the type of reference you’ll need. 

For example, if you need an employment recommendation letter , your top choices should involve people who are familiar with your work ethic and professional abilities, but with whom you’ve also had a positive professional relationship. For example:

• Your team lead
• Department head
• CEO of the company
• Direct manager
• A coworker you’ve worked with together on a project

If you are a recent graduate with little work experience, you can ask a mentor or college professor to write you a professional reference. 

In case you need an academic recommendation letter , consider asking a professor with whom you’ve worked closely and can positively attest to your academic potential and achievements.

Your thesis advisor, for example, would make a good choice to ask for an academic reference. If you never wrote a Bachelor’s or Master’s thesis, any professor who knows you as more than just a face in a sea of students should do the trick. 

Finally, keep the following in mind when the time comes to ask for a recommendation letter: 

• Whoever you end up asking, talk to them about it in advance . Then, follow up with a formal email that should contain all reference-related information, such as the submission details and deadline. The email can also include a description of what you’re currently doing (professionally, academically, or independently), what qualifies you for the position, and some relevant skills, achievements, or noteworthy facts.
• If you’re asking for a professional recommendation letter, make sure to also include your resume and the job description in the follow-up email. This way, the person writing the letter will know more about you and your new position and will be able to write a more relevant recommendation by tailoring your skills to the job, or by mentioning some of your (relevant) achievements.
• Notify the contacts you’ll be asking - considering that in most cases recruiters ask for up to three recommendation letters - at least two weeks in advance. This will give them enough time to prepare and write a good recommendation letter. This is especially important for academic references because professors are usually writing several recommendation letters simultaneously.
• Consider attaching a recommendation letter template such as the one provided in this article to your email. The template will considerably ease or guide them through the process of writing the letter.
• Follow up by sending thank you notes to everyone who writes you a recommendation letter. Sending a letter of appreciation is a courtesy act that will let them know you are grateful for the time and effort they took to recommend you positively.

If you’re also looking to update your resume or create one, head over to our guide on how to write a resume in 2024 !

5 Tips on How to Write a Letter of Recommendation

There’s more to writing a recommendation letter than just following the layout instructions or sticking to the format.

We’re referring to content quality, which happens to be the trickiest part of the process. 

In this section, we’ll teach you how to write a recommendation letter that will impress the recruiter and help your referee!

Tip #1. Write an Attention-Grabbing Introduction  

First things first - the introduction.

This is where you need to grab the reader’s attention and get them interested in reading the recommendation letter. 

How to go about it? Before formally (and briefly) introducing yourself, aim to write an attention-grabbing recommendation statement, instead of a generic one the recruiter probably knows by heart already. 

Let’s explain this more practically: 

Dear Mr. Smith, 

I am pleased to recommend Sarah McKay for the Communications Assistant position.

Nothing wrong with this introduction at first glance, right? It’s a standard way of opening a recommendation letter after all. 

Well that’s exactly what’s wrong with it - it’s way too common. No, this probably won’t get your application disqualified, but it won’t impress the recruiter either.

Want yours to strike the right note? Try something like this instead:

Dear Mr. Smith,

I am sincerely glad to be the one recommending Sarah McKay for the Communications Assistant position.

This recommendation statement is not significantly different from the previous one, except for one thing: it gives the reference letter a head start by implying that recommending Sarah is an honor. And that’s more likely to get the recruiter’s attention - or, at least, curiosity. 

In case you’re struggling to come up with an attention-grabbing introduction, simply mention one of the following points, and you’re good to go: 

• A little-known fact about the candidate. 
• Your general consideration of the candidate’s qualities.
• A remarkable achievement or award the candidate might have won.  

Tip #2. Establish a Meaningful Relationship With the Candidate 

All recommendation letters explain what the relationship with the referee is before listing their skills and qualifications. 

To make the recommendation more meaningful, you should show the recruiter you are just the right person to attest to the candidate’s abilities. And that’s not something you can convey by simply stating how you know them. Take the following example:   

I have taught Jake Political Science for four years. 

Does this example tell the recruiter how you know the applicant? Sure, it does. 

But it does so in a boring way and without establishing a convincing relationship with them. For all the recruiter knows, Jake is just one out of a thousand students you’ve taught over the years.

It has been a pleasure for me to teach Jake for four years and guide him through his remarkable Bachelor’s thesis in Conflict Resolution.

Notice the difference? This example specifies the writer is Jake’s thesis advisor, which makes the recommendation all the more meaningful. 

Tip #3. Tailor Your Recommendation to the Application 

Want to put in the extra effort and make sure your referee truly stands out?

Tailor the recommendation letter to the job / university program they’re applying for.

Tailoring your letter to the candidate’s application is easiest when you’re recommending someone for employment (you can just check the job requirements), but it works for any type of recommendation (incl. academic). All you need to do is match the referee’s skills and strengths to whatever they’re applying for. 

Let’s assume, for example, that you’re recommending a co-worker for a marketing manager position.

Some of the job requirements are: 

• +5 years of professional experience in marketing
• Experience developing marketing campaigns 
• Excellent communication skills 
• Project-management and multi-tasking skills 

To tailor your recommendation to the job requirements, all you need to do is mention them as your referee’s best qualities. For example: 

Even after seven years working together, Ema’s skillful way of effectively communicating with clients and co-workers alike doesn’t cease to amaze me. It only comes second to her multi-tasking abilities, which I’ve witnessed throughout the many marketing campaigns we have developed and managed. 

As you can see, there’s not much to it. 

All you need to do is check the job requirements, pick several skills and qualifications, and make them part of your referee’s top skills, strengths, or personality traits.  

Tip #4. List the Candidate’s Achievements 

Mentioning some of the candidate’s achievements is another great way to help your referee really stand out.

After all, skills, strengths, and character traits are awesome, but they can also come across as meaningless if you can’t back them up with facts. 

What do we mean by this?

Let us explain:

Here’s how a typical personal story in a recommendation letter looks like:

I came to truly appreciate Eric’s work ethic, passion, and attention to detail the first time I assigned him to do a report on child trafficking. Eric was respectful of journalistic ethics but also willing to chase the story relentlessly, believing in its value and importance. 

Sure, this is a perfectly acceptable personal story. 

However, it doesn’t do much more than just list the referee’s skills, traits, and work experience through a subjective lens. 

What we’re saying is, it doesn’t really sell the candidate.

Now, let’s compare it to the following:

Eric’s ability to chase after difficult stories first became apparent when I assigned him a report about child trafficking. Despite the challenging topic, Eric not only pulled through but achieved more than expected by a) identifying a trafficking ring that put more than 50 minors into forced begging, b) interviewing 10 of the older minors and managing to bring that trafficking network down once the reportage went public and c) increasing the TV Channel’s ratings by 40% in 3 weeks. 

By mentioning those achievements, your account of the candidate’s experiences is a lot more “factual,” as well as impressive for the recruiter.

Not sure which achievements to include? Check out these 101+ achievements to list on your resum e !

Tip #5. Polish Up Your Recommendation Letter

Finally, here’s 5 more simple tips to get your recommendation letter ready:

• Maintain positive rhetoric . At no point throughout your reference letter should the recruiter sense a hint of doubt regarding the applicant’s skills and qualifications.
• Don’t overdo the positivity. Extremes are never good - which means being overly positive might also come across as a bit suspicious or weird (even if everything you're saying is true). 
• Follow the submission instructions . A bunch of employers, but also educational institutions, will provide instructions on how to submit the recommendation letter. We recommend you ask the candidate to double-check them and give you a heads up, because if you submit the recommendation letter wrong, the candidate might lose their chance.
• Use a business tone . Even when you’re being creative, your writing tone should maintain a business tone - polite, and as formal as possible.
• Mind your grammar and spelling . This is another tip that goes for all things application-related. You won’t compromise the referee’s chances with a typo, but your recommendation won’t matter much either if it’s filled with simple grammar/spelling mistakes. Run your letter through a grammar and spell-check app once you’re finished with it, just to be on the safe side of things.

Recommendation Letter FAQ

Still have some questions on how to write a letter of recommendation?

Find your answers below!

1. What is a professional letter of recommendation?

A professional letter of recommendation - also called an employment recommendation letter - refers to an official document that is typically required when you apply for a job and which describes the applicant’s professional skills, experiences, and qualifications. 

Professional letters of recommendation are typically written by current or previous employers or supervisors. A coworker can also write you a professional letter of recommendation, but it’s not as optimal as a coworker is not really an authority figure (and might just be a friend doing you a favor instead of being honest).

2. What should be written in a letter of recommendation?

Letters of recommendation generally follow the following format: 

• A formal salutation
• An introduction (which includes a recommendation statement and your professional title)
• An overview of some of the applicant’s skills, strengths, or qualifications, which you can tailor to the application
• A personal story where you can mention some of the applicant’s achievements
• A closing statement and call for action
• A signature , with your contact information

3. Who should I ask for a letter of recommendation?

If you’re asking for an academic letter of recommendation, you can ask:

• Current or former professors
• Academic mentors
• Thesis advisors

If you’re asking for a professional recommendation letter, though, you can ask:

• Current or former employers
• A supervisor or professional mentor
• Former professors
• Experienced coworkers

4. How do you start a recommendation paragraph?

To keep the recruiter reading your recommendation letter interested, you should start with an attention-grabbing introduction - specifically, an interesting recommendation statement. 

This statement is the opening sentence of the letter and it should optimally express your conviction to recommend the applicant in a non-generic way. 

If you’re struggling with coming up with something creative, just start with one of the following:

• A little-known or impressive fact about the candidate
• Your general consideration of the candidate’s qualities
• A remarkable achievement, or an award the candidate might have won

5. How do you end a letter of recommendation?

A letter of recommendation concludes with a call to action or a request towards the recruiter   showing your availability and willingness to provide additional information if needed. After mentioning that you remain available to discuss the candidate’s qualifications, you may finalize the letter with your signature - your name, title, and company.

Key Takeaways 

And that’s a wrap! We hope this article will make the process of writing a recommendation letter easier for you. 

Let’s go over some of the main points we covered: 

• A letter of recommendation is a formal letter confirming and recommending a person’s work, skills, or academic performance and potential.
• Recommendation letters follow a particular format and layout. The format typically consists of 1) the letterhead and full contact information, 2) a salutation, 3) an introduction, 4) an overview, 5) a personal story, 6) a closing sentence and 7) your signature.
• The three types of recommendation letters are employment, academic, and character recommendation letters.
• Who to ask for a recommendation letter depends on the type of reference you need. As a rule of thumb, pick someone who knows your skills and strengths well and whom you’ve had a positive experience (professional or academic) with.

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• How to List References on a Resume [w/ Examples]
• How to Address a Cover Letter in 2023
• Motivation Letter Writing Guide + Examples for 2023

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Formatting a Professional Reference Letter with Examples

When it comes to landing a new job or advancing your career, a professional reference letter can play a crucial role. This type of letter provides an outside perspective on your skills, work ethic, and character, which can help employers make better hiring decisions.

Types of Reference Letters

When it comes to writing a reference letter, there are several different types to consider. Each type serves a different purpose and should be tailored to the specific needs of the requester. The most common types of reference letters include:

Character Reference Letter

A character reference letter is a personal endorsement of an individual’s character or abilities. These letters are often requested when an individual is applying for a job, seeking admission to a school, or is involved in a legal matter. A character reference letter should focus on the individual’s positive attributes, such as their integrity, work ethic, and reliability. It may also include specific examples of the individual’s past behavior in situations that demonstrate these qualities.

Employment Reference Letter

An employment reference letter is a recommendation for someone who is seeking employment. These letters are typically written by former employers, supervisors, or colleagues who can attest to the individual’s skills and experience. An employment reference letter should include information about the individual’s job duties, skills, and accomplishments, as well as their work habits, character, and attitude.

Academic Reference Letter

An academic reference letter is a recommendation for someone who is applying to an academic program or seeking scholarship opportunities. These letters are usually written by teachers, professors, or academic advisors who can attest to the individual’s academic abilities and potential. An academic reference letter should include information about the individual’s academic achievements, such as grades, coursework, and research experience, as well as their personal qualities, such as their intellectual curiosity and dedication to their field of study.

Personal Reference Letter

A personal reference letter is a recommendation written by someone who knows the individual well, but is not necessarily a professional contact. These letters are typically requested for immigration purposes, as well as for adoption or other legal matters. A personal reference letter should provide information about the individual’s character, personality, and relationships with others. It may also include specific examples of the individual’s behavior in personal situations that demonstrate these qualities.

When writing a reference letter, it’s important to choose the appropriate type of letter and to tailor the content to the specific needs of the requester. By providing specific examples and highlighting the individual’s strengths and achievements, you can help ensure that your reference letter has the greatest possible impact.

Remember, a reference letter can be the difference between an individual getting the job, scholarship, or admission they want or being passed over. So put in the time and effort to make sure your letter is the best it can be.

Formatting Considerations

When writing a professional reference letter, the content is important, but the presentation is equally crucial. The formatting choices you make can impact how the letter is perceived, so it’s important to pay attention to the following formatting considerations:

Choosing a Suitable Font and Size

The font and size you choose should be professional and easy to read. Times New Roman, Arial or Calibri are good choices. The font size should be between 10 and 12 points. Avoid using too many fonts or colors as it can make the letter look unprofessional.

Using a Professional Letterhead

A professional letterhead that includes your name, business address, and contact information can enhance the credibility of the letter. It adds a professional touch and helps identify the source of the letter.

Proper Alignment and Indentations

Proper alignment and indentation can make a difference in the readability of the letter. Align the text to the left, use single spacing, and don’t justify the text. Use indentations for paragraphs and bullets to highlight important points.

Appropriate Greetings and Introductions

Starting the letter with an appropriate greeting and introduction can set the right tone. Use a formal greeting such as “Dear [Name]” if you have a personal relationship with the recipient. If not, it’s best to use “To Whom It May Concern”. The introduction should state clearly your relationship with the individual and how long you have known them.

Appropriate Closing and Signatures

The closing and signature are the final touches to a professional letter. Use appropriate closing words such as “Sincerely” or “Regards”. Sign the letter with your name and include your title and contact information.

Proper formatting can make a difference in the overall impression your reference letter makes. By using a suitable font and size, a professional letterhead, proper alignment and indentation, appropriate greetings and introductions, and appropriate closing and signatures, you can make your reference letter look professional and credible.

Writing the Content

In this section, we will discuss how to write the content of a professional reference letter. This letter is essential in helping someone secure a job or position, and as such, you need to write it in a way that will highlight the essential attributes of the person you are recommending.

Introduction of Referee and Referral

The first paragraph of your letter should introduce yourself and your relationship with the person you are recommending. Provide a brief overview of why you are writing the letter and the position in question. This sets the tone of the letter and ensures that the reader understands the context of your referral.

Demonstration of Relationship with Referee

Once you have introduced yourself and the context of the letter, the next section should focus on the relationship you have with the person you are recommending. This section should explain how you know the person and how long you have known them. Highlight any significant accomplishments, milestones, or projects you have worked on together.

Skills and Qualifications of the Referee

In this section, you should highlight the person’s qualifications, skills, and areas of expertise. Be specific and provide examples of their work that showcase their technical abilities, leadership skills, and problem-solving abilities. Include any relevant certifications, licenses, or degrees that support their qualifications.

Personal Attributes of Referee

Besides technical expertise, it’s important to highlight the person’s personal attributes. This section should focus on the candidate’s communication skills, work ethic, reliability, and ability to work well with others. Providing tangible examples that demonstrate the person’s character and how they work with others can be particularly useful.

Comparison with Other Candidates

If possible, compare the person you are recommending with other candidates who have applied for the position. Emphasize the qualities that make them stand out from the rest of the applicants. For instance, you can explain how their experience or qualifications are more relevant than others or highlight unique skills that give them an added advantage.

Strong Finish

Your conclusion should be a strong endorsement of the person you are recommending, summarizing the key points you’ve made in the letter. Restate your support for the referral and what makes them the best candidate for the position. End with a positive statement, reaffirming your confidence in their abilities to meet the expectations of the job.

To summarize, writing a professional reference letter is all about showcasing the qualifications, skills, and personal attributes of the person you are recommending. By following the steps outlined above, you can craft a letter that will make a significant impact, helping them to get ahead in their career.

Tips for Writing an Effective Reference Letter

To create a highly effective reference letter, there are specific tips that every writer must keep in mind. Below are the most essential tips that will help you to format your reference letter like a pro.

Tailoring the Letter to the Job

One of the most critical aspects of writing a reference letter is that it should be tailored to fit the job for which your candidate is applying. This means that you must write the reference letter while keeping in mind the job description and the desired skills, expertise and experience required for the job.

Highlighting the Most Relevant Information

Highlighting specific achievements, successes and accomplishments of the candidate is necessary to provide some structure to the reference letter. Highlight their experiences that are the most relevant to the job for which they’re applying.

Avoiding Generalizations and Clichés

As a reference writer, you are expected to provide an assessment of the candidate from your professional perspective. When writing a reference letter, be sure to avoid vague or general sentiments; never use clichés, and provide specific detail to underline your points.

Providing Professional Insights and Observations

The most effective reference letters offer unique insights into the qualities and skills of the candidate beyond those that are commonly recognizable. Every reference writer must provide specific examples of how the candidate demonstrates skills relevant to the job.

Including specific Examples and Achievements

Providing tangible examples of the candidate’s skills, experience and qualifications relevant to the position is essential. Use these examples to demonstrate how the candidate has applied their skills in previous roles and to provide specific achievements which demonstrate their capabilities.

Crafting an effective reference letter is a task that requires attention to detail, professionalism and creativity. By focusing on tailoring the letter to the job, highlighting the most relevant information, avoiding generalizations, and providing specific insights and achievements, you can ensure that your reference letter is the best possible representation of the candidate’s expertise and experience.

Common Mistakes to Avoid

Even the most experienced writers can make mistakes while formatting a professional reference letter. Making mistakes may adversely affect the outcome of the letter or the chances of the candidate to get the desired position. This section discusses the common mistakes that writers should avoid while writing a reference letter.

Inappropriate Information

Avoid providing any irrelevant or inappropriate information about the candidate in the letter. The letter should only contain content relevant to the job or skillset required for the position. Including personal preferences or irrelevant details may distract the reader from the main goal of the letter.

Inaccurate or Inconsistent Information

Ensure the accuracy and consistency of the information provided in the letter. Any errors or inconsistencies may negatively impact the credibility of the letter, and the candidate may not be considered for the position.

Grammatical or Spelling Errors

A reference letter should be well-written and free of grammatical and spelling errors. Such errors may indicate carelessness and lack of attention to detail, which can adversely affect the writer’s and candidate’s professionalism.

Omitting Important Information

Make sure to include all important information about the candidate, including their strengths, skills, and achievements. Omitting essential information may leave the reader uncertain about the candidate’s qualifications and potential.

Overuse of Superlatives

Avoid using over-the-top praise for the candidate in the letter. While it is important to highlight the candidate’s strengths and achievements, overusing superlatives may make the reference letter appear exaggerated and insincere.

Writers must avoid making these common mistakes while writing a professional reference letter to ensure the credibility of the letter and the success of the candidate’s application.

Examples of Professional Reference Letters

If you’re asked to write a professional reference letter, it can be helpful to have examples to guide you. Here are a few examples of different types of reference letters:

Employment Reference Letter Sample

An employment reference letter is often requested by a current or former employee who is applying for a new job. This letter should include information about the employee’s job title, duties, and work performance. It should also highlight the employee’s skills and accomplishments that make them a valuable asset to a potential employer.

Academic Reference Letter Example

Academic reference letters are often requested by students applying to graduate school or seeking scholarships. These letters should provide information about the student’s academic achievements, research abilities, and potential for future success. The letter should also highlight any unique qualities or experiences that make the student an exceptional candidate.

Character Reference Letter Template

A character reference letter is often requested in legal proceedings, such as court cases or custody battles. This letter should provide information about the individual’s character, including traits such as honesty, trustworthiness, and reliability. It can also include specific examples of the individual’s behavior in relevant situations.

Personal Reference Letter Sample

A personal reference letter can be requested for a variety of reasons, such as for a housing application or adoption process. This letter should provide information about the individual’s personal qualities, such as their kindness, compassion, and moral character. It can also include information about the individual’s hobbies, interests, and other activities that might be relevant.

By using these examples as a guide, you can format your own professional reference letter with confidence. Remember, the key is to provide specific and relevant information that highlights the strengths of the individual you’re recommending.

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9 Sample Excellent Recommendation Letters for Your Job

Letters of Recommendation

Anyone who's applied for a job knows how important recommendation letters can be to getting hired. While you've probably asked for a reference letter in the past, you may be less familiar with writing one. If someone asks you for a reference, how can you produce a great letter that will help your employee, colleague, or friend get hired?

To help you through the writing process, we're providing nine samples of effective letters of recommendation (scroll down to skip to the samples!). By reading through these examples, you'll gain a clear understanding of how to structure your own letters.

Before getting to the free recommendation letter samples, let's briefly review the role that reference letters play in the hiring process. Why are they important, and what makes some stand out over others?

Why Are Recommendation Letters Important?

Many employers request recommendation letters to help them decide who to hire or internally promote. Throughout the hiring process, the applicant strives to present herself in the best light. Beyond the interview and resume, hiring managers look to recommendation letters to confirm the candidate's qualifications and to gain insight from an outside party.

The hiring manager wants to know what experiences the candidate will bring to the new role, how she'll contribute to the company or organization, and how she'll behave in the day-to-day. Recommendation letters can point to a candidate's future performance by talking about her past achievements.

Reference letters can also shed light on what it's like to manage, work with, or, in the case of a character reference, be friends with the person under consideration. They complement the candidate's story and suggest what she'll bring to the table in her next job.

If you get asked to write a letter for someone, it's safe to assume you want to do a good job. Helping someone get hired is not just a satisfying good deed, but it's also good professional karma! So how can you turn those good intentions into a stand-out employee letter of recommendation?

Each letter will, of course, be different, but good letters share certain key features. Read on to learn about three important characteristics of strong reference letters.

Your recommendation letter's not the time to be cagey about your identity! The hiring manager wants to know who you are and why you're qualified to recommend the applicant.

What Makes a Recommendation Letter Stand Out? 3 Key Features

Strong letters give positive descriptions of a candidate's skills in a concise and powerful way. Beyond using language that's clear and error-free, what elements should your recommendation letter include to be effective?

As you write your letter, make sure it does the following:

#1: Explains Why You're Qualified to Recommend the Candidate

In order to hold weight, a recommendation letter should come from a reputable source. If an employer wants a professional reference, then the writer of that letter probably worked with the candidate in a supervisory capacity. Some employers will also be interested in letters from a colleague or, occasionally, a friend, neighbor, or family member. Most letters, though, will be written by a supervisor, manager, or boss of some sort.

In the first paragraph, you should explain who you are and how you know the candidate. How long did you work with her and in what capacity? By explaining your relationship, you show that you're qualified to give an honest assessment.

If someone who feels like a relative stranger asks you to write a letter, you might consider declining or recommending someone else to write it. If you didn't get to know the candidate's work performance or only did so in a way completely unrelated to the new position, then you might not be able to provide a helpful letter of recommendation from employer to employee.

The best letters are written by people who can speak to the candidate's skills and accomplishments. Make sure to state clearly in the beginning of your letter who you are and why your opinion matters.

#2: Customized to the New Position

While you should speak to the candidate's accomplishments in her past role, you should also show why she'd make a good fit in the next one. Even if the candidate's making a career change, you can explain why she'll be able to do well in the new industry.

Here's where open communication with the applicant is important. She should share the job description so you have a clear understanding of the position's requirements. As the writer, you're not expected to do much research on the new job. The candidate should provide you with everything you need to know to customize your letter.

By drawing on this information, you can express confidence that the candidate will succeed in the new role. Then when the hiring manager reads your letter, she'll feel reassured that the candidate would make a good fit.

#3: Uses Specific Examples and Anecdotes

Finally, and perhaps most importantly, your letter should provide specific examples about the candidate. Don't just list adjectives like, "friendly, intelligent, and hard-working"; instead, present circumstances in which the candidate demonstrated those qualities. To borrow a favorite phrase of English teachers, "show, don't just tell."

Not only will examples point to the value the candidate brought to your organization or company, but they'll also paint a picture of how she works in day-to-day operations. Using two to three specific anecdotes in your letter will boost its level of persuasiveness. It will also sidestep a common rec letter trap: becoming a generic list of cliches.

Just as you should only write a recommendation letter if you feel qualified to assess the candidate, you should also only write it if you can provide a great one. While you don't want to go over the top and sound insincere, your letter should be a strongly positive endorsement.

Sample Recommendation Letters

As you read through the nine free job recommendation letters below, notice how they all share the three key features described above, even though they differ in terms of their source and target audience. Below are nine sample recommendation letters, each followed by an analysis of what it does well!

• Sample Recommendation Letter 1: Written by a Direct Manager for a Full-Time Employee
• Sample Recommendation Letter 2: Written by a Principal for a Teacher
• Sample Recommendation Letter 3: Written by a Direct Manager for a Part-Time Employee
• Sample Recommendation Letter 4: Written by a Manager for a Remote Worker
• Sample Recommendation Letter 5: Written by a Supervisor for an Internal Promotion
• Sample Recommendation Letter 6: Written by a Supervisor for a Student Intern
• Sample Recommendation Letter 7: Written by a Coworker
• Sample Recommendation Letter 8: Written by a Professor for a Former Student
• Sample Recommendation Letter 9: Written by a Friend as a Character Reference

After checking out the above samples of recommendation letters, read on for some final thoughts on how to write an excellent letter of recommendation for an employee, coworker, or friend.

Now that you've got all the building blocks, you can put them together into a powerful letter of recommendation!

Writing Strong Letters of Recommendation: Final Thoughts

While the above samples of recommendation letters will help guide you through the letter writing process, they can't look exactly like your final product. Writing a letter is a significant undertaking, as it requires you to customize your words to the candidate and make your letter unique. Even though the specifics will vary, strong letters of recommendation do have certain features in common. Each letter should...

Use an Official Format

The sample letters show the proper format for a recommendation letter. They have the employer's name, position, company, and company's address at the top. To give one example, here's the header for recommendation letter sample #1:

Ms. Greta Johanssen Sales Manager Streambase Corp. 66 Western Boulevard Santa Fe, New Mexico 87500

You should also use official letterhead that has your name and contact information across the top, in whatever way you've chosen to present it. Each letter is addressed to a specific person, a greeting that's more personal than, "Dear Hiring Manager." Typically, paragraphs are single-spaced with a double space in between each one.

Finally, every letter concludes with an invitation to contact the writer for any further information. Then the writer may include her position, company, phone number, and email below her name.

Start with a Strong Opener

The strongest letters start out with an immediate statement of support. They might say, "It's my honor," "It's my pleasure," or "I'm very pleased to provide this letter of recommendation for Joe." Stating the obvious with a sentence like, "I'm writing to recommend Joe," looks weak beside a more enthusiastic opener.

In the first paragraph, explain who you are and why you're qualified to recommend the candidate. Write a line or two of praise about her professional and personal strengths, perhaps with a summary of the main points you'll present in the rest of the letter.

Include Two to Three Specific Examples

As mentioned above, strong letters typically include two to three body paragraphs with specific anecdotes about the candidate. They don't just describe the applicant's great qualities and accomplishments; they give examples and prove to her prospective employer that she's made achievements in the past that predict future success.

You might talk about a project or responsibility of the applicant or the value she's brought to your company. Consider relevant qualities like flexibility, initiative, leadership, growth, collaboration, interpersonal skills, and/or ability to perform within a certain environment or culture.

To Sum Up...

Depending on your relationship with the candidate, you might focus more on her work performance or personal character in your recommendation letter. An employer will focus more heavily on professional skills while a coworker may add personal qualities.

A friend or neighbor providing a character reference would produce the most personal letter. It falls upon the candidate to choose her recommenders wisely and to share any relevant information about the prospective position to help them write the best letter they can.

As long as you incorporate the key features discussed above and take the time to make your letter positive and specific, you'll provide a strong recommendation letter that will help your employee, colleague, or friend get hired. And who knows—perhaps in a year or two, she'll be writing a recommendation letter for you!

What's Next?

Are you tasked with writing a recommendation letter for a student applying to college? If so, check out these samples of recommendation letters from teachers and counselors, along with additional writing tips and a thorough recommendation letter template!

• 4 Amazing Samples of Recommendation Letters from Teachers Should You Move to a State with No Income Taxes
• 3 Examples of Excellent Recommendation Letters from Counselors
• Complete Guide: Writing a Strong Letter of Recommendation
• Unsecured Credit Cards for Those with Bad Credit
• A Great College Recommendation Letter Template

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Rebecca graduated with her Master's in Adolescent Counseling from the Harvard Graduate School of Education. She has years of teaching and college counseling experience and is passionate about helping students achieve their goals and improve their well-being. She graduated magna cum laude from Tufts University and scored in the 99th percentile on the SAT.

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Employee reference letter sample

A reference letter is a written confirmation of a person's character and credentials. Use this sample reference letter template when a colleague, former team member, student, or acquaintance asks for a personal recommendation. Be sure to modify this reference letter template with specific examples from your experience with that person.

How to write a reference letter

First, when someone asks you for a reference letter, think whether you can actually give them a good recommendation. If you’re not sure you can recommend them without thinking twice, it’s best to politely decline sending the referral letter rather than be forced to lie (or make negative comments ruining the other person’s chances).

If you’re sure you can write a positive professional reference letter, follow this process:

• Refresh your memory about the person. For example, ask HR what their exact title was when they worked in your team and for how long they stayed. Consult your own records to see if there are useful notes about them.
• Write down two-three qualities that characterize this person. If you can recall specific examples that prove these qualities, put them in your reference letter too.
• Think about specific experiences you had with that person. Especially instances where they showed positive attitude or knowledge. Include one example in your letter if possible.
• Use our reference letter template to shape your own letter of recommendation format.

At any case, you might need to spend half an hour or so to write a good recommendation letter, but if you have good things to say, this person is worth it.

Here’s our reference letter template:

Dear [ insert name ],

I am writing to recommend [ employee_name ]. [ He/She/They ] worked with us at [ company_name ] as a [ employee_job_title ] and [ reported to me/ worked with me ] in my position as [ insert your job title ].

As an employee, [ employee_name ] was always [ insert quality ]. During [ his/her/their ] time in my team, [ he/she/they ] managed to [ insert example ].

I’ve always put a premium on [ insert quality ] among my team members and [ employee_name ] never failed to deliver. An example was when [ insert example ].

[ Employee_name ] is a delight to work with and I wouldn’t hesitate to hire [ him/her/them ] again.

Should you have any further questions about [ him/her/them ], feel free to reach me at [ phone number ].

[ Your name and signature ]

How to use this reference letter format:

• Flesh it out . Use one or two sentences to give context to each of your examples.
• Be flexible . Use the template as a guide, but write in your own voice and say what you think is important.
• Be honest . Your former employee or colleague may be asked about the examples you provided. Don’t embellish to make them look good since this may come out eventually.
• Be targeted, if you can . If you have information about the job or program the employee is applying to, tailor your letter to reflect specific requirements. For example, if you know this job requires leadership skills , give relevant examples.

Here’s a reference letter example based on our template:

Dear Mr. Skywalker,

I am writing to recommend Leia Thompson. She worked with me at Acme Inc. as a Senior Product Manager and reported to me in my position as VP of Engineering.

As an employee, Leia was always reliable and resourceful. During her time in my team, she managed to conduct high-impact user research and make a number of key recommendations that resulted in an improved product (and subsequently increased sales).

I’ve always put a premium on initiative and willingness to learn among my team members and Leia never failed to deliver on both fronts. An example was when she suggested we create a regular internal meetup where more senior employees could answer questions from other employees about their work. She was the first to take advantage of the knowledge these meetups offered and implemented it in her own work.

Leia is a delight to work with – a team player with a positive, can-do attitude all the way. I wouldn’t hesitate to hire her again if the opportunity arose.

Should you have any further questions, feel free to reach me at +10000000.

VP of Engineering, Acme Inc.

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The Right Way to Submit References During Your Job Search (Template Included)

As you’re applying to jobs, you may be wondering about the best way to submit your references. Should you put them on your initial application materials? And how would you even list references on a resume?

The answer is, you don’t.

SEARCH OPEN JOBS ON THE MUSE! See who’s hiring here , and you can even filter your search by benefits, company size, remote opportunities, and more. Then, sign up for our newsletter and we’ll deliver advice on landing the job right to you.

Listing your references on a resume that should be one page (or maybe two pages ) is a waste of valuable space. A hiring manager or recruiter doesn’t have the ability to contact references for everyone who applies to an open position or even everyone they bring in for an interview. So save that resume room for detailing your skills, achievements, and qualifications.

What about writing, “ References available upon request, ” on your resume?

Avoid this too.

There’s “no need to state anything about references on your resume. It is assumed that you’ll share the info when requested,” Muse career coach Leto Papadopoulos says. Don’t waste a resume line to say something that’s taken for granted. (After all, you wouldn’t write, “Available for interviews upon request,” would you?)

Read on to learn the right way to list your references, download our template, and see an example.

When Do You Need References?

“Employers will typically check your references just before they’re ready to make an offer,” Papadopoulos says. That’s why you don’t need to provide them when you’re first applying for a job. But it’s a good idea to have them ready to go before you even land an interview.

If a company is ready to hire you pending a reference check, the last thing you want is to be held up by asking people to be a reference or collecting their contact information. Instead, you should “have your references ready and keep them updated during your search,” Papadopoulos says.

Who Should You Ask to Be a Reference?

Most companies will ask for two or three references from a candidate, so it’s always best to have at least three ready to go. Some prospective employers may request a certain mix of types of references, but generally you want to list former managers (or your current manager if they know about and are supportive of your job search) and former or current colleagues; if you’re earlier in your career and don’t have many former managers, you could list professors you worked closely with. If you’d be leading a team, you may be asked for a reference from a former direct report. For some client-facing roles, like account management, companies might want to hear from a former client or customer, so be sure to read up on the norms for your industry.

(Read more about who to list as a reference here or—if you have less work experience— here .)

The Right Way to Provide Your References to an Employer

Once you know who your references will be, you want to make it easy to submit them to employers when asked. So you should compile everything you need into a reference sheet, one handy—and well-formatted—document that can expedite the hiring process in the final stages.

When the time comes, you can attach your reference sheet to an email as a Word document or PDF file, or you can simply copy and paste the information into the body of the email.

What Information to Include on Your Reference Sheet

On your reference sheet, you should list each reference with the following information:

• Current Job/Position
• Phone Number
• Email Address
• Reference Description: Write one sentence explaining how you know or have worked with this person, where, when, and for how long. (Check out the example below to see what this looks like in action.)

There’s no need to include your reference’s home or work address—companies aren’t going to be mailing them anything. And if a reference expresses a strong preference for a certain method of contact, it’s OK to put “(preferred contact)” next to that line on your reference list.

To keep things easy for the hiring manager, it’s also a good idea to include your own name, phone number, and email at the top of the sheet (see the template and example below).

Reference Sheet Template and Example

You can use our template to make sure you have everything you need for all of your references.

Download the template here.

Here’s one example of what your reference sheet might look like:

References for Monica Medina (999) 000-1111 [email protected]

Nicole Chiu Director of Engineering Sunshine Inc. (555) 123-4567 [email protected] Nicole was my direct manager from 2016 to 2018 when I worked as a software developer for Sunshine Inc.

Kwame Smith Front-End Software Engineer Zapp Co. (111) 222-3333 [email protected] Kwame is an engineer I collaborate with daily in my current position at Zapp Co.

Dr. Carol Moore Professor of Computer Science University of Pennsylvania (123) 987-6543 [email protected] Carol was my professor in four different classes and my faculty advisor for my computer science degree.

Keeping references off your resume is not only the standard now, it’s also more thoughtful toward the people you’ve asked to speak on your behalf. By only submitting their names and contact information when asked directly (usually at the end of the hiring process), you’ll know when a prospective new employer is actually going to contact them—and you can give them a heads up, pass on any important information about the job or company you’re applying for, and thank them for their help.

Reference Letter vs. Recommendation Letter: What is the Difference?

Reference Letter vs. Recommendation Letter | Definition | Resume.com

Moving forward in your career by achieving your educational and personal goals often necessitates a reference letter or a recommendation letter from those who know you well. Whether you’re applying for admission into a rigorous academic program or for a job position, you’ll likely need a letter from a trusted source to support your application. This article explores the similarities and the differences between reference letters and recommendation letters.

What is a reference letter?

A reference letter provides a general endorsement regarding a person’s knowledge, work ethic, character and skill set that helps employers, schools, landlords and other professionals make informed decisions. Reference letters are often less formal than a recommendation letter and serve a variety of purposes.

What is a recommendation letter?

Recommendation letters typically support a candidate’s career or academic goals. For instance, someone may apply for a scholarship or job position with a company. You usually send recommendation letters directly to the employer, university or program director who has requested a confidential letter. Recommendation letters tend to have a deadline for submission, are more specific than reference letters and address a candidate’s qualifications as they pertain to an opportunity.

Reference letter vs. recommendation letter

These are some of the basic differences between the two types of letters:

Reference letters

Key elements:

• Not always addressed to a specific individual
• Ideal when submitting multiple applications
• Commonly used for general academic and employment purposes
• Great for character assessments
• Given directly to the requestor for future use

Recommendation letters

• Usually addressed to an individual or committee
• Very specific about a person’s qualifications, skills and how they relate to the job or opportunity
• Requested as part of the mandatory documents needed for academic admission and specific job listings
• Used to describe work performance and scholarly achievements

How to choose between a reference letter vs. a recommendation letter

Here are some steps to help you decide which type of letter would serve its purpose better for your application:

1. First, consider the reason you’re requesting the letter

Think about the letter’s importance and what it means for your future. If you’re applying to multiple jobs and wish to include a generic letter of reference with your application, then a reference letter is a great choice. If you’re required to submit a professional letter (or two) of recommendation for an important scholarship opportunity or specific job role, then recommendation letters are the best option.

2. Second, plan the details of your request and decide who you want to write your letter

If possible, the recommender should be someone with excellent writing skills who has known you at least for a year and who has a positive relationship with you. Consider your history with them and how their level of influence may help your cause. Choose someone who will follow through with your special request. Give them any supporting documents like a resume or cover letter that may guide them through the letter.

3. Third, remember the differences between the content and structure

Recommendation letters tend to be more specific regarding content and more formal in structure. The recommender explains how several aspects of your strengths, skills and talents make you the best candidate for the position or opportunity. They may end their letter by reaffirming their declaration of support. In reference letters, the recommender provides general thoughts about your work ethic, ability to lead and overall impression of your strengths.

3. Lastly, know proper etiquette regarding both letters

When requesting a reference letter, the recommender often hands the requestor an unsealed envelope containing the reference letter. From there, it is given to a potential landlord, program director or employer to review. If you choose to request a letter of recommendation, you typically don’t know what the recommender said about you because their confidential letter goes straight to the source.

Reference letter tips

Here are some helpful tips to consider when writing a reference letter:

Consider the request

You should only agree to write the letter if you support the person asking for the recommendation. If you have any reservations, it’s okay to decline the request. Make sure you have enough information about this person to write a good letter. Before you start, ask questions about the format, deadline and recipient’s information.

Format your letter properly

Before you start your letter, it is important to format it properly. Use one-inch margins and leave spaces in between paragraphs. Use Times New Roman or Arial font in size 10 or 12, just to be safe.

Include contact information and a greeting

If you know the name of the recipient or committee, your letter should begin with their contact information in business letter format, followed by a greeting like ‘Dear Mr./Ms. Last Name’ or ‘Dear Hiring Manager.’ If it’s an academic letter, you may write ‘Dear Admissions Committee,’ or for general letters ‘To Whom It May Concern.’

Start with an introduction

Your first paragraph typically includes the nature and length of your relationship with the letter requester. Include the name of the company and your roles if the relationship is professional.

Describe skills and qualities

As you’re writing the middle paragraphs of the reference letter, include details and examples of the requestor’s strengths, skills and overall qualities.

Finish with an affirmation

The last paragraph of your letter should reiterate your support of the letter requester. You may include your contact information for further comments.

Leave a signature

If you’re providing a hard copy, it looks more professional to write your signature above your typed name. If sending an email, your typed name and contact information works great.

Recommendation letter tips

Here are some helpful tips to consider when writing a recommendation letter:

Consider your relationship

Your letter of recommendation is likely an important piece of fulfilling the requestor’s goals. Before you begin writing this letter, make sure you know them well enough to speak truthfully of their character and skill set, and how it applies to their main objective.

Get the details

Request the necessary information to write a strong recommendation. Get the contact information for the recipient or committee, the requestor’s resume, cover letter, the company’s job listing, information about the scholarship or other documents related to the special opportunity.

Follow business letter format and open with a formal salutation

Since this letter is most commonly used in a professional setting, your format should follow suit. Set all page margins to one inch, select Times New Roman font style in size 10 or 12, then begin typing the letter by stating your contact information (full name, address, phone number, email), followed by the date, then their contact information (full name, title, company, address) before you start the salutation. If you don’t know the recipient’s name, use ‘To Whom It May Concern.’

Introduce the student or requestor

Much like the reference letter, introduce your relationship with the requestor including how long you’ve known them and in what capacity.

Include details and examples

Following the first paragraph, go into further detail about the proposed opportunity and how the requestor’s unique skills and abilities make them the best choice for the job or scholarship. Provide an example of how this person proved their potential to you, and use numbers if possible.

End with an invitation to follow up

Let the recipient know how they can reach you if they have further questions before your closing signature.

Submit your letter as requested

Most recommendation letters have specific instructions regarding how they should be submitted. See if you need to mail a hardcopy or send an email. Pay attention to the recipient’s name.

If you need help writing a resume, use our data-backed resume builder .

The difference between a cover letter and a resume

Understanding the difference between a cover letter and a resume is essential. While both cover letters and resumes play a crucial role in your job application, they serve distinct purposes and convey different information. So is a resume a cover letter? Learn everything you need to know in our cover letter vs. resume breakdown.

Is a resume a cover letter (and vice versa)?

A resume and a cover letter are two separate documents, each with a unique purpose. A resume details your professional and academic history. It includes information such as your: 

• Work experience
• Educational background
• Certifications
• Other achievements

A resume should provide a complete overview of your professional journey, making it easier for employers to assess your qualifications for a particular role. 

A cover letter complements your resume. It should be a one-page document that concisely provides personalized information about who you are as an applicant. Use it to share why you are interested in the position and how your skills and experiences make you a great fit. Tell your story and highlight your most relevant achievements. 

The biggest takeaway from the cover letter vs. resume comparison is that they should complement one another. Don’t just reiterate the same information in each document. Your resume should present “just the facts,” whereas your cover letter links your professional experience to the job you are applying for. 

Cultural contexts

Both resumes and cover letters are important when applying for jobs. However, the style and format of each can vary slightly depending on the specific cultural context and market. 

Some European countries, for instance, consider the cover letter to be one of the most important aspects of the application process. Employers expect you to share details about your personal life and experiences, as they understand that these experiences will impact how you work.

In contrast, some parts of Asia focus heavily on the resume itself. It’s not uncommon for the document to be several pages long. Applicants can use this additional space to detail internships, projects, and other unique experiences that make them stand out from other candidates. 

However, even if the employer you want to work for doesn’t require a cover letter, including one is always a good practice. It allows you to explain your motivations for applying and showcase why you’ll be a good fit. 

For example, suppose that you are transitioning to a new industry. In a situation like that, a cover letter can help you explain how your skills are transferable and why you are excited about the new field. 

Key differences between a cover letter and a resume

Here are the key differences between a cover letter vs. resume: 

While both your resume and cover letter should be concise, your resume can be up to two pages in length. The goal of your resume should be to give a comprehensive overview of your experience. 

In contrast, your cover letter should never exceed one page. It should be focused primarily on convincing a hiring manager that you’re a good fit for the position you are applying for.

Experiences and qualifications

A resume focuses on providing a thorough record of what you’ve achieved and what makes you a qualified candidate. It includes descriptions of your past job roles, educational accomplishments, skills, and certifications. Each section should showcase your abilities and demonstrate how your background makes you a suitable candidate.

A cover letter should be much more selective. Rather than listing everything you’ve done, highlight a few key achievements that are particularly relevant to the position you are applying for. This is not the time to be subtle. Instead, directly spell out your professional experience and how you intend to apply that knowledge to your new role. 

You’ll use a resume to provide a detailed overview of your professional history. The document makes it easy for employers to assess your qualifications. 

Resumes are often used as a reference throughout the hiring process. Hiring teams may even compose interview questions based on the information you provide on your resume. In other words, hiring managers may use this document as a starting point for a deeper dive into your background. 

In contrast, a cover letter gives you an opportunity to share more about who you are, not just what you’ve done. You can use it as an opportunity to express your enthusiasm for the role and explain why you want to work there. A cover letter is helpful because it allows you to put your experience in context.

Check out our resume examples to gain inspiration for creating your own job application documents.

Expert Tip:

Keep your paragraphs short, but use your cover letter to tell a story about how your experience or interests align with the company’s goals and the position you’re applying for.

Similarities and best practices

We can’t wrap up the cover letter vs. resume conversation without exploring the similarities between the two and sharing some best practices to help you land an interview. When you are composing these vital documents, you should: 

Choose appropriate formats and fonts

Always select a clean and professional format. Use a readable font like Arial or Times New Roman and keep the font size between 10 and 12 points. Additionally, it’s important that you give your document room to breathe by leaving enough white space between sections to make it skimmable and easy to read. 

Cover letter templates often feature preset fonts and formatting. Just make sure you use a resume template that matches your cover letter so that the two documents feature consistent fonts and layouts. 

Using a template can save you a lot of time and help you create an aesthetically pleasing set of application materials. Compare several options until you find a format and layout that aligns with your preferences.

Align your resume or cover letter to the job application

Your resume and cover letter should never feel generic. Ask yourself, “Could I submit these documents to virtually any company?” If so, they aren’t adequately tailored to the position you are applying for. 

Instead, make it your goal to subtly weave in information from the job description to showcase that you’ve studied the position. Mention skills that the hiring team is looking for and draw connections between your accomplishments and what the employer describes as their ideal candidate. 

Also, make sure that your resume and cover letter contain separate but supporting information. Check out our cover letter examples for more insights into what your documents should include. 

Experiences and education

Your qualifications and education are Central to both your resume and cover letter. In your resume, provide detailed descriptions of your education and work experience. Focus on the most relevant aspects of your background and explain how they make you a suitable candidate for the job. 

Explore our resume articles for examples of how to showcase your experiences and education in an easily digestible way. You’ll find numerous formats and layouts to choose from. Some of our examples prioritize education, whereas others showcase your professional expertise and capabilities by using quantifiable data. 

Where possible, use data to support your claims and demonstrate your achievements. Providing an employer with hard numbers can help prove your proficiency as a professional. 

Proofread and edit

Never turn in unpolished documents. To keep that from happening, thoroughly review both your resume and cover letter to ensure they convey the right information while maintaining a professional tone throughout. Look for any spelling or grammatical errors, and ensure that your content is clear, concise, and free of jargon. 

If possible, you might have a trusted friend or professional mentor review your document. They can provide objective insights and help you refine your resume and cover letter. Apply their insights and confirm that your documents are easy to read. 

“Your cover letter should always be concise and to the point. Don’t ramble or repeat the same information from your resume.”

Cover letter vs. resume: Which do you need? 

Most employers require both a cover letter and a resume. You’ll need to craft complementary documents that encapsulate your professional experience and showcase your fit for the job. 

For help with these crucial application materials, you can turn to Jobseeker. We offer an expansive library of examples, templates, and tools. 

Use our resume builder to make your application stand out and increase your odds of landing an interview. We also provide a cover letter generator so you can create the perfect complementary document for your resume. 

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Letter of Appreciation Samples: Writing Tips and Examples

10 min read · Updated on July 17, 2023

Learn how to use an effective letter of appreciation to show your gratitude for job opportunities, job search referrals, and other kindnesses

If you're like most people, you were taught to express gratitude when someone does something positive for you. In fact, that's probably a habit that you've carried with you throughout your life. Most people almost automatically thank others when they hold a door for them, bring them their food in a restaurant, or assist them in a store. But how many people remember to practice this same habit during their job search? When was the last time you sent a letter of appreciation to someone?

In this post, we'll discuss the importance of a letter of appreciation and why you need to know how to write this type of message. We'll also offer some tips to help you create your own letters and provide examples that you can tailor to fit your needs.

What is a formal letter of appreciation?

Before you write your first letter of appreciation, it's helpful to know what you're creating. Anyone who has ever penned a thank you note has at least some idea of what goes into these types of appreciation letters. Basically, a formal letter of appreciation is similar to those brief thank you notes, but with a greater level of detail and professionalism. Unlike notes, however, these are rarely hand-written and never sent via text message.

Instead, most people who send letters of appreciation deliver them via email – either a formal email message or a document that is sent as an attachment to an email. When done properly, these types of messages can convey your gratitude while demonstrating the strength of your character and opening the door to new relationships and opportunities.

Why should you learn how to write a letter of appreciation?

If you're still wondering why you should bother to get into the habit of sending a letter of appreciation to others, you're not alone. In research conducted several years ago, the University of Chicago Booth School of Business discovered that people generally underestimated the positive impact that these types of letters can have on recipients. In fact, the results demonstrated that those recipients were pleased by the gesture.

Unfortunately, the research also showed that the people who wrote the letters were often too worried about how they conveyed their gratitude. However, their concerns about which words to use were probably unnecessary since the recipients' happiness at being thanked was not generally affected by the quality of the message.

The fact is that people appreciate it when you express gratitude. That alone should be reason enough to inspire most people to start demonstrating their appreciation more. The good news, though, is that there are a whole host of other reasons why you should consider using these types of letters in your professional life:

Sending a letter of appreciation after each job  interview helps to keep your name and personality fresh in employers' minds

Expressing gratitude to supervisors, mentors, or co-workers who have helped your  career can strengthen relationships by forging deeper connections

Thanking someone in your network who provided a job referral can inspire them to want to make additional referrals for you in the future

Letters sent to regular customers and vendors can help to create stronger bonds of loyalty

How to write a letter of appreciation

While most recipients won't be overly concerned about the words you choose for your letter of appreciation, there are still some things that you should do to ensure that you maintain the right level of professionalism. Delivering timely, engaging, and heartfelt messages of gratitude can help to ensure that you stand out from your peers. To help you write a letter of praise and gratitude, we've compiled a list of top tips below.

1.      Don't delay

One of the most important things to remember when you're sending letters of appreciation is to write and deliver them without delay. Try to get in the habit of sending out your message of gratitude within 48 to 72 hours of someone doing something positive for you. For example, if a company gives you a job interview, commit to sending a letter of thanks within the next few days. This will help to ensure that the recipient remembers the event or act in question and also demonstrates sincerity.

2.      Be as sincere as you can

Speaking of being sincere, timeliness is not the only way to express that sentiment. You should strive to be as authentic as possible in your letter and avoid any over-the-top language. If you go too far in your praise for the other person's assistance, you could run the risk of sounding insincere – which is likely to leave a bad  impression in their mind. Always remember that simplest is best when it comes to gratitude. Figure out why you are thankful and express that idea in a clear and concise way.

3.      Explain your reason for writing

Your letter of appreciation always needs to clearly identify the reason for your gratitude. If you're writing to thank someone for making a job referral, say so. There are a few benefits to explaining the reason for your letter:

Your brief explanation can help to jog the recipient's memory if some time has passed between their actions and the benefits you received

Stating the reason for your gratitude can help to demonstrate sincerity, by showing that you understand how you've been helped by the recipient

When you begin your letter with your reason for writing, it helps to ensure that the recipient is prepared to digest your expression of appreciation more fully

4.      Brevity is key

It's vital to compose a brief and concise letter. The reality is that letters of gratitude don't need to be overly long to be effective. In fact, brief but sincere messages are likely to have a more powerful impact than longer, meandering letters. Try to stick to just a couple of paragraphs that are focused on recognizing the help you've received and offering your sincere gratitude for that assistance.

5.      Choose the right format

There are three main formats that you can use for a letter of appreciation. The one you choose will likely depend on why you're writing the letter. Those three formats include:

A formal email message (or typed document delivered via email as an attachment). This is the preferred option for many professional communications.

A printed letter that you deliver in person or mail to the recipient. You might prefer this option when thanking a colleague, network associate, or a business superior.

A hand-written, informal letter of thanks. Typically, this option is best reserved for personal communications between friends, family members, or well-acquainted co-workers.

6.      Edit and then edit it again

Editing is vital for any professional  communication . Once you complete your letter of gratitude, you should take the time to edit it several times. As you do so, look for any obvious errors in spelling, grammar, or word choice. Pay attention to potential typos as well. The idea is to create a letter that presents you as a competent professional, and errors could pose an obstacle to achieving that goal. You may also want to have another person examine the letter before you send it. A fresh set of eyes can often spot errors that you might miss.

Sample letters of appreciation

Below, we provide several sample letters of appreciation that you can refer to as you create your own message. As you read through each example, take note of how to start a letter of appreciation, the best way to structure your message, and how to conclude in a polite and professional manner. The examples below include sample letters of appreciation you can tailor to show your gratitude for a job interview, job referral, or help you have received at your workplace.

Express gratitude for a job interview

Dear Ms Iqbal,

I wanted to take a few moments to express my gratitude for the opportunity you gave me to meet with your team regarding the open Field Manager position at ABC Corporation. It was truly wonderful to meet everyone and learn more about the company's vision, mission, and future plans. I was also thrilled to discover that we share a passion for water sports, and hope to discuss that common interest with you in greater detail in the future!

I recognize that our meeting went longer than anticipated, so I really appreciate the extra time that you provided during our  interview . Your entire team impressed me with its commitment to the company's goals, especially when it comes to their eagerness to collaborate to ensure that the firm's vision becomes a reality for its customers. I know that you're all extremely busy making those dreams come true, so the extra time you devoted to my application is something that I won't soon forget.

Thank you again for giving so freely of your time and energy and for considering my application and resume. I look forward to continuing our conversations and hope to hear from you soon.

Show your thanks for a job referral or reference

I am writing to express my immense gratitude for the recent job reference you provided for me as I applied for the Senior Product Manager position with DEF Products. Your reputation in our industry has always been stellar, and the fact that you were willing to lend your credibility to my cause means more than I can possibly convey in a letter. In fact, the team at DEF specifically cited your reference as a strong selling point for my candidacy.

It should go without saying, but I definitely owe you one! If there is ever anything that I can do to assist you in the future, please let me know. Failing that, just know that you have my deep and abiding thanks for all the help you have provided me in my recent job search.

With my deepest appreciation,

Sample letter of appreciation for assistance at work

Dear Mr Johnson,

I wanted to send you a brief letter of appreciation to thank you for all of the time and energy you have devoted to helping me get up to speed in my new role as Team Leader. I especially appreciate you taking two hours out of your busy day this past Thursday to help me acclimate to the training process our company uses for new salespeople. I fully recognize that your hands-on assistance provided me with immediate knowledge that might have taken me months to learn if I had to rely on the company training manuals!

Managers like you are part of what makes this company such a special organization in today's economy. Far too many managers focus more on numbers and processes than the people they supervise, so your commitment to empowering your team is truly inspiring. I am making it my mission to emulate your approach to managing people as I work with the members of my team moving forward. As I do so, I would welcome any positive feedback or constructive criticism that you may have to offer about my performance.

With respect and appreciation,

Enhance your career journey with a letter of appreciation!

Expressions of gratitude continue to be powerful tools for relationship-building and career advancement. Used properly, they can solidify team cohesion, improve your odds of landing a job, and build the type of connections you need to achieve your career goals.

Want to ensure that your resume delivers the message you need to showcase your skills and highlight your professionalism? Get  a free resume review from the experts at TopResume today!

Recommended reading:

The Importance of Saying "Thank You" After an Interview

Ask Amanda: How Can I Grow My Professional Network?

Create a Personal Brand That Sets You Apart

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Develop Your Reflective Listening Skills to Boost Your Career Advancement

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Resumes, Curriculum Vitaes (CVs) and Cover Letters often provide an employer with their first impression of your skills and the value you can bring to their organization. As you craft each of these documents, you are creating a personal brand that will precede your face-to-face interaction with a recruiter or hiring manager.

As you draft these documents, keep the job description at the forefront of your mind. Make sure you emphasize experiences in your resume and examples in your cover letter that demonstrate you possess the skills which will allow you to excel in the position to which you are applying.

The quality of your documents can help determine whether you get to the next step – the interview.

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Learn how to develop a strategic resume that demonstrates you possess the skills your target audience is looking for. Understand the key principles involved in crafting a strong resume and how you can best put your demonstrate you capabilities in writing.

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Learn how to create a compelling cover letter that highlights both your personal and professional fit and works with your resume to set you apart from other candidates. 

The Basics of a Strategic, Branded Resume

There is an abundance of information about writing resumes. There are different styles of resumes, different industry standards, and individual preferences - there is no "one size fits all" approach to developing a resume. Regardless of the design or format you choose, there are three key principles we suggest you follow to most strongly connect with your audience & demonstrate that you have the skills, traits and characteristics they seek.

Make it Relevant

Write a resume specifically for the position to which you are applying. In other words, do not mass produce your resume. Someone with no knowledge of the job you are applying for should be able to look at your resume and guess the type of role you to which you are applying.

Make it Compelling

Your resume must effectively showcase the value you can add to an organization, as opposed to simply highlighting past duties or tasks. Ask yourself, what do I want the reader to know about me? How can I articulate my past experiences to demonstrate what I accomplished and what I have the ability to do? The goal is to quantify or qualify your contributions using impactful statements which speak to your accomplishments.

Make it Easy-to-Review

It is reported that the average time spent initally screening a resume is 30 seconds. The information on your document must be error-free, clearly & logically presented and allow the reader to easily understand your value proposition (the value you will bring to the organization given your skills, capabilities & experiences). You want to stand out from other candidates in a positive way.

Download Real Resume Examples

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Undergraduate< who highlights relevant skills in a unique way

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Graduate student who includes past relevant experience well

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Skill headings and relevant accomplishment statements done well

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PhD uses hybrid resume/ cv with unique headings

The Basics of a Compelling Cover Letter

People often wonder if they need to create a cover letter for every position they apply to. If indicated as a requirement, then definitely include one. You should create a cover letter that is just as strong as your resume. To create a compelling cover letter, you should:

• Address the letter to a specific person by name and title
• Match the font style and size to your resume
• Show that you have taken time to research the company and the position
• Highlight your specific experiences or skills that match what the employer is seeking - telling your story in a way that hasn’t been captured by your resume
• Focus on how you can benefit the company, not how they can benefit you
• Proofread your letter and ask someone else to read it as well. Use your cover letter as an example of your written communication skills.

Cover Letter Template

Download real cover letter examples.

PhD student applying to the Ontario Science Centre

Summer Internship

Undergraduate student applying to major retail outlet

Business Analyst

Undergraduate Medical Sciences student applying for summer position

Business Technology Analyst

Undergraduate student applying to Deloitte

Actuarial Program

Undergraduate student applying to Sun Life

Assistant Professor

PhD graduate applying for academic position

Graduate student applying to Ministry of Transportation

Junior Engineer

Master's student applying to COWI

Office Assistant

Undergraduate student applying for administrative role

Quality Assurance Intern

Student applying for summer position

Sales Associate

Undergraduate student applying to part-time position

The Basics of a Good CV

Curriculum Vitae, derived from Latin and meaning “course of life”, is often referred to simply as a CV or vita. Like a resume, it is a summary of your skills, experience, and education, however, it contains more detail and is often longer than two pages. CVs are often the required documents to apply for graduate school, and scientific research and academic positions. There are no specific guidelines for how you should organize your experiences or the information you choose to include. In fact, many students today are exercising their creativity and developing their own CV styles to differentiate themselves from other candidates.

A few extra points to consider:

• The basics of resume writing still apply to your CV
• Examine CVs from individuals just above your stage of professional development
• Other countries may prefer certain formats and may require additional information

Download Real CV Examples

Academic position.

PhD highlighting research, teaching, & communication experience

Professional Position

Traditional style CV used for professional role in academia

Non-Academic Role

Two-page CV  highlighting skills and academic experience

PhD highlighting field-specific experience

Master's Application

Undergraduate student applying for Master's program

Summer Field Internship

Application for academic summer internship

Summer Research Assistant

Undergrad applying for summer research position

Having good references can “make or break” your opportunity for a job offer or admission to grad school. Choose your references carefully, considering who can best verify your skills and qualifications. Confirm your references in advance so they’re ready when needed. References may be requested in either written or verbal form. Here's some information on how to ask your professor for a recommendation .

Reference Template

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Special Education Instructional Assistant Pool at San Rafael City Schools

Application Deadline

7/24/2024 4:00 PM Pacific

Date Posted

Number of openings, length of work year, employment type, job summary.

San Rafael City Schools has a variety of Instructional Assistant roles in the area of Special Education at different grade levels. Most positions range from 4 to 6 hours per day. The pay range is between $21.42 to $30.58 to start depending upon experience and type of position. Some school sites may have extra hours available for Campus Supervision for those who prefer more hours. Interviews will be held on a rolling basis.

Requirements / Qualifications

Cover Letter Resume 3 Letters of Recommendation

• Letter of Introduction
• Letter(s) of Recommendation (Please include 3 Letters of Reference dated within the past 18 months)

Links Related To This Job

• Employee Resources
• SRCS Home Page
• View Other Job Desc. / Ess. Elem.

CalPERS Links

• CalPERS Retirement Benefits

San Rafael City Schools

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Admissions Information

Next start dates, application deadline:.

*The application for the MSA program will open in September.

We welcome applicants from all backgrounds and prior fields of study. Please see the sections below for details on each degree’s specific requirements.

If you have any questions, an admissions advisor is available to help. Call (415) 418-6343 or (800) 969-7770 (toll-free) to get one-on-one help, or email your queries to [email protected] .

Masters of Business Administration Requirements

Admissions checklist, admissions requirements.

* Exemptions may be made for applicants who have studied in English speaking countries, countries where English is an official language, or where the government requires 11 years of mandatory English instruction, at the discretion of the specific graduate program.

Master of Science in Accounting Requirements

Master of science in management requirements, more details about the application components.

Your current résumé or CV can include your educational and employment history, coursework related to the graduate program to which you are applying, and any experiences relevant to your pursuit of graduate studies. This can include internships; published articles or other published materials; volunteer and/or community service experience; study or work outside of your home country; and any other interests or activities related to the graduate program.

Letters of Recommendation

Two letters of recommendation are required. At least one letter should be from a professional contact, if possible. Ideally, one or both of your professional recommendations should come from a current or former direct supervisor. For current undergraduates, academic recommendations are also appreciated.

Statement of Purpose

Your statement of purpose of no more than 1,000 words should address the following questions:

Self-Evaluation (Optional)

Is there any additional information you would like us to consider as part of your application? Please use this as your opportunity to address any gaps in your employment, academic issues (probation, dismissal, failing grades, standardized test performance), etc.

We encourage all applicants with less than a 3.0 cumulative GPA to use the self evaluation to explain any issues or setbacks that may have contributed to a lower GPA, plus any steps you will take/have taken to ensure you are capable of earning a 3.0 or better in your graduate degree program.

Transcript Information

The minimum graduate admission requirement includes a bachelor’s degree or recognized equivalent from an accredited institution prior to enrollment.

Transcript Copies Are Acceptable for the Application Process

Copies of your transcripts from each accredited college or university attended must be uploaded to the online application. Once admitted to the program, instructions for sending official, sealed transcripts will be provided.

Transcripts From Non-U.S. Institutions

If you received your bachelor’s degree or other graduate degree from an international (non-U.S.) institution, you must submit the following:

• International Students

We invite international students who are eligible to study in the United States to apply to our programs. It’s important to note, however, that USF cannot sponsor F1 student visas for our part-time or online programs. For more detailed information on applying, please visit our international students page .

In this section

To download a program brochure and learn more about the online master’s programs offered by the Masagung Graduate School of Management, please fill out the form. You can also get in touch with an admissions advisor directly by calling us at (800) 969-7770 .

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