How to Format a Letter of Recommendation

Everyone · How-to · Updated October 1, 2026 · LearnLife Editorial

What do you need before starting a letter of recommendation?

Before writing a letter of recommendation, collect all the necessary information to create a focused and meaningful letter. Begin by confirming the candidate’s full name and the purpose of the letter, such as applying for a job, college admission, or a scholarship. Knowing the exact opportunity allows you to tailor the letter accordingly. Next, clarify your relationship with the candidate: how long and in what capacity you have known them. For example, “I supervised Jane for three years as her manager,” or “I was John’s professor in two advanced courses.” This establishes your authority to recommend.

Request a copy of the candidate’s resume, list of accomplishments, or any relevant documents that highlight their skills. Ask the requester for the recipient’s name and title to personalize the greeting. Also, find out the format and submission method (email, online portal, or printed letter) and the deadline. This helps you plan and avoid last-minute stress. If the requester provides a list of qualities or questions that the letter should address, keep that list handy.

For example, if someone asks for a letter for an internship, you might want to highlight teamwork and reliability. For graduate school, you would emphasize academic skills and research potential. Having detailed information upfront ensures your letter is targeted and effective.

What is the step-by-step process for formatting a letter of recommendation?

Follow these detailed steps to format a letter of recommendation professionally and clearly:

1. Include Your Contact Information and Date at the Top: Start by typing your full name, job title, company or institution, address, phone number, and email aligned to the left or right. Place the date just below this information. For example:

``` Sarah Johnson Director of Marketing ABC Corporation 789 Main Street City, State ZIP Phone: (555) 987-6543 Email: [email protected]

June 1 ```

This information allows the recipient to know who you are and how to contact you if needed.

1. Add the Recipient’s Contact Information: If you have it, include the recipient’s name, job title, organization, and address on the left side beneath your details. For example:

``` Hiring Manager XYZ Company 123 Business Rd. City, State ZIP ```

This personalizes the letter and shows attention to detail.

1. Write a Formal Greeting: Use “Dear [Title] [Last Name],” such as “Dear Dr. Lee,” or “Dear Ms. Thompson.” If you don’t know the recipient’s name, “To Whom It May Concern” is acceptable. Avoid casual greetings like “Hi” or “Hello.”

1. Craft a Clear Introduction: Introduce yourself by stating your full name, position, and your relationship with the candidate. For example, “My name is Sarah Johnson, and I have served as Emily’s supervisor for the past two years.” Clearly state the purpose with a sentence like, “I am writing to recommend Emily for the position of Marketing Coordinator at your company.” This sets the tone and context for your letter.

1. Write the Body with Specific Examples: The body is where you explain why the candidate is qualified. Divide it into two or three paragraphs:

• Paragraph One: Describe the candidate’s key skills and qualities related to the opportunity. For instance, “Emily consistently demonstrated excellent communication skills and leadership during our team projects.”
• Paragraph Two: Provide concrete examples that illustrate those skills. Use precise language: “In one project, Emily led the team in developing a social media campaign that increased engagement by over 30%. She managed deadlines effectively and motivated the team.”
• Paragraph Three (optional): Highlight character traits such as reliability, work ethic, or adaptability. For example, “Emily’s positive attitude and willingness to take on challenges make her an asset to any team.”

Avoid vague phrases like “She is a hard worker.” Instead, say, “Emily regularly met all deadlines ahead of schedule and volunteered for extra responsibilities.”

1. Write a Strong Conclusion: End with a clear and confident recommendation. For example, “I strongly recommend Emily for this position and believe she will make valuable contributions to your organization.” Offer to provide more information: “Please feel free to contact me if you require additional details.”

1. Close Formally: Use a closing such as “Sincerely,” “Best regards,” or “Yours faithfully,” then leave space for your signature if sending a printed letter. Below that, type your full name and title.

1. Format Consistently and Neatly: Use a professional font like Times New Roman, Arial, or Calibri at 11 or 12 point size. Align all text to the left with one-inch margins on all sides. Use single spacing within paragraphs and double spacing between them to keep the letter easy to read. Keep the letter to one page unless otherwise requested.

This format ensures your letter looks professional and is easy to navigate.

How can you tell if your letter of recommendation worked?

You can tell your letter of recommendation was effective if the requester shares positive news, such as receiving an interview invitation, getting accepted to a program, or obtaining a job offer. Often, the requester will thank you and may mention how your letter helped.

If you do not hear back, it’s acceptable to check in politely with the requester after some time has passed, asking if the letter arrived and if it met their needs. You might say, “I hope you received my letter of recommendation. Please let me know if you need any additional information.”

An effective letter typically results in follow-up contact from the recipient, showing they considered your endorsement seriously. For example, the candidate might receive a follow-up call referencing your letter or be asked to provide more details based on points you mentioned.

Remember that your letter is just one part of the application; sometimes, even excellent letters don’t guarantee success. However, a clear, specific, and well-formatted letter increases the candidate’s chances.

What should you do when a letter of recommendation goes wrong?

If a letter does not seem to have helped, or the requester shares that it was rejected, start by asking for feedback. You might ask, “Could you share if there was any feedback on my letter? I want to improve for future recommendations.” This approach shows your willingness to learn.

If you realize the letter lacked specific examples or missed key points, offer to write a revised version. You could say, “I’d be happy to update the letter to include more details about your leadership skills.”

If you find you cannot provide a strong recommendation, it is best to decline writing the letter rather than provide a weak or neutral endorsement. Politely explain your position, for example: “I believe someone with closer experience working with you could provide a stronger recommendation.” Suggest alternative recommenders if possible.

Finally, communicate clearly about deadlines to ensure you have enough time to write a thorough letter. Last-minute requests often lead to rushed, less effective letters.

How do you adapt a letter of recommendation for different audiences?

Adapting your letter to the audience’s needs makes it more compelling. For academic institutions, focus on intellectual ability, motivation, academic achievements, and research potential. Use examples like, “She excelled in advanced calculus and contributed original ideas to our research project.”

For employers, emphasize workplace skills such as teamwork, responsibility, punctuality, and relevant accomplishments. For example, “He managed client accounts efficiently, increasing customer retention.”

For scholarships or volunteer positions, highlight character traits like leadership, dedication, community service, and integrity. You could write, “Her commitment to volunteering at the local shelter demonstrates her compassion and reliability.”

Adjust the tone accordingly: maintain formality but match the culture of the institution or company. For example, a letter for a creative industry job may allow a slightly more conversational tone than one for a conservative law firm.

Here is a brief comparison of phrasing for different audiences:

By emphasizing the qualities that matter most to the recipient, your letter becomes more relevant and persuasive.

What formatting tips ensure your letter looks professional?

To ensure your letter presents well, follow these formatting tips:

• Font and Size: Use Times New Roman, Arial, or Calibri, size 11 or 12 for readability.
• Margins: Set one-inch margins on all sides for clean spacing.
• Alignment: Left-align all text for a professional layout.
• Spacing: Use single spacing within paragraphs and double spacing between paragraphs to separate ideas clearly.
• Length: Keep the letter to one page unless otherwise requested, focusing on concise and relevant information.
• Signature: For printed letters, sign your name in blue or black ink above your typed name. For emailed letters, consider including a scanned signature image to add a personal touch.
• Paper Quality: If printing the letter, use plain white or off-white high-quality paper.

Avoid excessive formatting like colored fonts, underlining, or bolding except for your letterhead or name if applicable. Keep the appearance simple and elegant to maintain professionalism.

Proofread carefully to correct any spelling or grammatical errors. Reading the letter aloud or asking a trusted colleague to review it can help catch mistakes you might miss.

Can you include additional documents or information with the letter?

Including additional documents such as a resume, portfolio, or transcript can strengthen the candidate’s application if allowed. Before attaching anything, confirm with the requester or recipient that attachments are accepted and relevant.

If attachments are included, mention them briefly in your closing paragraph to alert the reader. For example:

“Enclosed is a copy of Jane’s resume for your reference. Please let me know if you need any further information.”

Providing additional materials helps give a fuller picture of the candidate’s skills and qualifications, especially if your letter refers to these documents. However, avoid overwhelming the recipient with unnecessary attachments.

Frequently asked questions

How long should a letter of recommendation be?

Typically, one page with three to four paragraphs works best. This length allows you to provide specific examples and a clear endorsement without overwhelming the reader.

Can I write a letter of recommendation if I don’t know the person well?

It’s best to write a letter only if you know the individual well enough to comment confidently on their skills and character. If not, politely decline or suggest someone with closer experience.

Should a letter of recommendation be handwritten or typed?

Typed letters are preferred for clarity and professionalism. If sending a printed letter, include a handwritten signature. For email submissions, adding a scanned signature image adds authenticity.

How do I keep a recommendation letter confidential?

Follow the requester’s instructions carefully. Usually, letters are submitted directly to the recipient to maintain confidentiality. Avoid sharing the letter with others unless authorized.

What if I can’t write a strong recommendation?

Politely decline writing the letter if you cannot provide a positive endorsement. It is better than writing a lukewarm letter that might harm the candidate’s chances.