How to write a letter of recommendation – Microsoft 365 (2025)

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What is a recommendation letter? Why are recommendation letters important? Write with Confidence using Editor How to format a recommendation letter template Best practices for writing a recommendation letter Conduct research Review candidate’s resume Use active voice Keep information concise Proofread Get started with Microsoft 365 Topics in this article Tags More articles like this one What is an epithet? How to write a detailed review with AI Is it 'dragged' or 'drug'? How to write a plot twist in your story Everything you need to achieve more in less time Explore Other Categories References

Microsoft 365 Life Hacks > Writing > How to write a letter of recommendation

February 01, 2024

To improve a candidate’s chances of securing a job or gaining school admission, a strong endorsement of their skills and qualifications can significantly boost their application. Whether you are a mentor or peer a well-crafted letter of recommendation can showcase a candidate’s suitability for a desired role. Learn how to compose a compelling recommendation and the advantages it can offer a candidate.

How to write a letter of recommendation – Microsoft 365 (1)

What is a recommendation letter?

A recommendation letter serves as an endorsement of an individual’s work or academic performance. It’s typically written by previous colleagues, supervisors, professors, clients, and other associates who highlight a candidate’s strengths, skills, and experience. These attributes are discussed in order to illustrate why a candidate is a good fit for a position, school, or graduate program.

Why are recommendation letters important?

Within the interview and application process, candidates may have similar experiences or credentials. Outside of work experience, accolades, and self-advocacy, there are limited options to convince hiring personnel or an admissions committee you’re a good fit. In this case, a compelling recommendation letter can be impactful. Effective recommendation letters come from qualified individuals and can detail soft skills, team chemistry, and the strength of their qualifications. When written effectively, recommendation letters can differentiate candidates and improve their chances.

How to write a letter of recommendation – Microsoft 365 (2)

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How to format a recommendation letter template

Before crafting a recommendation letter, check in with the requester for any specific guidelines or requirements. Generally, a letter of recommendation letter has the following information:

Date
Recipient Name
Recipient Title
Recipient Address
Greeting: Address the recipient by name, if its known.
Personal introduction: Introduce yourself and your relationship to the recipient.
Recommendation: Provide an appropriate recommendation for the candidate. Include their strengths, qualifications, and skills.
Anecdote or experience: Detail your experience with a candidate to validate their qualifications. Include personal anecdotes, important experiences, and anything else pertinent to their application.
Closing: Provide closing remarks on why the candidate is suitable for the position.
Contact Information
Signature

Best practices for writing a recommendation letter

Conduct research

Find information on the role the candidate is applying for. Ask the candidate to send the organization’s website, the job posting, their resume, and what qualifications or skills they want you to highlight. This baseline information will simplify the writing process.

Review candidate’s resume

Once you receive a candidate’s resume, carefully review it to understand their background. A compelling letter should demonstrate a deep understanding of the candidate’s background, qualifications, and experiences. This understanding will help you craft a more personalized and impactful recommendation.

Use active voice

When composing your recommendation letter, avoid passive writing. Write with an active voice. Active voice lends clarity and directness to your writing, making it more engaging and persuasive.

Keep information concise

It’s key to keep information concise in your recommendation letter. While it’s important to provide thorough information, strive for clarity and conciseness. Focus on the candidate’s most relevant strengths and experiences to keep the letter concise and impactful.

Proofread

Before finalizing your recommendation letter, carefully proofread it for errors in grammar, punctuation, and spelling. A well-polished letter demonstrates professionalism and attention to detail, enhancing its credibility and effectiveness.

A well-crafted recommendation letter can serve as a powerful tool in helping a candidate secure a job or gain admission to a school. By showcasing their strengths and qualifications, you can significantly enhance their prospects for success. If you need assistance in improving the clarity or grammatical correctness of your recommendation letter, check out more writing tips.