What to Include in a Letter of Recommendation

A letter of recommendation can open doors that might otherwise remain closed. Whether someone is applying for a new job, a graduate program, or a scholarship, the words of a trusted mentor, teacher, or supervisor can carry enormous weight.

A strong letter does more than confirm qualifications. It paints a picture of the applicant’s skills, character, and potential in a way that resumes and transcripts cannot. Understanding what to include in a letter of recommendation ensures that the message is not only supportive but also persuasive.

Start with a clear introduction

Every good letter of recommendation begins with a strong introduction. This section tells the reader who you are and why your perspective matters. Without it, your glowing remarks may lack credibility. The introduction should briefly describe your professional position, how long you’ve known the applicant, and in what context.

For example, a teacher might note that they have taught the student in multiple classes over three years, or a manager might explain that they directly supervised the applicant on several projects. Setting this foundation makes the praise that follows believable and trustworthy.

Highlight key strengths and skills

After establishing your role, shift to describing the applicant’s strengths. The key here is to choose qualities that align with the opportunity at hand. A scholarship committee may value academic drive, while a hiring manager may be looking for problem-solving skills or leadership. Rather than listing every positive trait, select a few standout abilities.

If you are writing about a student, mention their analytical thinking or dedication to research. If it is a letter of recommendation for an employee, you might highlight their technical expertise or ability to collaborate under pressure. Selecting the right strengths ensures the letter of recommendation feels tailored rather than generic.

Share specific examples and stories

General praise is less effective than concrete evidence. Readers are far more likely to remember an applicant who led a fundraising campaign that exceeded its goal than one who is described simply as “hardworking.” Specific examples provide proof and make the applicant’s qualities come alive. They also add credibility to the writer.

For instance, you might explain how a student’s curiosity led them to design an independent project or how an employee improved workflow by introducing a new system. These stories do not need to be lengthy, but they should clearly show how the applicant’s skills translate into action and results.

Compare the applicant to their peers

Another way to add impact is by putting the applicant’s achievements into context. Saying someone is “a top student” is vague. Instead, you could state that the student ranks among the top five percent of all you have taught in your career.

For an employee, you might note that their performance consistently outpaced others in the department. This type of comparison demonstrates that the applicant is not only good but exceptional. It also shows that your evaluation is based on experience with many individuals, which adds credibility.

Address character and personal qualities

While accomplishments matter, character often sets an applicant apart. A letter of recommendation should include observations about personal qualities that make the individual dependable and respected. Integrity, empathy, resilience, and dedication are traits that committees and employers value just as much as technical skills.

Sharing a brief example of how the applicant supported a teammate, handled challenges gracefully, or showed maturity under pressure can make a big difference. Including this dimension helps paint a complete picture of the applicant as both capable and trustworthy.

Tailor the letter to the opportunity

One of the most common mistakes in writing a letter of recommendation is treating it as a one-size-fits-all document. To be truly effective, the letter should connect the applicant’s strengths directly to the role, program, or scholarship they are pursuing.

If the opportunity emphasizes leadership, focus on the applicant’s ability to guide others. If it highlights innovation, showcase their creativity and problem-solving skills. Reviewing the job description or program details can help you match the letter to what the decision-makers are seeking. This not only strengthens your endorsement but also shows that you understand the applicant’s goals.

Provide a confident closing statement

The way you wrap up the letter is just as important as how you begin. A strong closing reaffirms your support and leaves no doubt about your confidence in the applicant. You should state clearly that you recommend the individual without hesitation.

Offering to provide additional information and including your contact details adds a professional touch. A closing line such as “I am confident that (Applicant) will contribute greatly to your program, and I would be glad to provide more details if needed” provides reassurance while keeping the tone professional.

Common mistakes to avoid

Even with the best intentions, some letters of recommendation fall short because of common pitfalls. Avoid vague statements that could apply to anyone. Phrases like “a nice person” or “a good worker” are too generic to make an impression. Overly casual language can also weaken the letter, especially in academic or professional settings where tone matters.

Another mistake is focusing solely on personal traits without showing how they lead to achievements. While kindness and reliability are valuable, they should be paired with evidence of results. Finally, be mindful of length. A letter that drags on for pages may lose the reader’s attention, while one that is only a few sentences long may seem careless or insincere.

Sample framework for writing a letter of recommendation

To make the process easier, it helps to follow a simple structure. Most effective letters include three main parts:

• Opening paragraph: Introduce yourself, your role, and your relationship with the applicant.
• Body paragraphs: Highlight the applicant’s key strengths, share specific examples, and compare them to peers. Include both skills and personal qualities.
• Closing paragraph: Express strong support, restate your recommendation, and offer your contact information.

This framework keeps the letter of recommendation clear, organized, and professional. While the details will change depending on the applicant and opportunity, this structure provides a reliable guide.

For more guidance, view these recommendation letter examples.

Final thoughts

Writing a letter of recommendation is both a responsibility and a privilege. It gives you the chance to help someone take the next step in their education or career by sharing your honest and supportive perspective. The best letters are specific, balanced, and aligned with the opportunity. They highlight achievements, provide meaningful examples, and capture the character of the applicant.

When done well, a letter of recommendation becomes more than a formality. It becomes a powerful tool that can shape decisions and create new possibilities. If you keep these guidelines in mind and use the framework provided, you can craft a letter that truly makes a lasting impact.

Sara Duerr

Sara has been in the career development field for over 10 years and has a wealth of knowledge to share. She covers topics such as resume writing, job search strategies, interview techniques, career planning, and more. You can connect with her on LinkedIn and Medium. She has curated our free downloadable resume templates for Word and resume templates for Google Docs.