Job Recommendation Letter

Why a Job Recommendation Letter Helps

Finding the right workplace shapes your daily life. Employers mostly look at your experience and your hard and soft skills when they hire. Still, a written recommendation from a former employer rarely hurts, especially if you want to join a large or well-known company. It shows that someone who has seen your work is ready to vouch for you.

What to Include in a Job Recommendation Letter

There is no fixed standard, because every person's skills and duties are different. Still, a strong letter covers the points below. Go through the list before the letter goes out, and add a short real example for each point you can.

• Your name and your job position
• How long you have been at a workplace
• Your responsibilities
• Your achievements
• Your personal and professional strengths
• A list of situations that illustrate your competence

Who Should Write a Job Recommendation Letter?

The best choice is your direct supervisor, because they know your day-to-day work better than anyone else in the company. If you worked for a small organization, the owner can write the letter instead.

How to ask for the letter

Ask politely and give them time. Tell your employer early about your plans to leave, and check the agreement you signed first. Never make it a surprise, because finding a replacement takes time and can be hard.

If you are a recent graduate

If you are a school or college graduate looking for a job, your teacher or principal can write the letter.

Letter Format

Typically, a work reference letter has three parts: an introduction, a main body and a closing paragraph. Keep it clear and specific, and limit it to one page so the reader can take it in quickly.

The Recipient’s Name and Address

If you know the name of the candidate's potential employer and the organization's address, begin with that information.

Introduction

The writer opens the letter with these details:

• Who they are, with their job title and company name
• The candidate's name
• How the two of you know each other professionally
• A few general facts about the candidate

Main Body

In two or three paragraphs, the supervisor describes the employee's responsibilities and how well they performed.

Summary

Here the supervisor repeats the candidate's main skills and strengths and states that hiring them is a good choice. Add the writer's phone number and mailing address in case the employer has questions. Being open to a follow-up call or message is a plus.

Finish with a handwritten signature. If you send the letter by email, add a typed signature instead.

The Do’s and Don’ts

A few habits make a job reference letter stronger. Keep these points in mind when you ask for a letter or when you write one for someone else, and read it once more before it goes out.

• Ask a supervisor, not a coworker. A colleague may be a great specialist, but only your supervisor or employer can speak for how you performed on the job.
• Stay truthful. A claim that is not accurate will come out once you start the new job, so leave it out.
• Keep the tone positive but believable. The letter should persuade the future employer to work with you, but over-the-top praise can sound fake.

Work reference letters are not subject to any specific laws in the USA.

Samples

Use the samples below as a starting point. Replace each blank or bracketed part with your own details, then trim anything that does not fit your situation. Each sample covers a different type of job.

• Sample 1: a candidate in sales or another administrative position
• Sample 2: an educator
• Sample 3: a part-time employee

Sample 1

This one will suit a candidate who has been working in sales or another administrative position.

Mr. or Ms. (Last and First Names)

(Job Title)

(Name of Organization)

(Street and House Number)

(City, State, Zip)

Dear Mr. or Ms._________,

I am glad to deliver this letter of recommendation for (enter the name of an employee)______, who has expressed a desire to become a member of (name of a future workplace)__________. (He or she) entered our company in (indicate the year)_____________________ and quickly became a valuable employee.

I have been teaching her/him the basics of sales management since then and watched her/him getting more and more professional each year. (The employee’s name)_________ has shown excellent communication skills and the ability to work hard and consistently. She/he is very outgoing, confident, and well-spoken on a personal level, which has helped her/him to develop professionalism as a sales representative.

(The employee)________ has looked into our software really deeply and has shown all its prospects to our potential clients. Her/him being so attentive and careful about details allowed him/her to help one of our most serious purchasers make the right choice. (The employee)________’s most successful contract brought more than (the sum in dollars)________ to the company.

I have observed (the employee)________ leading her/his clients from the first contact stage until the agreement is signed, and can assure you that she/he knows how to answer their questions clearly, truthfully, and correctly. He/she has helped buyers who need the product understand its value.

I’d like to restate my strong support for (the employee)_______ one more time—she/he is an excellent specialist and a wonderful team member. We are sad to let her/him go, though we have been happy to cooperate for the last (number of years)_______. (The employee)________ is smart, motivated, and hard-working, and I am sure she/he will continue to find success in sales. If you have any further questions, do not hesitate to reach me at (enter your email)________, or (enter your mobile number)___________.

Sincerely,

(Last and First Names)

(Job Title)

(Company Name)

(Email)

(Contact Number)

Sample 2

This one works as a teacher recommendation letter, or for any other educator.

Mr. or Ms. (Last and First Names)

(Job Title)

(Name of Organization)

(Street and House Number)

(City, State, Zip)

Dear Mr. or Ms.________,

I am honored to provide this reference letter for ____________________(the employee), who has been teaching (a subject)________ at (your school name)_______ for (a number of)______ years. (The employee) has quickly become one of the most outstanding teachers, showing excellent job performance and love and support towards her/his students.

Unfortunately, (the employee)_______ is about to leave our teaching community soon due to (a reason)_______________. The students and the staff will no doubt miss ___________(the employee).

I was observing (the employee)’s________ work from the very beginning as a (job title)______. (The employee)______ has been really enthusiastic about her/his job and definitely knows how to motivate students. During the past couple of years, students under (the employee)’s supervision have improved their academic results.

It is also important to mention that (the employee)______ has always been open to talking to the children’s parents. Her/his ability to deliver clear but exceptionally polite messages is impressive.

All in all, we are losing a brilliant specialist letting (the employee)______ leave. Nevertheless, we are sure that she/he will continue to maintain high-quality teaching at (school name)_______ and highly recommend him/her for this job position (the employee). Please contact me if you have any questions at (email)_______ or (mobile number)_______.

Sincerely,

(Last and First Names)

(Job Title)

(School Name)

(Email)

(Contact Number)

Sample 3

The recommendation letter below will be useful in case you are describing a part-time employee’s work performance.

To whom it may concern,

It is my pleasure to provide this letter of recommendation for (the employee)________, who has been working at (company name)_______ for the past (periods)_______. (The employee)______ has not only shown his/her ability to maintain stable work performance under pressure but also impressed our team, being extraordinarily kind, outgoing, and willing to help anyone seeking assistance.

I was (the employee)’s_________ direct supervisor being a manager at (company name)_______. After a short internship, I occasionally observed (the employee)______ working with clients. I have to say that (the employee)_______ has always been very attentive and polite with our clientele. His/her ability to satisfy even a difficult customer and maintain calm in a conflict is great.

To sum this up, I would like to say that (the employee)______ is a key asset at cooperating with customers and performing good client-oriented service. My highest recommendation is that you consider offering this position to (the employee)________. In case you wish to discuss any questions, do not hesitate to reach me at (an email)________ or (mobile number)________.

Sincerely,

(Last and First Names)

(Job Title)

(Company Name)

(Email)

(Contact Number)

Frequently Asked Questions

How long should a job recommendation letter be?

Aim for one page, which is about 300 to 400 words. Use a short introduction, two or three paragraphs about the work and a brief closing with the writer's contact details. A clear, specific letter is easier for a hiring manager to read than a long one.

Should the letter be on company letterhead?

Letterhead is a good idea because it shows the letter comes from the company. If the writer has none, a plain page with their full name, job title and contact details works too.

Can I write the letter myself for my supervisor to sign?

Busy supervisors sometimes ask for a draft. If that happens, start from one of the samples above, fill in your real duties and results, and let the supervisor edit it so it sounds like their own words. Only include things that are true.

What should I do after I get the letter?

A few quick steps keep the letter ready to use:

• Keep a signed copy and a digital copy so you can send it quickly.
• Check that your name, dates and job title are correct.
• Thank the person who wrote it.

Can I use one letter for several job applications?

A general letter works for many applications. If the new job is in a different field, ask the writer to adjust a few lines to match it.

General information, not legal or tax advice.

Jennifer M. Settles

Author & Attorney

With over 25 years of experience as a business and transactional attorney, Jennifer has mastered the craft of closing highly successful deals for her clients. Through her wide-ranging expertise in commercial contracts, real estate transactions, M&A and corporate law, Jennifer secures results that are second-to-none.