Letter of Recommendation Template (Free): Examples for Employee, Student & More
Someone has just asked you for a letter of recommendation — and the deadline is Friday. A good letter needs only three things: who you are, how you know the person, and one or two specific stories that prove what you claim. Below are free, copy-paste templates for every common situation, each with a full worked example. All examples use invented names and figures.
How to Write a Letter of Recommendation in 5 Steps
Keep it to one page — about 300 to 400 words.
1. Open with your relationship: name, job title, and how long you have known the person.
2. Name the opportunity: the job, promotion, programme, or rental they want.
3. Prove it with stories: give numbers — sales, customers served, grades, projects delivered.
4. Compare, briefly: "top 5% of the 40 people I have managed" beats a paragraph of adjectives.
5. Close with an endorsement and your contact details.
1. General Employee Letter of Recommendation Template
Copy-paste template:
Dear [Name], I recommend [Employee] for [role]. I was their [job title] at [Company] for [time]. They consistently [strength]; for example, [achievement with a number]. [Employee] is [one or two traits], and I would hire them again. Contact me at [phone] or [email]. Sincerely, [Your Name], [Job Title]
Worked example:
Dear Ms. Carter, I recommend Daniel Okafor for a Senior Support Specialist role. I was his Support Team Lead at Brightline Services for two years. In 2025 he handled 3,200 tickets with a 98% satisfaction rating and cut first-response time from 6 hours to under 90 minutes. I would hire him again. Contact me at (555) 014-8820 or s.ahmed@brightline.example. Sincerely, Sara Ahmed
2. Letter of Recommendation for a Promotion
Copy-paste template:
Dear [Name], I am pleased to recommend [Employee] for promotion to [new role]. I have managed them for [time] as [current job title]. They already perform at [new role] level; for example, [achievement with a number]. They have also [second example: mentoring or leading a project]. I strongly support this promotion. Reach me at [phone] or [email]. Sincerely, [Your Name], [Job Title]
Worked example:
Dear Mr. Thompson, I recommend Priya Nair for promotion to Senior Marketing Manager. I have managed Priya for three years as Marketing Executive at Halcyon Media. Last year she led our spring campaign, which brought in 4,800 new email subscribers — 60% above target. She also mentors two juniors and runs our weekly planning meeting. I strongly support this promotion. Reach me at (555) 019-4471 or j.lee@halcyon.example. Sincerely, James Lee
3. Letter of Recommendation for a Manager
Copy-paste template:
Dear [Name], I recommend [Name] for [management role]. I worked alongside them for [time] at [Company], where they managed [number] people. As a manager, they [leadership strength]. Under them, the team [measurable result]. They are also known for [people skill, e.g. coaching]. I recommend them without reservation. Reach me at [phone] or [email]. Sincerely, [Your Name], [Job Title]
Worked example:
Dear Hiring Committee, I recommend Marcus Bell for the Operations Manager role at Fieldstone Logistics. I worked alongside Marcus for four years at Corvus Freight, where he managed 22 warehouse staff. Under him, staff turnover fell from 38% to 9% in eighteen months, and on-time dispatch rose from 91% to 99.2%. When two senior staff clashed over shifts, he redesigned the rota and ended a six-month dispute. I recommend Marcus. Reach me at (555) 011-9034 or a.patel@corvus.example. Sincerely, Anita Patel
4. Letter of Recommendation for Graduate School
Copy-paste template:
Dear Admissions Committee, I recommend [Student] for admission to [programme] at [University]. I taught them in [course] at [Institution] during [period]. They rank among the top [percentage] of the [number] students I have taught in [subject]. In [course or project], they [achievement with a number]. I am confident they will thrive. Contact me at [phone] or [email]. Sincerely, [Your Name], [Job Title]
Worked example:
Dear Admissions Committee, I recommend Elena Rodriguez for admission to the MSc in Data Science at Westbridge University. I taught Elena Advanced Statistics and Machine Learning at Northgate College in 2024–2026. She ranks among the top 3% of the 180 students I have taught in statistics. Her final-year project predicted bus arrival times with 94% accuracy and won best project at our research showcase. I am confident Elena will thrive in graduate study. Contact me at (555) 016-7723 or dr.kim@northgate.example. Sincerely, Dr. Hannah Kim
5. Character Reference Letter Template
Copy-paste template:
Dear [Name], I am writing as a character reference for [Person], whom I have known for [time] as [neighbour, coach, volunteer coordinator]. [Person] is [two or three traits]. For example, [story that shows their character]. I am happy to recommend them. Contact me at [phone] or [email]. Sincerely, [Your Name]
Worked example:
Dear Ms. Foster, I am writing as a character reference for Tom Becker, whom I have known for six years as a fellow volunteer at the Riverside Food Bank. Tom is reliable, honest, and kind. He has not missed a Saturday shift in four years, and when our van broke down last winter, he fixed it himself so 300 families still got their food on time. I am happy to recommend Tom. Contact me at (555) 012-5589 or r.davies@riverside.example. Sincerely, Rachel Davies
6. Short Email Recommendation Template
Copy-paste template:
Subject: Recommendation for [Name]
Hi [Name], I'm happy to recommend [Name] for [role]. I [managed/taught/worked with] them for [time] at [Company or Institution]. [One quantified achievement.] They would be a strong addition to your team. Best regards, [Your Name], [Job Title] | [Phone]
Worked example:
Subject: Recommendation for Aisha Khan
Hi Mr. Bennett, I'm happy to recommend Aisha Khan for the Junior Designer role. I managed Aisha for 18 months at Studio North. Aisha redesigned our client onboarding pack, cutting new-client setup time from 5 days to 2 and earning praise from 9 of our 10 largest clients. She would be a strong addition to your team. Happy to chat further if helpful. Best regards, Liam O'Connor, Creative Director, Studio North | (555) 017-2210
Which Letter Fits Your Situation?
| Letter type | Usual length | Tone | What to emphasise | Who signs it | |---|---|---|---| | General employee | 1 page | Professional, warm | Performance, reliability, results | Direct manager | | Promotion | 3–4 paragraphs | Confident, specific | Readiness for promotion | Current manager | | Manager | 1 page | People-focused | Team results, retention, coaching | Peer or senior leader | | Graduate school | 1 page | Academic, precise | Grades, research, curiosity | Professor or tutor | | Character reference | Half to 1 page | Personal, honest | Trustworthiness, conduct | Neighbour or coach | | Short email | Under 150 words | Brief, direct | One strong achievement | Any recommender |
Letter of Recommendation Phrase Bank
Opening: "I am delighted to recommend [Name] for [opportunity]."
Performance: "Consistently exceeded expectations, delivering [result] ahead of schedule." / "Among the top 5% of the [number] people I have managed in [X years]."
Closing: "I would hire [Name] again without hesitation."
What NOT to Include in a Letter of Recommendation
Do not exaggerate. "The best employee I have ever had" rings false after three months.
Do not include protected personal details. Never mention age, race, religion, disability, health, marital status, or pregnancy.
Do not mention weaknesses or grudges. If you cannot write a positive letter, decline politely. A lukewarm letter reads as a warning.
Do not write what you cannot verify. Leave out anything you did not personally see.
Do not reuse one letter. Change the examples and opportunity named, or it reads as generic.
Downloadable Formats
Save the finished letter as a PDF: it looks the same everywhere and cannot be edited by accident. Use Word (DOCX) if names and dates need adjusting. For the email version, paste the text directly into your email.
Frequently Asked Questions
How long should a letter of recommendation be?
One page, or about 300 to 400 words. Shorter letters look rushed; longer ones rarely get read to the end.
Who should write my letter of recommendation?
Ask someone who has seen your work up close — a direct manager, a professor, or a long-term colleague. A famous name who barely knows you is a weaker choice.
How far in advance should I ask?
Give your recommender at least two to three weeks, and share your CV, the job description, and the deadline.
Can I draft my own letter for someone to sign?
You can offer a draft, but the recommender must review, edit, and agree with every word before signing.
What if I have no work experience?
Ask a teacher, coach, or volunteer coordinator. The character reference template above is designed for this: stories about reliability matter more than a job title.