Letter of recommendation for your employee: Complete guide & templates

Writing a letter of recommendation is an essential part of any professional’s career development toolkit. A recommendation reference letter highlights an employee’s attributes, character, and accomplishments, helping potential employers make better hiring decisions. 

HR professionals who understand the value of a good letter of recommendation can enhance the employee experience and even grow their business. 

For busy professionals, writing recommendation reference letters can feel time-consuming and tricky. But they can play a crucial role in career development. So how should you craft one? Read on for recommendation reference letter templates and thorough guides will make reference letter writing much more effective and efficient.

What is an employee reference letter?

A former employee might request a recommendation letter when they are looking for work. Usually, managers and supervisors are the ones called upon to write a recommendation letter for a colleague. A recommendation reference letter is typically no longer than one page. It should be concise but fully showcase an employee ’s work ethic, abilities, and achievements. By writing a knockout employee reference letter, you can show the hiring manager that you truly know the candidate and believe they would be successful in the position.

If the employee added value to your organization and represented your company well, it’s worthwhile to write a letter of recommendation. For instance, if a colleague made significant contributions during their tenure, chances are you’d be happy to hire them again. By writing a good letter of recommendation, you strengthen the relationship. You also want to leave a good impression of your organization to other employers reading your letters, since you may want to hire their team members in the future. 

You may even want to add an employee reference letter to your offboarding process—to help sustain a good feeling about the organization among your former colleagues. 

What should recommendation letters include?

An employee reference letter should include:

1. Professional salutation and contact: Start your letter by including your contact information (name, job title, address) and the date. Then address the hiring manager with a salutation (Dear [title or designation]) 
2. Your qualification for writing a letter: It’s important to establish your relationship with the employee to show that you’re a former colleague and reliable reference.
3. Duration of the candidate's employment at the company: Indicating the length of time the employee worked at the organization lets the hiring manager know how much time you had to assess the employee’s performance. 
4. Skills and abilities of the recommended employee: This is the most important part of the letter of recommendation for the employee. Make sure that the recommendation highlights relevant attributes and specific examples to help the hiring manager determine whether the applicant has the right skills for the role they’re applying for and is a good fit for the company culture. 

4 Types of recommendation letters for employees

1. Professional reference letter: Generally written by a professional contact, this type of employment reference letter provides an evaluation of a person’s work-related qualifications, attributes, and performance. 
2. Recommendation letter for promotion: Usually written by a supervisor or manager, a recommendation letter for promotion is an internal document that supports an employee who is seeking a promotion within the company. 
3. Character reference letter: Personal acquaintances like friends or family members write personal letters of recommendation to confirm a person’s character, values, and personal qualities. Character reference letters are typically required for personal or legal matters rather than employment purposes.
4. Simple letter of recommendation: When a letter is needed only to verify employment (rather than include a detailed evaluation of an employee’s skills and performance) a simple letter of recommendation does the job. 

How to write a good recommendation letter for employees: 6 Tips

While you don’t necessarily have to follow a cookie-cutter formula, here are some suggestions for writing a helpful reference letter. 

Tip 1: Be professional

Include your contact details (name, job title, address) and the date. Add the hiring manager's address, name, and job title if you know these details. Use a professional, clean typeface so your recommendation letter is easy to read and avoid using slang or jargon. 

Tip 2: Review the employee’s resume and the job description

Make sure you familiarize yourself with the context of the employee’s work history and the requirements of the job before you write the letter. 

Tip 3: Indicate your relationship with the employee

Your credibility is linked to the credibility of the employee you’re recommending. Let the hiring manager know the nature of your relationship with the employee and why you’re writing the professional reference letter for your former colleague. 

Tip 4: Describe the employee’s suitability for the position

State the reasons the employee is a good match for the position, and focus on exceptional qualities they have that support their ability to excel in the role. Give specific examples of relevant skills the employee demonstrated. Offer relevant data on how they increased revenue, streamlined processes, or developed new business opportunities.

Tip 5: Review other good recommendation letters

In addition to following guidelines and using templates, look to good recommendation letter samples for inspiration before crafting one of your own. 

Tip 6: Consider the legal risks

Make sure the letter of recommendation does not put your company at risk of legal action. Stay away from potential defamation—false statements that could damage the employee’s reputation, and discrimination—or unfair treatment based on gender, race, age, religion, or disability. 

5 Pitfalls to avoid when writing employee reference letters

Your letter of recommendation for an employee is a reflection of the candidate you’re recommending so make sure to avoid making mistakes that could hurt their chances. 

1. Using generic language: A potential employer is looking for insight into a candidate’s capabilities. Avoid being vague and using generic language. Instead, be specific and provide concrete examples of the employee’s skills and accomplishments.
2. Not sticking to relevant information: When you write the letter, make sure you’re only mentioning details related to the job the employee is seeking. Other information will weaken the effectiveness of the recommendation. 
3. Making assumptions: Don’t assume the hiring manager has prior knowledge about the employee. Be clear about what their qualifications are and highlight what makes them an exemplary colleague. 
4. Ignoring guidelines: If the employer has specific guidelines for professional reference letters, follow them to ensure your letter gets reviewed.
5. Neglecting to proofread: Spelling and grammatical errors will undermine the professionalism you are trying to convey in your letter of recommendation for the employee. After you write the letter, always proofread at least once. 

5 benefits of using reference letter templates

Using recommendation letter templates can be a handy shortcut. Here’s how. 

1. Consistent style and format: It’s easier to keep structure and tone aligned across multiple recommendation letters with a template system. 
2. Saves time: Templates allow you to draft your employee reference letter much more quickly than starting from scratch. 
3. Checks content:  A template guides you through the structure step by step so no key points are missed.
4. Easy to adapt: Each template is customizable so you can easily personalize your letter.
5. Enhanced professional appearance: Templates can help you present information in a polished and organized manner. 

3 Recommendation letter templates

Professional letter of recommendation:

Dear [hiring manager's Name or Job Title],

I would like to highly recommend [Candidate's Name] for [Position/Opportunity] at [Company/Institution].  [Candidate’s Pronoun] worked at [Company/Institution] as [Candidate’s Former/Current Title] and [reported to me/ worked alongside me] in my position as [Your Job Title]. I have had the pleasure of working with [Candidate's Name] for [Duration] and can attest to their exceptional skills, work ethic, and character.

During [Candidate’'s Name]'s time at [Company/Institution], they consistently demonstrated excellent [Skill/Quality] and [Skill/Quality]. They were able to [Accomplishment/Project Result] which resulted in [Measurable Outcome]. Their work was always completed on time and with the highest level of quality. Additionally, they were able to [Example of Positive Character Trait] which made them a valued member of our team.

In recognition of their excellence, they received [Award/Promotion]. I knew that [Candidate’s Name] was remarkable because of [Relevant Anecdote]. [Candidate’s Pronoun] work goes above and beyond industry standards.

Their [Personal Quality] is a testament to their dedication and passion for [Relevant Field]. I am confident that [Candidate's Name] will excel in the [Position/Program/Opportunity] and make a significant contribution to [Company/Institution].

In closing, [Candidate's Name] is a [Description of Candidate] who would be an excellent addition to your team. I wholeheartedly recommend them for the [Position/Opportunity] and am confident that they will excel in the role. The skills and traits I’ve observed make  [Candidate's Name] a great fit for [Company/Institution].

Sincerely,

[Your Name]

[Your Title]

[Your Organization]

Letter of recommendation for a promotion:

Dear [hiring manager’s Name],

I have worked closely with [Candidate’s Name] for [Duration] while [Candidate’s Pronoun] has been employed as the [Candidate’s Former/Current Title]. I have been consistently impressed by both [Candidate]'s attitude toward [Candidate’s Pronoun] work and their performance on the job. I am confident he would make an ideal [Title the Candidate is seeking] for the company.

[Candidate’s Name]  possesses solid [Skills], which have enabled them to [Accomplishments]. [Candidate’s Pronoun] has/have gone over and above by [Description of Accomplishment]. They were able to [Accomplishment/Project Result] which resulted in [Measurable Outcome]. 

[Candidate’s Name] is a tremendous asset to our team, and [Candidate’s Pronoun]  expertise in [Skills] and willingness to [Description of Quality or Skill] has [Beneficial Results]. This and [Candidate’s Pronoun] [personal qualities] make them a prime candidate for promotion.

I recommend him for a promotion without reservation. Please let me know if you need further information.

[Your Name] 

[Your Title] 

Simple letter of recommendation:

Dear [hiring manager's Name or Job Title],

I am writing to verify the employment of [Candidate’s Name] at  [Company/Institution]. [Candidate’s Name] was employed with us from [Start Date] to [End Date] in the role of [Candidate’s Former Title].

During [Candidate’s Pronoun] time at [Company/Institution], [Candidate’s Name] had the following responsibilities:

[Responsibility 1]

[Responsibility 2]

[Responsibility 3]

If you need further information about [Candidate’s Name]’s role and responsibilities, please contact me at [Email Address] or [Phone Number].

Sincerely,

[Your Name]

[Your Job Title]

Easily manage your employees with Rippling

Rippling’s top-rated HCM platform simplifies HR, IT, and finance processes by automating the entire employee lifecycle, from onboarding to offboarding. Payroll is synced to benefits, time and attendance, and more, saving time and minimizing errors. 

Customizable workflows and approval chains as well as extensive reporting and analytics capabilities streamline the entire operations. Additionally, Rippling automatically flags compliance infractions and recommends a plan of action.

Rippling stands out as a top HCM software choice due to its user-friendly interface, extensive automation capabilities, and seamless integration with a wide range of third-party apps. By consolidating HR, IT, and finance functions into a single platform, Rippling eliminates data silos and enables organizations to manage their workforce more efficiently. The platform's flexibility and scalability make it suitable for businesses at any stage of growth, from startups to enterprises.

Rippling enables more accurate and personalized recommendation letters by providing fast and easy access to performance reviews, making it simpler for managers and supervisors to add pertinent details and measurable impact to their letters of recommendation for employees. 

Letter of recommendation for employee FAQs 

How do you write a good recommendation letter that’s short?

Keep to a tight structure with a first sentence recommending the candidate followed by a description of who you are, your job title, and relationship to the candidate. From there, succinctly summarize the candidate’s skills, character, and work ethic as it applies to the job they’re seeking. Include concise examples to make your points stronger. Close the letter by restating your recommendation and why you think the candidate is an excellent fit for the company. 

What is the best opening sentence of a letter of recommendation?

The best employee reference letter should start with this sentence or a variant of it: “It is my pleasure to recommend [Candidate’s Name] for  [Position/Opportunity] at [Company/Institution].” The introduction of your letter of recommendation for a colleague should generally start with your statement of recommendation. It is typical to follow this by briefly stating who you are, your relationship to the candidate, and what your expertise is before going into your description of the candidate’s skills, character, and work ethic as it applies to the job they’re applying for. 

What does a good letter of recommendation say?

A good letter of recommendation should clearly state a recommendation of the candidate for the role. From there, establish your relationship to the candidate and say how you know them. It’s important to maintain a professional tone while conveying your enthusiasm about recommending the candidate for the position. Discuss specific skills, highlighting their experience and strengths. Be sure to provide specific examples and anecdotes to demonstrate the candidate’s qualifications. Discuss the candidate’s potential and the positive contributions the candidate would make if selected. Finally, close strong by summarizing your points and explain why you're giving the candidate a strong recommendation.

This blog is based on information available to Rippling as of October 28, 2024.

Disclaimer: Rippling and its affiliates do not provide tax, accounting, or legal advice. This material has been prepared for informational purposes only, and is not intended to provide or be relied on for tax, accounting, or legal advice. You should consult your own tax, accounting, and legal advisors before engaging in any related activities or transactions.