Have you been asked to write a recommendation letter for an employee? It can be a daunting task, but it can be beneficial to their job hunt to provide a positive reference for someone who has been valuable to your company. And you never know when you might need someone to return the favor on your next job hunt.
Let’s walk through the process of writing a recommendation letter for employees and review some tips along the way. Plus, there are lots of helpful sample recommendation letters below to look at for inspiration!
What is a recommendation letter for an employee?
A recommendation letter or letter of reference provides insights and information about the work of a former employee for a potential future employer. Reference letters can definitely be helpful for an applicant—and can even help them secure a dream job. A hiring manager may review it to learn about their job performance or their responsibilities.
When writing a recommendation letter, you can include specific examples of their work to better demonstrate their strengths or highlight how the employee contributed to your company and what about the work might make them successful in another role.
Should you feel obligated to write a recommendation letter for an employee, if asked?
Maybe? There is no right answer to this question—it truly depends on the situation and your relationship with the employee. If you feel like you aren’t in a position to write a positive letter, then it’s often appropriate to decline.
However, if you’ve had a good experience working with the employee and can speak positively about them, a recommendation can be provided either as a letter or on their LinkedIn profile.
If you do need to decline a request either for personal or job-related reasons (some companies have a management policy against writing them), there are a few ways to explain that to the employee:
- Be honest, and say that you don’t feel comfortable writing a letter.
- Share that there’s a company policy against writing recommendations OR that you have a personal prohibition against writing them.
- Explain that you don’t have enough information about their skills and abilities or don’t know them well enough to provide a strong reference.
- Thank them for thinking of you, and wish them luck with their job search.
If you are unable to write a letter of recommendation for an employee, be sure to respond to their request as soon as possible. You can also provide suggestions for people who you think would be able to write a positive letter on their behalf, if appropriate.
How do you ask someone to write a recommendation letter for you?
If you are looking for a job, it may be helpful to gather recommendations from past employers. A strong reference letter can make a difference when applying for a new position.
Whenever asking someone to write you a letter of recommendation, it is important to provide them with as much information as possible. The person writing your reference should be able to speak to your strengths and abilities as an employee and how they relate to the role you are seeking now. Asking someone who doesn’t know you well in hopes of impressing a hiring manager might just backfire if they cannot speak to your strengths, so choose wisely.
Tips on how to ask someone to write a reference letter:
- Be polite and respectful when asking someone to write a letter of recommendation for you. Be very understanding if they decline for any reason.
- Provide them with as much information as appropriate. Include your resume, job history, the position you are applying for or the title you are seeking, you skills, and strengths.
- Thank the person once they have agreed to write the letter.
- Collect a hard copy or digital version depending on your needs.
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Gather information from employees before writing the recommendation letter
Before you begin writing, it might be helpful to gather some information and insights from the employee first. This can help you get a solid idea of their professional goals (are they shifting careers or looking to level up? Or are they seeking the next natural step in tehir career path after working with you?), and what you could include in your letter.
Ask them for their resume or a link to the LinkedIn profile—and any other information that might be helpful. Together with your experience working with them, this should be enough to get started, but don’t be afraid to ask for additional information. Be sure to understand if you are providing a general letter of reference or they need one for a specific role so you can tailor your reccomendation appropriately.
- What to consider before writing a recommendation letter for an employee
- There are a few things to keep in mind before you write a recommendation letter for an employee.
- Are you able to speak positively about the person?
- Can you discuss the leadership style, work ethic, or share examples of their work?
- Have you worked with them closely, and do you know their strengths?
- Do you know what their career path looks like? What role are they looking to move into?
- Are they shifting careers or industries?
- Is there anything they don’t want you to mention in your recommendation?
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7 tips for writing a great recommendation
- When writing a letter for your employee (or even for a former colleague), highlight what they did to make them great at their job.
- Explain who you are in context to the candidate. Did you supervise their day-to-day role? Did you collaborate regularly on projects but sit on separate teams? This is chance to clarify why your opinion matters.
- Offer specific information or data on how they increased revenue or developed new business or streamlined your company training program.
- Take a moment to get inspired by other letters or recommendations on LinkedIn. A well-written example can make your process much easier. Below are some of the samples, too!
- Be positive and focus on the employee’s strengths. Now really isn’t the time for calling out negatives or offering criticisms.
- Mention soft skills as well as hard skills. Were they always able to build coalition or find a great compromise on complex requests? Were they an onboarding buddy or ENRG lead that made everyone feel welcome? Portable skills like those can be a great addition to your comments.
- Don’t feel like you have to write a book: Keep the letter concise and to the point. And don’t forget to proofread it before sending.
What to include in a recommendation letter
- The employee’s name
- Your relationship to the employee
- An overview of the company and position
- Your title and contact details
- The length of time you have known the employee
- An explanation of why you’re recommending the employee
- The specifics about the employee and their work
What to avoid when writing a recommendation letter
- Do not use generic language. Be specific about the employee’s accomplishments and how they have benefited the company.
- Do not simply state that the employee is a good worker. Offer concrete examples of their skills and achievements.
- Don’t assume the recipient’s knowledge of the employee. Explain why you are recommending them and what sets them apart from other candidates.
- Make sure the recommendation letter written is free of errors.
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Recommendation Letter Samples
Recommendation letter sample #1 – Sales Representative
Dear Mr. Stewart,
I am writing to recommend John Truman for the position of Sales Representative. I have worked with John for the past two years, and he has been an excellent employee. He is hardworking and always goes beyond his duties. In addition, John has a great sense of humor and is a pleasure to work with.
John’s skills include excellent communication and problem-solving abilities. He has contributed to our company in many ways, including increasing sales by 20%. I believe that John would be a valuable asset to any team, and I highly recommend him for this position.
Please do not hesitate to reach out if you have any queries at (phone number) or send an email.
Thank you for your time.
Sincerely,
Harry Smith
Sample #2 – Project Manager
Dear Mr. Howard,
I am writing to recommend Jane Allen for the position of Project Manager. I have worked with Jane on several projects over the past three years, and she has always been an excellent employee. She is knowledgeable about her field and takes the initiative to solve problems. In addition, Jane is a great team player and always puts the needs of her team first.
Jane’s skills include excellent communication and problem-solving abilities. She has contributed to our company in many ways, including completing all her assigned projects on time. I believe that Jane would be a great asset to any project management team, and I highly recommend her for this position.
Please do not hesitate to reach out if you have any queries at (phone number) or send an email.
Thank you for your time.
Sincerely,
Clarence Brooks
Sample #3 – Marketing Manager
Dear Mrs. Nguyen,
I am writing to recommend our marketing manager, Neil Patel. I have worked with Neil for the past two years, and he is an excellent marketer. He has a great what will catch our customers’ eye and knows how to create content that they engage with. In addition, he is very creative and always comes up with new ideas.
Neil is also a hard worker who never quits until the job is done. He truly cares about his work and takes pride in his achievements. I can confidently say that Neil would be an asset to any company. If you have any questions or would like to discuss this further, please do not hesitate to contact me at ____________.
Thank you for your time,
Sincerely,
Sarah Johnson Samson
Sample #4 – Graphic Designer
To Mr. Brock,
I am writing to recommend our graphic designer, Takisha Reynolds. I have worked with Takisha for the past two years, and she is an excellent graphic designer. She has a style and knows how to capture the attention of our clients. In addition, she is very deadline-oriented and always comes up with creative ideas.
I highly recommend her for any graphic design position. She is a hard worker and is always willing to take on new challenges. I am confident that she would be an asset to any company.
Please don’t hesitate to reach out if you have any queries at (phone number) or send an email.
Thank you,
Marcus Smith
Sample #5 – IT Specialist
Dear Mr. Wight,
It is my pleasure to write a letter of recommendation for Ms. Naomi Wiseman. I have had the privilege of working with Naomi for the past two years as her direct supervisor in the IT department.
Naomi has consistently impressed me with her technical abilities and problem-solving skills. In addition, she is an outstanding team player who is very collaborative in everything she does. I am confident that Naomi would be an asset to any organization.
Please do not hesitate to reach out if you have any queries at (phone number) or send an email.
Thank you for your time and consideration.
Sincerely,
Tom Smith
Sample #6 – Administrative Assistant Position
Dear Ms. Rice,
It gives me immense joy to write this letter of recommendation for Ms. Nguyen, an administrative assistant with our company for the past two years.
Ms. Nguyen has been an exceptional employee and a great member of our team. She has consistently exceeded expectations in all areas in her time with us, from her attention to detail and organization skills to her friendly attitude and positive outlook.
I highly recommend Ms. Nguyen for any position she may be interested in pursuing. Her work ethic is admirable, and I can confidently say that she would be a valuable addition to any team. Thank you for your time, and feel free to contact me if you have any questions or need additional information.
Sincerely,
Tom Smith
Sample #8 – Accounting Assistant
To Whom it May Concern,
I’m writing this letter to recommend my accounting assistant, Martin Triton. I have had the privilege of working with Martin for the past two years and can attest to his exceptional work ethic and commitment to excellence.
As an accounting assistant, Martin is responsible for a wide range of tasks, including bookkeeping, data entry, and preparing financial reports. In all these areas, Martin has excelled, consistently meeting or exceeding expectations. He is a quick learner and takes great pride in his work, which are both essential qualities in an accounting assistant.
In addition to being an outstanding employee, Martin is also a kind and compassionate individual who goes out of his way to help his colleagues. He would be an excellent addition to any organization.
Please do not hesitate to reach out if you have any queries at (phone number) or send an email.
Sincerely,
Vashtina Jordan Jones
Sample #9 – Human Resources Manager
Dear Joanna,
I am writing to provide a letter of recommendation for Ms. Carlotta Martinez. She has recently applied for a position at your company. I have had the pleasure of working with Carlotta for the past two years as her Human Resources Manager.
Carlotta is an excellent employee and would be an asset to any team. She is hardworking, reliable, and takes direction well. In addition, she has shown herself to be a great problem solver and has a strong work ethic. I can confidently recommend Carlotta for any position she may be interested in.
Feel free to reach me if you have any queries at (phone number) or send an email.
Thank you for your time.
Sincerely,
Terry Smith
Sample #10 – Sales Manager
Dear Ms. Rice,
I am writing to recommend John Stewart for the Sales Manager position at your company. I have worked with John for the past five years, and he is an excellent salesperson. He has a natural ability to connect with people and build relationships, which is essential in this industry.
In addition, John is very hardworking and motivated. He will go above and beyond to meet his goals. I know that he would be a valuable asset to your team.
Sincerely,
Jamie Smith
Sample #11 – Events Manager
Dear Mr. Wight,
I’m writing this letter to recommend Mrs. Dorothy Rice for the Events Manager position at your company. I have known Dorothy for many years and have had the opportunity to work with her on several occasions. She has demonstrated a superb level of professionalism, organization, and creativity in each instance.
Dorothy is an excellent planner and coordinator. She has a keen eye for details and always makes sure that all aspects of an event are accounted for. Her positive attitude and friendly demeanor make her easy to work with. She is always able to keep things running smoothly, even under pressure. Dorothy truly cares about creating successful events for her clients, and it shows in her work ethic and results.
I have no doubt that Dorothy would be an excellent addition to your team, and I enthusiastically recommend her for the Events Manager position. If you have some questions or need additional information, please do not hesitate to contact me at ___________.
Sincerely,
Carole Smith
Whenever you’re writing a recommendation letter for an employee, be sure to describe their skills and abilities in detail. Use specific examples whenever possible, and make sure to highlight the individual’s strengths.
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