How long should a letter of recommendation email be?

A recommendation email should be four to six paragraphs totaling 400 to 600 words. This provides enough space to establish your credibility, describe the candidate's qualifications with specific examples, and deliver a strong closing endorsement. Shorter letters can feel superficial, while significantly longer ones risk losing the reader's attention before reaching your strongest points.

What if I cannot write a strong recommendation for someone who asks?

It is better to politely decline than to write a lukewarm recommendation. Explain that you do not feel you can provide the strong endorsement they deserve, perhaps because you did not work closely enough together or enough time has passed. Suggest they ask someone who can speak more specifically to their relevant qualifications. Most people appreciate the honesty and would rather seek a stronger advocate.

Should I let the candidate review my recommendation before sending it?

Practices vary by context. For professional job references, sharing the letter with the candidate is common and can ensure accuracy of dates and details. For academic recommendations, it is more traditional to keep the letter confidential. Follow the norms of your industry and the expectations of the receiving institution. If sharing, make clear that the content represents your honest assessment.

Can I write a recommendation for someone I managed years ago?

Yes, as long as you can still speak specifically to their qualities and accomplishments. Acknowledge the time frame in your letter and focus on the enduring qualities and achievements you observed. Ask the candidate for updated information about their recent work so you can connect past performance to current goals. A thoughtful recommendation from a former manager often carries significant weight because it demonstrates lasting impact.

Letter of Recommendation Email Template: Endorse with Impact

A strong recommendation can open doors that nothing else can. Choose a tone that fits the context, highlight specific strengths, and write a recommendation that makes a real difference.

Subject:Letter of Recommendation for [Candidate's Name] - [Position/Program]

Dear [Recipient's Name / Selection Committee], I am writing to provide my strongest recommendation for [Candidate's Name], who is applying for [specific position, program, or opportunity] at [institution or company name]. I have had the distinct privilege of working with [Candidate's Name] for [duration] in my capacity as [your role, e.g., their direct supervisor, team lead, or department head] at [Your Company/Institution], and I can speak with confidence about their exceptional qualifications and character. During our time working together, [Candidate's Name] served as [their title/role] on our [team/department/project]. Their primary responsibilities included [key responsibility 1] and [key responsibility 2], both of which they executed with remarkable skill and professionalism. What distinguished [Candidate's Name] from their peers was not merely their technical competence but their ability to combine analytical rigor with genuine empathy and collaborative leadership. One accomplishment that exemplifies [Candidate's Name]'s capabilities is their work on [specific project or initiative]. When tasked with [challenge or objective], they developed and implemented [specific solution or approach] that resulted in [measurable outcome, e.g., a 30% improvement in team productivity, successful completion two weeks ahead of deadline, or cost savings of a specific amount]. This project required [skills demonstrated, e.g., strategic planning, stakeholder communication, and cross-functional coordination], all of which [Candidate's Name] handled with exceptional poise and effectiveness. Beyond their professional accomplishments, [Candidate's Name] possesses qualities that are essential for success in any environment. They are intellectually curious, always seeking to understand the broader context of their work and actively pursuing learning opportunities. Their integrity is beyond reproach, and they consistently demonstrate ethical judgment even in situations where easier paths were available. Perhaps most importantly, they invest in the people around them. I have personally witnessed [Candidate's Name] mentor [number] junior colleagues, sharing knowledge generously and celebrating others' successes as enthusiastically as their own. I recommend [Candidate's Name] without reservation. Their combination of technical expertise, leadership ability, strong character, and genuine dedication to excellence makes them an outstanding candidate for [opportunity]. I am confident they will make significant and positive contributions to [institution or company]. Please do not hesitate to contact me at [email] or [phone number] if you require any additional information. Sincerely, [Your Name] [Your Title] [Your Company/Institution] [Contact Information]

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What Makes a Strong Letter of Recommendation

The most impactful recommendation letters share three critical qualities: specificity, credibility, and genuine enthusiasm. A strong recommendation goes beyond saying someone is talented by providing concrete evidence of their abilities through specific examples and measurable outcomes.

Credibility comes from clearly establishing your relationship with the candidate and your qualifications to assess their work. Explain how long you worked together, in what capacity, and what you observed firsthand. Recommendations that feel authentic and personal carry far more weight than form letters that could apply to anyone. The reader should finish your recommendation with a clear picture of who this person is and what they are capable of achieving.

How to Structure a Recommendation Email

An effective recommendation email follows a proven structure that builds a compelling case for the candidate while remaining concise and readable.

Open by identifying who you are recommending and for what opportunity, establishing your relationship and authority to assess them.
Describe their role, responsibilities, and overall performance in clear, specific terms.
Provide one or two detailed examples of accomplishments that demonstrate the qualities most relevant to the opportunity.
Address their character, interpersonal skills, and impact on the people around them.
Close with an unequivocal statement of recommendation and an offer to provide additional information.

Recommendation Letters for Different Purposes

The context of the recommendation should shape its content and emphasis. A recommendation for a graduate school application should highlight intellectual curiosity, research ability, and academic potential. One for a job application should focus on professional skills, leadership qualities, and measurable contributions to the organization.

For scholarship applications, emphasize the candidate's unique circumstances, resilience, and potential for future impact. For awards and recognitions, focus on specific achievements that set the candidate apart from peers. In every case, align your recommendation with the criteria the selection committee uses to evaluate candidates. When possible, review the opportunity description and address its specific requirements directly in your letter.

What Not to Include in a Recommendation

Knowing what to leave out of a recommendation is just as important as knowing what to include. Avoiding these common pitfalls ensures your letter strengthens the candidate's application rather than inadvertently undermining it.

Never include information about protected characteristics such as age, race, religion, marital status, or health conditions. These details are irrelevant to professional qualifications and could create legal issues. Avoid mentioning weaknesses or areas for improvement unless you can frame them as growth stories with positive outcomes. A recommendation letter is not a performance review. Also avoid vague or lukewarm praise. If you cannot write a genuinely positive recommendation, it is better to decline the request than to write something that damns with faint praise.

Subject Line Suggestions

Recommendation for [Candidate's Name] - [Position/Program]
Letter of Recommendation: [Candidate's Name]
Strong Endorsement for [Candidate's Name]
[Candidate's Name] - My Recommendation for [Opportunity]
Professional Recommendation: [Candidate's Name] for [Role]

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Frequently Asked Questions

How long should a letter of recommendation email be?: A recommendation email should be four to six paragraphs totaling 400 to 600 words. This provides enough space to establish your credibility, describe the candidate's qualifications with specific examples, and deliver a strong closing endorsement. Shorter letters can feel superficial, while significantly longer ones risk losing the reader's attention before reaching your strongest points.
What if I cannot write a strong recommendation for someone who asks?: It is better to politely decline than to write a lukewarm recommendation. Explain that you do not feel you can provide the strong endorsement they deserve, perhaps because you did not work closely enough together or enough time has passed. Suggest they ask someone who can speak more specifically to their relevant qualifications. Most people appreciate the honesty and would rather seek a stronger advocate.
Should I let the candidate review my recommendation before sending it?: Practices vary by context. For professional job references, sharing the letter with the candidate is common and can ensure accuracy of dates and details. For academic recommendations, it is more traditional to keep the letter confidential. Follow the norms of your industry and the expectations of the receiving institution. If sharing, make clear that the content represents your honest assessment.
Can I write a recommendation for someone I managed years ago?: Yes, as long as you can still speak specifically to their qualities and accomplishments. Acknowledge the time frame in your letter and focus on the enduring qualities and achievements you observed. Ask the candidate for updated information about their recent work so you can connect past performance to current goals. A thoughtful recommendation from a former manager often carries significant weight because it demonstrates lasting impact.

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