Professional Letter of Recommendation — Free Template
A professional letter of recommendation speaks to someone's work: their skills, judgment and results. It's useful for job changes, client work, professional programs and memberships, and it reads best when it comes from a supervisor, senior colleague or client who has seen the work up close.
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[Your email and phone number]
October 15, 2026
Re: Letter of recommendation for [Name of the person you're recommending]
To Whom It May Concern:
It is my pleasure to recommend [Name of the person you're recommending] for any role or opportunity they pursue. [How you know them, and for how long]
[Their key strengths]
One example shows the kind of person [Name of the person you're recommending] is. [A specific example or story]
Based on everything I have seen, I recommend [Name of the person you're recommending] with confidence. I am confident [Name of the person you're recommending] will bring the same ability, care and commitment to this next step.
Please feel free to contact me at [Your email and phone number] if you would like any more information.
Sincerely,
[Your full name]
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Keep the focus on work
A professional recommendation is about competence and conduct at work. Describe the person's role, the kind of work they did for you and the skills that made them valuable. Use the vocabulary of their field so readers in that field recognize real expertise.
Add one result that shows business impact: money saved, time recovered, a client retained, a launch delivered, a problem prevented.
A general letter that still feels specific
Professionals often ask for a letter they can use more than once. Address it "To Whom It May Concern" and recommend them for any role they pursue, but keep the details specific to their work with you. Specifics are what make a general letter believable.
If they later need a letter for one particular opportunity, you can update the purpose and recipient in a few minutes.
Mistakes to avoid
Avoid jargon that only your own company would understand, and don't share confidential client, pricing or financial details to make a point. Keep personal compliments short and focused on how they affect the work, such as calmness under pressure or honesty with clients. Make sure the dates and roles you describe match what the person lists on their résumé or profile.
What to do, step by step
Agree to write it only if you can be positive
A lukewarm recommendation can hurt more than no letter at all. If you don't know the person well enough to be specific and enthusiastic, say so and suggest someone who does.
Ask for the details you need
Get the deadline, where the letter goes, who it should be addressed to and what the opportunity is. A résumé, job posting or program description helps you choose the right strengths to highlight.
Fill in your letter
Answer the questions above. Lead with how you know the person, pick two or three strengths that fit the opportunity, and back them up with one concrete example.
Keep it to one page and proofread it
Most readers skim. Three or four short paragraphs, the person's name spelled correctly and no generic filler will do more than a long letter.
Send it the way the recipient asks
Upload it to the application portal, email it as a PDF or hand a signed copy to the candidate. Keep a copy in case you're asked to write another one later.
What if you don't know the person well enough to write a strong letter?
It's fine to say no. A short, honest reply such as "I don't think I know your work well enough to write the strong letter you deserve" is kinder than a vague recommendation that admissions officers or hiring managers will read as a warning sign.
If you're willing but unsure what to say, ask the person for a quick list of things you worked on together, the qualities they'd like you to speak to and any accomplishments you may not know about. Many strong letters start from a conversation like this.
If you can only speak to part of their experience, write about that part honestly and specifically. A narrow letter with a real example is usually more useful than a broad one full of general praise.
Example professional letter of recommendation
A filled-in sample with made-up details, so you can see the finished result.
Michelle Grant
Chief Financial Officer, Ridgeline Manufacturing
mgrant@ridgelinemfg.com, (555) 784-1503
October 5, 2026
Re: Letter of recommendation for Omar Siddiqui
To Whom It May Concern:
It is my pleasure to recommend Omar Siddiqui for any role or opportunity they pursue. Omar has served as our outside accountant at Ridgeline Manufacturing for six years, handling our audits, tax filings and monthly financial reporting.
Omar is precise, responsive and unusually good at explaining complicated financial issues in plain language. Our board trusts his work, and our managers actually read the reports he prepares because they are clear and focused on decisions.
One example shows the kind of person Omar Siddiqui is. When we acquired a smaller competitor in 2025, Omar led the financial review of their books on a tight timeline. He found an inventory valuation issue that changed our offer price, which saved us a significant amount and helped the deal close smoothly.
Based on everything I have seen, I recommend Omar Siddiqui with confidence. I am confident Omar Siddiqui will bring the same ability, care and commitment to this next step.
Please feel free to contact me at mgrant@ridgelinemfg.com, (555) 784-1503 if you would like any more information.
Sincerely,
Michelle Grant
Chief Financial Officer, Ridgeline Manufacturing
Frequently asked questions
What's the difference between a professional and a personal letter of recommendation?
A professional letter speaks to someone's work skills and results and usually comes from a supervisor, colleague or client. A personal letter speaks to character and comes from someone who knows the person outside work, like a neighbor or family friend.
Can a client write a professional recommendation?
Yes. Client letters are valuable for consultants, freelancers, contractors and service providers. Describe the work they did for you, how they communicated and the result.
Should I write on company letterhead?
Letterhead adds credibility and makes your role clear. If you're writing in a personal capacity, or your company restricts references, use plain paper and include your title and organization below your name.
Is it okay to recommend someone I worked with years ago?
Yes, as long as you say when you worked together and focus on what you saw. Readers understand that good recommenders are sometimes from earlier in a career.
What should a letter of recommendation include?
Explain who you are and how you know the candidate, including how long. Then describe two or three specific strengths relevant to the opportunity, support them with a concrete example, and close with a clear statement of your recommendation and your contact details so the reader can follow up.
How long should a letter of recommendation be?
Usually one page, or roughly 300 to 500 words. Admissions committees and hiring managers read many letters, so a focused letter with one strong example is more effective than a long one. Some graduate programs expect a little more detail, so check any instructions you've been given.
FairLetter is not a law firm and does not provide legal advice. Letters are templates you customize and send yourself.