A Letter of Recommendation for Employee is a document typically written by a manager or supervisor to endorse an employee’s skills and work ethic. It supports the employee’s job or promotion by highlighting their capabilities and achievements based on the writer’s direct experiences with the individual.
Letters of recommendation are not always required during a job search, but they can supplement an application to help the candidate stand out.
Not Representing an Employer?
Use a Letter of Recommendation for Student to endorse a current or previous student for employment.
Before You Start Writing
A little preparation can go a long way when crafting an effective letter. Streamline the process with the following tips.
Understand the Assignment
Begin by carefully reviewing the job title, job description, and details of the company to which the employee is applying. This will help you tailor the letter with the appropriate focus and tone.
For example, a small startup company may appreciate recommendation letters with a witty and personal approach. A large corporation, on the other hand, may prefer a more professional tone.
Additionally, confirm whether to send the letter via mail or email and check for any submission deadlines.
Consider Your Experience
Make a list of the employee’s achievements and contributions during their time at your company. Use specific examples and anecdotes to highlight the employee’s performance. Consider using prior employee evaluations to emphasize their achievements.
In addition to addressing their job-specific skills, consider the employee’s personal qualities. For example, explain how they work well in a team or reliably complete tasks without oversight.
Ask your employee what they want to highlight for the hiring team. Consider their goals and desires so you can craft a letter that aligns with their overall approach.
Should I turn down a request if I don't feel comfortable writing the letter?
Yes, if you cannot provide a genuinely positive and honest reference, decline the request politely. Writing a forced or insincere letter can be unhelpful and may inadvertently harm the individual’s chances.
How to Write an Employee Letter of Recommendation
A compelling letter of recommendation for your employee should include the following details:
- An introduction detailing your relationship to the employee and your qualifications;
- 2-3 paragraphs advising how the employee can benefit the organization; and
- A conclusion explaining why the employee is ideal for the position.
Step 1: Format
Whether it is requested in print or email form, you should write your employee recommendation letter in business letter format.
The formats and contents of these two forms are similar, but a business letter includes address blocks at the top. If you are writing an email, include a concise subject line detailing the letter’s intent.
Failing to apply the correct format can be deemed as a lack of professionalism and potentially reduce the impact of your recommendation.
Step 2: Introduction
The introduction should address why the writer is qualified to recommend the employee.
A good introduction should include the following information:
- The purpose of the letter;
- The writer’s relationship with the employee;
- How long the writer has known the employee;
- The writer’s expertise and qualifications, if relevant.
Introduction Example
Dear Hiring Committee,
I am delighted to recommend Carlos Ramirez for the role of Marketing Manager at Global Brands Inc. As Carlos’s mentor during his tenure at MarketMovers, where he has been instrumental for three years, my extensive background in marketing across various industries provides me with the insights to vouch for his expertise and performance effectively.
Step 3: Body Paragraphs
Use the next 2-3 paragraphs to detail what value the employee can bring to the company. You should mention the employee’s:
- achievements and growth, with specific details;
- personal anecdotes that highlight the employee’s character;
- professional skills; and specifically,
- how the employee’s skills align with their desired role within the company.
Aim for conciseness and condense your examples into one or two sentences.
Body Paragraphs Example
Anna’s deep understanding of advanced programming languages and exceptional problem-solving skills align perfectly with the role’s demands. A memorable example includes the time Anna resolved a critical bottleneck in our data processing application, increasing system efficiency by 26%. Her innovative approach not only solved the problem but also significantly reduced processing times.
Throughout her tenure, Anna has consistently demonstrated technical excellence and leadership. One notable achievement was her leadership of the team that developed our award-winning mobile application, which resulted in a 30% increase in our app’s user base within six months.
Additionally, Anna’s approach to continuous learning and improvement is a testament to her suitability for this role, particularly in a fast-paced tech environment. Thanks to Anna’s dedication, she consistently brought innovative solutions to the team, leading to streamlined project workflows and an overall 10% increase in productivity.
Step 4: Closing
Conclude the letter by asserting your confidence in the candidate’s suitability for the position and organization. In addition, you should provide contact details so the reader can contact you for additional information.
Your signature and printed name should be placed at the bottom of the letter.
Closing Example
In conclusion, I wholeheartedly endorse Laura Gibson, as I am confident that she is the ideal candidate for this position. Her proven track record, professional skills, and personal integrity assure me that she will exceed your expectations and contribute positively to your team. Should you have further questions or require more information, do not hesitate to contact me at 555-123-4567 or [email protected].
Yours Sincerely,
[Signature]
Jerry Smith
Types of Employee Letters of Recommendation
Here are three common types of employee recommendation letters and their key components.
For a General Character Reference
A Closer Look at Personal Traits
A character reference letter focuses on the employee’s personal qualities rather than professional skills. Reference letters are particularly valuable when personality traits like integrity, reliability, and cooperation are crucial to the role or situation.
What to Include:
- Emphasis on personal qualities that align with the role’s requirements;
- Examples from personal experiences that demonstrate these traits; and
- Positive results driven from these traits and qualities.
For a New Job
Highlighting Skills and Achievements
The letter should concentrate on the individual’s relevant skills, experiences, and specific achievements. This type of recommendation is tailored to demonstrate how the employee’s background makes them a perfect fit for the potential job.
What to Include:
- Detailed discussion of relevant skills and how they apply to the new job;
- Notable achievements (such as winning a scholarship) that illustrate successful application of these skills; and
- An overview of past performance (such as an internship) that predicts future success in the new role.
For a Promotion
Demonstrating Leadership and Growth
A recommendation for a promotion should focus on the employee’s potential for leadership, their deep understanding of the company, and evidence of their professional growth and development. This supports the case for their readiness to handle more responsibility within the organization.
What to Include:
- Examples of leadership potential and instances where it was demonstrated;
- Knowledge of the company’s culture, processes, and goals; and
- Evidence of continuous professional growth and how it aligns with the needs of the higher position.
Employee Letter of Recommendation: Examples
Example 1: Manager Recommending Employee for a Career Change
To Whom It May Concern,
I am writing to highly recommend Caleb McTyre for the Administrative Assistant position at your esteemed law firm, Smith & Jones LLP. Having had the pleasure of working with Caleb at TechNova Solutions, a leading technology consulting firm, for the past three years, I can confidently attest to his integrity, reliability, and exceptional cooperation within our team.
Caleb has consistently demonstrated a high level of integrity in all his tasks. His attention to detail and adherence to our firm’s strict confidentiality policies have been exemplary. This trait is crucial in a legal setting where discretion is paramount, and Caleb has proven time and again that he can be trusted with sensitive information.
Reliability is another of Caleb’s standout qualities. He has never missed a deadline, and his organizational skills have significantly improved our department’s efficiency. For instance, Caleb implemented a new filing system that reduced document retrieval time by 40%, showcasing his proactive approach and ability to enhance operational workflows. His interest in the legal field became evident when he took the initiative to research and incorporate best practices from legal administration, which further streamlined our processes.
Caleb’s cooperative nature has made him an invaluable team member. He willingly assists colleagues, often going beyond his assigned duties to ensure collective success. An example of this is when he took the initiative to train new hires, significantly reducing their onboarding time and increasing their productivity. Caleb’s passion for the legal field was further highlighted when he volunteered to assist our legal department during a particularly busy period. His eagerness to learn and contribute was impressive and demonstrated his readiness to transition to a legal environment.
In conclusion, I wholeheartedly endorse Caleb McTyre for the Administrative Assistant position at Smith & Jones LLP. His proven track record of integrity, reliability, and cooperation assures me that he will exceed your expectations and contribute positively to your team. Should you have further questions or require more information, do not hesitate to contact me at (123) 456-7890 or [email protected].
Yours sincerely,
[Signature]
Oliver Schnatz
Example 2: Manager Recommending Employee for a New Job
To Whom It May Concern,
I am delighted to recommend Laila Kurts for the Guest Relations Supervisor position at your prestigious hotel. As her direct supervisor at ABC Hotel for the past four years, I have witnessed Laila’s exceptional dedication, professionalism, and outstanding guest relations skills.
Laila’s achievements in guest relations are noteworthy. She played a pivotal role in improving our guest satisfaction scores by 20% over six months, a testament to her ability to create memorable experiences for our guests. This remarkable achievement was driven by her attentiveness and her ability to connect with guests on a personal level. Laila consistently goes out of her way to anticipate guest needs before they even express them. For example, she took the initiative to implement a personalized guest preference tracking system, which allowed us to cater to individual guest preferences seamlessly. Her attention to detail and genuine interest in each guest’s experience have significantly enhanced our service quality.
One of the most impressive aspects of Laila’s character is her ability to handle challenging situations with grace and composure. For instance, we once experienced a significant issue during a high-profile conference hosted at our hotel. A sudden power outage disrupted the event, and our backup generators were malfunctioning. Laila quickly coordinated with our maintenance team to arrange for portable power units and ensured that critical conference equipment was operational. Her quick thinking and decisive actions prevented a complete event shutdown. Additionally, she communicated effectively with the guests, providing regular updates and arranging complimentary refreshments to keep them comfortable. Her efforts not only salvaged the event but also received commendation from the organizers, who appreciated her professionalism and resourcefulness under pressure.
Laila’s leadership potential is evident in her mentorship of junior staff. She has successfully trained and developed several team members, preparing them for advanced roles within the company. Her approach to team building and her ability to foster a collaborative environment have been instrumental in maintaining high morale and productivity among the staff.
In conclusion, I am confident that Laila Kurts is the ideal candidate for the Guest Relations Supervisor position at your hotel. Her proven skills in guest relations, leadership abilities, and dedication to excellence make her a perfect fit for this role. Please feel free to contact me at 987-654-3210 or [email protected] if you need any further information.
Yours sincerely,
[Signature]
Annie Elroy
Example 3: Director Recommending Employee for Promotion
To Whom It May Concern,
I am pleased to recommend Regina Jones for the position of Marketing Manager at our company. Over the past five years, Regina has shown remarkable growth and has become an indispensable member of our marketing team. Her creativity, strategic thinking, and leadership skills make her an ideal candidate for this promotion.
Regina has made significant contributions to our marketing campaigns, notably leading a project that increased our social media engagement by 35%. Her innovative approach to content creation and audience targeting has not only boosted our online presence but also generated substantial leads and sales. Her knack for identifying market trends and tailoring strategies accordingly has been a major asset to our team.
A personal anecdote that stands out is Regina’s handling of a major product launch. Faced with tight deadlines and unforeseen challenges, she coordinated seamlessly with various departments, ensuring a successful launch that exceeded our sales targets by 20%. Her ability to manage stress and maintain focus under pressure is truly commendable.
Regina’s continuous professional development is evident in her pursuit of advanced marketing certifications and attendance at industry seminars. Her commitment to staying updated with the latest marketing trends and technologies positions her well for the Marketing Manager role. Her leadership skills are demonstrated by her mentorship of junior staff and her role in spearheading our recent rebranding initiative, which has been met with widespread acclaim.
In conclusion, I am confident that Regina Jones is exceptionally qualified for the Marketing Manager position. Her proven track record, professional skills, and dedication assure me that she will excel in this role and drive further success for our company. Should you have any questions or need additional information, please contact me at 123-456-7890 or [email protected].
Yours sincerely,
[Signature]
Gabriella Nunez
Legal Implications of an Employee Letter of Recommendation
When drafting an employee recommendation letter, it’s crucial to consider potential legal implications like misrepresentation, discrimination, negligence, and privacy breaches.
Misrepresentation occurs when false or exaggerated information is provided in the recommendation letter written, which could lead to wrong hiring decisions.
Be honest
Ensure that all statements in the letter are honest and can be substantiated. Additionally, the letter should focus only on factual observations and verified achievements.
Discrimination may happen if the letter contains, implies, or is interpreted to have biased information based on race, gender, religion, age, disability, sexual orientation, or any other protected class.
Focus on the employee's performance and qualifications
The writer should not refer to any protected characteristics of the employee. This ensures that the content is strictly professional and relevant.
Negligence involves failing to disclose critical information about an employee, particularly concerning to behaviors that could endanger others, such as violent tendencies.
Discuss with HR
HR can confirm which details can be legally disclosed, focusing on information that directly impacts the employee’s professional capabilities.
Breach of Privacy occurs when private or sensitive information about an employee or the company is disclosed without consent, including details protected under non-disclosure agreements (NDAs) or related to a company’s intellectual property, profits, or other confidential data.
Check with Relevant Parties
Before including any information about the employee’s achievements, verify that it does not breach any NDAs or company privacy policies. Always obtain consent from the relevant parties if you are unsure about the confidentiality of the information. This ensures compliance with legal standards and respects the privacy of both the employee and the company.
By following these guidelines and regularly consulting with HR on the disclosure of specific achievements and the appropriateness of the content, the writer can mitigate risks and adhere to legal and company standards when providing a reference.
Writing Tips
In addition to the above information, consider the following tips to craft an impactful employee letter of recommendation.
Be Concise.
Keep the letter concise and to the point. The letter is for business, and your reader will not want to read an essay.
Be Relevant.
Consider what matters the most to the organization for the candidate’s desired position. For instance, assertiveness may be favorable in sales but frowned upon in counseling or social work.
Be Insightful.
Refrain from repeating information already on the CV or resume. Instead, provide unique insights the hiring manager will not see in the employee’s application.
If you are using a reference letter template, modify and polish the letter after filling in the blanks so it contains specific examples and personal interactions you have had with the employee.
Employee Letter of Recommendation Sample
Copy the free sample or download a customizable employee letter of recommendation template below.
___________________ [Referrer’s Name]
___________________ [Referrer’s Company]
______________________________________[Referrer’s Address]
___________________[Referrer’s Phone Number or Email Address]
_______________, 20_____
___________________ [Recipient’s Name]
___________________ [Recipient’s Company]
______________________________________ [Recipient’s Address]
___________________ [Recipient’s Phone Number or Email Address]
Dear ________________________ [Recipient’s name],
I am writing to recommend ___________________ [Applicant’s name] for ___________________ [Position applied for] at ___________________ [Name of entity]. As ___________________ [Applicant’s name]’s ___________________ [Relation to applicant] for the past ___ years at ___________________ [Name of entity where the referrer and applicant worked], I have had the pleasure of witnessing ___________________ [Applicant’s name]’s professional growth firsthand. With ___ years of experience in ___________________ [Referrer’s professional field], I believe I am well-positioned to provide an accurate assessment of ___________________ [Applicant’s name]’s contributions and skills.
During their tenure, ___________________ [Applicant’s name] has consistently demonstrated ___________________ [Personal trait]. One notable achievement was their involvement in __________________________________________________________ [Applicant’s accomplishment], showcasing their ability to _______________________________ [Key quality relevant to the applied position] — key qualities for the role at your company. As a result, ________________________________________________________ [Result of accomplishment].
In addition, ___________________ [Applicant’s name] exhibits strong ___________________ [Personal trait]. This was evident in ___________________ [Applicant’s name]’s commitment to __________________________________________________________ [Applicant’s accomplishment].
Thanks to ___________________ [Applicant’s name], _____________________________________________ [Result of accomplishment]. ___________________ [Applicant’s name]’s skills in _______________________________________ [Professional skills relevant to the position applied for] also align seamlessly with the requirements of the position. With their expertise and impeccable work ethics, ___________________ [Applicant’s name] is sure to be an invaluable asset to your team.
In conclusion, I wholeheartedly endorse ___________________ [Applicant’s name] for this position. I am confident that they will exceed your expectations and contribute positively to your team. Should you have further questions, do not hesitate to contact me at [phone number] or [email address].
Sincerely,
___________________ [Referrer’s Signature]
___________________ [Referrer’s Print Name]
