sample research recommendation letter

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Graduate School Letter of Recommendation Examples 2022-2023

Grad school recommendation letters are an essential part of every graduate school application package–even in this (almost) post-COVID era of remote work and Zoom classes. Nearly all applications to graduate school still require at least two recommendation letters from individuals who can discuss your abilities, competencies, and personal character in a coherent way and recommend you for admission to graduate school.

Many referees have difficulty writing these recommendations themselves (for language issues or simply because they are busy) and some rely on the applicant to pen the draft of the letter and receive confirmation before submitting it to the graduate school. But regardless of who is writing the letter, there are a few key elements the recommender needs to include to craft a stellar recommendation for their graduate candidate.

Who should write a recommendation letter for graduate school?

Choosing which professors, supervisors, or advisors to request a graduate school recommendation letter from can be somewhat overwhelming. Should you choose someone who does not know you personally but who has connections to your target graduate school? If a famous professor writes you a grad school recommendation letter, will this automatically give you an advantage with the admissions committee? 

In general, graduate recommendation letters should come from people who know you well, who respect you enough to say glowing things about you as a student and researcher, and who hold positions in school or work that are above your own. At least one letter of recommendation should be submitted from a past or current professor or academic advisor. 

Another could be from someone in a slightly different role, including an employer, a research adviser, a senior colleague, or a professor from a different department or kind of class (e.g., a discussion class professor instead of a lecturer). No matter who it is, the recommender should know the applicant and recognize their accomplishments. It also helps if the recommender understands some details about the program to which their candidate is applying.

Here are some guidelines to follow when choosing who to ask for letters of recommendation for graduate school. Select someone who:

• Knows you well and can answer positively. Choose an individual who you have spent time with outside the classroom if possible. They should also be familiar with your career goals and hold a favorable view of you. 
• Has known you for quite a while. A recommendation letter for graduate school carries more influence if the person has known you for months or years instead of months. If you can, find someone who knows you from various contexts, such as a professor who is also your advisor. 
• Can speak to your strengths in relation to your graduate program. Choosing a finance professor to write your recommendation letter for an MBA program would be a good idea because they can write about the qualities that will aid you in pursuing an MBA (qualities you can also include in your MBA essay ) and a broader career in business. 
• Has substantive stories to share about you. Who was fortunate enough to see you succeed in an academic, extracurricular, or professional setting? Having someone write your LOR who has good stories to share about you is certainly going to benefit you more than someone whose class you took with two hundred other students. 

How to Request a Letter of Recommendation for Graduate School

Knowing how to request a letter of recommendation for graduate school can directly impact the quality of the letter your referee writes for you. Show respect and consideration for the time that your recommender is taking to write a glowing review that will get you into graduate school and positively impact the rest of your life. 

With this in mind, it may seem obvious that the very best way to ask for a letter of recommendation for graduate school is to do so in person. While this isn’t possible for all students (due to availability or schedule), it is the best route if you want to ensure that your LOR is not only written on time, but includes all the positive information about you that admissions committees want to see in a graduate candidate. When you cannot ask in person, sending an email is an appropriate second-best option. But remember to always be cordial and polite when making this request. 

What information should be included in a graduate recommendation letter?

Your referral letter should cover a range of skills, from academic abilities to research experiences, to applied experiences in and out of class. As the recommender, your letter should clearly answer some specific questions:

Your letter of recommendation should cover a range of skills, from academic abilities to research experiences, to applied experiences in and out of class. As the recommender, your letter should clearly answer some specific questions:

• What is your relationship with the student?
• Why should the graduate faculty listen to your opinion? (include your status, title)
• What makes this student special? (discuss their characteristics, qualities, traits)
• What specifically did this student do to impress you? (discuss their accomplishments, habits in class)
• What makes this student qualified for graduate school and for this program? (include specific courses or interests of the student in addition to abilities and traits)
• What do you know about the program the student is applying to?

What information does the LOR recommender need from me?

The recommender should be given sufficient time to write (and/or confirm) the letter. If it has been a while since you were last in contact, sending a background information file will make things easier. Include the following information so that the recommender can use a few details to bolster their letter:

• Classes the student has taken with the recommender
• Experiences you have shared
• Transcripts
• Research experience and internships
• Awards and achievements
• Academic/career goals
• Relevant professional experience

In addition to background information, make sure that the recommender has the necessary information to plan the writing in a timely manner and target the letter as much as possible:

• Graduate program application due date
• Copy of recommendation forms (if applicable)
• Instructions for submitting LORs (hard copy, soft copy, or direct to school)
• Details about the program and school the student is applying to

What style of writing should be used in a recommendation letter?

Although the letter of recommendation is more informal than academic writing, you should make sure that your language has no grammatical or mechanics errors and that it is of an academic level that reflects the author’s educational level and qualifications. Apply the following standards to the writing and the essay-drafting process:

• Make your language more personal in tone than research writing.
• Use the active voice and first-person point of view more often.
• Write chronologically, starting from important traits and then moving on to actions and achievements.
• Use lots of details—list course names, scores, and specific achievements of the student.
• Edit your letter before submitting it to the graduate admissions faculty.

How to Write a Grad School Letter of Recommendation Letter: LOR Outline

A well-structured recommendation letter (like any organized essay) will guide the reader logically towards an understanding of why this student is worthy not only of praise but of admission to graduate school. Grad school requires quite a few high-level scholastic attributes that not all students possess, and therefore it is important to focus on both the achievements of the candidate and on their personal character and potential to thrive in a difficult academic environment.

Use this outline as a letter of recommendation template in which to input your candidate’s achievements, skills, and traits. Note that the flow of information moves the reader into greater detail, using form phrases and transitions that increase the readability of the letter.

1. Greeting to the recipient

Dear {Name}, or To Whom It May Concern, To the graduate faculty of the {University / Department}

2. Opening paragraph: position; relationship to the applicant; general assessment of the applicant

It is my absolute pleasure to recommend {Name} for admissions to {Program} at {University}… I am a professor of {area of study} in the department of {department} at {University}.

3. Second paragraph: positive skill or trait; evidence of trait or skill; anecdotes demonstrating this skill

Jane has excellent communication skills. Her written work is both clear and concise, as well as interesting to read…

4. Third (up to fifth) paragraph: Other skills or traits; evidence of character and skills; detailed anecdotes

At a personal level, Jane is a well-disciplined, industrious student with a pleasant personality. She went well beyond the course expectations…

5. Final Paragraph: clear recommendation of the candidate to the specific school or program.

Jane is unquestionably an exceptional candidate for graduate study in {Program Applying for}. Jane’s work in “Developments in Anthropology” suggests that she would greatly benefit from the opportunities for intellectual development provided by a sustained period of graduate study…

6. Closing line: polite offer to be contacted if needed

If I can be of any further assistance, or provide you with any further information, please do not hesitate to contact me.

Letter of Recommendation Template and Useful Phrases

Admission essays often contain template phrases or “form phrases” that allow the writer to plug in their specific information while not spending too much time deciding how to compose every single aspect of the writing. This can be especially useful for ESL authors because conventional expressions used in academic and essay writing can be difficult to learn and memorize. Use the following form phrases to help craft a more professional letter of recommendation.

Introducing yourself

• My name is  {Author}  and I have been a Professor of Math at  {University}  since  {date} .
• I write to you today to proudly express my support for  {Student}  in applying to your prestigious university.

Discussing your relationship with the applicant

• I first came to know  {Student}  while teaching him/her in my  {Course Name}  course…
• I was  {Student} ’s thesis advisor during his/her senior year.
• I have known  {Student}  for several years now and can attest to his/her strengths and quality of character.

Discussing the student’s general positive traits

• {Student}  has excellent communication skills and displays them regularly in class discussions.
• He/She is a highly intelligent and competent student who excels in many areas.
• Not only is  {Student}  hard-working and thoughtful, but he/she also demonstrates kindness and generosity towards his/her peers.

Demonstrating evidence of student’s character and skills

• She/he has shown herself/himself to be a true leader who is able to successfully develop plans and implement them in his/her work.
• {Student}  demonstrated his/her independence daily, completing difficult lab exercises by researching outside of class.
• During his/her internship,  {Student}  consistently managed his/her work responsibilities diligently and learned quickly. For example…

Discussing the school/program the student is applying to

• As  {University}  is renowned for its  {Program} , I believe this is an ideal place for  {Student}  to solidify his/her abilities and cement his/her knowledge of  {area of study} .
• The learning environment that  {University}  is famous for creating excellent opportunities in which  {Student}  to apply his/her skills.

Final endorsement and offer to be contacted

• For the above reasons, I am confident that  {Student}  will make an excellent addition to your graduate program, and I wholeheartedly support him/her for admission to your program.
• Thank you for your time and attention in reading my endorsement.

Further Tips for Writing Admissions Essays

• Highlight your self-motivation, competence, and potential in this essay
• Emphasize everything from a positive perspective and write in the active voice.
• Demonstrate through examples; don’t just write that you are a “persistent person”—show it!
• Approach every topic with continuity and focus.

The Final Step: Editing Your Recommendation Letter

As any good writer knows, it takes more than one draft to create a strong and compelling work of writing. After you have written your recommendation letter draft, there is still a lot of room for revision. One way to ensure that grammar mistakes and style errors do not get in the way of a strong letter is to let the admissions experts at Wordvice’s Admissions Editing Services edit and proofread your (of your candidate’s) letter of recommendation or other application essays, raising the chances that your candidate will be admitted to the program of their choice.

With a full suite of professional proofreading services , we edit thousands of admission documents each year for all kinds of authors of academic and admissions documents just like you. Furthermore, our application essay editing services , recommendation letter editing services , personal statement editing services , CV editing services , cover letter editing services , and SOP editing services are tailored to the needs of your specific admissions essay.

For more articles on writing and editing your essays and academic work, visit Wordvice’s Academic Resource page . 

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Writing an Effective & Supportive Recommendation Letter

Sarvenaz sarabipour.

1 Institute for Computational Medicine and Department of Biomedical Engineering, Johns Hopkins University, Baltimore, Maryland, United States

Sarah J. Hainer

2 Department of Biological Sciences, University of Pittsburgh, Pittsburgh, Pennsylvania, United States

Emily Furlong

3 Sir William Dunn School of Pathology, University of Oxford, Oxford, United Kingdom

Nafisa M. Jadavji

4 Department of Biomedical Sciences, Midwestern University, Glendale, United States

5 Department of Neuroscience, Carleton University, Ottawa, Canada

Charlotte M. de Winde

6 MRC Laboratory for Molecular Cell Biology, University College London, London, United Kingdom

7 Department of Molecular Cell Biology & Immunology, Amsterdam UMC Locatie VUmc, Amsterdam, The Netherlands

Natalia Bielczyk

8 Welcome Solutions, Nijmegen, the Netherlands

9 Stichting Solaris Onderzoek en Ontwikkeling, Nijmegen, the Netherlands

Aparna P. Shah

10 The Solomon H. Snyder Department of Neuroscience, Johns Hopkins University, Baltimore, Maryland, United States

Author Contributions

Writing recommendation letters on behalf of students and other early-career researchers is an important mentoring task within academia. An effective recommendation letter describes key candidate qualities such as academic achievements, extracurricular activities, outstanding personality traits, participation in and dedication to a particular discipline, and the mentor’s confidence in the candidate’s abilities. In this Words of Advice, we provide guidance to researchers on composing constructive and supportive recommendation letters, including tips for structuring and providing specific and effective examples, while maintaining a balance in language and avoiding potential biases.

Introduction

A letter of recommendation or a reference letter is a statement of support for a student or an early-career researcher (ECR; a non-tenured scientist who may be a research trainee, postdoctoral fellow, laboratory technician, or junior faculty colleague) who is a candidate for future employment, promotion, education, or funding opportunities. Letters of recommendation are commonly requested at different stages of an academic research career and sometimes for transitioning to a non-academic career. Candidates need to request letters early on and prepare relevant information for the individual who is approached for recommendation [ 1 , 2 ]. Writing recommendation letters in support of ECRs for career development opportunities is an important task undertaken frequently by academics. ECRs can also serve as mentors during their training period and may be asked to write letters for their mentees. This offers the ECRs an excellent opportunity to gain experience in drafting these important documents, but may present a particular challenge for individuals with little experience. In general, a letter of recommendation should present a well-documented evaluation and provide sufficient evidence and information about an individual to assist a person or a selection committee in making their decision on an application [ 1 ]. Specifically, the letter should address the purpose for which it is written (which is generally to provide support of the candidate’s application and recommendation for the opportunity) and describe key candidate qualities, the significance of the work performed, the candidate’s other accomplishments and the mentor’s confidence in the candidate’s abilities. It should be written in clear and unbiased language. While a poorly written letter may not result in loss of the opportunity for the candidate, a well-written one can help an application stand out from the others, thus well-enhancing the candidate’s chances for the opportunity.

Letter readers at review, funding, admissions, hiring and promotion committees need to examine the letter objectively with a keenness for information on the quality of the candidate’s work and perspective on their scientific character [ 6 ]. However well-intentioned, letters can fall short of providing a positive, effective, and supportive document [ 1 , 3 – 5 ]. To prevent this, it is important to make every letter personal; thus, writing letters requires time and careful consideration. This article draws from our collective experiences as ECRs and the literature to highlight best practices and key elements for those asked to provide recommendation letters for their colleagues, students, or researchers who have studied or trained in their classroom or research laboratory. We hope that these guidelines will be helpful for letter writers to provide an overall picture of the candidate’s capabilities, potential and professional promise.

Decide on whether to write the letter

Before you start, it is important to evaluate your relationship with the candidate and ability to assess their skills and abilities honestly. Consider how well and in what context you know the person, as well as whether you can be supportive of their application [ 7 ]. Examine the description of the opportunity for which the letter is being requested ( Figure 1 ). Often you will receive a request by a student or a researcher whom you know very well and have interacted with in different settings – in and out of the classroom, your laboratory or that of a colleague, or within your department – and whose performance you find to be consistently satisfactory or excellent. Sometimes a mentee may request a recommendation letter when still employed or working with you, their research advisor. This can come as an unpleasant surprise if you are unaware that the trainee was seeking other opportunities (for instance, if they haven’t been employed with you for long, or have just embarked on a new project). While the mentee should be transparent about their goals and searching for opportunities, you should as a mentor offer to provide the letter for your mentee (see Table 1 ).

First, it is important to establish whether you are equipped to write a strong letter of support. If not, it is best to have a candid conversation with the applicant and discuss alternative options or opportunities. If you are in a position to write a strong letter of support, first acquire information regarding the application and the candidate, draft a letter in advance (see Box 1 ) and submit the letter on time. When drafting the letter, incorporate specific examples, avoid biases, and discuss the letter with the candidate (see Tables 1 – 2 for specific examples). After submission, store a digital copy for potential future use for the same candidate.

Key do’s and don’ts when being asked to write a letter of recommendation

Other requests may be made by a candidate who has made no impression on you, or only a negative one. In this case, consider the candidate’s potential and future goals, and be fair in your evaluation. Sending a negative letter or a generic positive letter for individuals you barely know is not helpful to the selection committee and can backfire for the candidate. It can also, in some instances, backfire for you if a colleague accepts a candidate based on your generic positive letter when you did not necessarily fully support that individual. For instance, letter writers sometimes stretch the truth to make a candidate sound better than they really are, thinking it is helpful. If you do not know the applicant well enough or feel that you cannot be supportive, you are not in a strong position to write the recommendation letter and should decline the request, being open about why you are declining to write the letter. Also, be selective about writing on behalf of colleagues who may be in one’s field but whose work is not well known to you. If you have to read the candidate’s curriculum vitae to find out who they are and what they have done, then you may not be qualified to write the letter [ 8 ].

When declining a request to provide a letter of support, it is important to explain your reasoning to the candidate and suggest how they might improve their prospects for the future [ 8 ]. If the candidate is having a similar problem with other mentors, try to help them identify a more appropriate referee or to explore whether they are making an appropriate application in the first place. Suggest constructive steps to improve relationships with mentors to identify individuals to provide letters in the future. Most importantly, do not let the candidate assume that all opportunities for obtaining supportive letters of recommendation have been permanently lost. Emphasize the candidate’s strengths by asking them to share a favourite paper, assignment, project, or other positive experience that may have taken place outside of your class or lab, to help you identify their strengths. Finally, discuss with the candidate their career goals to help them realize what they need to focus on to become more competitive or steer them in a different career direction. This conversation can mark an important step and become a great interaction and mentoring opportunity for ECRs.

Examine the application requirements

Once you decide to write a recommendation letter, it is important to know what type and level of opportunity the candidate is applying for, as this will determine what should be discussed in the letter ( Figure 1 ). You should carefully read the opportunity posting description and/or ask the candidate to summarize the main requirements and let you know the specific points that they find important to highlight. Pay close attention to the language of the position announcement to fully address the requested information and tailor the letter to the specific needs of the institution, employer, or funding organisation. In some instances, a waiver form or an option indicating whether or not the candidate waives their right to see the recommendation document is provided. If the candidate queries a waiver decision, note that often referees are not allowed to send a letter that is not confidential and that there may be important benefits to maintaining the confidentiality of letters (see Table 1 ). Specifically, selection committees may view confidential letters as having greater credibility and, value and some letter writers may feel less reserved in their praise of candidates in confidential letters.

Acquire candidate information and discuss letter content

To acquire appropriate information about the candidate, one or more of the following documents may be valuable: a resume or curriculum vitae (CV), a publication or a manuscript, an assignment or exam written for your course, a copy of the application essay or personal statement, a transcript of academic records, a summary of current work, and specific recommendation forms or questionnaires (if provided) [ 9 ]. Alternatively, you may ask the candidate to complete a questionnaire asking for necessary information and supporting documents [ 10 ]. Examine the candidate’s CV and provide important context to the achievements listed therein. Tailor the letter for the opportunity using these documents as a guide, but do not repeat their contents as the candidate likely submits them separately. Even the most articulate of candidates may find it difficult to describe their qualities in writing [ 11 ]. Furthermore, a request may be made by a person who has made a good impression, but for whom you lack significant information to be able to write a strong letter. Thus, even if you know a candidate well, schedule a brief in-person, phone, or virtual meeting with them to 1) fill in gaps in your knowledge about them, 2) understand why they are applying for this particular opportunity, 3) help bring their past accomplishments into sharper focus, and 4) discuss their short- and long-term goals and how their current studies or research activities relate to the opportunity they are applying for and to these goals. Other key information to gather from the applicant includes the date on which the recommendation letter is due, as well as details on how to submit it.

For most applications (for both academic and non-academic opportunities), a letter of recommendation will need to cover both scholarly capabilities and achievements as well as a broader range of personal qualities and experiences beyond the classroom or the laboratory. This includes extracurricular experiences and traits such as creativity, tenacity, and collegiality. If necessary, discuss with the candidate what they would like to see additionally highlighted. As another example of matching a letter with its purpose, a letter for a fellowship application for a specific project should discuss the validity and feasibility of the project, as well as the candidate’s qualifications for fulfilling the project.

Draft the letter early and maintain a copy

Another factor that greatly facilitates letter writing is drafting one as soon as possible after you have taught or trained the candidate, while your impressions are still clear. You might consider encouraging the candidate to make their requests early [ 11 ]. These letters can be placed in the candidate’s portfolio and maintained in your own files for future reference. If you are writing a letter in response to a request, start drafting it well in advance and anticipate multiple rounds of revision before submission. Once you have been asked by a candidate to write a letter, that candidate may return frequently, over a number of years, for additional letters. Therefore, maintain a digital copy of the letter for your records and for potential future applications for the same candidate.

Structure your letter

In the opening, you should introduce yourself and the candidate, state your qualifications and explain how you became acquainted with the candidate, as well as the purpose of the letter, and a summary of your recommendation ( Table 2 ). To explain your relationship with the candidate you should fully describe the capacity in which you know them: the type of experience, the period during which you worked with the candidate, and any special assignments or responsibilities that the candidate performed under your guidance. For instance, the letter may start with: “This candidate completed their postdoctoral training under my supervision. I am pleased to be able to provide my strongest support in recommending them for this opportunity.” You may also consider ranking the candidate among similar level candidates within the opening section to give an immediate impression of your thoughts. Depending on the position, ranking the candidate may also be desired by selection committees, and may be requested within the letter. For instance, the recommendation form or instructions may ask you to rank the candidate in the top 1%, 5%, 10%, etc., of applicants. You could write "the student is in the top 5% of undergraduate students I have trained" Or “There are currently x graduate students in our department and I rank this candidate at the top 1%. Their experimental/computational skills are the best I have ever had in my own laboratory.”. Do not forget to include with whom or what group you are comparing the individual. If you have not yet trained many individuals in your own laboratory, include those that you trained previously as a researcher as reference. Having concentrated on the candidate’s individual or unique strengths, you might find it difficult to provide a ranking. This is less of an issue if a candidate is unambiguously among the top 10% that you have mentored but not all who come to you for a letter will fall within that small group. If you wish to offer a comparative perspective, you might more readily be able to do so in more specific areas such as whether the candidate is one of the most articulate, original, clear-thinking, motivated, or intellectually curious.

Key do’s and don’ts when writing a letter of recommendation

The body of the recommendation letter should provide specific information about the candidate and address any questions or requirements posed in the selection criteria (see sections above). Some applications may ask for comments on a candidate’s scholarly performance. Refer the reader to the candidate’s CV and/or transcript if necessary but don’t report grades, unless to make an exceptional point (such as they were the only student to earn a top grade in your class). The body of the recommendation letter will contain the majority of the information including specific examples, relevant candidate qualities, and your experiences with the candidate, and therefore the majority of this manuscript focuses on what to include in this section.

The closing paragraph of the letter should briefly 1) summarize your opinions about the candidate, 2) clearly state your recommendation and strong support of the candidate for the opportunity that they are seeking, and 3) offer the recipient of the letter the option to contact you if they need any further information. Make sure to provide your email address and phone number in case the recipient has additional questions. The overall tone of the letter can represent your confidence in the applicant. If opportunity criteria are detailed and the candidate meets these criteria completely, include this information. Do not focus on what you may perceive as a candidate’s negative qualities as such tone may do more harm than intended ( Table 2 ). Finally, be aware of the Forer’s effect, a cognitive error, in which a very general description, that fits almost everyone, is used to describe a person [ 20 ]. Such generalizations can be harmful, as they provide the candidate the impression that they received a valuable, positive letter, but for the committee, who receive hundreds of similar letters, this is non-informative and unhelpful to the application.

Describe relevant candidate qualities with specific examples and without overhyping

In discussing a candidate’s qualities and character, proceed in ways similar to those used for intellectual evaluation ( Box 1 ). Information to specifically highlight may include personal characteristics, such as integrity, resilience, poise, confidence, dependability, patience, creativity, enthusiasm, teaching capabilities, problem-solving abilities, ability to manage trainees and to work with colleagues, curriculum development skills, collaboration skills, experience in grant writing, ability to organize events and demonstrate abilities in project management, and ability to troubleshoot (see section “ Use ethical principles, positive and inclusive language within the letter ” below for tips on using inclusive terminology). The candidate may also have a specific area of knowledge, strengths and experiences worth highlighting such as strong communication skills, expertise in a particular scientific subfield, an undergraduate degree with a double major, relevant work or research experience, coaching, and/or other extracurricular activities. Consider whether the candidate has taught others in the lab, or shown particular motivation and commitment in their work. When writing letters for mentees who are applying for (non-)academic jobs or admission to academic institutions, do not merely emphasize their strengths, achievements and potential, but also try to 1) convey a sense of what makes them a potential fit for that position or funding opportunity, and 2) fill in the gaps. Gaps may include an insufficient description of the candidate’s strengths or research given restrictions on document length. Importantly, to identify these gaps, one must have carefully reviewed both the opportunity posting as well as the application materials (see Box 1 , Table 2 ).

Recommendations for Letter Writers

• Consider characteristics that excite & motivate this candidate.
• Include qualities that you remember most about the candidate.
• Detail their unusual competence, talent, mentorship, teaching or leadership abilities.
• Explain the candidate’s disappointments or failures & the way they reacted & overcame.
• Discuss if they demonstrated a willingness to take intellectual risks beyond the normal research & classroom experience.
• Ensure that you have knowledge of the institution that the candidate is applying for.
• Consider what makes you believe this particular opportunity is a good match for this candidate.
• Consider how they might fit into the institution’s community & grow from their experience.
• Describe their personality & social skills.
• Discuss how the candidate interacts with teachers & peers.
• Use ethical principles, positive & inclusive language within the letter.
• Do not list facts & details, every paper, or discovery of the candidate’s career.
• Only mention unusual family or community circumstances after consulting the candidate.
• A thoughtful letter from a respective colleague with a sense of perspective can be quite valuable.
• Each letter takes time & effort, take it seriously.

When writing letters to nominate colleagues for promotion or awards, place stronger emphasis on their achievements and contributions to a field, or on their track record of teaching, mentorship and service, to aid the judging panel. In addition to describing the candidate as they are right now, you can discuss the development the person has undergone (for specific examples see Table 2 ).

A letter of recommendation can also explain weaknesses or ambiguities in the candidate’s record. If appropriate – and only after consulting the candidate - you may wish to mention a family illness, financial hardship, or other factors that may have resulted in a setback or specific portion of the candidate’s application perceived weakness (such as in the candidate’s transcript). For example, sometimes there are acceptable circumstances for a gap in a candidate’s publication record—perhaps a medical condition or a family situation kept them out of the lab for a period of time. Importantly, being upfront about why there is a perceived gap or blemish in the application package can strengthen the application. Put a positive spin on the perceived negatives using terms such as “has taken steps to address gaps in knowledge”, “has worked hard to,” and “made great progress in” (see Table 2 ).

Describe a candidate’s intellectual capabilities in terms that reflect their distinctive or individual strengths and be prepared to support your judgment with field-specific content [ 12 ] and concrete examples. These can significantly strengthen a letter and will demonstrate a strong relationship between you and the candidate. Describe what the candidate’s strengths are, moments they have overcome adversity, what is important to them. For example: “candidate x is exceptionally intelligent. They proved to be a very quick study, learning the elements of research design and technique y in record time. Furthermore, their questions are always thoughtful and penetrating.”. Mention the candidate’s diligence, work ethic, and curiosity and do not merely state that “the applicant is strong” without specific examples. Describing improvements to candidate skills over time can help highlight their work ethic, resolve, and achievements over time. However, do not belabor a potential lower starting point.

Provide specific examples for when leadership was demonstrated, but do not include leadership qualities if they have not been demonstrated. For example, describe the candidate’s qualities such as independence, critical thinking, creativity, resilience, ability to design and interpret experiments; ability to identify the next steps and generate interesting questions or ideas, and what you were especially impressed by. Do not generically list the applicant as independent with no support or if this statement would be untrue.

Do not qualify candidate qualities based on a stereotype for specific identities. Quantify the candidate’s abilities, especially with respect to other scientists who have achieved success in the field and who the letter reader might know. Many letter writers rank applicants according to their own measure of what makes a good researcher, graduate trainee, or technician according to a combination of research strengths, leadership skills, writing ability, oral communication, teaching ability, and collegiality. Describe what the role of the candidate was in their project and eventual publication and do not assume letter readers will identify this information on their own (see Table 2 ). Including a description about roles and responsibilities can help to quantify a candidate’s contribution to the listed work. For example, “The candidate is the first author of the paper, designed, and led the project.”. Even the best mentor can overlook important points, especially since mentors typically have multiple mentees under their supervision. Thus, it can help to ask the candidate what they consider their strengths or traits, and accomplishments of which they are proud.

If you lack sufficient information to answer certain questions about the candidate, it is best to maintain the integrity and credibility of your letter - as the recommending person, you are potentially writing to a colleague and/or someone who will be impacted by your letter; therefore, honesty is key above all. Avoid the misconception that the more superlatives you use, the stronger the letter. Heavy use of generic phrases or clichés is unhelpful. Your letter can only be effective if it contains substantive information about the specific candidate and their qualifications for the opportunity. A recommendation that paints an unrealistic picture of a candidate may be discounted. All information in a letter of recommendation should be, to the best of your knowledge, accurate. Therefore, present the person truthfully but positively. Write strongly and specifically about someone who is truly excellent (explicitly describe how and why they are special). Write a balanced letter without overhyping the candidate as it will not help them.

Be careful about what you leave out of the letter

Beware of what you leave out of the recommendation letter. For most opportunities, there are expectations of what should be included in a letter, and therefore what is not said can be just as important as what is said. Importantly, do not assume all the same information is necessary for every opportunity. In general, you should include the information stated above, covering how you know the candidate, their strengths, specific examples to support your statements, and how the candidate fits well for the opportunity. For example, if you don’t mention a candidate’s leadership skills or their ability to work well with others, the letter reader may wonder why, if the opportunity requires these skills. Always remember that opportunities are sought by many individuals, so evaluators may look for any reason to disregard an application, such as a letter not following instructions or discussing the appropriate material. Also promote the candidate by discussing all of their scholarly and non-scholarly efforts, including non-peer reviewed research outputs such as preprints, academic and non-academic service, and advocacy work which are among their broader impact and all indicative of valuable leadership qualities for both academic and non-academic environments ( Table 2 ).

Provide an even-handed judgment of scholarly impact, be fair and describe accomplishments fairly by writing a balanced letter about the candidate’s attributes that is thoughtful and personal (see Table 2 ). Submitting a generic, hastily written recommendation letter is not helpful and can backfire for both the candidate and the letter writer as you will often leave out important information for the specific opportunity; thus, allow for sufficient time and effort on each candidate/application.

Making the letter memorable by adding content that the reader will remember, such as an unusual anecdote, or use of a unique term to describe the candidate. This will help the application stand out from all the others. Tailor the letter to the candidate, including as much unique, relevant information as possible and avoid including personal information unless the candidate gives consent. Provide meaningful examples of achievements and provide stories or anecdotes that illustrate the candidate’s strengths. Say what the candidate specifically did to give you that impression ( Box 1 ). Don’t merely praise the candidate using generalities such as “candidate x is a quick learner”.

Use ethical principles, positive and inclusive language within the letter

Gender affects scientific careers. Avoid providing information that is irrelevant to the opportunity, such as ethnicity, age, hobbies, or marital status. Write about professional attributes that pertain to the application. However, there are qualities that might be important to the job or funding opportunity. For instance, personal information may illustrate the ability to persevere and overcome adversity - qualities that are helpful in academia and other career paths. It is critical to pay attention to biases and choices of words while writing the letter [ 13 , 14 ]. Advocacy bias (a letter writer is more likely to write a strong letter for someone similar to themselves) has been identified as an issue in academic environments [ 3 ]. Studies have also shown that there are often differences in the choice of words used in letters for male and female scientists [ 3 , 5 ]. For instance, letters for women have been found not to contain much specific and descriptive language. Descriptions often pay greater attention to the personal lives or personal characteristics of women than men, focusing on items that have little relevance in a letter of recommendation. When writing recommendation letters, employers have a tendency to focus on scholarly capabilities in male candidates and personality features in female candidates; for instance, female candidates tend to be depicted in letters as teachers and trainees, whereas male candidates are described as researchers and professionals [ 15 ]. Also, letters towards males often contain more standout words such as “superb”, “outstanding”, and “excellent”. Furthermore, letters for women had been found to contain more doubt-raising statements, including negative or unexplained comments [ 3 , 15 , 16 ]. This is discriminative towards women and gives a less clear picture of women as professionals. Keep the letter gender neutral. Do not write statements such as “candidate x is a kind woman” or “candidate y is a fantastic female scientist” as these have no bearing on whether someone will do well in graduate school or in a job. One way to reduce gender bias is by checking your reference letter with a gender bias calculator [ 17 , 18 ]. Test for gender biases by writing a letter of recommendation for any candidate, male or female, and then switch all the pronouns to the opposite gender. Read the letter over and ask yourself if it sounds odd. If it does, you should probably change the terms used [ 17 ]. Other biases also exist, and so while gender bias has been the most heavily investigated, bias based on other identities (race, nationality, ethnicity, among others) should also be examined and assessed in advance and during letter writing to ensure accurate and appropriate recommendations for all.

Revise and submit on time

The recommendation letter should be written using language that is straightforward and concise [ 19 ]. Avoid using jargon or language that is too general or effusive ( Table 1 ). Formats and styles of single and co-signed letters are also important considerations. In some applications, the format is determined by the application portal itself in which the recommender is asked to answer a series of questions. If these questions do not cover everything you would like to address you could inquire if there is the option to provide a letter as well. Conversely, if the recommendation questionnaire asks for information that you cannot provide, it is best to explicitly mention this in writing. The care with which you write the letter will also influence the effectiveness of the letter - writing eloquently is another way of registering your support for the candidate. Letters longer than two pages can be counterproductive, and off-putting as reviewers normally have a large quantity of letters to read. In special cases, longer letters may be more favourable depending on the opportunity. On the other hand, anything shorter than a page may imply a lack of interest or knowledge, or a negative impression on the candidate. In letter format, write at least 3-4 paragraphs. It is important to note that letters from different sectors, such as academia versus industry tend to be of different lengths. Ensure that your letter is received by the requested method (mail or e-mail) and deadline, as a late submission could be detrimental for the candidate. Write and sign the letter on your department letterhead which is a further form of identification.

Conclusions

Recommendation letters can serve as important tools for assessing ECRs as potential candidates for a job, course, or funding opportunity. Candidates need to request letters in advance and provide relevant information for the recommender. Readers at selection committees need to examine the letter objectively with an eye for information on the quality of the candidate’s scholarly and non-scholarly endeavours and scientific traits. As a referee, it is important that you are positive, candid, yet helpful, as you work with the candidate in drafting a letter in their support. In writing a recommendation letter, summarize your thoughts on the candidate and emphasize your strong support for their candidacy. A successful letter communicates the writer’s enthusiasm for an individual, but does so realistically, sympathetically, and with concrete examples to support the writer’s associations. Writing recommendation letters can help mentors examine their interactions with their mentee and know them in different light. Express your willingness to help further by concluding the letter with an offer to be contacted should the reader need more information. Remember that a letter writer’s judgment and credibility are at stake thus do spend the time and effort to present yourself as a recommender in the best light and help ECRs in their career path.

Acknowledgements

S.J.H. was supported by the National Institutes of Health grant R35GM133732. A.P.S. was partially supported by the NARSAD Young Investigator Grant 27705.

Abbreviations:

Conflicts of Interest

The authors declare no conflicts of interest.

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Complete Guide: Writing a Strong Letter of Recommendation

Letters of Recommendation

As an English teacher and college counselor working with high school students, I've had the privilege and responsibility of writing letters of recommendation. Starting out, I had a strong urge to help, but no clear sense of what exactly should go into a reference letter. If they all speak to students' impressive qualities and accomplishments, what makes some letters stand out among the rest?

To answer this question, I researched recommendation letters from both sides of the college process, drawing on the advice of high school counselors and teachers and the perspective of college admissions officers. I also read dozens of recommendation letters, from the ones that admissions committees loved to the ones that were cast aside as mediocre, useless, or straight up negative about a student.

This article compiles the most important lessons I learned through this research and my own work supporting students through the college process. Read on for a discussion of what exactly needs to go into the kind of rec letter that effectively advocates for a student and boosts her admissions chances.

First, let's take a deeper look at what purpose recommendation letters serve when they arrive before an admissions committee.

The Goal: What's the Purpose of Letters of Recommendation?

Admissions officers put a lot of weight on recommendation letters. Especially in selective admissions, when thousands of qualified students are competing for a limited number of spots, reference letters can go a long way toward differentiating one student from another. According to Harvard dean of admissions William Fitzsimmons, recommendation letters are "extremely important" and are read "with great care" (often projected onto large screens in front of the whole committee!).

So what are all these carefully reading admissions officers looking for? Two main features. The first is an insightful, in-depth story of the student that reveals both her academic skills and personal qualities. As a teacher, you're in a great position to comment on a student's intellectual curiosity, creativity, and attitude towards learning.

Additionally, you can speak to a student's admirable personal qualities, like her sense of integrity, compassion, and leadership skills, to name a few. This in-depth look gives an admissions committee a holistic view of your student beyond the grades and clubs listed on their application. It helps the student come to life.

The second main feature that admissions committees typically look for is a student's potential to contribute positively to the college community , as well as to succeed after graduation. In your recommendation, you can state your confidence about a student's success on campus and future achievement.

Certain qualities are especially impressive to admissions officers and hint at success in college, though this might vary somewhat by individual. Some of these qualities include love of learning, academic commitment, communication skills, commitment to mastery of a specific skill or area, and leadership capacity.

Since these personal qualities may not be apparent on the rest of the application (apart from the student's own personal essay), the letters of recommendation can go a long way toward describing a student's best traits. Plus, they show that a student has teachers who are motivated to advocate for her.

Of course, hopefully no one would agree to recommend a student and then write bad, sabotaging things in the recommendation letter. It's generally safe to assume that all recommenders want to support students in continuing their education. But mediocre letters can often be just as bad as ones that are outright critical, and merely "good letters" pale in comparison to excellent ones. So what must go into a letter of recommendation to make it particularly strong and effective?

How to Write a Strong Letter of Recommendation

The strongest letters of recommendation take time and thought to craft. They're individualized to each student and are thoughtfully revised for word choice and flow of ideas. First and foremost, what content is essential for a strong letter of recommendation?

Include Key Content

Perhaps the best way to describe what a letter of rec should include is to start out by describing what it shouldn't include. A rec letter should not simply be a restatement of a student's grades, clubs, and awards. All of these facts and figures should already be stated on the student's application.

The most ineffective rec letters just repeat a student's resume. Admissions officers are hoping for deep insights into a student's character, rather than a list of data points that could apply to any number of students.

This is not to say that recommenders shouldn't mention what a student has achieved or been involved in, but they shouldn't feel compelled to list every single accomplishment. Instead, writers can point to a specific involvement or story that demonstrates something meaningful about the student.

For instance, you might be writing about Michael, whose powerful commitment to equality and education led him to establish a Gay-Straight Alliance at the school. In this way, you're discussing something a student has done to illuminate something significant and admirable about his character and motivations. Speaking about his establishment of the GSA is more illustrative than simply stating that he's committed to equality and social justice.

So if reiterating the student's grades and activities (i.e., resume points) shouldn't go into the rec letter, what should? MIT offers an insightful breakdown of the questions its admissions officers would like answers to in a letter. These questions are a useful guide for recommenders writing to any college.

• What is the context of your relationship with the applicant? 
• Has the student demonstrated a willingness to take intellectual risks and go beyond the normal classroom experience?
• Does the applicant have any unusual competence, talent, or leadership abilities?
• What motivates this person? What excites him/her?
• How does the applicant interact with teachers? With peers? Describe his/her personality and social skills.
• What will you remember most about this person?
• Has the applicant ever experienced disappointment or failure? If so, how did he/she react?
• Are there any unusual family or community circumstances of which we should be aware?

Source: MIT Admissions

A recommender doesn't necessarily have to answer all of these questions, but they're great starting points for brainstorming. They shift the focus from what a student does to what a student is like, in terms of her intellectual curiosity, specific skills or talents, passions, and personality. Some other impressive qualities include communication skills, resourcefulness, and innovative problem-solving. Admissions committees often also look for demonstrated leadership and the ability to collaborate with others in an interactive and diverse environment.

Beyond these personal qualities, letter writers might speak to unusual circumstances or challenges that the student has faced or survived. These can be especially meaningful to explain a dip in academic performance or to show how a student has overcome hardship. I would advise getting the student's permission before including personal family information, just to make sure she's comfortable with you sharing it.

Finally, a recommender may want to demonstrate her own familiarity with the school to which the student is applying. If the school is particularly competitive, then you might express your confidence in the student's ability to thrive in an academically rigorous environment. If you're an alum of the school, then you can believably assert your confidence that the student would be a strong cultural fit. 

The strongest recommendation letters give insight into a student's intellectual orientation, motivations, and personal qualities. As a writer, how can you rave about your student in a sincere, genuine, and convincing way? One of the best ways to accomplish this is to focus your recommendation on the student's best assets.

Highlight your student's most important strengths.

Highlight the Most Important Themes

Just as you don't have to feel compelled to repeat every grade, club, and award on the student's resume, you also don't have to speak about every quality that makes the student great. In fact, well-rounded students aren't necessarily what the most competitive schools are looking for. While selective schools look for academic excellence in most subjects, what they really appreciate is a student's singular commitment to a specific and distinct area.

Developing a "big spike" in a certain area shows passion, dedication, and the ability to sustain long-term focus . As PrepScholar co-founder and Harvard alum Allen Cheng writes , top colleges are looking for students who are going to change the world. They're expecting deep achievement, and the best predictor of that is deep achievement in high school. Therefore admissions committees are especially impressed by a "huge spike" in science, writing, athletics, or whatever your commitment might be. 

Of course, not all or even the majority of students are applying to Ivy League schools, but the takeaway message still applies. Recommendation letters don't have to present the student as well-rounded and good at everything they do. Instead, they can paint a specific picture and highlight the qualities that are most important to understanding who the student is and what drives her actions.

Some letters may highlight that a student is a top scholar, while others may speak to a student's leadership skills. Some may focus in on the student's passion for volunteer work, or her talent in acting, art, music, or athletics. For students with extensive international experience, recommenders may rave about their multicultural, global perspective or unusual maturity and sophistication.

Other students may have had to overcome hardships in their life, and the recommender could speak to their resilience and strength as a survivor. As mentioned above, I would suggest discussing this kind of content with the student to make sure she's comfortable sharing it with admissions commitees. All in all, a recommender can brainstorm a list of the student's best assets (with the aid of the student's resume and " brag sheet "), and zero in on the most important themes.

What if the student hasn't demonstrated interest in a particular area, but you're excited to see her further explore her interests in college? In this case, you could write earnestly about the student's room to grow and the potential you see in her. At the same time, be careful with this kind of wording, as it may suggest different things to different admissions officers. If you really feel not able or qualified to provide the student with a recommendation that will help her admission chances, then you should  respectfully decline or suggest someone else better able to write her letter.

Once you've chosen the most important themes to highlight about a student, you can think about specific stories, experiences, or observations that demonstrate those strengths. The best recommendation letters "show," rather than just "tell."

Bring your letter to life with meaningful stories and examples.

Give Specific Examples

Which sentence paints a better picture in the mind of the reader?

a) Kate is a strong writer. b) Due to Kate's superlative writing and analytical skills, I'll be using her year-long thesis on representations of gender in  Jane Eyre as an example of the highest quality work to students in my future AP English classes.

The second uses more powerful words, but more importantly it gives a specific example , thereby proving that Kate has strong writing skills. It explains the grounds on which the teacher draws her conclusion that Kate is a good writer. It additionally suggests that Kate can sustain focus in a long-term project and impressed the teacher so much that her thesis became a model for future students.

The best recommendation letters support their praise of a student with specific anecdotes and observations. These stories accomplish a few things. One, they support the writer's claims. Rather than just listing adjectives, the writer backs up her description with examples.

Secondly, they make the letter more interesting and help the student come to life in the eyes of admissions officers. Officers may be up all night reading through applications. The last thing they want is a generic, boring recommendation letter that blends into all the others. Interesting stories make both the letter and the student pop .

Finally, the use of specific stories proves that the recommender is, in fact, qualified to assess the student. The best letters come from teachers who know a student well. Sharing anecdotes and observations prove that you've gotten to know the student thoroughly and your evaluation of her is trustworthy and reliable.

In addition to sharing examples, you should take the time to be intentional with your word choice. Consider which phrases and adjectives will present the clearest and strongest endorsement of the student.

Dance, words, dance!

Use Powerful Words 

As with any piece of writing, the best recommendation letters are eloquent, clear, and don't fall into the trap of cliches. Calling someone a go-getter with a heart of gold who leaves no stone unturned and is a friend to all may elicit a yawn or eye roll from the admissions officer. 

Often finding just the right word happens in the revision stage. Check if you wrote interesting when creative or innovative would work better. Keep an eye out for nice when you meant to dive into a student's unique empathy or compassion for others. Perhaps you wrote hard worker when intellectual risk-taker would more accurately describe the student.

Some words and phrases that can be used to described a student's academic strengths include  insightful, analytical, curious, observant, innovative, or mastery of a specific subject area.  Others that fall more in the arena of personal and professional strengths include  mature, flexible, generous, empathetic, leader, versatile, ethical, motivated, ambitious, resourceful , and strong communication skills.

Admissions officers have read hundreds, if not thousands, of recommendation letters, and they're used to reading between the lines. Be intentional with your wording so you don't accidentally communicate something negative about the student. For instance, a phrase like " leads by example " or " excels at working independently " could indicate that the student keeps to herself and has trouble working with others.

While it's more important to be authentic and not worry too much about what an admissions officer may or may not think, this mindset can help you be purposeful with what you say and how you say it in your letter. You can also keep an eye out for sounding over the top with your phrase. While the best letters rave about their students, they have the examples to back up their praise. Simply listing superlative adjectives could come off as overblown and insincere.

A second technique that may impress admissions officers is the use of a high ranking. 

Rank the Student Highly, When Appropriate

Consider these ranking statements:

Carla is the most talented and driven math student I have taught in my twenty years at High School High. James is one of the top three students I have ever had the pleasure of teaching.

An impressive ranking, like the two above, certainly communicates a strong vote of confidence in a student , especially if it comes from a teacher with hundreds of students to compare her recommendee to. If your student is applying to a selective or Ivy League school, then a powerful ranking can go a long way toward testifying to a student's outstanding achievement and qualities.

On the other hand, a ranking like "above average" or "relatively strong effort compared to her peers" may do more harm than good. If you can genuinely provide a statement of high ranking, then you can help the student by including it. If not, then it's probably advisable to leave that kind of statement out of your letter. 

Apart from a statement of ranking, there are a few other key components to include in your letter of recommendation. While you can be creative and customize your letters to each student, there are a few essential pieces of information that you should include in all your letters.

Include all essential elements.

State All Essential Information

There are a few necessary pieces of information to include in all recommendation letters that I touched on briefly at the beginning of this article. The first is an explicit statement of who you're recommending. If you can customize your letter for each college, all the better. Second, you should state who you are , your position at the school, and the contexts in which you've gotten to know the applicant. 

If you've gotten to know the student both in class for a year and as editor of the school newspaper, then this shows you've taught and supervised her in different contexts and are especially qualified to evaluate her. Admissions officers usually prefer recommendations from junior year teachers , as they had the student recently and for a whole year. A senior year teacher probably doesn't know the student very well yet, and sophomore and freshman year was too far in the past. Exceptions to this general rule include having the student for more than one year or supervising her in other capacities, like clubs or sports. 

You can begin the letter with a creative or catchy hook, or a more straightforward statement of endorsement, as long as you include these key components in the introduction. Here are a few examples.

It is my great pleasure to provide this recommendation for Kate, who I enjoyed teaching and getting to know as her 11th grade AP U.S. History teacher.

I have known Joe since 2012 in my position as Lincoln High School's Biology teacher.

I am delighted to write this recommendation for Rosa, whom I have known for two years as her Psychology teacher and academic advisor.

Please accept this letter as my enthusiastic endorsement of Chris, the top student in my 11th grade AP Chemistry class.

After introducing the student, your relationship with her, and your statement of recommendation, you can go on to provide your evaluation, while keeping in mind the above mentioned suggestions, like focusing on important themes and using specific stories, powerful language, and a statement of ranking. If you want to balance out your recommendation by presenting a weakness, I would suggest doing so in a mild way, perhaps with an explanation of how that weakness could be turned into a strength. 

In your letter's conclusion, it's a good idea to restate your support for the student, while also talking about how you envision the student being successful at college . Admissions officers want to build a strong, dynamic, and diverse class with a range of abilities and interests. By attesting to the student's potential for future success and contributions at campus, you can reassure admissions officers that she is a student they want at their school.

Finally, you can conclude your letter with your contact information and an invitation to call or email you with any further questions . Use an official letterhead, and welcome them to get in touch for any further discussion of the student.

To sum up, let's go over the do's and don't's of writing recommendation letters for students applying to college.

Key Points to Remember

• Include key content, like who you're recommending, who you are, how you know the student, and what makes you qualified to evaluate her.
• Be enthusiastic in your recommendation, discussing both a student's academic ability and potential and her character and personality.
• Highlight a few key qualities that you think are essential for admissions officers to understand who the student is and what she can accomplish.
• Use specific stories, examples, and anecdotes to support your evaluation.
• Be intentional in your word choice, making sure to powerful words and phrases and to avoid cliches.
• Provide a high and impressive ranking , when applicable.
• Conclude with a strong statement of support, vision of the student's future success , and invitation to the admissions committee to follow up with you if need be.
• Simply repeat resume points or quantitative data that are already listed on other parts of the application.
• Cast too wide a net and end up saying very little, because you tried to say too much.
• List adjectives without having examples to back them up.
• Use generic , bland, unenthusiastic language or cliche statements.
• Use similar letters for more than one student, especially if the students are applying to the same schools (the same admissions officers will see this!)
• Agree to provide a letter of recommendation unless you can honestly recommend a student.

Finally, not all students develop strong connections with their teachers, perhaps because they have trouble participating in class or their school has a large teacher to student ratio. To help you write your recommendation, students may provide a "brag sheet," where they talk about their goals and what's important to them, as well as a resume. If you need more information or time to talk to the student, it can help to meet with her and have a conversation or two. I always found the easiest letters to write were for students who were open and eager to share their plans and personality.

If you feel you haven't gotten to know a student as well as you need to to write a compelling and insightful letter, then it may help to elicit her thoughts and feelings, as well as make time to get to know her better. As long as you have the raw materials, in terms of a good relationship, stories, and observations, then you can use these suggestions and examples to craft a thoughtful, customized letter of recommendation that will help her get into college.

As you write, remember your mission: to differentiate the student as a unique and impressive candidate, to shed light on both her intellectual and personal qualities, and to give admissions officers a holistic view of the person that will show up on campus in next year's class.

What's Next?

Some of the most helpful resources for me as I wrote recommendation letters for students were examples of great and bad letters. Check back soon for our articles with great letters , bad letters , and a suggested recommendation letter template .

While recommendation letters are important for all schools, they must be especially outstanding to help a student get into the Ivy League. Check out our complete guide to Harvard recommendation letters . 

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Rebecca graduated with her Master's in Adolescent Counseling from the Harvard Graduate School of Education. She has years of teaching and college counseling experience and is passionate about helping students achieve their goals and improve their well-being. She graduated magna cum laude from Tufts University and scored in the 99th percentile on the SAT.

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• 20 July 2020

Writing the perfect recommendation letter

Andy Tay is a freelance writer based in Singapore.

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Undergraduates need them for graduate-school applications; PhD students and postdocs use them to apply for fellowships and jobs; senior scientists often have to have them to apply for awards and promotions. But writing an effective and personal recommendation letter can be time-consuming, especially for academics who must juggle grant applications, manuscripts, teaching and student supervision. And some might struggle to say the right things to support a former employee or student in their career move, while sounding original and unique.

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Nature 584 , 158 (2020)

doi: https://doi.org/10.1038/d41586-020-02186-8

These interviews have been edited for length and clarity.

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WTO / Letters and Emails / 22 Best Academic Recommendation Letter Samples

22 Best Academic Recommendation Letter Samples

An academic recommendation letter is written by a representative of the school that a recommendee attended or is still attending to inform them about the capabilities and achievements of the student. It is usually needed during job interviews, educational scholarship placements, and award recommendations to persuade interviewers’ perspectives toward the student’s application.

Its purpose is to highlight the strengths, character, interests, activities, accomplishments, and contributions of the student during their time in school to increase their chances of getting a job, promotion, or scholarship. It is written by teachers, school administrators, counselors, and coaches. It necessarily details a student’s academic results and considers their overall social aspects and character.

It is essential for providing the academic history, performance, and strengths of a student, similar to what a transcript does only with more personalization. Thus, the recommendation letter provides an organization’s applicant’s aims and extra information about their academics to complement other attached documents like a cover letter and CV.

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Types of Academic Recommendation Letters

Mentioned below are some types of such letters:

College recommendation letters

College recommendation letters are written to assist students in applying to college. They highlight the achievements, academic strengths, character, and contributions of the student while in high school or a former college in the case of transfers.

Graduate school recommendation letters

 A graduate school recommendation letter helps employees, researchers, and undergraduates who wish to extend their education to graduate school. The academic prowess, project accomplishments, and strengths of the applicant are mentioned in the letter to show the graduate institution why they should give the student a chance to go further with their education

Job application recommendation letters

A job application recommendation letter is written to an organization or interviewer where a recommendee has applied for a job to increase their chances of getting considered. This kind of recommendation letter includes details of the strengths of the student applicant.

Letters to gain financial aid

Letters to acquire financial assistance are written to verify that a student applying for financial help is worthy of assistance from donors or scholarships to fund their studies. Financial aid is limited to students with excellent academic portfolios or who participate in curriculum activities like sports or community development; hence, a written reference from their teachers, coaches, or administration is used to verify their qualification for financial aid. 

Letters to gain teaching assistant employment at a university

It is used for acquiring a teaching assistant position at a university. It highlights the student’s progress in past or present learning institutions.

Who Can Give a Recommendation Letter?

Academic faculties of the learning institution that the student attended can give this letter. Such people, mandated to write it, include:

• Teachers can write it based on their student’s academic performance, character, and particular traits since they have close interactions with them.
• Guidance counselors can also write this letter because they have most likely interacted with the student regularly to discuss their academic progress or career choices.
• Administrators , in most cases, do not mingle with the students as much as the teachers would. Still, they can also write it since they understand the student’s overall academic progress based on records and few interactions.
• Supervisors can write this letter about a student they supervised during their projects, detailing their character and abilities demonstrated during the period of their interaction.

How Do You Write an Academic Recommendation Letter?

It follows a professional and formal guideline. The letter’s writer should provide relevant details that should be included in it.

You can write it by following these steps:

Address the letter

It feels more personalized when addressed to the correct recipient; hence, the applicant should provide details of the institution, department, or individual that the letter should address.

Dear Hiring Manager,

Include a brief introduction

The introduction section of this letter should give a brief opening statement detailing the purpose of writing it on behalf of the applicant.

This letter expresses my support for Mary Anderson to gain admission into your graduate program at Harvard University in the sciences department.

Outline the applicant’s academic capabilities

This letter is bound to present the overall performance of a student in various subjects and their progress, including their strengths.

Some of the points of interest to talk about in this section include:

Extracurricular activities outside the classroom by the student should be noted in the letter to showcase their capabilities.

Sara is a talented literary critic and poet, and she has my highest recommendation as a student and writer.

Awards or recognitions

To increase an applicant’s chances of being considered, one can write about the applicant’s awards or recognitions in this letter. In addition, recommenders can mention accolades or prizes given to the student in recognition of past performance.

Sara was awarded as the best poet in the national drama festival competitions held in 2019.

Area of expertise

Disclose to the interviewer some of the areas that an applicant is best at by including them in the letter.

Sara is talented at ballet and uses it to enhance her social capabilities.

Positive character traits

When writing it, one is expected to outline the applicant’s best traits to influence a good perception of the recipient towards the applicant. Describe a candidate’s positive traits to increase their chances of being considered for a job, admission, or scholarship.  

Sara is a team player and brings out the best in team members by presenting excellent team projects in all her collaborations.

State in it the ambitions of the applicant that coincide with the job position they applied for or the study course they aim to pursue in college or graduate school.

Sara has always had the ambition to be a neurosurgeon and has purposed to advance her medical degree in the field during her graduate program.

Give an example of the applicant’s academic achievement

The strengths of the applicant should be backed by their achievements when writing this letter.

She produced an extraordinary year-long thesis paper on creative identity development. She compared works from three different periods and synthesized cultural and historical perspectives to inform her analysis

End the letter

The final part contains the writer’s closing statements that emphasize why the recipient should consider the applicant.

The applicant possesses exceptional skills, an academic portfolio, and admirable traits essential to performing job tasks. Your consideration of hiring Sara for the job position would be highly appreciated. 

Provide your contact information

The writer should conclude the letter with their contact details. In most cases, one writes their official capacity contact or the institution they work for.

Mark Twain High School.

Email: [email protected]

Telephone: 987-765-3738.

Template Academic Recommendation Letter

[Your Name]

[Your Position]

[Department/School]

[Institution/Organization]

[Institution/Organization Address]

[City, State, Zip Code]

[Phone Number]

[Email Address]

[Recipient’s Name or “To Whom It May Concern” if the recipient is unknown]

[Recipient’s Position, if known]

[Recipient’s Institution/Organization, if known]

[Institution/Organization Address, if known]

[City, State, Zip Code, if known]

Dear [Recipient’s Name or “To Whom It May Concern”],

I am writing to wholeheartedly recommend [Student’s Name] for [specific program, position, opportunity, etc.] at [Institution/Organization Name, if applicable]. As [Your Position] at [Institution/Organization Name], I have had the pleasure of knowing [Student’s Name] for [length of time], during which [he/she/they] was a student in my [specific course(s)] and also engaged in [any additional academic or extracurricular activities].

Throughout this time, [Student’s Name] has consistently demonstrated exceptional qualities both academically and personally. [He/She/They] has shown a remarkable aptitude for [mention specific academic skills or subjects], evidenced by [specific achievements, projects, or academic successes]. [His/Her/Their] ability to grasp complex concepts, engage critically with material, and contribute thoughtfully to class discussions has set [him/her/them] apart.

In addition to [his/her/their] academic prowess, [Student’s Name] is [mention notable personal qualities, such as dedication, leadership, creativity, etc.]. [He/She/They] has actively contributed to [mention any relevant extracurricular activities, community service, or leadership roles], demonstrating [his/her/their] commitment to [mention relevant values or goals, such as community service, leadership, innovation, etc.]. [His/Her/Their] positive attitude, resilience, and willingness to support peers are qualities that I believe will serve [him/her/them] well in all future endeavors.

[Student’s Name]’s project on [briefly describe a significant project or research work] was a testament to [his/her/their] ability to conduct thorough research, analyze data, and present findings in a coherent and persuasive manner. This work, among others, highlights [his/her/their] potential for significant contributions to [mention field, area of study, or type of work].

I am confident that [Student’s Name] will excel in [specific program, position, or field] and bring valuable perspectives and skills to your [program/team/organization]. [He/She/They] is fully prepared to take on the challenges and opportunities that [specific program or position] offers, and I eagerly anticipate the contributions [he/she/they] will make to your academic community or professional team.

Please do not hesitate to contact me at [Your Phone Number] or [Your Email Address] should you require any further information or have any questions regarding [Student’s Name]’s candidacy. I am more than happy to provide additional insights into [his/her/their] abilities and potential.

Thank you for considering my recommendation. I am confident that [Student’s Name] will prove to be an outstanding addition to your [program, institution, or organization].

[Your Signature, if sending a hard copy]

Academic Recommendation Letter Sample

Dear Admissions Committee,

I am writing to enthusiastically recommend Maria Gonzalez for admission to the Graduate Program in Biological Sciences at Prestige University. As an Associate Professor in the Department of Biology at the University of Science City, I have had the pleasure of knowing Maria for the past three years. She was a student in my Advanced Genetics course, participated in my research lab, and completed her senior thesis under my supervision.

Throughout her time in my lab, Maria demonstrated a remarkable aptitude for scientific research. She possesses a natural curiosity and a rigorous analytical mindset, which she applied to her independent project on gene editing techniques in model organisms. Maria’s work contributed valuable insights to our ongoing research, leading to a co-authored publication in the “Journal of Experimental Biology.”

Maria’s academic record is a testament to her dedication and passion for biology. She consistently ranked at the top of her class, excelling in both coursework and laboratory work. Her ability to grasp complex concepts and engage in sophisticated discussions made her a standout student. Furthermore, Maria’s commitment extended beyond academics; she was an active member of the university’s Science Outreach Program, demonstrating her dedication to science communication and education.

What sets Maria apart is her exceptional character. She is highly motivated, dependable, and displays an impressive level of perseverance and resilience. Maria has shown leadership qualities in the lab, often mentoring undergraduate students and facilitating collaborative projects. Her positive attitude and ability to work effectively in a team have made her a valued member of our academic community.

I have no doubt that Maria will thrive in Prestige University’s Graduate Program in Biological Sciences. Her strong foundation in biology, combined with her research experience and drive for continuous learning, make her an ideal candidate for your program. Maria is poised to make significant contributions to the field, and I look forward to seeing the impact of her future work.

Please feel free to contact me if you require any further information or insights regarding Maria’s abilities and potential. I am confident that she will exceed your expectations and become an asset to your academic community.

Dr. Lisa Hamilton

Dear Dr. Martin,

I am writing to enthusiastically recommend Dr. Emily Thompson for the position of Assistant Professor in your esteemed Department of History at Scholarly University. As the Chair of the Department of History at Prestige University, I have had the pleasure of working closely with Dr. Thompson for the past four years. During this time, she has distinguished herself as a brilliant scholar, a dedicated educator, and an invaluable colleague.

Dr. Thompson’s research on the social history of 20th-century Europe is not only groundbreaking but also a testament to her meticulous approach and innovative methodologies. Her work, particularly her recent book, “Social Echoes: The Untold Stories of 20th-Century Europe,” has received acclaim in academic circles for shedding light on previously overlooked aspects of history. Her ability to weave together complex narratives with rigorous historical analysis is truly remarkable and speaks to her potential to contribute significantly to the field.

In the classroom, Dr. Thompson is equally impressive. She possesses a natural ability to engage and inspire her students, fostering a learning environment that is both challenging and supportive. Her courses, which range from introductory surveys to advanced seminars, consistently receive outstanding evaluations from students. Dr. Thompson’s commitment to pedagogical excellence extends beyond her classes; she has been instrumental in revamping our department’s curriculum to better reflect the diversity and complexity of history as a discipline.

Furthermore, Dr. Thompson is a collaborative and supportive colleague who has contributed immensely to our department’s collegial atmosphere. She has served on several committees, where her insights and dedication have been invaluable in advancing our department’s goals, particularly in the areas of diversity and inclusion.

I am confident that Dr. Thompson will be an outstanding addition to your faculty at Scholarly University. Her scholarly expertise, pedagogical skill, and collegiality will undoubtedly enrich your department and the wider university community.

Please feel free to contact me at [email protected] or (617) 555-0101 if you require further information or wish to discuss Dr. Thompson’s qualifications in more detail. I am eager to see the contributions she will make to the field of history and to the academic community at Scholarly University.

Dr. Henry Walton

Chair, Department of History

Prestige University

Both recommendation letters effectively advocate for the candidates, offering comprehensive assessments of their qualifications and suitability for the positions. The first sample emphasizes academic excellence, research contributions, and exemplary character traits, portraying the candidate as well-prepared for the Graduate Program in Biological Sciences. The letter provides specific examples and demonstrates the writer’s confidence in the candidate’s future success. Similarly, the second sample highlights scholarly achievements, teaching effectiveness, and collaborative spirit within the academic community, presenting the candidate as a valuable addition to the department. The endorsement from a respected figure in the field lends credibility to the recommendation. Both letters offer insights into the candidates’ professional and personal attributes, instilling confidence in their ability to excel in their respective roles. Overall, these well-crafted letters effectively communicate the candidates’ strengths and suitability for admission/employment, providing compelling endorsements likely to resonate with the recipients.

Tips for Writing a Great Recommendation Letter

If one is requested to write it, it is necessary to consider the following tips:

Think before accepting a request

One should assess the adequacy of their knowledge of the applicant who approaches them to write an academic recommendation before accepting the request. In addition, the teacher or academic official should check if they have spare time to write and submit the letter on time to the recipient before accepting the request to write it. 

Focus on a particular school/job

Great recommendation letters are filled with content that focuses primarily on the specific school, course, or position that is being applied for. Unfortunately, the deviation may make the letter seem wordy or unnecessary and may even diminish the application’s chances of acceptance.

Gather information

It is the writer’s responsibility to gather as much information about the student as possible. Having an adequate database of information will enable to give a comprehensive review in the recommendation letter.

Include examples

A great recommendation letter must also make good use of models. Having standards makes the message stick and relate to the reader.

Keep a positive tone

It is also essential to keep a positive manner throughout the letter. Having a positive tone will also enable the writer to give a comprehensive review of the letter.

Provide contact information

The other part of the letter that is quite important is the contact details segment. It is the last part, and one must use his official contact or the official contact of the institution.

Follow the submission guidelines

A recommender has to follow the submission guidelines, such as submission deadlines as required by the institution being applied to by the applicant. The institution may require one to use a particular mode of communication .

The recipient may require the letter to be sent via email.

This letter is vital for portraying the positive attributes of an applicant to help improve their chances of getting a job or acquiring school/college admission. The letter should be written formally, and writers can rely on a template to assist them in writing.

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Letter of Recommendation Template (With Examples)

What to Write in a Letter of Recommendation

How to begin a letter of recommendation, body of the letter, how to end a letter of recommendation, recommendation letter template, more recommendation letter examples.

Ideally, when you're writing a  letter of recommendation,  it's about someone whom you feel merits praise, so all you have to do is write down your positive feedback on the candidate.

The process isn't always as easy as it sounds, though. It can be challenging to write a terrific recommendation letter. There are also standard items you should generally mention in your endorsement of the candidate. 

Following a template can help ensure your letter hits all the important points and is as effective and informative as possible. 

Get more details on what to include in your letter, formatting tips, and a step-by-step look at a recommendation template with plenty of examples for inspiration. 

As you prepare to  write your letter of recommendation , make sure you have  enough information to work with .

To make it easier, ask the individual you are assisting to provide you with their resume, a list of volunteer or extracurricular activities where they have held leadership roles, and descriptions for the jobs to which they are applying.

You should also ask them to alert you when they have used your  letter of recommendation  so you can be prepared to speak on their behalf should an employer call you for additional information. 

Your letter should follow a specific format to guide the reader through your relationship with the person you're recommending.

Your letter should begin with a heading that includes your contact information followed by the date and a greeting or introduction.

Your Contact Information Your Name Your Title Company or School Name Address City, State Zip Code

If you are writing a personal letter of reference, include a salutation (such as Dear Mr. Johnson, Dear Dr. Jameson, etc.).

If you are writing a general letter, use " To Whom It May Concern " or don't include a salutation. If you don't include a salutation, start your letter with the first paragraph.

The body is where you explain why you're a good reference, why the individual is qualified, and what their relevant skills are. 

First Paragraph

The first paragraph of a recommendation letter explains your connection to the person you are recommending, including how you know them and why you are qualified to recommend the person for employment or school.

I met Susan when she was a Freshman in my Introductory Economics course at WVU. Throughout her studies in my department, I had the opportunity to work with her on several research projects where she acted as my assistant.

Second Paragraph

The second paragraph of a recommendation letter contains information about the individual you are writing about, including why they are qualified for a position, what they can contribute, and why you are recommending them. If necessary, use more than one paragraph to provide details.

Bill graduated with honors in Philosophy and was always focused on how his future would progress. He knew he wanted to pursue a doctorate very early on and has worked independently, in groups, and as a research assistant. I believe Bill would be an asset to your department, as he brings a tremendous amount of energy and enthusiasm to his studies. He is a very bright and qualified individual, and a pleasure to work with.

Third Paragraph

When writing a letter recommending a candidate for a specific job opening, the recommendation letter should include information on how the person's skills match the position they are applying for. Ask for a copy of the job posting and a copy of the person's resume so you can target your letter accordingly.

I believe Christine would be an excellent addition to your international sales team. When I worked with her at XYZ, I was impressed by her ability to communicate the effectiveness of our products to clients and close a sale. During the two years I worked with her, she was personally responsible for adding several new clients in Asia and Africa.

The end of the letter is where you finalize your recommendation with specific wording that should highlight your enthusiasm for the person.

This section of the recommendation letter contains a brief summary of why you are recommending the person. Use phrases like "strongly recommend," "recommend without reservation," or "candidate has my highest recommendation" to reinforce your endorsement.

During my acquaintance with Joanne, she has been efficient, professional, organized, and a fantastic team leader. She has my highest recommendation for the position of office manager at DEF, Inc.

The concluding paragraph of your recommendation letter contains an offer to provide more information. Include a phone number within the paragraph, and provide the phone number again, along with your email address, in the return address section of your letter or under your signature.

Signature (hard copy letter)

Recommender Name Title Email Address Phone Number

Download a recommendation letter template  (compatible with Google Docs or Word), or read the example below. This letter template shows the format of a typical letter of reference for employment or educational purposes. The format is appropriate for an employment reference, as well as a reference for college or graduate studies.

Recommendation Letter Example (Text Version)

Elaine Chang Office Manager CBI Industries 123 Business Street Anytown, CA 12345 555-555-5555 elaine.chang@email.com

March 21, 2024

Jessica Smith Office Manager Acme Corp 680 Main Boulevard, Ste. 300 Ocean City, CA 93650

Dear Ms. Smith,

I’m writing to recommend Mary Thompson for the position of administrative assistant at Acme Corp. I’ve had the opportunity to work with Mary for the past few years at CBI Industries and have been consistently impressed with her diligence, efficiency, and ability to get things done.

Most recently, Mary has worked for me directly as a receptionist in our main office. In this role, she performed many administrative tasks in addition to greeting customers and other visitors and organizing team events. For example, she currently manages our executive team’s schedules, organizes their appointments, and coordinates travel and expense reporting. 

I believe Mary would be an excellent addition to your administrative staff. I’ve been consistently impressed with her organizational skills and grace under pressure. In our industry, as you know, every position is a customer service position. Mary constantly seeks to learn more about our products and programs so that she can help serve our clients and mitigate issues as they come up. She’s also a quick learner who picks up new technology with great speed.

I strongly recommend Mary for the position of administrative assistant at your company. She’s organized, detail-oriented, effective, and committed to getting the job done. She’d make an excellent addition to your team.

Please feel free to contact me at 555-555-5555 if you have any questions.

Elaine Chang

Need more samples? Review examples of different types of letters of recommendation, including letters for employment, academia , and character or personal  reference letters.

Key Takeaways

• Ask the person who requested the letter of information to share background information on themselves and any role at hand—this will make it simpler for you to know what to write. 
• Follow the standard format of a letter of recommendation so that it meets the expectations of whoever reads the letter. 
• Make sure the recommendation letter includes details on your connection to the person, why you recommend them, their relevant skills, and the best way to reach you for more insight. 

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Letter of recommendation template

Use this letter of recommendation template to give references to a former student or a former team member. Tailor this sample to fit your feedback on that specific person. This letter may also be called an “employee reference letter.”

Nobody likes a blank page when they’re asked to write a letter of recommendation – even if you have a lot to say, you might need some help to put your thoughts in order. We created a template to get you started and compiled some letter of recommendation tips .

Did you know recommenders spend two to four hours writing a single letter of recommendation for students?  The story is quite similar in the case of job recommendation letters. Let’s see a sample letter of recommendation and understand how to make this process easy for you!

What is a letter of recommendation?

Based on a study by Scholars at Harvard University , 88% of job seekers say they do not have a letter because they never asked! A lot of folks applying for jobs and programs search “ How do you ask for a letter of recommendation? ” or “ How do you ask for a reference letter? ” as they hesitate to seek help from their seniors. But if someone has reached out, make yourself available. We’re all working for the same goal, so helping each other out is part of the journey, right? 

Since your former student or employee asked you for a letter of recommendation, they’ll probably expect you to give positive feedback on their work. If you’re not sure whether you can actually recommend them, or if you don’t remember your interactions with them too well, you could let them know you’re unable to send a letter at this point. Let’s delve into our foolproof tips for writing a good letter of recommendation . 

Tips for writing a letter of recommendation

Writing a recommendation letter can be intimidating, especially if you are doing it for the first time. The University of Wisconsin-Madison highlights that LORs should be tailored for the specific opportunity. So, it is best to go through some useful tips on writing recommendation letters : – 

Consult your former employee/student : You should first speak with the person from you are making the effort to write the letter of recommendation. This is one of the best reference letter tips for many reasons. For one, you will write a stellar LOR as your former employee or student will give you some useful points to highlight. 

Be as genuine as possible : Several letters of recommendation tips will tell you what we are suggesting too – and that is being authentic. You need to sound professional but it should also come from the heart. 

Give relevant proof/examples : This is among the best tips for writing strong letters of recommendation . Why? Simply because the instances and proof you provide about your employee’s work ethic, expertise, and hard work will make the letter of recommendation thorough and concrete. 

Make time to write the letter : When you commit to writing an LOR for your former employee/student, it is vital to make time for it. Penning your reference hurriedly is not going to benefit the person in any way. So, it is suggested to take some time from your busy routine for this exercise. 

These LOR writing tips are going to help you a lot. Moreover, we have curated some essential steps below.

How to write a letter of recommendation

So, what do you say in a letter of recommendation? After going through several letters of recommendation examples and tips on writing a reference for someone , here’s an efficient process you can use from the start:

• Make sure you know the purpose of this letter.
• Think about the person asking for the recommendation.
• Use our letter of recommendation template .
• Shape the draft by cutting or adding information.
• Stay positive throughout the recommendation letter.
• Be precise while writing a letter of recommendation of employee
• Follow the guidelines of the sample recommendation letter for employee
• Maintain professionalism while writing the recommendation.

1. Know the purpose

What should be written in a letter of recommendation depends on the purpose of that letter. Is your former team member applying to a Master program, an internship, or a job? Who do you need to address the letter to and what will this person be most likely interested in?

The answers to these questions will help you include the right information. For example, if your former team member applies for an education program on machine learning, it’ll be more helpful if you included how well they did at a machine learning project under your supervision. Or, if you know that the job they wish to get requires leadership skills, give relevant examples, too.

If you don’t have this information, consider asking your former student or colleague for more details or choose more generic examples to include. Remember, a letter of recommendation template for students or employees is useful when you know the purpose behind writing one.

2. Think about the person asking for recommendation

It’s useful to refresh your memory on this person’s work or your own experiences with them. If they were a former student, they might have completed projects under your supervision. If they were a former team member, you could consult any available notes on their performance.

In general, try to answer these questions:

• What was my working relationship with this person?
• What projects did they work on under my supervision?
• Do I remember two examples of good performance or positive attitude exhibited by that person?
• What are two or three qualities I know this person has?
• Is there anything that’s particularly impressive about this person or their knowledge?

Answers to these questions will help you shape your letter of recommendation.

3. Start with our template

As there are several types of recommendation letters out there, it is always best to check out free letter of recommendation templates online . Here are two templates to get you started, one for a former employee and one for a former student.

Letter of recommendation for employee

Dear [ insert name ],

I am writing to recommend [ employee_name ]. [ He/She/They ] worked with us at [ company_name ] as a [ employee_job_title ] and [ reported to me/ worked with me ] in my position as [ insert your job title ].

As an employee, [ employee_name ] was always [ insert quality ]. During [ his/her/their ] time in my team, [ he/she/they ] managed to [ insert example ].

I’ve always put a premium on [ insert quality ] among my team members and [ employee_name ] never failed to deliver. An example was when [ insert example ].

[ Employee_name ] is a delight to work with and I wouldn’t hesitate to hire [ him/her/them ] again.

Should you have any further questions about [ him/her/them ], feel free to reach me at [ phone number ].

[ Your name and signature ]

Letter of recommendation for a former student

I am writing to recommend [ student_name ]. I am [ job_title ] at [ institution ] and [ student_name ] was my [ student/ PhD candidate/ lab assistant/ etc. ] for [ X months/ years ].

As a student, [ student_name ] was always [ insert quality ]. During [ his/her/their ] time in my class, [ he/she/they ] worked on [ insert projects ] and managed to [ insert example ].

I’ve always put a premium on [ insert quality ] among my students and [ student_name ] never failed to deliver. An example was when [ insert example ].

[ Student_name ] is [ insert personality attribute ] and I wouldn’t hesitate to collaborate with [ him/her/them ] again.

4. Personalize your draft

Our templates give you an outline of what you could include, but feel free to modify them or add as many examples as you think are important. Here are a few things to consider:

• Flesh it out . Use one or two sentences to give context to each of your examples.
• Use your own voice . Any piece of text will have more impact if it sounds natural and authentic.
• Be honest . Your former employee or student may be asked about the examples you provided. Don’t embellish to make them look good since this may come out eventually.

For example, see a modified letter of recommendation sample for two cases (the information and names included are fictional):

Sample letter of reference for an employee

Dear Ms Edwards,

I am writing to recommend May Thompson. She worked with me at Acme Inc. as a Senior Sales Manager and reported to me in my position as VP of Sales.

As an employee, May was always reliable and resourceful. During her time in my team, she managed to build a strong sales team from scratch. Her team exceeded our annual goals on closed deals for three consecutive years. May also conducted high-impact customer research and made a number of key recommendations for our product positioning strategies.

I’ve always put a premium on leadership and problem-solving qualities among my team members and May never failed to deliver on both fronts. An example was how she motivated her team members with multiple fun competitions that she also used as coaching opportunities for more junior employees. She also helped resolve a major conflict between the sales and product team regarding features our customers were asking for.

May is a delight to work with – a team player with a positive, can-do attitude all the way. I wouldn’t hesitate to hire her again if the opportunity arose.

Should you have any further questions, feel free to reach me at +10000000.

Sarah Potter

VP of Sales, Acme Inc.

Letter of recommendation example for students

To the admissions office of MIT,

I am writing to recommend Luke Thompson for your PhD program in chemical engineering. I am a professor of chemical engineering at Acme University for over 15 years and I specialize in nanotechnology. Mr Thompson was my student for two years before he got his Bachelor’s degree from Acme.

As a student, Mr Thompson always possessed a curious mind and was eager to learn. During his time in my class, he worked on various projects where he conducted research on nanotechnology and biotechnology. His grades on all these projects were outstanding, as his papers were well-researched, well-structured and offered brilliant insights. One example is his project about nanosensors and their impact on the field of biomedicine. We submitted this paper to a conference held in Berlin and got immediately accepted.

I’ve always put a premium on initiative and hard work among my students and Mr Thompson never failed to deliver. An example was when he and a couple of other students organized learning sessions with different professors. In these open sessions, any student could ask questions on each professor’s field of expertise. Mr. Thompson was the one who suggested that these sessions could work as informal career orientation for younger college or high school students, too.

Mr Thompson is intelligent, hard working and has a great passion for the field of chemistry and chemical engineering. I wouldn’t hesitate to collaborate with him in an academic capacity.

Should you have any further questions about him, feel free to reach me at +1000000.

Professor Sally McPhee

These two letter of recommendation samples give you an idea of how you could shape your own reference letter. Whether it’s a letter of recommendation from employer or a letter of recommendation for students, our guide will make the process faster.

5. Stay positive 

According to the American Economic Association , applicants with a recommendation letter get callbacks by 60%.

So, if you’re genuinely planning to help a colleague or a former student, make sure to read sample recommendation letters for employees and students thoroughly. You should ensure the tonality of your recommendation letter is positive. This will make the applicant’s profile stronger than others. 

To make the individual’s application stand out even more, follow our letter of recommendation template , allowing you to showcase your genuine enthusiasm. 

6. Be to the point 

One common thing in the sample letters of recommendation is how precise and crisp they all are. The idea behind being to the point in your reference letter is simple – the hiring manager does not have all day to read your letter. Taking this into account, you need to put your point across without taking too much of the recruiter. 

Ultimately, you want to sound genuine without being pushy. So, the most authentic approach given on a well-rounded letter of recommendation sample is to be crisp and concise. 

7. Follow the guidelines 

This is one of the most crucial aspects to note while penning down a letter of recommendation for your former student or employee. It may seem like most recommendations are made in the same way, however, some institutions have specific guidelines. If you follow the instructions properly, it’s going to make a good impression on the applicant. 

8. Maintain professionalism

From an individual planning how to ask for a letter of recommendation to an employer writing one down, the journey can be a breeze. But only when you keep things professional. It’s always good to give recommendations to individuals who are genuinely aiming to grow in their careers. They’re already under some pressure in their application process so you can make it easy for them. 

Read as many letters of recommendation examples as possible. Take minimal assistance from the person and submit the recommendation letter timely. That’s it! You’re pretty much sorted, if you follow these steps. 

You can download the Letter of recommendation template word from the link below, or the recommendation letter template in pdf format .

More resources:

• Formal job offer letter sample template
• Employee reference letter sample

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How to Write a Reference Letter (Template & Examples)

By Ammar Ahmed

Published: January 29, 2024

A reference letter serves as a formal endorsement of an individual’s skills, character, and achievements, typically penned by a former employer, colleague, or academic mentor. 

This guide aims to empower professionals with the tools and knowledge to craft effective reference letters, combining best practices with practical templates to streamline this essential task.

Types of Reference Letters

Understanding the different types of reference letters is crucial for professionals, as each type caters to specific contexts and highlights various aspects of an individual’s profile. Below, we explore three key types: Professional, Academic, and Character Reference Letters.

Professional Reference Letters

Professional reference letters are written by a previous employer, supervisor, or professional colleague. They focus on the applicant’s work experience, skills, and professional achievements. These letters are often required during job applications or for career advancement opportunities. 

These letters should detail the individual’s role, responsibilities, key accomplishments, and work ethic. It’s essential to mention specific instances where the individual demonstrated their skills and contributed to the organization’s success.

Related Article: Who to Use for Professional References 

Academic Reference Letters

Academic reference letters are typically requested for educational pursuits, such as college admissions, scholarships, or academic awards. Written by teachers, professors, or academic advisors, these letters highlight the individual’s academic achievements, intellectual capabilities, and potential for future success in their field of study. 

They should reflect on the individual’s academic performance, participation in class, and any notable projects or research work. This type of letter often emphasizes the individual’s dedication, curiosity, and ability to overcome academic challenges.

Character Reference Letters

Character reference letters focus primarily on the personal attributes of an individual. They are usually written by someone who knows the person well but is not a family member, such as a mentor, family friend, or community leader. 

These letters are particularly important when assessing an individual’s suitability for a role that requires a high degree of trust and integrity. They should provide insights into the individual’s character, values, and behaviors, illustrating how these traits have been beneficial in various situations.

Related Article : How Many References Should You Have? 

Letter of Recommendation Examples

In crafting a letter of recommendation, it’s essential to tailor the content to the specific needs and strengths of the individual. Whether it’s for a professional role, character assessment, or a remote work position, each letter should effectively highlight the candidate’s unique qualities and contributions. 

These examples are designed to provide a clear understanding of how to articulate a candidate’s abilities and achievements in a manner that resonates with the recipient, ensuring the letter is both compelling and relevant to the candidate’s desired opportunity.

Professional Employment Reference Letter

Taylor Robinson Hiring Committee Chair Innovatech Solutions 321 Future St. Techville, TV 32167 April 5, 2024

Dear Mr./Ms. Robinson,

It is with great enthusiasm that I recommend Laura Smith for the position of Project Manager at Innovatech Solutions. As the Senior Director of Project Management at TechGenius, I had the privilege of observing Laura’s professional growth and remarkable contributions over her four-year tenure as an Assistant Project Manager.

Laura’s standout achievement was her leadership in the “GreenTech Initiative” project in 2020. Under her guidance, the project not only met but exceeded its objectives, achieving a 30% increase in energy efficiency for our client’s products. Her strategic planning, combined with her ability to seamlessly integrate new technology into existing systems, was critical to the project’s success. Laura’s innovative approach and meticulous attention to detail were instrumental in securing a 15% grant for future sustainability projects for TechGenius.

Beyond her technical skills, Laura’s interpersonal abilities truly set her apart. Her team leadership and conflict resolution skills were pivotal during challenging project phases, ensuring team cohesion and maintaining client satisfaction. Her mentorship of junior staff members has left a lasting positive impact on our department.

I am confident that Laura will bring the same level of exceptional performance, dedication, and innovation to the Project Manager role at Innovatech Solutions. Her blend of strategic foresight, technical expertise, and leadership ability makes her an excellent fit for your team. I strongly recommend her for this position and believe she will be a valuable asset to your organization.

Please feel free to contact me for any further information or clarification.

John Doe Senior Director of Project Management, TechGenius [email protected] +1 555 123 4567

Character Reference Letter for a Coworker

Jane Doe Human Resources Manager Green Earth Initiatives 123 Business Rd. Business City, BC 12345 January 1, 2024

Dear Ms. Doe,

I am writing to express my wholehearted support for Emily Johnson’s application for the Community Outreach Coordinator position at Green Earth Initiatives. As Emily’s coworker at Design & Innovate Corp for over five years, I have had the privilege of witnessing her exceptional character and dedication to community service.

Emily has always been more than just a proficient graphic designer ; she is a driving force for positive change within our community. One of her most notable contributions was her volunteer work with the local “Food for All” campaign, where she not only designed impactful promotional materials but also played a crucial role in organizing community food drives. Her efforts helped raise awareness and significant donations for the cause, demonstrating her compassion and commitment to helping those in need.

What truly sets Emily apart is her genuine empathy and integrity. She often takes the initiative to support new team members and creates an inclusive and welcoming work environment. Her ability to connect with people from diverse backgrounds, combined with her strong ethical values, makes her an outstanding role model and team player.

Emily’s passion for community engagement, along with her innate ability to inspire and mobilize people toward a common goal, makes her an ideal candidate for the Community Outreach Coordinator role. I am confident that her exceptional interpersonal skills and dedication to social causes will enable her to excel in this position and make a meaningful impact at Green Earth Initiatives.

Please do not hesitate to contact me if you require any further information or insights regarding Emily’s character and abilities.

Warm regards,

David Thompson Senior Graphic Designer, Design & Innovate Corp [email protected] +1 555 678 9101

Remote Work Employment Reference Letter

Alex Martinez Hiring Manager VirtualTech Inc 456 Justice Ave. Law City, LC 45678 March 10, 2024

Dear Attorney Martinez,

I am delighted to recommend Mark Benson for the position of Lead Software Engineer at VirtualTech Inc. As the CTO of NetSolutions, where Mark has been working remotely for the past three years, I have had ample opportunity to observe his exceptional technical abilities and adaptability to the remote working model.

During his tenure with us, Mark was instrumental in developing our flagship product, CloudSync, a complex cloud storage solution. His technical expertise, particularly in cloud computing and cybersecurity, was vital in overcoming the project’s significant challenges. Despite the remote setting, Mark’s consistent communication and collaboration were standout qualities. He regularly led virtual team meetings and coding sessions, ensuring that all team members, regardless of their location, were aligned and engaged.

What impresses me most about Mark is his self-motivation and time management skills, crucial in a remote work environment. He has an innate ability to prioritize tasks effectively and meet deadlines without compromising on the quality of work. His initiative to conduct weekly virtual training sessions for the team not only enhanced our collective skill set but also fostered a sense of community and teamwork among remote employees.

Mark’s blend of technical acumen, excellent communication, and leadership skills, along with his proven ability to thrive in a remote work environment, makes him an ideal candidate for VirtualTech Inc. I am confident that he will be a valuable asset to your team and contribute significantly to your company’s success in the digital realm.

Please feel free to contact me if you would like further information or specific examples of Mark’s work and achievements.

Susan Lee Chief Technology Officer , NetSolutions [email protected] +1 555 234 5678

What to Include in a Reference Letter

When composing a reference letter, it’s essential to include certain key elements to ensure the letter is effective and provides a comprehensive overview of the candidate’s qualifications.

These elements include:

1. Sender’s Information

The sender’s information is a critical component of any reference letter, as it establishes the credibility and authority of the person writing the letter.

This section should be clearly outlined at the top of the letter and include the following details:

• Name: The full name of the individual writing the reference letter.
• Title or Position: The professional title or position of the sender, which adds weight to the reference. This should be the current title or the one held while working with the individual being recommended.
• Company or Organization: The name of the company or organization where the sender is employed or affiliated.
• Contact Information: Including an address, phone number, and email address is crucial. It not only offers a means for the recipient to verify the information or seek further clarification but also demonstrates transparency and openness.

2. Recipient’s Information

• Name: The full name of the recipient. If the recipient’s name is not known, a general title or department can be used, such as “Hiring Manager” or “Admissions Committee.”
• Title or Position: Including the recipient’s professional title or position helps in directing the letter to the appropriate person, especially in large organizations where multiple individuals may be involved in the decision-making process.
• Company or Organization: The name of the company or organization where the recipient works. This acknowledges the professional setting into which the candidate is seeking entry or advancement.
• Address: The full postal address of the company or organization. 

3. Salutation

The salutation in a reference letter is more than just a formality; it sets the tone for the communication and shows respect for the recipient.

Here are key elements to consider:

• A Formal Greeting: Begin with a formal greeting such as “Dear,” which is universally recognized as professional and respectful.
• Addressing the Recipient: If you know the recipient’s name, use it directly after the greeting, e.g., “Dear Mr. Smith,” or “Dear Dr. Jones.” 
• Inclusive and Respectful Language: If the recipient’s name or gender is unknown, use a neutral and inclusive salutation like “Dear Hiring Manager,” “Dear Selection Committee,” or “To Whom It May Concern”. 

4. Opening Paragraph

The opening paragraph of a reference letter is pivotal in establishing the context of your relationship with the candidate and setting the stage for the endorsement to follow.

Here are some elements to include in this initial section:

• Introduce Yourself: Start by introducing yourself to give the recipient an understanding of who you are. Mention your name and your professional position or title, as this adds credibility to your recommendation.
• Your Relationship with the Candidate: Clearly state your professional or academic relationship with the person you are recommending. This could be as their supervisor, colleague, professor, or mentor.
• Duration of Relationship: Include how long you have known the individual. This time frame helps the recipient gauge the depth and extent of your experience with the candidate.
• Purpose of the Letter: Briefly mention the purpose of your letter – to recommend the individual for a specific position, program, or opportunity. This sets a clear context for the rest of your letter.

5. Body Paragraphs

The body paragraphs are the core of the reference letter, where you provide detailed insights into the candidate’s qualifications, skills, achievements, and character.

Here’s how to structure this section effectively:

• Specific Examples and Details: Use concrete examples to illustrate the person’s skills and qualifications. For instance, if you are highlighting their leadership skills, mention a specific project they led and the positive outcomes that resulted from it.
• Highlight Relevant Experiences and Accomplishments: Discuss experiences that directly relate to the position or opportunity the individual is pursuing. For example, if they’re applying for a managerial role focus on instances where they demonstrated effective management skills.
• Unique Qualities or Strengths: Point out any unique strengths or qualities that make the individual stand out. This could include exceptional problem-solving skills, innovative thinking, or a strong commitment to teamwork.
• Personal Anecdotes or Stories: Including a brief story or anecdote can make your letter more engaging and memorable. This could be an instance where the individual overcame a significant challenge or went above and beyond in their role.
• Balanced Perspective: While it’s important to focus on positive attributes, offering a balanced perspective can add authenticity to your letter. If appropriate, you can mention areas where the candidate has shown growth during your relationship.

Remember, the goal of these paragraphs is to provide a vivid picture of the candidate’s abilities and character. Well-chosen examples and stories make your endorsement more convincing and help the recipient understand why the individual is an excellent fit for the opportunity.

6. Closing Paragraph

The closing paragraph of a reference letter is where you encapsulate your overall recommendation and express your support for the individual.

Here are some elements to include:

• Summarize Key Points: Briefly restate the most important qualities, achievements, or skills of the candidate that you have highlighted in the letter. This reinforces your endorsement and reminds the reader of the candidate’s suitability for the position or opportunity.
• Express Your Strong Recommendation: Clearly state your confidence in the candidate and your belief in their suitability for the role or opportunity. Use affirmative language like, “I highly recommend,” or “I am confident that,” to leave no doubt about your support.
• Offer to Provide Further Information: Indicate your willingness to provide additional information or clarification if needed. This shows your genuine support and readiness to assist further in the candidate’s application process.
• Contact Information Reminder: Although your contact information is already at the top, a brief reminder here ensures that it is easily accessible for the reader, should they wish to follow up with you.

7. Closing Salutation

Here’s how to conclude your letter appropriately:

• Use a Professional Closing: Opt for a formal and universally accepted closing phrase. Common examples include “Sincerely,” “Best regards,” or “Yours truly.” 
• Consistency with the Tone: Ensure that the closing salutation matches the overall tone of your letter. If your letter is highly formal, a closing like “Sincerely” is appropriate. For a slightly less formal tone, “Best regards” can be a good choice.
• Space for Signature: If you are sending a hard copy or a scanned version of the letter, leave space for your handwritten signature above your typed name. This personal touch adds authenticity to the document.
• Typed Name and Title: Below the signature space, type your full name and title again. 

Related Article: When Do Employers Check References?

Reference Letter Template

This reference letter template is designed for professionals to easily adapt and customize according to the specific needs of the individual being recommended. Simply fill in the blanks and modify the text as necessary to suit your context.

[Your Name] [Your Title or Position] [Your Company or Organization] [Your Contact Information (Address, Phone Number, Email)] [Date]

[Recipient’s Name] [Recipient’s Title or Position] [Recipient’s Company or Organization] [Recipient’s Address]

Dear [Recipient’s Name],

I am writing to recommend [Candidate’s Full Name] for [Position/Opportunity/Program] at [Recipient’s Company/Organization/School]. As [Your Position] at [Your Company/Organization], I have had the pleasure of working with [Candidate’s Name] for [Duration of Relationship] and have witnessed [his/her/their] significant contributions first-hand.

[In this paragraph, provide specific examples of the candidate’s skills, achievements, and qualities. Mention a particular project or responsibility and the impact of their work. Highlight any unique attributes that set the candidate apart.]

[This paragraph should continue to build on the candidate’s qualifications. Include personal anecdotes or stories that illustrate their capabilities and character. Focus on how their contributions positively affected your team or organization.]

I am confident that [Candidate’s Name] will bring [his/her/their] remarkable [skills/qualities, such as leadership, creativity, dedication] to [Recipient’s Company/Organization/School]. [His/Her/Their] ability to [specific skill or contribution] makes [him/her/them] well-suited for [Position/Opportunity/Program]. I strongly endorse [his/her/their] candidacy and believe [he/she/they] will be a valuable addition to your [team/program/organization].

Please feel free to contact me at [Your Contact Information] if you require any further information or specific examples of [Candidate’s Name]’s work and achievements.

[Your Handwritten Signature (if applicable)]

[Your Typed Name] [Your Position]

Related Article: How to Provide References for a Job

Tips for Writing Letters of Recommendation

Crafting effective letters of recommendation requires a delicate balance of showcasing the candidate’s strengths, providing specific examples, and employing persuasive language. Here are some valuable tips to help you navigate the intricacies of this crucial task.

Quantify Achievements

When writing a letter of recommendation, it’s powerful to quantify the candidate’s achievements. Use specific figures and statistics to illustrate their accomplishments. For example, instead of saying “significantly increased sales,” specify “increased sales by 30% over six months.” This provides concrete evidence of their capabilities and makes their achievements more tangible and credible. Quantifying contributions also helps the recipient gauge the scale and impact of these accomplishments, offering a clearer picture of the candidate’s potential.

Connect to the Position or Opportunity

Tailor the letter to the specific position or opportunity the candidate is applying for. Highlight skills and experiences that are directly relevant to the job requirements or academic program. For instance, if the candidate is applying for a leadership role, emphasize their successful team management experiences. This shows that you understand what the role entails and have thoughtfully considered how the candidate’s skills and experiences make them a good fit, making your recommendation more relevant and persuasive.

Include Keywords

Identify important terms in the job listing or academic program description, such as “project management,” “analytical thinking,” or “creative problem-solving,” and weave them into your letter. This not only tailors the letter to the specific role but also ensures it passes through any automated screenings, increasing the chance that your recommendation will be read by decision-makers.

Leverage Technology for Reference Letter Management

Utilize technology platforms for efficient reference letter management. For example, online reference request platforms simplify the process of requesting, writing, storing, and submitting letters of recommendation. These tools often offer templates, reminders, and the ability to submit letters directly to institutions or employers. 

Leveraging such technology can streamline the process, ensuring timely submission and organization of your reference letters, while also offering a secure way to manage sensitive personal information contained within these documents.

Related Article: Reference Check Questions

About the Author

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• How to Write Recommendations in Research | Examples & Tips

How to Write Recommendations in Research | Examples & Tips

Published on September 15, 2022 by Tegan George . Revised on July 18, 2023.

Recommendations in research are a crucial component of your discussion section and the conclusion of your thesis , dissertation , or research paper .

As you conduct your research and analyze the data you collected , perhaps there are ideas or results that don’t quite fit the scope of your research topic. Or, maybe your results suggest that there are further implications of your results or the causal relationships between previously-studied variables than covered in extant research.

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What should recommendations look like, building your research recommendation, how should your recommendations be written, recommendation in research example, other interesting articles, frequently asked questions about recommendations.

Recommendations for future research should be:

• Concrete and specific
• Supported with a clear rationale
• Directly connected to your research

Overall, strive to highlight ways other researchers can reproduce or replicate your results to draw further conclusions, and suggest different directions that future research can take, if applicable.

Relatedly, when making these recommendations, avoid:

• Undermining your own work, but rather offer suggestions on how future studies can build upon it
• Suggesting recommendations actually needed to complete your argument, but rather ensure that your research stands alone on its own merits
• Using recommendations as a place for self-criticism, but rather as a natural extension point for your work

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There are many different ways to frame recommendations, but the easiest is perhaps to follow the formula of research question   conclusion  recommendation. Here’s an example.

Conclusion An important condition for controlling many social skills is mastering language. If children have a better command of language, they can express themselves better and are better able to understand their peers. Opportunities to practice social skills are thus dependent on the development of language skills.

As a rule of thumb, try to limit yourself to only the most relevant future recommendations: ones that stem directly from your work. While you can have multiple recommendations for each research conclusion, it is also acceptable to have one recommendation that is connected to more than one conclusion.

These recommendations should be targeted at your audience, specifically toward peers or colleagues in your field that work on similar subjects to your paper or dissertation topic . They can flow directly from any limitations you found while conducting your work, offering concrete and actionable possibilities for how future research can build on anything that your own work was unable to address at the time of your writing.

See below for a full research recommendation example that you can use as a template to write your own.

If you want to know more about AI for academic writing, AI tools, or research bias, make sure to check out some of our other articles with explanations and examples or go directly to our tools!

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While it may be tempting to present new arguments or evidence in your thesis or disseration conclusion , especially if you have a particularly striking argument you’d like to finish your analysis with, you shouldn’t. Theses and dissertations follow a more formal structure than this.

All your findings and arguments should be presented in the body of the text (more specifically in the discussion section and results section .) The conclusion is meant to summarize and reflect on the evidence and arguments you have already presented, not introduce new ones.

The conclusion of your thesis or dissertation should include the following:

• A restatement of your research question
• A summary of your key arguments and/or results
• A short discussion of the implications of your research

For a stronger dissertation conclusion , avoid including:

• Important evidence or analysis that wasn’t mentioned in the discussion section and results section
• Generic concluding phrases (e.g. “In conclusion …”)
• Weak statements that undermine your argument (e.g., “There are good points on both sides of this issue.”)

Your conclusion should leave the reader with a strong, decisive impression of your work.

In a thesis or dissertation, the discussion is an in-depth exploration of the results, going into detail about the meaning of your findings and citing relevant sources to put them in context.

The conclusion is more shorter and more general: it concisely answers your main research question and makes recommendations based on your overall findings.

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George, T. (2023, July 18). How to Write Recommendations in Research | Examples & Tips. Scribbr. Retrieved September 3, 2024, from https://www.scribbr.com/dissertation/recommendations-in-research/

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How to write a letter of recommendation (with examples)

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What’s a letter of recommendation?

Format of a letter of recommendation, tips for writing a letter of recommendation, letter of recommendation examples, how to write a letter of recommendation for a friend, start writing.

Sometimes, a former colleague pops up in your inbox to ask you for a favor. This time, it’s a letter of recommendation. If you loved working with this coworker, you’d jump at the opportunity to help them out.

There’s only one problem: you’ve never written a letter like that before. You don’t even know where to begin — it’s time to learn how to write a letter of recommendation.

Writing an effective letter of recommendation takes time, thoughtfulness, and insight into the person’s background and character. 

If you’re willing to write a letter for this person, you’re likely overflowing with praise for them. But how do you balance your high regard with professionalism? This article discusses what a letter of recommendation is and how to write an effective one. It also includes valuable examples to get you started.

A letter of recommendation highlights a person’s skills, knowledge, and experience to bolster an application. Someone who knows a candidate writes one of these letters to vouch for them, expressing why they’re the best person for the opportunity.

A professional letter of recommendation is usually addressed to a hiring manager, admissions committee, or potential employer. You might also need to write one for someone applying for any of the following:

A new home or apartment 

Scholarships, grants, or awards

A new job 

Fellowship programs 

Graduate or professional school programs

As the letter writer, your communication skills are tested since you’re responsible for painting a positive picture of this person. Someone you once managed might be changing careers ; they need you to highlight their transferable skills .

Your letter could include positive comments about how they have strong public speaking skills and experience juggling multiple deadlines simultaneously.

Research has shown that people referred for a job are 4x more likely to be offered it than those without a referral. While a recommendation isn’t necessarily an internal referral, these letters show that someone credible vouches for the letter’s subject to have this position. A good letter of recommendation can make or break an application.

Letter of recommendation versus letter of reference

Let’s not confuse a letter of recommendation for a reference letter. While a letter of recommendation focuses on skills, knowledge, and experience, a reference letter describes a person’s character. It’s when you describe their work ethic and personal qualities. Both letters require specific examples and details, but they address different aspects of a person.

A reference letter:

Used for generic reasons 

Doesn’t have to be for professional reasons

Provides an overview of a person’s character and qualities

A letter of recommendation:

Used for specific positions or opportunities

Includes details and examples

Written by someone in an authoritative position, like a former manager or professor

You could be a little rusty when it comes to formatting a letter — or maybe this is completely new to you. One CBS poll found that 37% of Americans said it's been over five years since they've written a personal letter , and 15% had never done it at all. Don't fret if you relate. It’s never too late to learn a new skill.

Writing a letter of recommendation requires you to flex your organizational skills . If that’s something you struggle with, you might benefit from a letter of recommendation template. We've got you covered. 

Here are five sections you should include in your letter:

Greetings: Keep this section short and sweet. This is where you address the recipient of the letter. Make sure you know how to spell their name and title properly, or write a general greeting like "To whom it may concern" or “Dear [University Name] admission committee.”

Introduction: In your introduction, explain who you are, your relationship to the candidate, and why you recommend them for the opportunity. Consider briefly explaining why you're writing this letter and hint at what you'll discuss further down.

Body of the letter: This section contains the most important information. It'll include an overview of the person's past experiences, skills, and industry knowledge. Make sure to share short personal anecdotes with details that illustrate their abilities. For instance, you might describe the person's communication skills by using an example of when they were part of a large research project you worked on together and had to communicate effectively with team members. 

Closing statement: A good letter needs a solid closing statement. It's your chance to summarize your points and highlight why you're giving this person a strong recommendation. Be succinct and thorough, but avoid repeating details.

Your signature: It's time to finish your letter. Add your signature and contact information at the very end to signal it's over.

Understanding how to structure your letter will help organize the writing process. Make sure you’re thoughtful with your words and pay attention to the details .

Here are five tips to consider when writing a letter of recommendation:

Collect all the necessary information before you begin writing

Keep a positive voice, but avoid clichés 

Tailor your tone to the situation 

Focus on highlighting the most important details

Proofread your letter several times

The things you include in a letter for someone hoping to gain admission into graduate school differ from someone trying to secure a job offer. Each letter follows the same format, but the details are different.

You may find that getting the first few words down is the hardest, and that's understandable. But once you start your introduction, the rest of the letter will follow suit.

Here are three examples of how to start letters of recommendation for different scenarios, plus a few things to keep in mind for the rest of the letter:

1. Recommendation letter for a job

It's my pleasure to recommend [Person's name] for the Data Scientist role at X Company. I was [Person's name] supervisor from 2011-2021 and valued their deep knowledge of software programs, time management skills, and prior experience.

Above all, their innovative problem-solving techniques helped our team excel on projects. I've watched their skills grow immensely and think they'd be an ideal candidate for the job.

Next, share detailed examples of the person's problem-solving techniques and expand on how much they've grown throughout the years. Finish the letter by telling this employer how lucky their company would be to have this candidate based on your examples and their skills. 

2. Recommendation letter for graduate school

I highly recommend [Person's name] for admission to the [program] at X University. I am a psychology professor at Y University and had the pleasure of teaching [Person's name] in [course code] during their bachelor's degree in nutrition.

[Person's name] stood out from the other students because of their ability to research topics with exceptional depth and use feedback to strengthen their knowledge on how best to present nutritional studies. They thrive in collaborative environments because of their superb teamwork skills and communicate effectively with peers and colleagues.

Consider finishing the letter by expanding on the candidate's research topics and explaining some of the reasons why they have good teamwork and communication skills. It will help to know more about the program they’re applying to and which strengths to emphasize.

Each admissions committee will have different criteria, so tailor your examples to reflect the skills they’ll need to succeed. 

3. Recommendation letter for a scholarship

I highly recommend choosing [Person's name] for your annual marketing scholarship. I'm a former coworker of [Person's name] from 2015-2022 and saw firsthand how skilled they execute marketing strategies and intuitively understand data to predict future trends.

[Person's name] started as an intern and has since secured a full-time paid position. In their time at X Company, they demonstrated exceptional leadership skills and a high level of professionalism, which is why they'd be an ideal candidate for your scholarship. They would represent your scholarship and their school with dignity and integrity. 

The body of your letter should include references to specific projects the person worked on and how they’ve become a great leader in the workplace to show the selection committee why they best meet the scholarship’s criteria.

If a friend has asked you to write them a personal letter of recommendation, it won’t be as professional in tone as a letter a former employee or manager requests. It will act more like a reference letter by leaning on their character while highlighting strengths and accomplishments.

Here are a few things to consider when writing a letter of recommendation for a friend:

Ask for details: It would be tough to provide specific examples without details about what you’re recommending them for. Asking your friend for details on where they’re applying will help you structure your letter and pack it with the most valuable information.

Explain your relationship: This doesn’t have to be long but describe how you know the person. Explain if you have a professional working relationship or if you’ve known each other since childhood. This gives you credibility as a letter writer. 

Share your contact information: Include ways for people to contact you for a potential follow-up. Consider using your work email address or LinkedIn profile.

You could encounter a situation where you don’t want to write a letter of recommendation for a friend. Whatever your reason is, don’t feel pressured to write a letter. Learning how to say “no” helps you solidify your boundaries and honor your values.

Learning how to write a letter of recommendation tests your organizational and communication skills. You need to be precise and articulate with your praise — and that’s not easy, especially if you’ve never written a letter of recommendation before.

These letters are for various purposes, like landing a job, getting into a school, or signing a lease agreement. No matter the purpose, these letters should meet the same guidelines. You’ll always benefit from being detailed, asking the person questions for greater clarity about the application, and including all necessary sections. 

Remember that writing a letter of recommendation requires your authentic self . You have to be honest with your recommendation and reasons for offering it. After you’ve written it, be proud of yourself. You’ve taken the time to do something kind for someone else, and kindness never goes out of style.

Understand Yourself Better:

Big 5 Personality Test

Maggie Wooll, MBA

Maggie Wooll is a researcher, author, and speaker focused on the evolving future of work. Formerly the lead researcher at the Deloitte Center for the Edge, she holds a Bachelor of Science in Education from Princeton University and an MBA from the University of Virginia Darden School of Business. Maggie is passionate about creating better work and greater opportunities for all.

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43 FREE Letter of Recommendation Templates & Samples

Securing the ideal candidate for a job role is vital. Ensuring smooth operations within the organization and sustaining client relations requires an individual with proficiency in their tasks.

That’s why, whether you’re seeking employment or enrolling in an educational program, it’s essential to highlight your skills and experience during the application phase.

Table of Contents

• 1 Letter of Recommendation Templates
• 2 What is a Letter of Recommendation
• 3 Sample Letter of Recommendation
• 4 What is Included in a Recommendation Letter
• 5 Who should you approach if you need a letter of recommendation?
• 6 Letter of Recommendation Examples
• 7 Benefits of Recommendation Letters
• 8 Tips on How to Create Your Own Reference Letter
• 9 Letter of Recommendation for college
• 10 Recommendation Letter Example
• 11 Letter of Recommendation Samples
• 12 Writing Tips
• 13 Conclusion

A previous colleague, employer, teacher, or client can provide a recommendation on your behalf. They can do this with a letter of recommendation by talking about the traits and skills that make them a good applicant for the job, college, or graduate program you’re applying for.

You can impress a potential employer and land more interviews by giving your application materials more legitimacy with a solid letter of recommendation.

In this article, we’ll unpack the best ways for you to create a unique recommendation letter that stands out.

Letter of Recommendation Templates

What is a Letter of Recommendation

A formal letter of recommendation is a document that describes someone’s suitability for a certain position. It does this by highlighting their strengths, assets, and accomplishments as an individual.

It’s usually written by someone who can attest to that person’s academic or professional accomplishments, like an old coworker or professor.

In some letters, the names of former coworkers or managers can be added as references to vouch for a candidate’s talents as an employee or student .

This letter is at least one page and is typically addressed to a hiring manager or admissions officer who is evaluating a potential applicant for employment, a scholarship, or admission.

Sample Letter of Recommendation

What is Included in a Recommendation Letter

Every recommendation letter is unique. For example, someone applying for a job would add past employers as a reference. Whereas someone applying for a scholarship would add details of their lecturers or professors. For the most part, every recommendation letter has the following information: 

• A brief introduction The person providing the recommendation letter introduces themselves and describes their relationship to the applicant. Usually, the opening paragraph describes how well and how long the writer has known you. It should be clear from the introduction section that you and the writer have known each other long enough for them to write a glowing recommendation letter for you.
• Summary of qualities They can also include a summary of any relevant professional or personal experience and how it relates to the recipient. When appropriate, they can offer examples of your abilities and accomplishments. In the case of a paralegal application, for instance, the person writing your recommendations can include your attention to detail and client-relations abilities.
• Personal narrative In this section, the author can elucidate why they believe you are the ideal candidate for the desired position. They should detail the reasons underlying your suitability for the role and highlight one or two distinctive attributes that set you apart. The writer must know the candidate well enough to judge their personality and provide positive feedback. A thorough letter can go over things like reliability and consideration for others at work.
• A personal anecdote Having the writer describe specific examples of when they saw you use your abilities to overcome a difficulty helps put your credentials in more context. This can assist hiring managers in having a more accurate view of your competence and give your application’s claims and information more weight.
• Closing statement The writer will need to include a summary of why you’re a good fit for the position in the closing statement. Writers may restate the relevant qualifications for the job you’re seeking towards the end of the letter. This section of the letter integrates your qualifications with the job description or other requirements given by the company, and it employs precise language to match those requirements.
• Contact information Request the author to provide their personal contact details, ensuring the reader can reach out for further insights about you. They can place this information either as a header at the beginning of the recommendation or in a concluding sentence at the end.
• Signature This section will include the name of the writer and confirms the authenticity of the letter. After completing the letter of recommendation, the author can send the letter to the applicant for submission. Alternatively, they can send it to the hiring manager, admissions officer, or any other party that has requested it. Even though references on an application are often sufficient, a prospective employer could demand a more forceful letter of support. A letter of recommendation is required for jobs that request a large amount of trust and competence or are competitive. For instance, you might send reference letters along with your cover letter or CV if you’re applying for a job in the financial or medical industry.

Who should you approach if you need a letter of recommendation?

When considering who to ask for a letter of recommendation, think about someone who can confirm your skills and experience. Make sure that whoever you choose can authoritatively comment on the caliber of your work and commitment.

The ideal people to seek a letter of reference or recommendation include the following: 

• Former managers
• Former supervisors or superiors
• Past Mentors
• Former professors
• Former teaching assistants
• Former lab supervisors

Think about the connections you’ve made throughout your time at work and in school when deciding who to ask.

Choose someone who is equally invested in your achievement and who you know would present you in a very favorable way.

The perfect recommendation letters would be provided by someone who:

• Is familiar with your work and has a favorable opinion of it.
• Possesses the time necessary to develop a letter that will genuinely impress a hiring manager.
• Has a reputation that will be valuable to the employer or admissions officer or is in a position of authority.

The majority of people won’t have any trouble assisting you. However, some might feel a bit pressed for time and ask you to write up your own reference letter for them to sign.

If this happens, try to put yourself in their shoes. Write the sample letter as though you were them and think back on the relationship and conversations you’ve had.

It’s easy to get carried away when writing your own letter, so try sticking to only facts. Simply highlight your accomplishments and provide detailed examples of your skills by performing an honest self-evaluation.

Letter of Recommendation Examples

Benefits of Recommendation Letters

Your qualifications can be raised by including a letter of recommendation with your application documents in the following ways:

• Providing background The most important skills are listed in a resume, but a letter of recommendation dives further into how you use and apply those skills. For example, the writer can describe how you used this expertise to assist a company in overcoming an issue that might pique the interest of hiring managers.
• Increasing credibility Including first-hand testimonials from a previous employer might help your accomplishments seem more credible. Having backing from a respected figure in your field can greatly enhance your job search prospects. This is particularly beneficial if you’re relatively new to the industry and are seeking to bolster your relevant experience.
• Demonstrating loyalty If a letter of reference is not required for a job application, making the extra effort to request one might demonstrate to hiring managers that you are dedicated to your work and passionate about it. Additionally, this can assist in demonstrating your soft abilities, such as perseverance and commitment. It also provides you the chance to show that your previous job valued you and that you can bring the same knowledge and dedication to your new workplace.

Tips on How to Create Your Own Reference Letter

Although you should encourage the person writing the letter to be as creative as possible, you should also make suggestions for how to make the letter work best for the position you’re going for.

The following are some effective techniques for writing an attractive recommendation letter.

• Ask someone in a position of authority to write it A letter of recommendation from a former boss or business owner can be more persuasive than one from a coworker. Leaders might give your application materials more credibility because of their position and experience in the business.
• Send the job advert to the writer Your writer can write a more persuasive letter if they are familiar with the demands of the position you’re applying for. If the job description for a financial analyst includes having great communication skills, for instance, the cover letter can discuss how the applicant can clearly explain complex financial information to clients.
• Tell them about your accomplishments and skills Reminding your writer of your major achievements will help them produce a stronger letter, even if it has been months or even years since you worked together. For instance, request that your writer note in the letter that you were named “Employee of the Year” by your prior employer. Please send the writer your resume. Your resume can act as a reminder of your experience if the person hasn’t worked with you recently. Additionally, doing so could provide them with a more thorough understanding of your career history, which could be useful for their recommendation letter.
• Analyze the letter for errors After thanking your letter writer for their time and generosity, consider developing a list of any adjustments that need to be made. Then, politely ask them to make the changes. Additionally, you can ask a friend or coworker to peer edit it and provide feedback to ensure the spelling and punctuation adhere to industry standards.

Letter of Recommendation for college

Recommendation Letter Example

Whether you’re writing it for a student or someone looking for a job, your letter should follow a similar format. We have created a simple, free recommendation letter template to use as a guide while writing your own:

Dear Sir/Madam,

I have the pleasure of recommending (applicant name) without any reservation for (job title with company name or admission to institution name)

I, (your name), work at (your company’s name) and have been employed for (number of years) in (your field of work) and have seen many young people come and go. One who has stuck out amongst the rest is (applicant’s name). They have demonstrated exceptional talent within (field, skills, attributes, experience, class, project, etc) during our time together.

I was particularly impressed by their (positive attributes, such as a can-do attitude, leadership skills, organizational skills, etc.), and as a result of our collaboration, (applicants name) has advanced far beyond that of their peers.

(Applicants name) has always been a pleasure to work with because of their extremely optimistic attitude and (positive characteristics). Not only did I need and value (pronoun’s good characteristics and positive traits), but so did their peers, who often relied on them to get the job done.

I am confident that your (institution or company) would find (applicant name) to be a perfect fit. Not only does (applicant’s name) have the qualifications you’re looking for, but they will also work hard to establish themself as a valuable member of (institution or company) and advance it in any way they can.

Please feel free to contact me at (contact information) for any further questions or details. It would be a pleasure to go into more detail about my experience (working or studying) with (applicants name)

Warm regards/Sincerely/Kind regards,

Your name, company, and job title.

Letter of Recommendation Samples

Writing Tips

• Keep it positive  – The letter should highlight that the candidate is perfect for the position. Try and stick to words that will have an impact on the reader.
• Keep it professional  – Find or create a recommendation letter template similar to a business letter. Make sure to use professional and respectful language that’s easy to read.
• Focus on the important things  – Highlight two to three of the candidate’s top achievements and provide examples to support their suitability for the position.
• Observe the guideline requests  – Find out how to submit your letter from the candidate. Follow the guidelines and deadline requests to the letter to avoid jeopardizing the status of their application.
• Double-check your letter  – Pay close attention to how people’s and companies’ names are spelled. Go through your completed letter to detect any grammatical issues.

Writing a letter of recommendation for someone is an honor and may determine whether or not they succeed in their applications.

If you ask someone to write you a letter, make sure to provide them with as much information as you can and include any pertinent information that can help you succeed.

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• Open access
• Published: 02 September 2024

Factors influencing the choice of pediatric resident: program directors perspective in Saudi Arabia: a cross-sectional study

• Abdulrahman Alhaqbani 1 , 2 ,
• Sulaiman Alayed 1 , 2 ,
• Khaled Almutairi 1 , 2 ,
• Rayan Alotaibi 1 , 2 ,
• Fahad Aljuraibah 1 , 2 , 3 ,
• Khaled Alsager 1 , 2 , 3 &
• Hamad Alkhalaf 1 , 2 , 3  

BMC Medical Education volume  24 , Article number:  956 ( 2024 ) Cite this article

Metrics details

Pediatrics is one of the most important medical specialties in the Kingdom of Saudi Arabia) KSA) since it serves a large population. Therefore, the pediatrics residency program is considered one of the most important and competitive programs. Obtaining acceptance in Saudi programs depends mainly on the Saudi Commission for Health Specialties (SCFHS) score, then the applicant enrolls to do the interviews with the training centers in the accepted region. This study aimed to evaluate the factors used by pediatric program directors (PD) in accepting applicants in their pediatric residency program in KSA.

In this cross-sectional study, an online questionnaire consisting of 49 items was distributed among 76 current and former pediatric PDs in KSA. Participants were selected via non-probability convenience sampling. Data were collected and analyzed using the Social Sciences Statistical Package (SPSS version 26).

Of the sample of PD studied, males represented 77.6%, while females represented 22.4%. Most of the PDs were over 50 years old. Most of them were former pediatric PDs (71.1%). The current study found that the Saudi Medical Licensing Exam was the most important factor [3.87 (0.89)] followed by services and electives [3.86 (0.65)], research [3.84 (0.83)], interview [3.77 (0.89)], GPA [3.50 (0.62)], and letter of recommendation [3.39 (0.76)].

Conclusions

For those interested in pediatrics residency programs in KSA, this study recommends that seeking a high Saudi Medical Licensing Exam (SMLE) score, taking pediatric elective rotations during internship, and acquiring excellent basic knowledge in research were the most important aspects of pediatrics residency selection from the pediatrics PD’s perspective.

Peer Review reports

Pediatrics is one of the most important medical specialties in the Kingdom of Saudi Arabia) KSA) since it serves a large population. In 2021, the General Authority of Statistics estimated the number of children in the KSA to be approximately 8.5 million, which represents 25 of the total population [ 1 ]. Due to the high demand, the Pediatric Residency Program is considered one of the most competitive and demanding programs. Globally, pediatrics was one of the top three specialties in the number of applicants in the United States in the last 6 years [ 2 ]. In addition, in KSA there were more than 1000 residents enrolled in the pediatric program in 2017 [ 3 ]. Pediatrics contains approximately 13 subspecialties in which residents train during their residency [ 4 ]. The Pediatric Residency Program in KSA is supervised by the Saudi Commission for Health Specialties (SCFHS) and there are approximately 40 approved centers in KSA [ 5 ].

The application process consists of two phases that begin by ranking the desired specialties with the desired cities through the SCFHS system. Acceptance is based on the SCFHS score, which consists of 50% on the Saudi Medical Licensing Exam (SMLE) score, 30% on the grade point average (GPA), and 20% on the portfolio points (divided between research activity, post-graduate academic degree, community volunteering activities, strong interest in the specialty, being currently in a job as a health practitioner and having an experience of six months in the chosen specialty). After being accepted in the program, the applicant needs to do interviews in all the training centers within the accepted region [ 6 , 7 , 8 ].

The scope of this study is pointed toward the interview phase in which the applicant is to be interviewed by a committee consisting of consultants mostly chaired by the program directors (PDs). There are multiple aspects of residency enrollment, for instance: GPA in medical school, performance during rotation in the field, research publications, interview performance, letters of recommendation, and much more. At the local level, there were few studies in plastic surgery, urology, and emergency medicine that discussed the perspective of PD, and there were varying results [ 6 , 7 , 8 ].

To the best of our knowledge, there are no such studies in the pediatric field. The purpose of this study was to pinpoint the most important factors in the curriculum vitae (CV) of the applicants and their relative importance from the perspective of pediatric PD to accept new pediatric residents into the program, which will be helpful for future applicants interested in pediatrics.

Materials and methods

Study design, setting and population.

This is a cross-sectional study of online surveys. Currently, there are about 40 pediatric program centers in KSA that are divided according to regions: 11 in the Central Region, 15 in the Western Region, 11 in the Eastern Region, and 3 in the Southern Region. This research included current and former pediatric PDs in the approved centers by SCFHS. PDs of other specialties were excluded from the study.

Sample size and sampling technique

Considering a total of 40 pediatric program centers in KSA with 40 current directors, the 40 current directors and about 60 accessible former directors were approached and asked to participate in the study. The final sample that was included in the study was 76 PDs (22 current PDs and 54 former PDs) yielding a 76% total response rate and 55% for the current PDs. The study participants were selected using a non-probability convenience sample where data was collected through an online questionnaire filled by PD who agreed to join the study.

Data collection methods, instrument used and measurements

Data were collected using an electronic online questionnaire that was sent to PD of the SCFHS pediatric programs. The questionnaire consisted of 49 items aimed at assessing the most important qualities of pediatric residency program applicants from the perspective of pediatric PD, which was the main outcome variable. The questionnaire started with 6 questions regarding demographic data such as gender of the PD, current or former PD, duration of work as a PD, and the place where the PD worked. The next part included 43 items on a 5-Likert agreement scale regarding the assessment of the PDs’ degree of agreement to the qualifications of pediatric residents, ranging from one for ‘ strongly disagree’ to five for ‘strongly agree’ . Thirty items were subdivided into six domains/subcategories and 13 items covered miscellaneous points. The domains included GPA domain (seven items), SMLE domain (three items), research domain (seven items), the interview domain (three items), service and electives domain (working as a service resident and/or had an elective rotation in pediatrics during the internship) (six items) , letter of recommendation (LOR) domain (four items). For the sake of comparison of different domains among different groups and overall mean was calculated for each domain by dividing the sum of the means of domain items by the number of items in the domain.

Data management and analysis plan

The Social Sciences Statistical Package (SPSS version 26) was used for data entry and analysis. Frequency and percentage were used for categorical data such as gender and subspeciality/general. Mean and standard deviation for numerical data such as score of the important qualities and age. For quantitative data, independent sample t test and one-way ANOVA were used for normally distributed data, while Mann-Whitney U test and Kruskal-Wallis test were used for skewed data to test for significant differences between the different categories on the Likert scale. The test was considered significant if the p -value was less than 0.05.

The results were divided into several sections: sociodemographic data, the overall ranking of the influencing factors for selection, the ranking of the influencing factors based on the PDs’ demographic data, the details of each domain, and other miscellaneous factors.

Sociodemographic data of the participants

A total of 76 participants were involved in this study; 59 (77.6%) were males and 17 (22.4%) were female respondents. 29 (38.2%) of the participants were over 50 years of age. Additionally, 54 (71.1%) were former pediatric PDs, while only 22 (28.9%) were currently working as PDs. Most of the respondents had been working for 2–4 years as PDs and most of them were working in the central region. Moreover, most of the directors were employed in the Ministry of Health 23 (30.3%), followed by 22 (28.9%) in Military Institutions, 17 (22.4%) in University Hospitals and only 7 (9.2%) worked in the private sector. (Table  1 )

Overall ranking of the influencing factors for selection

The SMLE score was the most important factor [mean (SD): 3.87 (0.89)] followed by services and electives [3.86 (0.65)], research [3.84 (0.83)], interview [3.77 (0.89)], GPA [3.50 (0.62)], and LOR [3.39 (0.76)]. (Tables  2 and 3 ).

The influencing factors of selection per domains

This study found that obtaining a high GPA [3.88 (0.97)] and gaining awards or honors [3.83 (1.06)] were the factors of highest rating used by PDs in the the GPA domain. Furthermore, in the SMLE domain, having a high SMLE score [3.83 (1.03)] and having a high pediatric SMLE score [4.07 (0.93)] were the most influential factors. Regarding the research domain, PDs considered having a good basic knowledge in research [3.96 (0.84)] and a publication in pediatrics [3.92 (1.00)] to be higher than the other factors. Compared to other factors in the interview domain, dressing well [3.99 (1.09)] was the highest rated. Furthermore, taking pediatric elective rotations during the internship [4.16 (0.95)] and having a good reputation and performance [4.39 (0.87)] had the highest mean in the service and elective domain. Last, the quality of language and content of the recommendation letter [3.57 (0.99)] were the most valued factors in the LOR domain. Other factors of each domain showed low to intermediate levels of importance. (Table  2 )

Miscellaneous factors such as gender, age, marital status and other factors

Several factors had a high mean, such as the level of English proficiency [3.88 (0.82)], having the intention to serve back in a peripheral region that is still in need of qualified pediatricians [3.76 (0.96)], and having many community services and volunteer activities [3.62 (0.88)]. Other factors showed lower means. (Table  4 )

In line with the findings presented in Table  4 ; Fig.  1 displays the agreement rates for male and female PDs regarding the different items. Male PDs reported highest agreement to candidate’s English language proficiency (72.9%) and his intention to serve back in peripheral areas (62.7%). However, female PDs gave their highest agreement ratings for gender equality in the program (70.6%) followed by English language proficiency, intending to serve back in peripheral regions and community and volunteering services (64.7% for each). Females were more than males to prefer applicants from the same region (58.5% vs. 42.4%) and single applicants (35.3% vs. 22%), they were also more to accept applicants with chronic conditions (35.3% vs. 28.8%).

Agreement rates of different items for all, male and female PDs

Ranking of the influencing factors based on the PDs’ demographic data

In this study, male PDs ranked the SMLE score [3.88 (0.89)] and research activity [3.88 (0.86)] as the most important factors, whereas female PDs preferred the interview process [4.14 (0.64)]. Furthermore, junior PDs (≤ 45 years) ranked services and electives [3.92 (0.67)] as the most important factor. On the other hand, senior PDs (> 45 years) ranked the SMLE score [3.91 (0.89)] as the most important factor. Research experience [3.95 (0.66)] was the most important factor for current PDs, whereas former PDs preferred the SMLE score [3.86 (0.91)]. Furthermore, in terms of the importance of factors based on the region of PD, the PDs of the central region believe that the SMLE score is the most important factor [3.95 (0.79)]. On the other hand, Western Region PDs consider services and electives as the first one in importance [3.89 (0.54)] and eastern region PDs think that the interview is the most significant factor [3.78 (1.02)]. (Table  3 )

The present study evaluated the factors used by former and current pediatric PDs in accepting applicants for Pediatric Residency Programs in KSA to provide comprehensive guidance for undergraduate medical students and medical interns.

The main study findings

In the current study, except for the miscellaneous factors, all overall domains’ ratings of importance fell at an above average level of importance according to PDs’ perspectives. The most important domains were the SMLE score, followed by Services and Electives, Research and Interview domains.

Interpretation of the main findings

The first and most important factor in the current study was the SMLE score which was unique to this study in contrast to the emergency medicine (EM) PDs study in which the SMLE score ranked 9th and the Urology PDs study in which the SMLE score ranked 6th. This could be attributed to the SMLE score accounting for 50% of the total SCFHS score. In EM study, the most important factors were performance in the interview, EM electives, oral or poster presentation on events [ 8 ]. In the Urology PDs study, the most influential factors were performance during rotation at the respondent’s center, publications in Urology, Urology electives [ 7 ]. The second and third most important factors in the current study were slightly similar to the results of the other studies in terms of importance which signifies how electives and research activities can influence the choice of applicants since they have been in the top three of importance across different specialties [ 7 , 8 ].

When comparing some aspects of different domains this study tackled, the results found that candidate’s academic performance was an important eligibility factor from PDs’ perspective. This is noticed in the rating of candidate GPA in the GPA domain and the high pediatric SMLE score in the SMLE domain. This was in accordance with a similar Canadian study examining anesthesia PD perspectives regarding candidate selection [ 9 ]. The PDs in our study further emphasized the importance of academic knowledge prior to acceptance in the Interview domain where they valued candidates showing good pediatric knowledge during the interview.

The interview domain ranked fourth in this study, but was the domain of highest rated by female PDs. A study in the United States assessing importance selection criteria for pediatric emergency highlighted the interview as the most important aspect for choice than the candidate academic prior academic performance [ 10 ]. This difference may be because the Interview are needed to reveal personality traits and personal characteristics that suit the medical specialty the applicant applies for. PDs may believe that emergency department physicians should have certain personality traits [ 11 ] different from those dealing with pediatric patients in the wards or outpatient clinics that could only be revealed during the interview. This is further emphasized by the results of the EM study [ 8 ] that showed that the most important factor was the performance in the interview. In addition, Ross and Leichner [ 12 ] in a study published in 1984 reported that personal interviews were highlighted as an important factor for the selection of psychiatrists residents.

The current study findings also showed that the most important aspect in the Interview domain was dressing well. In contrast, the urology study showed that “appearance during the interview” ranked 15th [ 7 ]. How physicians dress had been previously studied as an important factor for building trust and gaining the patients’ confidence [ 13 ].

With Services and Electives ranking the second most important aspect considered by PDs. This finding should be clearly communicated to prospective candidates to encourage them to participate in elective pediatric activities prior to application to improve their chance of acceptance. In line with this point, having a good reputation and performance during rotation ranked the first and most important factor for candidate selection across all domains. This was in line with the findings of the urology study which ranked it as the most important aspect [ 7 ] and the pediatric emergency study conducted in the United States [ 10 ]. This fact should be highlighted to all prospective applicants to consider that PDs from different specialties believe that previous good reputation of the applicant is an important selection criteria.

Coming after the candidate’s GPA, winning awards or honors was one of the most influential factors in the GPA domain, but the ED study did not show the same significance and ranked it 13th out of 15 in the importance list [ 8 ].

Having good research knowledge was one of the most important domains valued by PDs in our study, having good basic knowledge in research and previously published research were the most influential aspects of the choice among applicants. This was correlated with previous studies in the United States [ 10 , 14 ] that reported that candidates with good research potential were important factors to assess candidates. This was also similar to the study conducted on plastic surgery PDs in KSA showing that ‘showing evidence of knowledge in the basics of medical research’ was the third most important factor [ 6 ]. Good knowledge and research skills are important for advancement in the medical career. It helps physicians develop and apply better management procedures and updated management options for their patients [ 14 ].

Such finding highlights the importance of improving the candidate’s research skills prior to their clinical involvement. Improving research skills of applicants should start in their undergraduate stage where medical curriculum ought to continuously be updated to improve students’ research skills and publication skills.

Regarding the LOR, it can have a great impact on the acceptance of the applicant, especially if it was from a well-known author to the PDs, because many PDs believe that they can predict the performance of the applicant based on the LOR [ 15 ]. The current study showed that a well-written LOR with good quality language is one of the important aspects for selection. It has been previously recommended with well written reference by previous studies as an important aspect for candidate selection [ 9 , 10 ]. In the ER study, the language of the recommendation ranked 4th out of 6, which does not show high significance [ 8 ]. This study also showed that least important aspect perceived across all domains was having multiple recommendations. It was not considered a very important factor that could improve the chances of the applicant.

In this study, there are some interesting results of directors’ preferences regarding applicants’ traits and social life. A higher number of PDs believe in equal gender distribution resembling the ER and plastic surgery studies that concluded that gender has no role in the applicant’s acceptance. Although the exact reason was not collected in the survey, the most likely explanation is due to logistical reasons, for example: the availability of on-call rooms and lounges. Furthermore, the applicant’s English language proficiency and serving back in a peripheral region showed a remarkably high rank among other factors, shedding some light on the importance of these factor to be further evaluated. Finally, the applicant’s presence on social media platforms is one of the factors evaluated by the PDs, which showed a low mean for both the content of social media accounts and being active. This result is almost consistent with the ER study, where the social media account was at the bottom of the priority list as one of the least crucial factors [ 6 , 8 ].

Looking from another perspective by assessing the significant differences in the importance of factors based on the demographic data of the PDs. Regarding the gender of the PDs, there was no significant difference across all factors except for the LOR, in which the female PDs believed it to be more important than male PDs. There was also a significant difference in the importance of LOR between junior PDs who preferred it more than senior PDs. No significant differences were found in the importance of the remaining factors between the current and previous PD. To our best knowledge, there are no studies that have studied the association between the PDs’ demographic characteristics (such as age and gender) the reported factors, making the findings mentioned above unique to this study.

Strengths and limitations

Despite the important findings reported by this study, it still has a few limitations. Firstly, despite the high number of participants compared to other studies, the majority were former PDs which can be postulated that they are not fully updated about the latest regulations related to the application process or the continuous change of the selection criteria. Also, other members of the Pediatric Program, not only PDs, could have been involved in the study to gain a more comprehensive image. Secondly, the geographic distribution of the PDs was not equal, e.g. the Southern Region was represented by only one participant. Finally, using of online survey and nonrandom sampling method limit the generalizability of the study findings.

SMLE score, services and electives, and research potential were the most important factors considered by Pediatric PDs for selection of candidates. Variability of the opinions and the points of selection that could vary by personal or demographic factors call for constructing a unified standardized form for valid selection criteria to guide PDs, ultimately contributing to improving the pediatric residency selection process in KSA and ensuring that the best candidates become future pediatricians. Policies should also be improved to help prospective candidates to join elective activities. These findings can help prospective applicants to improve their qualifications and training experience as well as to self-analyze their points of strengths and weaknesses to expand their chance of acceptance. Further in depths qualitative studies are needed to understand the PDs’ views, perspectives and experiences and factors standing behind their perceptions and choices. Similar studies are needed for other specialties with an emphasis on including comparison of the factors based on the PDs demographic and personal characteristics.

Data availability

The datasets generated and/or analyzed during the current study are not publicly available but are available from the corresponding author on reasonable request.

Abbreviations

Curriculum vitae

Emergency medicine

Grade point average

Kingdom of Saudi Arabia

Letter of recommendation

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Saudi Medical Licensing Exam

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Acknowledgements

We would like to thank all the program directors for participating in our study.

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Abdulrahman Alhaqbani, Sulaiman Alayed, Khaled Almutairi, Rayan Alotaibi, Fahad Aljuraibah, Khaled Alsager & Hamad Alkhalaf

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AA generated the research idea. All authors participated in modifying the survey and writing the proposal and the manuscript. HA was responsible for data collection. AA, SA were responsible for the data analysis. All authors have read and approved the final version of the manuscript.

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Alhaqbani, A., Alayed, S., Almutairi, K. et al. Factors influencing the choice of pediatric resident: program directors perspective in Saudi Arabia: a cross-sectional study. BMC Med Educ 24 , 956 (2024). https://doi.org/10.1186/s12909-024-05926-w

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Received : 21 October 2023

Accepted : 19 August 2024

Published : 02 September 2024

DOI : https://doi.org/10.1186/s12909-024-05926-w

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