Draft a recommendation letter for [CANDIDATE NAME] for [OPPORTUNITY AND RECIPIENT]. I am [RECOMMENDER ROLE AND RELATIONSHIP], and I have known the candidate for [TIME PERIOD] in [SETTING]. Use these firsthand observations and examples: [EVIDENCE AND ACHIEVEMENTS]. Address these recipient criteria or stated priorities: [RECIPIENT CRITERIA]. The letter should be [LENGTH AND TONE]. Write the complete letter in a professional letter format: date placeholder, salutation, 3 to 4 body paragraphs, and closing with my name/title placeholder. Open by clearly stating the strength and basis of my recommendation. In the body, develop two specific examples using context, the candidate's actions, and the result or demonstrated quality. Tie each example to a relevant recipient criterion rather than listing praise words. Include one credible observation about how the candidate responds to challenge, feedback, collaboration, or responsibility when supported by my notes. End with an unambiguous endorsement and an invitation to contact me. Do not write from the candidate's voice. Do not invent grades, rankings, dates, metrics, awards, quotations, personal traits, or claims that I could not personally support. Avoid generic praise such as “hard-working” unless it is shown through an example. If the notes contain a weakness, do not spotlight it unless I explicitly ask; do not make false claims to conceal it. Before answering, check that each factual claim is traceable to [EVIDENCE AND ACHIEVEMENTS] and that the letter answers the recipient's actual criteria. Ask up to 3 clarifying questions only if a required input is missing.
Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [CANDIDATE NAME] | Enter the full name of the person you are recommending. | Elena Park |
| [OPPORTUNITY AND RECIPIENT] | Name the job, program, scholarship, award, or institution receiving the letter. | Master of Public Health program at North River University |
| [RECOMMENDER ROLE AND RELATIONSHIP] | Describe your title and how you know the candidate. | I am a program manager at Harbor Community Clinic and Elena's direct supervisor. |
| [TIME PERIOD] | State how long you have known or supervised the candidate. | 18 months |
| [SETTING] | Describe the workplace, course, project, volunteer activity, or other context. | A community health outreach team serving uninsured adults. |
| [EVIDENCE AND ACHIEVEMENTS] | List firsthand examples, responsibilities, outcomes, and observations you can honestly verify. | Elena redesigned our intake checklist after noticing repeat paperwork errors; follow-up calls were completed two days faster for six weeks. She trained three new volunteers and calmly handled a language-access complaint by arranging an interpreter workflow. |
| [RECIPIENT CRITERIA] | Paste selection criteria, the role description, or the qualities the recipient values. | Academic readiness, service to diverse communities, leadership potential, and commitment to public health. |
| [LENGTH AND TONE] | Specify a word count range and the desired level of formality. | 450 to 550 words, warm and formal |
How to use
- Paste the recipient's criteria and only examples you personally observed or can document.
- Check that each paragraph contains evidence, not only adjectives or a restatement of the candidate's resume.
- Confirm names, program title, dates, and the submission instructions before signing.
- Then send: “Make this 350 words while keeping the two strongest examples and the same factual claims.”
Variations
Academic reference
Use this for a student applying to college, graduate school, or a scholarship.
Write a [WORD COUNT]-word academic recommendation for [STUDENT] to [PROGRAM OR SCHOLARSHIP]. I taught or advised them in [COURSE OR SETTING] during [TIME PERIOD]. Use only these firsthand examples: [ACADEMIC EVIDENCE]. Address [SELECTION CRITERIA], including intellectual engagement, relevant skills, and contribution to a learning community. Include two concrete examples and explain what each demonstrates. Do not invent grades, class rank, publications, or personal circumstances. Before answering, flag any statement not supported by my notes. Ask up to 3 questions only if required details are missing.
Manager reference
Use this for a former employee applying for a role.
Draft a professional reference letter for [EMPLOYEE] applying to [ROLE OR COMPANY]. I was their [MANAGER RELATIONSHIP] at [EMPLOYER] from [DATES]. Build the letter around [TWO OR THREE WORK EXAMPLES], connecting them to [ROLE REQUIREMENTS]. State the scope of my direct observation and describe one example of judgment, collaboration, or growth only if supported. Use a [TONE] tone and keep it under [WORD COUNT] words. Do not infer performance ratings, revenue, or credentials. Check that the recommendation does not disclose confidential information. Ask up to 3 questions only if needed.
Brief endorsement
Use this for a form field, LinkedIn recommendation, or short email.
Write a [WORD COUNT]-word endorsement for [PERSON] for [PURPOSE]. I know them as [RELATIONSHIP] through [CONTEXT]. Use these verifiable observations: [EVIDENCE]. Include one specific contribution, the capability it demonstrates, and a direct statement of recommendation. Make it suitable for [PLATFORM OR RECIPIENT]. Do not use inflated claims, rankings, or facts not provided. Check that it can stand alone without the reader knowing our shared context. Ask up to 3 questions only if a required input is absent.
Tips
- Ask for the recipient's evaluation criteria before drafting; a compelling letter explains fit rather than using the same praise for every opportunity.
- Use two well-developed examples instead of six compressed accomplishments, especially when the writer directly observed the work.
- If you have only indirect knowledge of an achievement, phrase it as information the candidate shared only if that is appropriate, or leave it out.
- A letter should be signed by the recommender and sent from an address the recipient can verify when the application process requires it.
FAQ
Can AI write a recommendation letter from the candidate's resume?
It can create a draft, but a recommender should rely on firsthand observations and independently verify facts. A resume alone rarely supplies the credible detail a strong letter needs.
Should I mention a candidate's weaknesses?
Usually focus on the evidence relevant to the opportunity. Mention growth only when it is honest, relevant, and framed with a specific example of how the candidate responded.
How long should a recommendation letter be?
Many applications work well at 400 to 600 words, unless the recipient specifies otherwise. A short endorsement may need only 150 to 250 words.