sample letter of recommendation for phd from supervisor

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Letter of Recommendation (LOR) for PhD Students (with Sample) - Need, Parts, Qualities

Letter of Recommendation for PhD Students: For PhD students, a letter of recommendation is a crucial component of the application documents. While other admissions materials, like transcripts and test results, are factual, a letter of recommendation for PhD students integrates the plans and facts of a CV and statement of purpose. A résumé is a summary of your accomplishments, transcripts are evidence of your achievements, and an SOP describes the significance of the course and your readiness for it. A reference letter for a PhD is an unbiased opinion on everything mentioned above. TOP EXAMS : IELTS | TOEFL | GRE | GMAT Country Guide : UK | Ireland | Australia | Canada

What is the need for a letter of recommendation for PhD students

Types of lors for phd, select the right person to write recommendation letter for phd, letter of recommendation for phd students: qualities to focus on, parts of a lor for phd students, elements of letter of recommendation for phd students.

A PhD application usually requires at least two letters of recommendation for students from their professors. This allows the admission committee to know the applicants as people with skills that would otherwise be difficult to know from their resumes, transcripts and SOP. A letter of recommendation for PhD students should mention at least three qualities of the applicant – a social quality and at least two technical or subject-related qualities.

Moreover, as a PhD is an advanced specialised programme, the subject-related quality should be focused on projects carried out and specialised courses that will aid his/her PhD research. Read the complete article to know all the details about PhD letter of recommendation, PhD reference letter samples, and more.

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A recommendation letter for PhD student from professors holds much more importance than those applying for undergraduate or master's courses. Grades and GRE scores play a big role in receiving admission from a university. The LOR for PhD admission is usually the deciding factor when choosing between candidates with similar credentials. Go through the key points to be included in the reference letter for PhD students from the professor to gain an understanding of what it is before you ask your professor to write a PhD reference letter for you.

A PhD candidate must provide two letters of recommendation (LORs). Nevertheless, to ensure caution, it is recommended that the candidate should prepare a minimum of three LORs. Various universities may have different requirements for LORs from recommenders.

Academic Letter of Recommendation (LOR) for PhD

Usually, universities require applicants to submit two or three Letters of Recommendation (LORs) for PhD from their previous educational institution. For undergraduate programs, these LORs can be obtained from teachers at your high school, while for masters or PhD, professors from your university can provide them.

Professional Letter of Recommendation (LOR) for PhD

A Professional Letter of Recommendation (LOR) for PhD from a Supervisor differs from an Academic LOR by emphasizing certain content related to the applicant's teamwork skills, industry knowledge, and leadership qualities.

Before asking someone for a recommendation letter for PhD application, you should know whom to ask. PhD is purely an academic degree and therefore you need to have a recommendation letter for PhD from those who can vouch for your academic inclination and strengths. PhD recommendation letter should be written by academicians with whom you have worked or someone who has supervised or taught you. If you are aspiring for a PhD programme or want a lor for PhD post-doctoral research, you should ideally ask your master's project guide or PhD guide to be one of the referees for your letter of recommendation for PhD students.

Your faculty must go through a sample recommendation letter for a PhD from a professor before sitting down to write one recommendation letter PhD for you. Other letters of recommendation for PhD students from teachers and professionals can be taken from persons who are from the same field or specialization in which you intend to do your PhD. You can also take your recommendation letter for doctoral programs from your supervisor who has an understanding of your academic capabilities.

Friends and relatives are not supposed to write your LOR for PhD admission for a number of reasons; first, they do not have first-hand information about your academic capabilities. Second, as they have not professionally or academically worked with you, they would not be able to present relevant information in the PhD letter of recommendation about you. Also, the recommender might not have in-depth knowledge of the discipline you intend to do a PhD. Last but not least, relatives cannot be objective about your qualities. That's why it is not a great idea to take your student recommendation letter from them. So a letter of recommendation for PhD students from teachers, professors, supervisors, coaches, etc., is only applicable.

The person who is writing a letter of recommendation for PhD students would be a professional who has known the applicant academically for no less than one year. The recommender should not only know you as one of the students in the department, but they should also know you as a person, your capabilities as a student, as well as your control over the subject they have been teaching. They should also be aware of your plans.

Recommendation letters for Ph.D. students from supervisors, and professors are very subject-specific. Referees should speak of strong subject knowledge as well as analysis traits. A Letter of recommendation for student should show the student as possessing positive qualities like intelligence, self-motivation, responsibility, and amiableness. Emphasis should be given to passion and dedication as well.

Advanced study like a Ph.D. is often a challenging and demanding program. Therefore, the LOR for PhD admission should also display perseverance, competitiveness and the ability to work independently. Courses and knowledge related to PhD programme-related packages, extra courses, and statistical analysis techniques should be exemplified in the letter of recommendation for the PhD program.

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A student recommendation letter for a PhD will typically be between one to two pages. The document of recommendation letter for PhD student should be well differentiated into 5–6 paragraphs. The LOR for PhD should begin with an introductory paragraph about the recommender and his/her association with the applicant. You must read a PDF of the PhD recommendation letter sample before you ask your recommenders to give you one.

The next 3 to 4 paragraphs in the letter of recommendation for PhD program should outline the different academic and social qualities of the applicant with suitable substantiation. No quality should be mentioned without a suitable example. Finally, the concluding paragraph will sum up the above with a line recommending the applicant for the programme.

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Below is a LOR for PhD sample from a professor. Candidates can consider it as a letter of recommendation format for PhD and refer to it while writing their LOR for PhD.

Reference letter sample for PhD student

Like there is a letter of recommendation for PhD students from professors, you can also read about PhD reference letter sample pdf, sample LOR for graduate school from coworker pdf, letter of recommendation for PhD in computer science, sample recommendation letter for employee, etc which will give you a fair idea what a recommendation letter is all about.

A recommendation letter for PhD students from a professor or supervisor gives a human touch to the applicant’s profile. A reference letter for PhD student from a professor is the only document that can present the applicant’s social side to the admission committee. Therefore, choose a referee who can not only substantiate your academic strengths but also cite appropriate examples of your social qualities in your recommendation letter for PhD students.

Frequently Asked Question (FAQs)

It is crucial that the person writing your recommendation letter is someone who is familiar with your academic abilities. The most frequent writers of letters of recommendation are academics; professors or supervisors, but, other experts who are familiar with you and have overseen your academic or research work may also be suitable candidates.

The reference letter should be 1-2 pages long with 5-6 paragraphs.

PhD suggestions are highly specialised. Referees should emphasise both analytical skills and in-depth topic understanding. Letters of recommendation for students should highlight their intelligence, initiative, responsibility, and interpersonal skills.

Yes, PhD, postdoc, and scholarship applications typically require two to three letters of recommendation. These letters should come from professors who know your work and can detail your possibilities.

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Letters of Recommendation for Graduate School: The Definitive Guide

Who, when, and how to ask for a letter of recommendation for graduate school, including word-for-word scripts and a sample letter.

Introduction

You’ve decided to apply to graduate school as the next step in your career journey. Whatever type of program you’re planning to attend, you’ll be asked to submit letters of recommendation as an admission requirement. You’ve been here before. You asked your high school teachers, advisors, or coaches for letters of rec when applying to undergrad. But how are letters of recommendation for graduate school different? What do you need to know in order to put your best foot forward and increase your chances of grad school admission?

Consider the purpose of your letters of recommendation for graduate school. In most situations, they’re written by your undergrad professors, so they’re a form of peer-to-peer advice. From one professor to another, the graduate program faculty are seeking the answer to a set of important questions. Do you have what it takes to excel in their program? And when there are so many qualified candidates to choose from, why should you be considered over other applicants? What personal qualities, experiences, and accomplishments make you the perfect fit for this program? 

Be careful not to underestimate the importance of a strong letter of recommendation for graduate school. If you have any weak areas in your application, say a less-competitive GPA or a GRE score slightly below average, an enthusiastic, detail-filled letter of recommendation may be the factor that redeems you and earns you an offer of admission. And if you’re competing against high-achieving applicants for a seat in a top graduate program, an impressive letter of recommendation has the power to sway the admissions committee in your favor.

So how do you secure impressive letters of recommendation for graduate school? We’ve compiled answers to the most pressing questions about grad school letters of recommendation so you can do everything in your power to impress admissions committees and make your grad school dreams come true.

Who should write your letters of recommendation for graduate school?

Most graduate school applications require you to submit two to three letters of recommendation, but different types of programs have different requirements about who your recommenders should be. You might be asked to submit a letter of recommendation for graduate school from a professor who teaches a specific subject. Or maybe you’ll have to get a letter from your work, research, or internship supervisor. For example, the Stanford Graduate School of Business MBA program requests letters of recommendation from both a current and a former work supervisor for applicants to be considered for admission. 

You want to be sure to pay close attention to the specific requirements of the grad schools on your application list. And if you’re given more freedom to decide your recommenders will be, you should still prioritize letters of recommendation from individuals who can speak to your academic ability or your experience related to the specific field of your intended graduate degree. An ideal set of recommendation letters would include one from a professor in a related subject, one from a research supervisor, and one from an internship or work supervisor.

Who would write the best letter of recommendation for graduate school

Choosing which professors, supervisors, or advisors to ask for graduate school recommendation letters can be challenging. Should you choose someone who doesn’t know you well but has an inside connection to the graduate school you’re applying to? If a prestigious professor writes you a letter of recommendation for graduate school would you get an automatic admissions advantage? 

These questions and more can keep graduate school hopefuls up at night, wondering how to maximize their admissions odds. To put your mind at ease, here are the best guidelines to use when selecting who to ask for letters of recommendation for graduate school. 

Someone who knows you well and positively. You should choose an individual who you’ve spent time with outside the classroom, who knows your career goals, and who holds a favorable opinion of you.   

Someone who has known you for a significant amount of time. A letter of recommendation for graduate school will carry more weight if the recommender has known you for two years instead of two months. Ideally, you want to find someone who has known you for a year or more in various formats (for example, as your professor, faculty mentor, and honor society advisor).

Someone who can speak to your specific strengths as they relate to the program. Choosing an economics professor to write your MBA letter of recommendation is a wise choice because they can speak to the specific qualities that will help you succeed in pursuing an MBA as well as a career in business. You might also choose a research, internship, or work supervisor to write your recommendation letter if they’re in the type of career you’re pursuing. 

Someone who has meaningful stories to share about you. Consider who witnessed some of your greatest accomplishments or saw you demonstrate high levels of initiative, commitment, or teamwork. A letter of recommendation that includes specific stories instead of general platitudes (“show, don’t tell”) is more impactful.

Someone who communicates effectively. If all other aspects are equal and you’re trying to decide between two potential recommenders, you should consider who will be more likely to produce a strongly-worded, persuasive letter on your behalf. Some professors are more generous, organized, and enthusiastic than others—those are the ones who write memorable letters of recommendation for graduate school.

When to ask for a letter of recommendation for graduate school?

You should ask for a letter of recommendation for graduate school between six weeks and two months before the application deadline. This gives your recommender plenty of time to draft, write, and revise your letter of recommendation—increasing the final quality and level of impact.

If you’re seeking a letter of recommendation for graduate school from a professor, be especially mindful of what’s going on during the semester when you make your request. Is it the week of mid-terms? Is it the end of the semester where they might be overwhelmed with other duties? Consider what state of mind they might be in. The beginning of the semester is usually a calmer time for academics and an appropriate point to make your ask.

How to ask for a letter of recommendation for graduate school 

The manner in which you ask for a letter of recommendation for graduate school can directly impact the quality of the letter your recommender provides. Showing respect, consideration, and professionalism will start your letter of recommendation off on the right note. On the other hand, being too casual or seeming unappreciative will make your recommender less unenthusiastic about their endorsement, if they agree to give it at all!

That being said, the best way to ask for a letter of recommendation for graduate school is in person. Occasionally, this just won’t be possible, in which case sending an email is an appropriate back-up. But try your best to arrange a face-to-face meeting when seeking a letter of recommendation. 

How to ask for a letter of recommendation for graduate school in person

First, you will want to arrange a meeting with your potential recommender. It’s not suggested to drop by a professor’s office without an appointment or trying to catch them before or after class. By scheduling an appointment, you show respect for their time and demonstrate you’re taking your grad school applications seriously.

Below are exact email scripts you can use to request a letter in person:

Word-for-word email script when planning to ask someone you know well in person

Dear [Professor’s Name], 

I hope this message finds you well. I’m planning to apply to [type of graduate program] this fall and was wondering if I could meet with you to seek your guidance on the process. I have always valued your advice and hope to benefit from your perspective as I take this next big step in my educational journey. If so, please let me know what days and times you would be available to meet. Thank you for your consideration!

[Your Name/Last Name]

Word-for-word email script when planning to ask someone in person whom you haven’t seen or spoken with in a while

Dear [Professor’s Name],

I hope this email finds you well. My name is [Name/Last Name], and I was a student in your [Course Number/Title] course during [Semester/year]. I greatly appreciated your class because [authentic reason].

I’m planning on applying to [type of graduate program] this fall and was hoping you’d be willing to share your perspective on the process. If so, please let me know what days and times you are available to meet with me. Thank you for your consideration!

Additional advice on asking for a letter of recommendation for graduate school in person

When you meet face-to-face with a professor, advisor, or supervisor to ask for a letter of recommendation for graduate school, be sure to clarify why you chose them in particular. Of all the potential individuals you could have asked, why are their opinions and perspectives most valuable to your application to grad school? Share why your experience and interactions with them have been valuable, and if applicable, how they have encouraged you to pursue a graduate education.

You can also identify the specific qualities and experiences you hope they will speak to in their letters. For example, you might ask your research supervisor to discuss your abilities with data analysis and interpretation if you were applying to a data-related degree program, such as the Master of Science in Data Science at Columbia University . 

If you’re meeting with someone you haven’t spoken to or seen in a while, you might want to frame your request in such a way to assess whether they feel capable of writing a strong letter of recommendation for you. For example, “Would you feel comfortable writing a letter of recommendation for graduate school that highlights my specific strengths?” A lukewarm, vague letter won’t increase your admissions chances, so if that’s the best one of your recommender options can provide, it would be better to thank them graciously for their time and search for a different recommender. 

How to ask for a letter of recommendation for graduate school by email

In the instance where meeting face-to-face is simply impossible, sending a well-crafted email is an appropriate way to ask for a letter of recommendation for graduate school. You only want to use this method with someone you know well. If you have someone in mind who you haven’t seen or spoken to recently, it’s imperative to meet them in person when making your request. 

Word-for-word email script when planning to ask someone you know well via email

I hope this email finds you well. I’m preparing to apply to [type of graduate program] this fall and was wondering if you’d feel comfortable writing a strong letter of recommendation for me. [Add a sincere sentence or two explaining why a letter from them would be valuable and what experiences or qualities they might speak to]. 

If you’re willing to write a letter, I will send the following supporting materials: 1) my transcript, 2) my resume, 3) a draft of my personal statement, and 4) the graduate program description. Thank you for your consideration!

What pieces of information to provide to your recommenders

In order to help your recommenders produce high-quality letters of recommendation for graduate school, you should provide them a small informational packet after they agree to your request. This packet should include the following items:

A current transcript

An updated resume or CV

A copy of your personal statement for graduate school

A list of your relevant extracurriculars, such as research, internships, or involvement in academic societies

An outline of your career goals

A list of the graduate schools you are applying to 

Reminders of anything specific you hope they’ll include in their letter, such as your accomplishments in their class or under their supervision

Detailed instructions for submitting the letter of recommendation for graduate school

The deadline to submit their letter

What should a letter of recommendation for graduate school include?

If you ask professionals outside the world of academia for letters of recommendation—your work or internships supervisors, for instance—you might get the question, “What should a letter of recommendation for graduate school include?” In this case, you should provide your recommenders with the following list which outlines what strong recommendation letters contain.

A description of how they know you, how long they’ve known you, and how they are familiar with your work.

An explanation for how they think you’ll be successful in the program that avoids generalities and uses specific anecdotes as proof.

A highlight of a few of your top qualities they’ve witnessed—again, using examples as evidence.

A high recommendation, particularly in comparison with your peers. For example, “She is one of the most ambitious/curious/insightful students I have encountered in my 10+ years of internship supervision. I highly recommend her to your graduate program.”

These objectives will guide any recommender to produce an outstanding, impactful letter of recommendation for graduate school and increase your grad school admissions odds.

When to send reminders about your letters of recommendation for graduate school

If by two weeks before the application deadline you haven’t received confirmation from your recommenders that they submitted your letters of recommendation, you will want to respectfully check-in with a reminder. Before you do, contact the grad school admissions office to verify the letter is still outstanding. If it is, you can send a reminder to your recommender via email. 

Word-for-word email script when reminding someone of the letter of recommendation deadline

I hope this email finds you well. I plan on submitting my graduate school applications [on date or in # of days/weeks], so I wanted to send you a reminder regarding your recommendation letter. Please let me know if there’s any additional information I can provide you.

Thanks again for your support!

Once you do receive notification that the letter of recommendation for graduate school has been received, be sure to send a thank you letter or email to your recommender. And after you’ve received your admissions decision and chosen which program to attend, remember to send them a final update and thank them again for their role in your success.

Sample letter of recommendation for graduate school

Dear Program Committee: 

I hope you will strongly consider accepting Constance Wong to your PhD in Counseling Psychology program. I recommend her most highly to you. I am an associate professor at Chapman University. I have known Constance for approximately 3 years. I served as her instructor for Group Counseling, Theories of Psychology, and Counseling Techniques Laboratory.

Constance is simply phenomenal. Please allow me to explain. Constance is a hard-working, reliable, and talented counselor-in-training. She was one of the most engaged and committed students I have ever taught. During my class sessions, she frequently made incisive contributions to discussions and emanated a cheerful, humorous spirit. Constance was also highly receptive to feedback and instruction. I gained the sense that she relished opportunities to learn from supervisory feedback. In short, I thoroughly enjoyed having her in classes. 

Her counseling skills are very well developed. I had the opportunity to observe Constance’s group and individual counseling skill development in my courses. She evidenced a highly empathic, genuine, and sensitive presence. Simultaneously, she balanced these gifts with mastery of a skill-set referred to as “executive functioning” (for example, providing structure for counseling sessions, implementing plans, and managing time). It was exciting for me to witness this unique combination. 

Finally, Constance’s professionalism and dedication are unparalleled. Her assignments were always submitted on time and with exceptional quality. I could count on her to participate as a team player in group projects. In fact, she is one of those rare students who sought out extra opportunities for professional development: she completed advanced training in grief counseling for children and volunteered as a group facilitator for Good Grief, Inc. Similarly, she attended professional development workshops on play therapy and assisting children through tragic events. Such experiences illustrate her strong commitment to the field of psychology. 

I sincerely hope you will take the opportunity to meet and know this exceptional individual. I offer this recommendation without reservation and would be happy to discuss Constance’s qualifications further should you have any questions. 

Sincerely, 

Terry N. Schumer, PhD

Top 10 Letter of Recommendation Templates for PhD Applicants

Are you struggling with writing a convincing letter of recommendation for a PhD candidate? Look no further than our letter of recommendation template for PhDs. This comprehensive guide provides examples that fit various academic disciplines, so you can edit them as needed to make sure the letter addresses your candidate’s unique strengths and experience.

Crafting a letter of recommendation for a PhD can be daunting, but with our template as your starting point, you’ll be able to approach the process with more confidence. Our examples cover all the critical elements of a well-written letter, from a warm and personalized opening to a specific discussion of the candidate’s accomplishments and contributions to the field.

Whether you’re a professor, employer, or colleague of the PhD applicant, you want to present a detailed, thoughtful letter that captures their potential and highlights their strengths. Using our letter of recommendation template for PhDs, you’ll have a framework that allows you to do just that. Start with our examples and customize them to match the candidate and program requirements, and you can be sure that the recommendation you provide will help boost your candidate’s chances of being accepted.

The Perfect Structure for Writing a Letter of Recommendation for a PhD Program

Are you tasked with writing a letter of recommendation for someone who is applying for a PhD program? Well, let me tell you – it can be a daunting task. But fear not, because I’m here to help you out with the perfect structure for your letter of recommendation.

First things first, you want to start your letter off strong with an introduction. This should include who you are and how you know the applicant. You want to establish your credibility upfront so that the admissions committee knows that your opinion holds weight.

Next, it’s important to provide an overview of the applicant’s academic and professional qualifications. This is where you can really highlight their strengths and show why they would be a great fit for the PhD program. Be specific and provide examples of their accomplishments and achievements.

After that, it’s time to get personal. In this section, you want to talk about the applicant’s character and work ethic. Admissions committees want to know that the applicant is not only qualified but is also a good fit for their program. Give examples of how the applicant has demonstrated leadership, collaboration, and a passion for their field of study.

Finally, wrap up your letter with a strong conclusion. Reiterate why you think the applicant would be a great addition to the PhD program and encourage the admissions committee to seriously consider their application.

Remember, your letter of recommendation can make all the difference in the applicant’s acceptance into the program. By following this structure, you can ensure that you’re providing a well-rounded and impressive recommendation.

Good luck and happy writing!

Best, [Your Name]

Recommendation Letter Template for PhD Application

Recommendation for phd in computer science.

Dear Admissions Committee,

It is my pleasure to write this letter of recommendation for John Doe, who is applying for a PhD program in Computer Science. John was my student for two courses in computer programming, and he consistently demonstrated his passion for the subject and his ability to grasp complicated concepts. He was also an active participant in discussions and offered valuable insights on various topics.

John has a strong academic record, with grades consistently in the top 10% of his class. He has also been involved in several research projects, with two of them resulting in published papers. His dedication to research and problem-solving make him an excellent candidate for a PhD program. John will undoubtedly make valuable contributions to the research community and improve the field of Computer Science.

As such, I wholeheartedly recommend John for admission to your esteemed PhD program in Computer Science.

Professor Jane Smith

Recommendation for PhD in Psychology

I am writing to recommend Jane Doe for admission to your PhD program in Psychology. Jane has been a research assistant in my lab for two years, during which she has demonstrated exemplary research skills and dedication to her work. She has contributed to several projects, including authoring two peer-reviewed journal articles.

Jane has a sharp mind and analytical skills, which are critical for research in Psychology. She is also a great communicator and has presented her findings at several conferences. She is an excellent team player and has collaborated with other researchers to produce meaningful insights.

I have no doubt that Jane will continue to excel in her research and become an accomplished researcher in Psychology. I highly recommend her for admission to your PhD program.

Warm regards,

Professor John Smith

Recommendation for PhD Scholarship

Dear Scholarship Committee,

I am writing this letter of recommendation for Tom Smith, who is applying for a PhD scholarship. Tom was my research assistant for two years, during which he exhibited hard work, dedication, and a deep interest in the research field. He has shown an impressive ability to understand and apply research concepts from diverse fields.

Tom has an excellent academic record, and he has received recognition for his contributions to several published papers. He has also demonstrated leadership skills by organizing research seminars and workshops. Tom’s dedication to research sets him apart, and he promises to make significant contributions to the research community.

Therefore, I highly recommend Tom Smith for the PhD scholarship. His passion for research, tireless work ethic, and profound intellect make him an excellent candidate for the scholarship.

Professor Emma Brown

Recommendation for PhD Teaching Assistantship

Dear Hiring Committee,

I am pleased to write this letter of recommendation for Maria Brown, a former student of mine who is applying for a PhD teaching assistantship in your department. During her studies, Maria demonstrated an exceptional grasp of the course material, and she regularly outperformed her peers in coursework and exams.

As a teaching assistant, Maria was dedicated and highly effective. She went above and beyond in her duties, devoting extra time to help students grasp difficult concepts. Maria’s excellent communication skills and ability to simplify complex material made her a valuable asset to the department.

Overall, I recommend Maria Brown without hesitation for the position of PhD teaching assistant. Her passion for the subject matter, strong work ethic, and excellent communication skills make her a strong candidate for the role.

Best regards,

Professor Michael Lee

Recommendation for PhD Research Internship

Dear Internship Program Director,

I am writing this letter of recommendation for Jack Wilson, a student of mine who is applying for a PhD research internship in your department. Jack has an excellent academic record, and his aptitude for research is exceptional. I have supervised him for the past two years and have been impressed by his excellent research skills.

Jack demonstrates a keen understanding of research methodology and the ability to critically evaluate research. He approaches every project with a dedicated and focused mind and strives to illustrate the significance of his work. His attention to detail ensures that the work he produces is of the highest quality.

I strongly recommend Jack for the PhD research internship. His passion for research, excellent analytical skills, and dedication to detail make him an excellent choice for the program.

Professor Eric Johnson

Recommendation for PhD Program Extension

I am writing to recommend extending the PhD program duration for Jane Smith. Jane is a PhD candidate under my supervision, and she is an exceptional researcher with great potential.

Jane has made significant contributions to research in her field, and her work has resulted in several high-impact publications. However, some unexpected life events have hindered progress on her dissertation. As a result, Jane requires additional time to complete her research and write her dissertation.

Jane has demonstrated excellent academic performance and has a record of service to the department, and she is ideally qualified to complete her PhD research in this field. I strongly recommend granting Jane the extension of her PhD program duration and offering her the opportunity to complete her research and authority in the field.

Professor Katherine Hill

Tips for Crafting a Compelling Letter of Recommendation for PhD Applicants

Writing a letter of recommendation is an important responsibility that can greatly impact a PhD applicant’s chances of being accepted into a program. Crafting a compelling letter of recommendation requires careful consideration and attention to detail. Below are some tips to help you create a strong letter of recommendation that accurately reflects the applicant’s qualifications:

• Include specific details: When writing a letter of recommendation, it’s important to include specific details about the applicant’s qualifications, achievements, and abilities. Rather than using generalizations, try to include concrete examples that demonstrate why the applicant would be an excellent candidate for the PhD program.
• Avoid clichés: While it can be tempting to use clichés in a letter of recommendation, doing so can diminish its impact. Instead, try to use unique and descriptive language that highlights the applicant’s strengths and abilities.
• Be honest: It’s important to be honest when writing a letter of recommendation. If you cannot honestly recommend the applicant, it’s better to decline the request for a letter of recommendation than to write a lukewarm or negative letter.
• Keep it concise: While it’s important to include specific details, it’s also important to keep the letter of recommendation concise. Try to focus on the applicant’s most important qualifications and achievements and avoid unnecessary details.
• Address weaknesses: If the applicant has any weaknesses or areas where they may not be as strong as other candidates, it’s important to address these in the letter of recommendation. However, it’s important to do so in a constructive way that highlights the applicant’s strengths as well.
• Proofread: Like any written document, it’s important to proofread the letter of recommendation carefully. Check for spelling and grammar errors, and make sure that the document is well-organized and easy to read.

Overall, writing a letter of recommendation can be a challenging but rewarding task. By following these tips and putting thought and care into the process, you can help the applicant stand out and increase their chances of being accepted into the PhD program of their choice.

That’s all folks!

And that’s a wrap! I hope you found this letter of recommendation template for PhD students helpful. Remember, your recommendation letter should highlight your strengths, achievements, and potential as a researcher. And don’t forget to ask for your recommender’s permission before using their letter as a template! Thank you for reading and please feel free to visit again for more tips and tricks to help you succeed in your academic journey. Stay curious and keep learning!

Pharmacy Letter of Recommendation Template: A Guide to Writing a Standout Letter The Ultimate Guide to Letter of Recommendation Template for a Job Counselor Letter of Recommendation Template Job: A Guide to Writing an Effective Recommendation Letter Top Executive Letter of Recommendation Templates to Boost Your Professional Career

Asking for a recommendation letter from a PhD supervisor

Letters of recommendation are required for many applications, and PhD supervisors are often asked to provide these letters to PhD students. How you ask your PhD supervisor, what support you provide, and how you deal with a difficult supervisor relationship, matters for the quality of recommendation letters.

Reasons to need a recommendation letter from a PhD supervisor

Asking for a recommendation letter from a phd supervisor in person, asking for a recommendation letter from a phd supervisor via email, offering to provide a draft when asking for a recommendation letter from a phd supervisor, dos and don’ts when asking your phd supervisor for a recommendation letter, dealing with a difficult relationship when needing a recommendation letter from a phd supervisor.

There are various reasons to need a recommendation letter from a PhD supervisor. First, there are job applications.

PhD supervisors usually are some of the people who work most closely with a PhD student. Therefore, their opinion and feedback are valued for both academic and non-academic job applications.

However, especially for academic applications (such as postdoctoral positions), the PhD supervisor’s assessment of the student’s academic quality tends to be highly valued by application committees.

Letters of recommendation are often required for scholarship, grant and bursary applications. As many PhD students rely on these funding sources, a good recommendation letter from the PhD supervisor is really important in these instances.

Often, the recommendation letter is, next to the PhD student’s motivation letter, a key factor of success that can accelerate or slow down a PhD student’s career.

Recommendation letters from PhD supervisors are important, and a lot is riding on them. So how do you ask for a letter? The best and easiest way is in person.

Things to consider when asking for a letter of recommendation in person:

• Timing: If you have a job or grant application in mind, it is important to mention it to your PhD supervisor well in advance. Avoid asking for a recommendation letter last minute at all costs!
• Requirements: Tell your PhD supervisor about your application plans, and ask if he/she is willing to write a recommendation letter. Be specific about the requirements (length, points to cover, deadline, etc.) of the letter, so that your PhD supervisor knows exactly what to expect.
• Content: Letters of recommendation should never be generic. Therefore, always suggest key points to include in the letter. Don’t be shy. Providing direction in terms of the content of the letter makes it easier for your PhD supervisor to complete the task, and ensures that each recommendation letter is tailored to the specific application. And it does not mean that your PhD supervisor has to take over all your suggestions.
• Email confirmation: PhD supervisors tend to be busy, and they may forget about your letter. Even after agreeing that your PhD supervisor writes a recommendation letter for you, make sure to put this agreement, including the deadline and key points to include, into writing by sending an email.
• Friendly reminder: If you have not received your recommendation letter and your deadline is approaching, send a friendly reminder. Acknowledge that your supervisor is probably very busy, thank him/her for supporting you, and once again offer to help with drafting the actual letter.

Not all PhD students see their supervisors regularly and have the opportunity to ask for a recommendation letter in person. You can also ask for a recommendation letter via email.

When asking for a recommendation letter via email, it is extremely important to be concrete and concise.

The main reason for this is that you cannot explain elaborately what the application is about, why you need to letter or answer any direct questions when you ask your supervisor via email. And you don’t want your request to drown in an essay-long email.

Things to consider when asking for a letter of recommendation via email:

• Email subject: Make sure to be explicit about your request in the email subject. For instance: “Kind request for a recommendation letter for x application”.
• Purpose: Start your email by explaining why you need a recommendation letter in 2-3 sentences. Instead of talking about all the details, you can attach the job description or call for applications to your email, and simply refer to it in text.
• Content: Letters of recommendation should never be generic. Therefore, be explicit about the requirements of the application, and suggest key points to include in the letter. Don’t be shy. Providing direction in terms of the content of the letter makes it easier for your PhD supervisor to complete the task, and ensures that each recommendation letter is tailored to the specific application. And it does not mean that your PhD supervisor has to take over all your suggestions.

If you are struggling to formulate such an email, have a look at 5 sample emails asking for letter of recommendation from a professor.

You may also like: Sample emails asking for letter of recommendation from a professor

Having students write their draft letters of recommendation is a widespread practice in academia. While it may seem weird at first, offering to provide a draft recommendation letter about yourself can be a good idea.

Some PhD supervisors are of course completely committed to their supervisees and will take the time to write a unique, tailor-made recommendation letter each time they are asked to do so.

In reality, however, PhD supervisors are extremely busy and get multiple requests for recommendation letters regularly. Not only from PhD students but also from bachelor bachelor’s and master’s students.

Providing a draft letter, or key points to include or highlight, can ensure that the recommendation letter is on point, and addresses all relevant aspects of the application.

Therefore, many supervisors will request a draft version from you anyways. Many others will appreciate your offer of writing a first draft. Editing and adding opinions here and there is much easier for PhD supervisors than writing a recommendation letter from scratch.

In my experience, the chance that a PhD supervisor agrees writing a recommendation letter is much higher when the PhD student offers the provision of a draft.

You may also like: 3 sample recommendation letters for brilliant students

To summarise the information above, here are the key dos and don’ts when asking your PhD supervisor for a letter of recommendation.

• Ask your supervisor for a recommendation letter well in advance of the application deadline
• Be clear about the purpose and requirements for the letter
• Offer to write a draft letter yourself, or to provide key points to include
• Give your PhD supervisor a concrete deadline
• Ensure that each recommendation letter is tailored to the specific application
• Ask your supervisor last minute, or too close to the deadline
• Be vague about the content that you’d like to have included in the letter
• Leave the content of the letter entirely up to your supervisor
• Expect your supervisor to remember the letter and the dates of submission
• Submit a generic letter of recommendation as part of your application

Not every PhD student has a good or convivial relationship with his or her PhD supervisor/s. Thus, there may be some difficult situations.

If you think that your PhD supervisor will not put a lot of effort into the letter (because of a lack of time or interest), you can often mitigate the situation by providing a good draft. Make sure to inquire first if they are okay with you providing a draft. You cannot control the content of the final letter, but you can certainly steer it.

If you think your PhD supervisor will provide a very negative recommendation letter, it is better not to ask for one. Most applications do not explicitly ask for a recommendation letter from the PhD supervisor. So try to ask someone else, for instance, a good colleague, the head of the department, or someone else you collaborate with.

If you have a bad relationship with your PhD supervisor but your application explicitly asks for a letter of recommendation letter from that PhD supervisor, you have two options:

• Do include the recommendation letter of the PhD supervisor, even if it is a negative one, and provide an additional explanation about your relationship. Furthermore, provide positive recommendation letters from other people, even if they are not required, to counterbalance the negative opinion of the PhD supervisor.
• Do not include a recommendation letter from the PhD supervisor, even if the application requires one. Explain why you decided not to include this specific recommendation letter, and provide alternatives.

The latter two scenarios are not ideal and should be a last resort.

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How to Write a Letter of Recommendation for Graduate School

When someone asks you to write a graduate school letter of recommendation , it demonstrates that they value your opinion, trust you and believe in your writing skills.

But as flattering as it is to be asked, there is also some pressure associated with crafting an effective and convincing letter of recommendation. After all, the applicant is counting on you to influence the admissions board and highlight their accomplishments, strengths and skill sets.

The good news is, writing a graduate school letter of recommendation is more intuitive than you think. Below, we’ve rounded up all the tips you need to write the perfect letter for anyone in your sphere.

What Is a Letter of Recommendation?

First off, let’s go over what a letter of recommendation is.

A letter of recommendation is a brief, written endorsement needed for certain jobs, programs or schools that details a person’s qualifications for whatever they’re applying for.

It’s written by a trusted and valued source: usually a past employer, teacher, mentor or colleague. In a letter of recommendation for graduate school, the writer describes the person’s skills, their personality and why they’re the right fit for the program. This is all so the institution has confirmation of the applicant’s ability to succeed in the program.

If you don’t believe you’re the right fit to write a student’s recommendation, that’s OK, too. You can politely decline and explain to the student why. You can also offer to help them find someone else who’s a more appropriate choice.

Questions to Ask Yourself Before Writing a Letter of Recommendation for Grad School

Once you’ve decided to accept and write the letter of recommendation, take a moment to consider some key questions before you begin crafting your statement.

• What is your relationship like with this person?
• What do you think of their work you’ve seen? How would you describe it?
• What are significant memories you have with them?
• What qualities or strengths does this person have?
• What would you specifically want somebody to know about this person?
• What value would this person bring to this grad school program, and how would they thrive in the field after the program?

What to Ask From Someone Before Writing a Letter of Recommendation

Of course, there is some student information you’ll want to obtain before starting your recommendation. To ensure you’re addressing all the right points and representing them in the best light possible, make sure you ask them the below questions.

The basics . First off, you should find out where this letter is going, to whom it should be addressed, what the deadlines are and how they’d like you to submit it (mail, email, etc.).

Why they want to go to this program and why they are drawn to this school . It’s important to know the motivation behind their graduate school studies: Is it for the love of learning? To get a better job? To switch fields altogether? This will help inform what you write in the letter. Similarly, it’s good to know why a specific school is calling them as well.

Any strengths or qualities they want highlighted . Each person will have different qualities they want you to discuss in their letter of recommendation. If the strengths they mention are ones you agree with and seem relevant to the degree program, definitely include them. You should also ask about what achievements they’ve made that will help them stand out from the crowd of applicants.

Their resume . No one can memorize a person’s entire job and education history. A resume can help remind you of special projects and exemplary work they’ve accomplished in the past, which you can then emphasize in your letter.

What to Include in a Letter of Recommendation for Grad School

There are specific things you should always include in a letter of recommendation for graduate school to make it shine and improve the applicant’s chances of admission.

These are the points that you must undoubtedly touch on throughout your recommendation:

How do you know the applicant? It’s important to describe who you are and how you know the applicant, as well as how long you’ve known them. Personal anecdotes are a must, and they boost your credibility.

Why are they a good fit for the program? Include an explanation for why you think they would specifically thrive in the program. Avoid being vague or general. Dive into why the school would be the perfect fit, and vice versa!

What are their most shining accomplishments? Describe their achievements, especially the ones you’ve personally witnessed. In addition, reference their top strengths and qualities. Again, avoid generalities and use vivid anecdotes.

Can you explain any gaps or discrepancies? A letter of recommendation is often a good time to clear up any troubling parts of the student’s resume or work history — perhaps there was an employment gap or grades dip because they were caring for a sick relative, for example. If you’re aware of any weak spots on their resume from extenuating circumstances, this is the time to note it.

What sets the applicant apart from the rest? Be sure to conclude on a strong note with a very clear, concise recommendation. Highlight what sets them apart from other people, so the program can clearly understand why they should admit this candidate into their college or university.

How to Format and Structure a Graduate School Letter of Recommendation

As for structure, letters of recommendation should not be longer than a page. Start off with a greeting (“Dear [Name]” or “To Whom It May Concern,” if you don’t know the recipient). In the opening paragraph, explain who you are, the nature of your relationship with the student and your overall impression of them.

Within the body of the letter, you can expand on their personality, skills and achievements — along with personal anecdotes — before wrapping up with a final strong and clear recommendation for the applicant.

Then, feel free to add in a polite offer to contact you if they need more information and a formal parting signature. Double-check for spelling and grammar, too, as any mistake could weaken your credibility.

Once you’ve proofread the letter, all you have to do is submit it as instructed and patiently wait for an update from the applicant. Best of luck!

For more information, explore  USC Online ’s master’s degrees, doctoral programs and graduate certificates.

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

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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 . 

How to Write a Letter of Recommendation [With Tips & Template]

Every now and then, applying for a position will require that you also submit a letter of recommendation. 

Or, maybe, a coworker will ask you to write a recommendation letter for their new job application.

If you're not certain how to go about it, don't worry - nothing about recommendation letters needs to be complicated. Especially once you learn the nitty-gritty of the topic. 

This is exactly what this article is here to teach you!

What is a Recommendation Letter?

What should a letter of recommendation include.

• How to Write a Letter of Recommendation

3 Types of Recommendation Letters

• How to Ask For a Recommendation Letter
• Recommendation Letter Template

A letter of recommendation is a formal document confirming and recommending a person’s work, skills, or academic performance and potential. 

Typically, a recommendation letter is required for: 

• University admissions
• Fellowships or internship positions
• Job applications
• Volunteering opportunities

You should ideally write a recommendation for someone whose abilities and work ethic you are familiar with - for example, a colleague, student you taught, your employee, or someone you supervised at work.

Similarly, if you’re the one asking for a recommendation letter, you should ask someone who can attest to your professional or academic abilities. 

The types of recommendation letters are:

• Academic recommendation letters.
• Employment recommendation letters.
• Character recommendation letters.

Here’s what each type of recommendation letter is about:

#1. Academic Recommendation Letters

Academic recommendation letters are typically required to be submitted by students during the admission processes of graduate and undergraduate schools. 

Generally, each prospective student is requested to submit up to three references, which can be written by any education professional familiar with the candidate’s academic background. 

Academic reference letters include:

• Recommendation letter for undergraduate/graduate school
• Recommendation letter for a scholarship
• Recommendation letter for a fellowship program

#2. Employment recommendation letters 

This type makes up the most popular type of recommendation letter.

Sometimes, employers can ask you to submit up to 3 recommendation letters as part of your job application.

More often, though, a recruiter might ask you for recommendation letters if they already like your resume and want to learn more about you. 

Employment recommendation letters are written by former - or current - coworkers, employers, or supervisors.

If you can choose, pick someone with more years of experience than you. After all, the more senior they are, the more weight their recommendation carries.

Employment recommendations include: 

• Recommendation letter for a coworker
• Recommendation letter for a (former) employee

#3. Character recommendation letters

Character recommendation letters, also known as personal references, are used to describe an individual’s personality by someone who knows them well, including close friends, coworkers, or employers. 

Personal references serve many purposes, the primary ones being court cases dealing with criminal issues such as drunk driving offenses, or legal situations such as child adoption procedures. 

It is not uncommon, however, to have a potential landlord or even immigration officials ask for a personal reference. 

Personal references include: 

• Recommendation letter for a friend
• Recommendation letter for a tenant
• Recommendation letter for a patient

Recommendation letters follow a particular format and layout that make writing them significantly easier. 

In this section, we’ll cover how to do each the right way, starting with:

Letter of Recommendation Format

A letter of recommendation includes the following sections: 

• The salutation ; if you are addressing someone whose name you know or writing a personal recommendation letter, the salutation can be addressed to “Dear Mr./Mrs./Dr. Smith.” Otherwise, you may use the generic “to whom it may concern.”
• The introduction , which first and foremost includes your statement of recommendation (i.e. “ it is my pleasure to recommend… ”). It is common to also briefly state who you are and what your expertise is.
• The overview, or a description of the applicant’s top skills, attributes, and strengths.
• A personal story describing more of the applicant’s skills and qualifications.
• The closing statement , or the final call for action, is where you encourage the recruiter to contact you if additional information is needed.
• The signature , where you repeat your name and include your full contact information.

Letter of Recommendation Layout 

When it comes to the layout of the recommendation letter, all you need to do is follow some basic formatting rules. Here are the most important ones: 

#1. One page length. This rule applies to resumes too, but it’s even more essential for the recommendation letter. Recruiters go through hundreds of them, so chances are they appreciate concise, to-the-point letters that don’t waste their time. And besides, a good recommendation letter doesn’t have to be an essay to get the recruiter ‘hooked’ - especially if you follow the above format. 

#2. Single-spaced lining, with space between paragraphs . This also keeps your reference letter within the limit by shortening the text. 

#3. Traditional font. Don’t go for something too creative - pick a classic that works. We recommend Times New Roman, Calibri, Arial, Ubuntu, Roboto or Overpass.

#4. 1” margins on all sides . This creates enough white space around the margins and makes the letter easy to read. Additionally, the text should be aligned to the left - although this is a standard alignment for most documents.    

#5. 10-12pt font size . This is the font size range that makes the document easy to read. Adjusting the font size is another good way to keep your recommendation letter within the length limit.

Recommendation letters usually follow similar layout rules as resumes. Learn more about font size and style from our article on the best resume font, size, and format . 

Recommendation Letter Template 

Struggling to write a recommendation letter? 

Just follow our tried-and-tested template! 

To whom it may concern: 

[Recommend the referee for the position they are applying for.]

[Briefly introduce yourself and state your position/ job title , as well as your work experience .]

[Tell how you know the referee and describe their top skills, qualifications, and strengths.]

[Share a personal story with the referee where you highlight their strong points and key achievements .]

[Add a few more of the applicant’s skills and positive traits, preferably fitting the job description.]

[Show your availability to provide additional information for the referee if needed.]

Best Regards

[Your full signature and contact information]

How to Ask for a Recommendation Letter 

Need to ask someone for a recommendation letter? Here’s what you need to know.

The go-to person for your recommendation letter will depend on the type of reference you’ll need. 

For example, if you need an employment recommendation letter , your top choices should involve people who are familiar with your work ethic and professional abilities, but with whom you’ve also had a positive professional relationship. For example:

• Your team lead
• Department head
• CEO of the company
• Direct manager
• A coworker you’ve worked with together on a project

If you are a recent graduate with little work experience, you can ask a mentor or college professor to write you a professional reference. 

In case you need an academic recommendation letter , consider asking a professor with whom you’ve worked closely and can positively attest to your academic potential and achievements.

Your thesis advisor, for example, would make a good choice to ask for an academic reference. If you never wrote a Bachelor’s or Master’s thesis, any professor who knows you as more than just a face in a sea of students should do the trick. 

Finally, keep the following in mind when the time comes to ask for a recommendation letter: 

• Whoever you end up asking, talk to them about it in advance . Then, follow up with a formal email that should contain all reference-related information, such as the submission details and deadline. The email can also include a description of what you’re currently doing (professionally, academically, or independently), what qualifies you for the position, and some relevant skills, achievements, or noteworthy facts.
• If you’re asking for a professional recommendation letter, make sure to also include your resume and the job description in the follow-up email. This way, the person writing the letter will know more about you and your new position and will be able to write a more relevant recommendation by tailoring your skills to the job, or by mentioning some of your (relevant) achievements.
• Notify the contacts you’ll be asking - considering that in most cases recruiters ask for up to three recommendation letters - at least two weeks in advance. This will give them enough time to prepare and write a good recommendation letter. This is especially important for academic references because professors are usually writing several recommendation letters simultaneously.
• Consider attaching a recommendation letter template such as the one provided in this article to your email. The template will considerably ease or guide them through the process of writing the letter.
• Follow up by sending thank you notes to everyone who writes you a recommendation letter. Sending a letter of appreciation is a courtesy act that will let them know you are grateful for the time and effort they took to recommend you positively.

If you’re also looking to update your resume or create one, head over to our guide on how to write a resume in 2024 !

5 Tips on How to Write a Letter of Recommendation

There’s more to writing a recommendation letter than just following the layout instructions or sticking to the format.

We’re referring to content quality, which happens to be the trickiest part of the process. 

In this section, we’ll teach you how to write a recommendation letter that will impress the recruiter and help your referee!

Tip #1. Write an Attention-Grabbing Introduction  

First things first - the introduction.

This is where you need to grab the reader’s attention and get them interested in reading the recommendation letter. 

How to go about it? Before formally (and briefly) introducing yourself, aim to write an attention-grabbing recommendation statement, instead of a generic one the recruiter probably knows by heart already. 

Let’s explain this more practically: 

Dear Mr. Smith, 

I am pleased to recommend Sarah McKay for the Communications Assistant position.

Nothing wrong with this introduction at first glance, right? It’s a standard way of opening a recommendation letter after all. 

Well that’s exactly what’s wrong with it - it’s way too common. No, this probably won’t get your application disqualified, but it won’t impress the recruiter either.

Want yours to strike the right note? Try something like this instead:

Dear Mr. Smith,

I am sincerely glad to be the one recommending Sarah McKay for the Communications Assistant position.

This recommendation statement is not significantly different from the previous one, except for one thing: it gives the reference letter a head start by implying that recommending Sarah is an honor. And that’s more likely to get the recruiter’s attention - or, at least, curiosity. 

In case you’re struggling to come up with an attention-grabbing introduction, simply mention one of the following points, and you’re good to go: 

• A little-known fact about the candidate. 
• Your general consideration of the candidate’s qualities.
• A remarkable achievement or award the candidate might have won.  

Tip #2. Establish a Meaningful Relationship With the Candidate 

All recommendation letters explain what the relationship with the referee is before listing their skills and qualifications. 

To make the recommendation more meaningful, you should show the recruiter you are just the right person to attest to the candidate’s abilities. And that’s not something you can convey by simply stating how you know them. Take the following example:   

I have taught Jake Political Science for four years. 

Does this example tell the recruiter how you know the applicant? Sure, it does. 

But it does so in a boring way and without establishing a convincing relationship with them. For all the recruiter knows, Jake is just one out of a thousand students you’ve taught over the years.

It has been a pleasure for me to teach Jake for four years and guide him through his remarkable Bachelor’s thesis in Conflict Resolution.

Notice the difference? This example specifies the writer is Jake’s thesis advisor, which makes the recommendation all the more meaningful. 

Tip #3. Tailor Your Recommendation to the Application 

Want to put in the extra effort and make sure your referee truly stands out?

Tailor the recommendation letter to the job / university program they’re applying for.

Tailoring your letter to the candidate’s application is easiest when you’re recommending someone for employment (you can just check the job requirements), but it works for any type of recommendation (incl. academic). All you need to do is match the referee’s skills and strengths to whatever they’re applying for. 

Let’s assume, for example, that you’re recommending a co-worker for a marketing manager position.

Some of the job requirements are: 

• +5 years of professional experience in marketing
• Experience developing marketing campaigns 
• Excellent communication skills 
• Project-management and multi-tasking skills 

To tailor your recommendation to the job requirements, all you need to do is mention them as your referee’s best qualities. For example: 

Even after seven years working together, Ema’s skillful way of effectively communicating with clients and co-workers alike doesn’t cease to amaze me. It only comes second to her multi-tasking abilities, which I’ve witnessed throughout the many marketing campaigns we have developed and managed. 

As you can see, there’s not much to it. 

All you need to do is check the job requirements, pick several skills and qualifications, and make them part of your referee’s top skills, strengths, or personality traits.  

Tip #4. List the Candidate’s Achievements 

Mentioning some of the candidate’s achievements is another great way to help your referee really stand out.

After all, skills, strengths, and character traits are awesome, but they can also come across as meaningless if you can’t back them up with facts. 

What do we mean by this?

Let us explain:

Here’s how a typical personal story in a recommendation letter looks like:

I came to truly appreciate Eric’s work ethic, passion, and attention to detail the first time I assigned him to do a report on child trafficking. Eric was respectful of journalistic ethics but also willing to chase the story relentlessly, believing in its value and importance. 

Sure, this is a perfectly acceptable personal story. 

However, it doesn’t do much more than just list the referee’s skills, traits, and work experience through a subjective lens. 

What we’re saying is, it doesn’t really sell the candidate.

Now, let’s compare it to the following:

Eric’s ability to chase after difficult stories first became apparent when I assigned him a report about child trafficking. Despite the challenging topic, Eric not only pulled through but achieved more than expected by a) identifying a trafficking ring that put more than 50 minors into forced begging, b) interviewing 10 of the older minors and managing to bring that trafficking network down once the reportage went public and c) increasing the TV Channel’s ratings by 40% in 3 weeks. 

By mentioning those achievements, your account of the candidate’s experiences is a lot more “factual,” as well as impressive for the recruiter.

Not sure which achievements to include? Check out these 101+ achievements to list on your resum e !

Tip #5. Polish Up Your Recommendation Letter

Finally, here’s 5 more simple tips to get your recommendation letter ready:

• Maintain positive rhetoric . At no point throughout your reference letter should the recruiter sense a hint of doubt regarding the applicant’s skills and qualifications.
• Don’t overdo the positivity. Extremes are never good - which means being overly positive might also come across as a bit suspicious or weird (even if everything you're saying is true). 
• Follow the submission instructions . A bunch of employers, but also educational institutions, will provide instructions on how to submit the recommendation letter. We recommend you ask the candidate to double-check them and give you a heads up, because if you submit the recommendation letter wrong, the candidate might lose their chance.
• Use a business tone . Even when you’re being creative, your writing tone should maintain a business tone - polite, and as formal as possible.
• Mind your grammar and spelling . This is another tip that goes for all things application-related. You won’t compromise the referee’s chances with a typo, but your recommendation won’t matter much either if it’s filled with simple grammar/spelling mistakes. Run your letter through a grammar and spell-check app once you’re finished with it, just to be on the safe side of things.

Recommendation Letter FAQ

Still have some questions on how to write a letter of recommendation?

Find your answers below!

1. What is a professional letter of recommendation?

A professional letter of recommendation - also called an employment recommendation letter - refers to an official document that is typically required when you apply for a job and which describes the applicant’s professional skills, experiences, and qualifications. 

Professional letters of recommendation are typically written by current or previous employers or supervisors. A coworker can also write you a professional letter of recommendation, but it’s not as optimal as a coworker is not really an authority figure (and might just be a friend doing you a favor instead of being honest).

2. What should be written in a letter of recommendation?

Letters of recommendation generally follow the following format: 

• A formal salutation
• An introduction (which includes a recommendation statement and your professional title)
• An overview of some of the applicant’s skills, strengths, or qualifications, which you can tailor to the application
• A personal story where you can mention some of the applicant’s achievements
• A closing statement and call for action
• A signature , with your contact information

3. Who should I ask for a letter of recommendation?

If you’re asking for an academic letter of recommendation, you can ask:

• Current or former professors
• Academic mentors
• Thesis advisors

If you’re asking for a professional recommendation letter, though, you can ask:

• Current or former employers
• A supervisor or professional mentor
• Former professors
• Experienced coworkers

4. How do you start a recommendation paragraph?

To keep the recruiter reading your recommendation letter interested, you should start with an attention-grabbing introduction - specifically, an interesting recommendation statement. 

This statement is the opening sentence of the letter and it should optimally express your conviction to recommend the applicant in a non-generic way. 

If you’re struggling with coming up with something creative, just start with one of the following:

• A little-known or impressive fact about the candidate
• Your general consideration of the candidate’s qualities
• A remarkable achievement, or an award the candidate might have won

5. How do you end a letter of recommendation?

A letter of recommendation concludes with a call to action or a request towards the recruiter   showing your availability and willingness to provide additional information if needed. After mentioning that you remain available to discuss the candidate’s qualifications, you may finalize the letter with your signature - your name, title, and company.

Key Takeaways 

And that’s a wrap! We hope this article will make the process of writing a recommendation letter easier for you. 

Let’s go over some of the main points we covered: 

• A letter of recommendation is a formal letter confirming and recommending a person’s work, skills, or academic performance and potential.
• Recommendation letters follow a particular format and layout. The format typically consists of 1) the letterhead and full contact information, 2) a salutation, 3) an introduction, 4) an overview, 5) a personal story, 6) a closing sentence and 7) your signature.
• The three types of recommendation letters are employment, academic, and character recommendation letters.
• Who to ask for a recommendation letter depends on the type of reference you need. As a rule of thumb, pick someone who knows your skills and strengths well and whom you’ve had a positive experience (professional or academic) with.

Related Articles

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• How to Address a Cover Letter in 2023
• Motivation Letter Writing Guide + Examples for 2023

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Supervisor Recommendation Letter

Want to use this letter?

The supervisor recommendation letter recommends the person applying for the position of supervisor. The letter usually highlights the candidate’s leadership, problem-solving and time management skills to prove that he or she is capable of keeping other employees on task.

City, State, Zip Code

Cell: 000-000-0000

[email protected]

Felicity Weeks,

It is my pleasure to recommend Katrina Destler for the position of supervisor at your business. I have had the pleasure of working with Katrina as her supervisor during the duration of her employment at our manufacturing plant. She knows which matters need to be reported to supervisors for lead management intervention, and she understands the roles of virtually all positions in the industry.

Katrina displays an understanding of all company policies and procedures and doesn’t need to be reminded of any procedures or policies pertaining to sick leaves, overtime, contact with the media, and so on. She always handles herself and each situation professionally and has proven herself time and time again to be able to think on her feet and offer quick solutions for immediate problems.

Because Katrina understands the job duties of each employee, she is an excellent trainer. She is also very detail-oriented and can aptly manage to oversee each employee’s performance, maintaining orderly files pertaining to each. She is also a source of motivation to her trainees and experienced employees, providing them with career advancement options and tips. Katrina would be an asset to any supervisory team she was assigned to.

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