Being asked to recommend a coworker is a small responsibility worth taking seriously. A specific, credible letter can genuinely move someone's application; a vague one does nothing. The good news is that you already have the raw material — you've seen this person work. This guide covers how to gather it, structure the letter, and tailor it to whoever's reading. If you want a head start, our free recommendation letter generator drafts one you can edit.
Understand your role first
Start by being clear about how you know the person. State your relationship and how long you've worked together — it's what gives your words weight and tells the reader why your opinion counts.
- "As [name]'s manager for the past three years…"
- "Having worked alongside [name] for five years at [company]…"
Then gather the evidence. The detail is what separates a strong letter from a generic one: performance reviews, successful projects, awards, and feedback from colleagues. Pull out concrete examples of what they did and what came of it.
| Criteria | What to cite | Example |
|---|---|---|
| Project outcome | A result with a number | "Finished Project X two weeks early, lifting team efficiency 15%" |
| Recognition | An award or formal note | "Named Employee of the Month for March 2022" |
Finally, read the job description or program requirements the letter is for. Identify the skills that matter most there, and plan to connect them to what you've actually seen this person do.
Write the letter
Format
Use a standard professional letter format: your contact details, the date, the recipient's details, and a formal greeting like "Dear [name]."
Open clearly
State why you're writing in the first line, then how you know the person and for how long:
"I'm pleased to recommend [name] for the [position] at your organisation. As their manager for three years, I've seen their work closely."
Highlight the right strengths
Be specific about what makes your coworker stand out — their skills, their wins, and the qualities that fit the role. Cover their professionalism with an example, the technical or people skills that matter, and any concrete achievements. Our reference letter guide covers the structure in more depth.
Use real examples
A short, specific story does more than a list of adjectives:
"On [project], [name] showed strong [skill], which led to [result]. Their ability to [example] stood out."
Write for the reader
Match the letter to who's reading it. For a school, lead with intellectual ability and willingness to learn; for a job, with relevant results; for a promotion, with leadership and impact. Check whether the recipient has any rules about format or content, too.
What employers want to see
A few qualities carry most of the weight. Cover them with evidence rather than assertion.
| Quality | What to show | Why it matters |
|---|---|---|
| Core professional skills | Communication, time management, attention to detail | The basics every role relies on |
| Leadership and teamwork | A time they led or lifted a team | Shows how they work with others |
| Problem-solving | An issue they spotted and fixed | Demonstrates judgement under pressure |
| Measurable results | Numbers: sales, targets, time saved | Makes the impact concrete |
Common scenarios
A direct report
Writing for someone you manage means you can speak to their growth and impact firsthand. Clarify your role and how long you've worked together, point to specific projects or achievements, name their standout traits, and explain how they affected the team and the wider company.
A colleague
Recommending a peer, you can speak to day-to-day collaboration. Describe joint projects, the teamwork and problem-solving you saw up close, a few moments where they made a real difference, and how they shaped the culture around them.
Internal vs external moves
For an internal move, emphasise how well they understand the company, how they've grown into their role, and their readiness for the next one. For an external move, emphasise adaptability, the contributions that transfer, and a clear, confident endorsement of their skills and character.
Mistakes to avoid
- Staying vague. "She's great" means nothing — name the project, the result, the specific strength.
- Adding irrelevant detail. If it doesn't relate to the role, it only dilutes the letter.
- Using a one-size-fits-all template. A tailored letter reads as genuine and is more persuasive.
- Skipping the professional format, which makes the letter look careless.
- Ignoring the role's requirements, so you praise the wrong things.
- Overdoing the praise until it sounds inflated — stick to what's true.
- Letting grammar slip; proofread before you send.
- Rambling. One focused page beats two unfocused ones.
- Sending it to the wrong person — double-check the recipient.
Get those right and your recommendation can genuinely open a door. For more, see our reference letter guide or how to ask for a letter of recommendation.
