Letter of Recommendation Template for an Employee – Free (Word & PDF)
Use this free letter of recommendation template (United States): fill it in online, download it as Word or PDF, and follow our step-by-step guide – where to send it, whether it needs notarizing, what to attach and mistakes to avoid.
| Country | 🇺🇸 United States |
|---|---|
| Document type | Jobs & HR |
| Format | Word, PDF & fill in online |
| Cost | Free |
| Time to complete | about 5 minutes |
| Notarization | Not required |
| Written by | Manager, teacher or colleague |
| Length | One page |
What is this letter for?
A letter of recommendation is written by a manager or colleague to support someone’s application for a job, a graduate program or a scholarship. A strong letter explains how you know the person, gives specific examples of their skills and results, and ends with a clear endorsement. Specific stories are far more convincing than general praise.
Where do you send it?
Send it directly to the employer or program, or give it to the candidate in a sealed envelope or as a signed PDF.
Does it need to be notarized?
Not required. No notarization is needed; sign it and include your contact details.
Step-by-step process
- Agree to write only if you can be positive and specific.
- Ask the candidate for their resume and target role.
- Choose two or three stories that match the role.
- Write, sign and add your contact details.
- Send it before the deadline.
What you need before you start
- How long and in what role you supervised the person
- Two specific examples of their work
- What they are applying for
How to use this template
- Click each yellow field inside the letter and type your details directly (Enter jumps to the next field).
- Read the text through; the “Edit” button lets you change any sentence.
- Click “Word”, “PDF” or “Copy”, then sign and send.
Free template : letter of recommendation template
Your full name
Street address
City, State ZIP
Phone | Email
Today’s date
Recipient name or To Whom It May Concern
Organization
Address
Re: Recommendation for Candidate name
Dear Recipient name,
It is my pleasure to recommend Candidate name for position / program. I was his/her/their your role at Company from Start date to End date.
During that time, Candidate first name specific achievement with a result. He/She/They also second example showing a key skill.
Beyond these results, Candidate first name is two personal qualities with a short example.
I recommend Candidate first name without reservation. Please contact me at Phone or Email if you would like more information.
Sincerely,
Your full name
Letter variations
For graduate school
[[Candidate]] showed strong research skills when [[he/she/they]] [[project and result]], and I am confident [[he/she/they]] will excel in your [[program]].
Short reference for a new job
I worked with [[Candidate]] for [[duration]]. [[He/She/They]] consistently [[strength]] and I would hire [[him/her/them]] again.
Checklist before you send
- ☑️ Your relationship and dates stated
- ☑️ Two specific examples
- ☑️ Clear final endorsement
- ☑️ Contact details included
- ☑️ Signed
⚠️ Disclaimer: this template is for general guidance only and is not legal advice. Always check the requirements of the organization you are writing to before sending it.
🏛️ Official sources
Always check the latest rules on the official website before sending.
Common mistakes to avoid
- ❌ Only general praise without examples.
- ❌ Forgetting to state how you know the candidate.
- ❌ Exaggerations the employer can easily check.
Tips before you send it
- Ask the candidate for their resume and the job description.
- Use concrete examples and numbers.
- Use company letterhead if possible.
Frequently asked questions
Who should write a letter of recommendation?
Someone who supervised or worked closely with the person and can give specific examples.
How long should it be?
Usually one page.
Can I refuse to write one?
Yes; it is better to decline than to write a weak letter.
Should the candidate see the letter?
It depends; for academic programs the candidate often waives the right to see it.
Where do I send this letter (letter of recommendation template)?
Send it directly to the employer or program, or give it to the candidate in a sealed envelope or as a signed PDF.
Does this letter (letter of recommendation template) need to be notarized?
Not required – No notarization is needed; sign it and include your contact details.