Confirm the request and deadline; ask for any missing details (role, company/school, due date, candidate’s name)
Request the candidate’s resume, transcript (if relevant), and a draft of their goals or statement
Gather specifics about your relationship with the candidate (how long you’ve known them, in what capacity)
Review the position/program requirements and identify the most relevant strengths to highlight
Collect 2–5 concrete examples that demonstrate impact, skills, and outcomes
Note key accomplishments with measurable details (projects completed, metrics, awards, results)
Verify any claims that should be accurate (dates, titles, scope of work)
Use a professional letter format with your contact information and the date
Include a clear subject line or opening that states you are recommending the candidate
Address the recipient appropriately (name/title if known; otherwise “To Whom It May Concern”)
In the opening paragraph, state who you are, your relationship to the candidate, and the recommendation purpose
In the body, connect the candidate’s qualifications to the specific requirements of the role/program
Highlight strengths such as leadership, communication, technical ability, work ethic, and character using evidence
Include at least one example of a challenge the candidate handled and how they contributed to a solution
Mention any relevant collaboration or mentorship experience
Maintain a confident, specific tone; avoid vague praise without evidence
Include a brief summary of why the candidate is an excellent fit
Close with a strong endorsement and offer to provide additional information
Sign the letter with your full name, title, organization, phone number, and email
Proofread for grammar, clarity, and consistency; ensure correct names and details
Export/submit in the requested format (PDF, online form, email) and follow any word limits