Getting a recommendation letter from manager is one of those career milestones that feels way more stressful than it should be. You’ve worked hard. You’ve hit your KPIs. But now you have to ask someone to vouch for your entire professional existence in a formal document. It’s awkward.
Honestly, most of these letters are garbage. They’re filled with fluff like "team player" and "hard worker" that hiring managers see right through. If you want a letter that actually helps you land a job at a place like Google or McKinsey, you need more than just a polite pat on the back. You need specific, undeniable proof of your value.
Why a recommendation letter from manager is still a big deal
People think LinkedIn endorsements replaced the formal letter. They didn't. In high-stakes industries—think law, medicine, or senior executive roles—that signed PDF carries a lot of weight. It’s a formal endorsement of your character and your output.
When a former boss puts their reputation on the line for you, it signals something a resume can't. It says you didn't just do the job; you left the place better than you found it.
The nuance of the "Ask"
Asking is the hardest part. You don't want to sound like you're already out the door, even if you are. Timing matters. If you ask during a crunch week when your manager is drowning in spreadsheets, you’re going to get a rushed, generic letter.
Wait for a "win." Did you just close a major deal? Did you solve a bug that’s been haunting the dev team for months? That’s your window.
What a great recommendation letter looks like
A solid recommendation letter from manager follows a specific rhythm. It’s not just a list of your duties. Nobody cares that you managed a calendar. They care that you managed a calendar for a CEO who travels 200 days a year and never missed a meeting.
💡 You might also like: What is 20 Percent of 800? The Quick Answer and Why It Matters for Your Wallet
The opening hook
The first paragraph should establish the relationship immediately. "I am writing to recommend [Name]" is fine, but it’s boring. Better: "Having supervised [Name] during our pivot to a SaaS model at [Company], I saw firsthand how they handled absolute chaos with total composure."
The "Evidence" phase
This is where most letters fail. They stay too general. According to career experts like Liz Ryan, founder of Human Resource Richie, the best letters tell a "Dragon-Slaying Story."
Don't just say you're good at sales. Say you increased regional revenue by 22% in a down market by implementing a new CRM workflow. Numbers are your best friend here. If your manager doesn't remember the exact stats, give them the data. Most managers are actually relieved when you provide them with a "cheat sheet" of your accomplishments. It makes their job easier.
Avoiding the "Kiss of Death"
There’s a concept in academia and high-level corporate hiring called "faint praise." If a manager writes that you were "punctual" and "reliable," they are actually hurting you. In the professional world, being punctual is the bare minimum. It’s like saying a car "has wheels."
💡 You might also like: Why Philosophy Politics and Economics Still Runs the World
If those are the only nice things a manager can say, recruiters assume you were a mediocre employee. You want words like pioneered, overhauled, mentored, or negotiated.
The "Draft it for me" Dilemma
Kinda weird, but true: many managers will ask you to write the first draft.
Don't be offended. They’re busy. They trust you. If this happens, you’ve actually hit the jackpot. You get to highlight exactly what you want the new company to see.
When you draft it, keep the tone professional but warm. Use short, punchy sentences. Mix them with longer, more descriptive ones. For example:
"Jane didn't just meet her targets. She redefined what those targets should look like for the entire department, specifically by streamlining our vendor onboarding process which saved us roughly $40k in the first quarter alone."
Formatting that doesn't look like a template
Avoid the "To Whom It May Concern" if possible. If you know the hiring manager's name, use it. Use the company letterhead. If the company doesn't have one or you've already left, a clean, professional header with the manager’s contact info works.
- Header: Date and contact info.
- Salutation: Professional but direct.
- The Relationship: How long and in what capacity did you work together?
- The Core Competency: One or two specific skills backed by a real story.
- The Soft Skills: How do you fit into a team culture?
- The Closing: An invitation for the recruiter to contact the manager for further details.
Real-world impact
I’ve seen cases where a recommendation letter from manager saved a candidate who had a "gap" on their resume. A gap looks suspicious. A letter from a previous boss saying, "We were sad to see them go when they stepped away for family reasons, and we’d rehire them in a heartbeat," clears that suspicion instantly.
It’s about trust.
What if the relationship was "meh"?
Not everyone leaves on a high note. If you had a personality clash with your manager but your work was solid, you can still ask. Frame it as a professional courtesy. "I really valued the technical growth I had under your leadership and was wondering if you’d be comfortable sharing a few words about my performance on the X project."
If they say no, move on. A reluctant letter is worse than no letter at all.
Actionable steps to get your letter today
Don't just send an email and pray. Follow a process that respects their time and ensures you get the result you want.
- Audit your wins. Before you ask, list three specific things you did that made your manager's life easier.
- The "Soft Ask." Send a quick Slack or email. "Hey, I’m applying for a role that focuses heavily on [Skill]. Would you be open to writing a recommendation letter focused on my work with [Project]?"
- Provide the Kit. Once they say yes, send them your current resume, the job description of the role you're eyeing, and 3-4 bullet points of your key achievements while working for them.
- Set a Deadline. Give them at least two weeks. "I’m hoping to submit my application by the 15th, does that timeline work for you?"
- The Follow-up. If you haven't heard back three days before the deadline, send a gentle nudge. People forget. It’s rarely personal.
Once the letter is done and you’ve moved on, send a thank-you note. Maybe even a small coffee gift card. Relationships are the real currency in business, and a manager who writes you a great letter is someone you want in your corner for the next decade.
Logistics matter too. Ensure the final version is a PDF. Word docs can get messy with formatting or accidentally edited. A PDF is the standard. It looks final. It looks professional.
Lastly, keep a copy for yourself. You never know when you’ll need it again, and managers move companies or change emails all the time. Build your own "hype file" and keep that recommendation letter right at the top.