Writing a recommendation letter is one of those tasks that feels like a massive honor until you actually sit down to do it. Then, the blank screen stares back at you. You want to help this person—your former intern, a standout student, or a colleague who’s finally jumping ship for a better gig—but you don’t want to sound like a generic HR bot. Honestly, most people mess this up by being too vague. They say things like "He was a hard worker," which tells the hiring manager exactly nothing. If you want to actually move the needle for someone, you need a structured outline for a recommendation letter that leaves room for real, human stories.
It’s about more than just checking boxes. It’s about building a case.
Think of yourself as a lawyer for their career. You aren’t just saying they’re good; you’re proving it with evidence. If you don't have a plan before you start typing, you’ll end up with a pile of adjectives that don't mean much.
The Bare Bones Structure Everyone Needs
Before you get into the flowery language, you need the skeleton. A standard outline for a recommendation letter usually breaks down into four or five distinct beats. You start with the "Who am I and why am I talking?" part. Then you move into the "What did they actually do?" phase. This is where most people get lazy, but it's the most important part.
You should probably start with a formal letterhead if you’re sending a PDF, but if this is through a portal like LinkedIn or a university application system, just jump straight into the salutation. "To Whom It May Concern" is okay, but it’s a bit cold. If you can find a name, use it. "Dear Search Committee" or "Dear Hiring Manager" at least shows you tried.
The Opening Hook
The first paragraph is your chance to establish your credibility. Why should the reader care what you think? You need to state your relationship to the candidate immediately. Mention how long you've known them. Be specific. Instead of saying "for a long time," say "for three years during her tenure as Lead Designer at Creative Pulse."
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The Meat of the Letter: Evidence
This is where the outline for a recommendation letter shifts from formal to personal. Don’t just list their job description. I’ve seen so many letters that just repeat the candidate’s resume back to the employer. That’s a waste of space. They already have the resume.
Instead, pick two specific traits. Maybe they’re incredible under pressure. Maybe they have a weirdly good knack for data visualization. Talk about a time they saved a project when it was spiraling. You’ve got to show, not just tell. If you say they are "innovative," give an example of a process they changed that saved the company money. Real numbers help here. If they increased sales by 15%, say it.
Why Your Outline for a Recommendation Letter Needs a Narrative
People remember stories, not bullet points. When you're drafting your outline for a recommendation letter, think of a "peak moment." This is a concept often discussed by organizational psychologists like Adam Grant. You want to highlight the candidate at their absolute best.
Let's say you're writing for a student. Don't just say they got an A. Mention the time they stayed after class for three weeks to master a complex concept or how they led a peer study group. These "extra mile" details are what stick in a recruiter's mind when they're looking at fifty different applications.
The Soft Skills Gap
Technical skills are easy to verify. Soft skills? Not so much. That’s why your letter is so valuable. You’re vouching for their character. Are they a jerk? (Hopefully not, or you wouldn't be writing this). Are they the person who brings coffee for the team during a late-night shift? Do they handle criticism without getting defensive? These are the things a resume can't capture.
Avoid These Common Mistakes
I’ve read hundreds of these things. The worst ones are the "template" letters where you can tell the writer just swapped out the names. It feels hollow. If you use a generic outline for a recommendation letter, make sure you’re injecting enough personality so it doesn't feel like a Mad Libs exercise.
Another huge mistake? Faint praise.
If you say someone is "dependable" and "punctual," it’s almost a red flag. It sounds like you couldn't find anything better to say. Of course they should be punctual—that's the bare minimum. You want to use words that suggest they went above and beyond. Use words like "transformative," "exemplary," or "pivotal." But only if they’re true.
The Comparison Trap
You don't need to put other people down to lift the candidate up. You don't have to say "He was the best intern I’ve ever had" unless it’s actually true. If it is true, it’s a very powerful statement. But if it’s hyperbole, it can backfire. Keep it grounded in reality.
Closing with a Punch
Your final paragraph shouldn't just trail off. You need to give a definitive "yes." State clearly that you recommend them "without reservation." This is a specific phrase that carries a lot of weight in academia and corporate circles.
Offer to follow up. Give your email or phone number. It shows you’re willing to stand by your words. Most people won't actually call you, but the fact that you’re available adds a layer of trust to the whole document.
The Checklist for Success
When you’re looking over your finished product, run through this mental list.
- Did I clearly state my relationship to the person?
- Is there at least one specific anecdote that proves a skill?
- Did I mention why they’d be a good fit for this specific new role?
- Is the tone professional but warm?
- Did I avoid cliches like "team player" without backing them up?
Writing this takes time. Kinda sucks when you’re busy, I know. But a well-crafted letter can literally change the trajectory of someone's life. It's worth the hour of effort.
Actionable Steps to Get Started
If you're staring at the cursor right now, do these three things:
- Ask the candidate for their current resume and the job description. You need to know what skills the target audience is looking for so you can highlight the right parts of their history.
- Jot down three "success stories." Don't worry about grammar yet. Just write down "The time Sarah fixed the server at 2 AM" or "When Mark negotiated that vendor contract down."
- Draft the middle first. The intro and outro are easy once you’ve nailed the evidence. Get the stories down, then wrap the formal stuff around it.
- Keep it to one page. Unless you’re writing for a tenured professorship or a high-level executive role, anything over one page won't get read. Be punchy. Be brief. Be gone.
The best letters feel like a conversation between two professionals. You're telling the reader, "Look, I know what you're looking for, and this person has it. Here's why." If you stick to that mindset, your outline for a recommendation letter will practically write itself.
Check the formatting one last time. Ensure the contact info is right. Hit send. You’ve just done a massive favor for someone, and you did it the right way.