Let’s be honest. Most people dread getting that "Hey, do you have a sec?" Slack message when it’s followed by a request for a reference. It’s a chore. You want to help your former rockstar developer or that marketing assistant who finally found a better-paying gig, but staring at a blank Google Doc is painful. You end up Googling a template, swapping out the names, and sending over something so bland it smells like a corporate cafeteria.
Stop doing that.
A generic recommendation letter for an employee is almost worse than no letter at all. Hiring managers can smell a "copy-paste job" from a mile away. If the letter sounds like it was written by a robot—or someone who didn't actually know the person—it tells the recruiter that the candidate wasn't memorable enough to warrant a real effort.
I’ve sat on both sides of the desk. I’ve read thousands of these things. The ones that actually move the needle don't just list responsibilities. They tell a story. They provide proof. They make me feel like I’m an idiot if I don't hire this person immediately.
Why Your Recommendation Letter for an Employee is Probably Falling Flat
The biggest mistake? Being too nice.
Wait, that sounds wrong. Let me explain. When you write a letter that says "John is a hard worker and a great team player," you’ve said absolutely nothing. Everyone says that. It’s filler. It’s white noise. To make a recommendation letter for an employee work, you need to ditch the adjectives and start using nouns and verbs.
Think about the "Big Three" that recruiters actually look for:
- Reliability: Did they show up and do the thing?
- Impact: Did the thing they did actually matter for the company?
- Growth: Are they better now than when they started?
If you can’t answer those three questions with specific examples, your letter is just taking up hard drive space. You need to talk about the time the server went down at 3:00 AM and Sarah stayed on the phone with the vendor until sunrise. Or how Mark took a messy Excel sheet and turned it into a dashboard that saved the department ten hours a week. That’s the "meat" of the sandwich.
The Anatomy of a Letter That Doesn't Suck
You don't need to be Hemingway. You just need to be clear. Start with the basics: your relationship. How long did you work together? Were you their direct supervisor? If you were just a "work friend," be honest about that, though a supervisor's word usually carries more weight in a professional recommendation letter for an employee.
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The Hook
The first paragraph should be a punch to the face (the good kind). Instead of "I am writing to recommend Jane Doe," try "It is rare to encounter a talent as versatile as Jane Doe." It’s a bit bold, sure, but it commands attention. State exactly what her role was and why you’re bothered that she’s leaving (or why you’re happy she’s growing).
The Evidence
This is where 90% of people fail. They list tasks. "He managed the social media accounts." Boring.
Try: "He grew our LinkedIn engagement by 40% in six months without spending a dime on ads."
See the difference? One is a job description. The other is a result.
Numbers are your best friend here. Even if you don't have exact percentages, use scale. "Managed a budget of $50k" or "Led a team of five designers" gives the reader a sense of the "weight" the employee can carry.
The Personal Stuff
Skills are easy to find on a resume. Personality isn't. Is this person someone you actually enjoyed grabbing coffee with? Are they the one who keeps the peace during a stressful product launch? Mention it.
I remember a letter for a project manager that mentioned he was the "calmest person in the room when everything was on fire." That one line got him the interview. The hiring manager specifically told me later that they needed a "fireman," and that description fit perfectly.
Navigating the "Legal" Fear
Some companies are weirdly terrified of recommendation letters. You might have an HR department that says, "We only confirm dates of employment and job titles."
That’s a buzzkill.
But here’s the thing: those rules usually apply to the company officially. Often, you can still write a personal letter of recommendation as an individual. Just make sure you use your personal email or state clearly that these are your views based on your direct observation. Always check your handbook, but don't let corporate red tape stop you from helping a deserving person level up their career.
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Different Flavors of Recommendation Letters
Not every recommendation letter for an employee is built the same. A letter for a career changer looks different than one for a promotion.
- The Career Changer: Focus on "soft skills." If your accountant wants to be a writer, talk about their communication, their attention to detail, and their ability to learn complex systems quickly.
- The Internal Promotion: This is more about "readiness." You’re telling the higher-ups that this person has already outgrown their current box.
- The Departure: This is the standard "thanks for everything, go kick butt elsewhere" letter. Keep it warm but professional.
A Note on Tone
Keep it professional, but don't be a statue. You can use words like "impressive," "dedicated," or even "brilliant" if it's true. If you sound like you’re reading from a legal brief, the recruiter will think you’re hiding something.
Be human.
Let's Look at a Real Example (For Context)
Imagine you’re writing for a Sales Associate named Carlos.
Instead of saying:
Carlos was a good salesman. He met his goals and customers liked him. He is a nice guy.
Try this:
Carlos has a way of turning a "no" into a conversation. During his two years at [Company Name], he didn't just meet his sales quotas—he redefined them. In Q3 of last year, when our primary lead source dried up, Carlos independently sourced 20 new accounts through cold outreach, eventually closing $15k in new business. Beyond the numbers, he’s the guy who mentors the new hires without being asked. He makes the floor better just by being on it.
It’s specific. It’s got a story. It’s got a "hero" moment. That’s how you write a recommendation letter for an employee that actually works.
Avoiding the "Red Flag" Phrases
There are certain words that actually hurt a candidate. "Punctual" is one. If the best thing you can say about someone is that they showed up on time, the recruiter assumes they did nothing else. "Hard worker" is another one that feels like a participation trophy.
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Instead of "Punctual," use "Highly disciplined."
Instead of "Hard worker," use "Relentless problem solver."
Also, avoid the "sandwich" method where you put a negative between two positives. A recommendation letter is not a performance review. If you can't recommend them 100%, you probably shouldn't be writing the letter in the first place. It’s okay to say no if you don't feel comfortable putting your reputation on the line.
Handling the Logistics
Keep it to one page. Seriously. No one is reading a three-page manifesto about a junior analyst.
Use a standard font like Arial or Calibri.
Include your contact info. A phone number or a LinkedIn profile link goes a long way. It shows you’re willing to stand by your words if the recruiter wants to give you a quick ring.
Actionable Steps for Your Next Letter
If you're sitting down to write right now, follow this workflow:
- Ask the employee for their "win list." Don't rely on your memory. Ask them to send you three things they are most proud of from their time working with you. This makes your job 10x easier.
- Get the job description. If you know what job they are applying for, you can tailor the letter. If the new job requires "leadership," emphasize the times they led a meeting or a small project.
- Focus on the "So What?" For every claim you make, ask yourself "So what?" He knows Python. So what? He used Python to automate our reporting, which saved the team 5 hours a week. Now we're talking.
- Proofread for names. It sounds stupid, but I’ve seen letters where the writer forgot to change the name from a previous template. It is an instant "trash bin" move for the candidate.
- Send it as a PDF. Never send a Word doc. It looks unprofessional and the formatting can get wonky on different devices.
Writing a recommendation letter for an employee is an act of professional generosity. It takes time, and it requires you to actually think. But in a world of automated "AI-generated" nonsense, a genuine, story-driven letter is a massive competitive advantage. You’re not just writing a document; you’re helping someone change their life. Do it right.
Keep your sentences varied, your examples specific, and your tone authentic. Your employee earned the recommendation; now give them one that actually reflects the work they put in.
Start by jotting down the one "story" that defines that employee's time at your company. Build the rest of the letter around that single, defining moment of impact. Once you have that "anchor," the rest of the technical details and praise will flow much more naturally.
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