You're sitting at your desk, and an employee walks in. They’ve been with you for three years, they're reliable, and now they’re moving on. They ask for a recommendation letter for staff, and suddenly, your brain freezes. It's weird because you know they’re great, but putting that into a formal document feels like trying to write a high school essay all over again. Most managers just Google a template, swap out the names, and hit print.
Don't do that.
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A generic letter is basically a polite way of saying, "I don't actually know this person." If you want to actually help them get the job, you have to be specific. Recruiters can smell a canned response from a mile away. They want to see the nuance. They want to know why this specific human being made your life easier. Honestly, a bad recommendation is almost worse than no recommendation at all because it signals that the employee didn't leave a lasting impression.
Why the Standard Recommendation Letter for Staff Usually Fails
Most people think a recommendation needs to be stuffy. They use words like "punctual" or "hardworking." Listen, being punctual is the bare minimum. If the best thing you can say about someone is that they showed up on time, the hiring manager is going to wonder what's wrong with them.
The real magic happens in the "show, don't tell" moments. Instead of saying Sarah is a "leader," talk about the time the server went down at 4:00 PM on a Friday and she stayed until 9:00 PM to coordinate with the IT team. That's a story. That's evidence. According to a 2023 survey by Checkster, a significant percentage of hiring managers find that reference checks—including letters—are often inflated or vague, which leads them to discount the document entirely if it lacks concrete examples.
You've got to be real. If they weren't perfect at everything, that's fine. Focusing on their growth is actually more convincing. It makes you sound like a credible witness rather than a cheerleader.
The Anatomy of a Letter That Actually Works
Start with the basics, but keep it brief. Who are you? Why should the reader care what you think? "I’m the Operations Manager at X Company, and I’ve supervised John for four years." Done. Move on.
The meat of the recommendation letter for staff should be the "Value Add." This isn't just a list of duties. It’s what they did that wasn't in the job description. Maybe they revamped the filing system. Maybe they were the person everyone went to when the software glitched. This is where you use those wild sentence lengths to keep the reader engaged.
Think about it.
If a recruiter is reading fifty of these, they’re skimming. Short sentences punch through the noise. "He saved us money." "She fixed the culture." These are the things that stick. Then, you back it up with a longer, more detailed explanation of the how. It’s about balance.
Avoid the "Template Trap"
It’s tempting to grab a PDF and just fill in the blanks. Please, resist the urge. When you use a template, you're using the same logic as everyone else. Your staff member deserves better. A genuine letter should feel like a conversation between you and the new employer.
- Use their name naturally, not every other sentence.
- Mention a specific project.
- Talk about their "soft skills" in a way that doesn't sound like corporate buzzwords. Instead of "excellent communicator," try "he has a knack for explaining complex data to people who hate math."
The Legal and Ethical Side of Things
We have to talk about the boring stuff for a second. Liability is real. In some jurisdictions, if you give a glowing recommendation for someone who turns out to be a disaster (or worse, dangerous), there can be legal blowback. Conversely, if you're too negative, you could face a defamation suit. This is why many HR departments—especially at massive firms like Google or Goldman Sachs—have "neutral reference" policies where they only confirm dates of employment and job titles.
But if you're at a company where you can write a personal letter, keep it factual. Stick to what you observed. "I saw him handle ten calls an hour" is a fact. "He is the best worker in the world" is an opinion that's hard to prove.
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Also, keep it confidential. Don't BCC the whole office. This is a document for the employee and their future employer.
How to Handle the "Meh" Employee
What if they were just... okay?
This is the awkward part. If you can't honestly recommend them, you should probably decline the request. It’s better to say, "I don't think I'm the best person to write this for you," than to write a lukewarm letter that tanks their chances. A lukewarm recommendation letter for staff is a red flag. It tells the new boss, "This person was forgettable."
If you do choose to write it, focus on their technical skills. "They completed their assigned tasks on time and followed all company protocols." It’s honest, it’s professional, and it doesn't overpromise. Sorta like a "just the facts" approach.
Real-World Example: The "Problem Solver" Narrative
Let's look at an illustrative example. Say you're writing for a junior analyst named Marcus.
Instead of saying: "Marcus is a great analyst who works hard."
Try: "Marcus joined us during a complete overhaul of our CRM. While most of the team was struggling with the new interface, Marcus spent his lunch breaks mastering the API integrations. By month two, he wasn't just using the system; he was teaching the senior partners how to run reports. He has a rare ability to stay calm when things are breaking."
See the difference? One is a label. The other is a story.
Final Formatting Tips for Modern Recruiters
Keep it to one page. Seriously. Nobody is reading a two-page recommendation letter. Use a standard font like Arial or Calibri—nothing fancy. If you're sending it as a PDF, make sure the file name is professional. "John_Doe_Recommendation.pdf" is much better than "Letter_Final_v2_REALLY_FINAL.pdf."
- The Header: Your contact info.
- The Salutation: "Dear Hiring Manager" is fine, but "To the [Department] Search Committee" sounds a bit more intentional.
- The Hook: How you know them and for how long.
- The Evidence: Two specific stories of them being awesome.
- The Closer: A direct statement of recommendation. "I would hire them again in a heartbeat." (Only say this if it’s true).
Actionable Steps for Managers
If you're ready to write that recommendation letter for staff, start by asking the employee for their current resume and the job description of the role they're applying for. This allows you to tailor your letter to the specific skills the new employer is looking for. If the new job requires "heavy multitasking," highlight the time they managed three projects at once.
Next, set aside 20 minutes of quiet time. You can't write a good letter in the five minutes between meetings. It requires actual thought. Write a rough draft without worrying about "professional" language first. Just get your thoughts down. "He was the only one who didn't complain during the move." Then, go back and polish that into: "His resilience during our office relocation was pivotal for team morale."
Finally, send it to the employee or the employer as requested, and then delete the draft. Every letter should be a fresh start. By treating each request as a unique task rather than a chore, you're not just helping someone get a job; you're maintaining your own reputation as a leader who knows their people.
Check for typos. Seriously. A recommendation letter with a typo in the employee's name is a disaster. Double-check the spelling. Triple-check the dates. Once it's out there, it's a permanent record of your professional judgment.
Next Steps for Success:
- Audit your "wins" folder: Keep a small file of when your staff does something great throughout the year so you aren't scrambling for examples later.
- Request a "brag sheet": Ask the departing employee to list three accomplishments they are most proud of from their time with you.
- Draft the core narrative: Identify the "one thing" you want the recruiter to remember about this person—whether it’s their grit, their technical skill, or their ability to make a killer spreadsheet.
- Verify HR policy: Before hitting send, confirm with your company's legal or HR department that you are authorized to provide a personal reference.