How to write an amazing letter of recommendation

In a competitive job market, employees need all the help they can get. Having a recommendation letter that highlights their strengths, skills, and work ethic can give them a quick advantage. 

In this article, we’ll offer practical advice and expert insights to help you write an impactful letter of recommendation for your employee. We’ll also look at some legal considerations, like data protection and privacy, to help make your letter compliant. 

When to write a letter of recommendation for an employee 

A letter of recommendation for employee is typically requested in several situations: 

• Job applications: When a current or former employee is applying for a new position, either internally or externally 

• Academic programs: Employees may need a character reference letter or employment reference letter to support applications for further education or certification 

• Promotions or internal transfers: A letter can help highlight relevant skills and work ethic for new roles within your organization 

• Awards or professional recognition: Letters can support nominations for industry awards or recognition programs 

This is not to be confused with an employment verification letter, which is usually written when a third party wants to check details of employment.  

When not to write a recommendation letter  

There are times when you’ll need to decline a request for a letter of recommendation for employee: 

• Unresolved performance issues: If the employee’s performance was problematic and not addressed with them directly, writing a positive letter could be misleading 

• Ongoing investigations or legal matters: If the employee is involved in a workplace investigation or legal dispute, consult legal counsel before issuing any employment letters 

• Lack of direct knowledge: If you did not work closely with the employee or cannot comment on their relevant skills and work ethic, it’s better to decline than to write a vague or generic letter 

Declining a request tactfully 

So how would you say no to a request? Don’t delay; send the employee a message, saying you’re unable to give them a letter of recommendation. Keep it short and tactful.  

You might want to go with one of these phrases: 

• “Thank you for thinking of me, but I don’t feel I’m the best person to write a letter of recommendation for you.” 

• “Given my limited experience working with you directly, I don’t feel I could provide the detailed reference you deserve.” 

• “I’m unable to provide a letter of recommendation in this instance. I hope you understand.” 

Sample template for a note or email 

Here’s sample text for a letter or email declining a request for a recommendation letter: 

Subject: Reference letter request 

Hi [Employee Name], 

Thank you for reaching out and considering me for a letter of recommendation. After some thought, I believe I am not the best person to provide the reference you need. I may not be able to speak about your work as fully as you deserve. 

I wish you the best in your future endeavours and am confident you will find someone who can provide a strong recommendation. 

Sincerely, 

 [Your Name] 

If you could, try to suggest someone who might be in a better position to write a good recommendation. The job search process can be brutal, so any way you can help an employee would make a big difference. 

Key elements of an employee recommendation letter  

A strong letter of recommendation for an employee should be clear, factual, and tailored to the recipient’s needs. It should have: 

• contact information: Include your full name, job title, company name, phone number, and email address 

• employment status and relationship: State the employee’s job title, employment status (full time, part time, contract), and how long you worked closely with them 

• relevant skills and achievements: Highlight specific skills, accomplishments, and contributions, using real examples where possible 

• work ethic and character: Describe the employee’s work ethic, teamwork, and character traits that are relevant to the new opportunity 

Offer to provide additional information if needed, and include your contact information again at the end. 

See how these all fit into this template for an employee recommendation letter. Just download it and customize by filling in the details.  

How do you write a good letter of recommendation? 

Let's say a former colleague approached you to request a recommendation letter. You’re determined to write them a good letter to show your support. How do you write a compelling letter to help them get the job? 

Start with the basics 

“A good letter of recommendation should include a brief description of the employee’s role in the organization, their length of time in the role, and areas where the employee performed well,” says Cissy Pau, principal consultant at Clear HR Consulting. The Vancouver-based HR consultancy was one of the top winners at the 2025 Canadian Readers’ Choice Awards.  

Use these basic elements as your framework, then build from there. Fill in details and examples of competencies that could help your employee get the job, promotion, or award. 

Use specific examples 

Whenever possible, include specific examples of the employee’s achievements. Describe how they led a project, supported team members, or contributed to a successful outcome. This makes your letter more credible and useful to future employers. 

“Providing some specific examples of how the employee excelled in their position would also be helpful as well as insights into the type of position where they would do well,” says Pau.   

Gather information 

You’ll want to do this if it’s been a while since you last worked with the employee. Ask them for a copy of their latest CV and the job description of the role they’re applying for. 

Personalize the letter 

Customize the letter of recommendation for employee to the purpose, whether it’s a job application, academic program, or internal promotion. Focus on the skills and qualities most relevant to the new opportunity.  

One way to personalize the letter? Zero in on an employee’s specific skills. “I would suggest focusing on skills where the employee was particularly strong or skills that are particularly important for the position for which the employee is applying,” Pau says.  

Be intentional in your writing 

Before you start, think back to the time you worked with this employee. Try to recall specific interactions you had with them, and how that might help you tell a story.  

You shouldn’t go into too much detail; just pick the most standout events to help make your colleague’s skills and abilities shine.  

Writing a good recommendation letter makes your employee feel confident and valued. It helps elevate the employee experience, which also helps build your employer’s brand.  

Legal considerations when writing recommendation letters 

Writing a letter of recommendation comes with a huge responsibility. There are legal aspects to keep in mind before you start drafting that letter:  

• Comply with privacy laws: Only include information the employee has consented to share. In Canada, this means following the Personal Information Protection and Electronic Documents Act (PIPEDA) and any relevant provincial legislation 

• Avoid sensitive details: Do not include information about health, personal circumstances, or reasons for leaving unless the employee has explicitly authorized it 

• Keep it factual: Stick to facts that can be supported by documentation, such as employment dates, job titles, and verified achievements 

• Be balanced and truthful: Avoid exaggeration. Don’t make claims that you can’t back with evidence 

“Whether it’s the manager or the HR department who is providing the letter of reference, it is recommended to be truthful and balanced in the information provided," Pau says.  

“To avoid legal concerns in case future employers believe you’ve been dishonest in your reference, don’t over-exaggerate skills and abilities and don’t make claims that aren’t true.” 

Digital letters of recommendation and privacy 

These days, letters of recommendation for employees are sent electronically, scanned and emailed to the relevant party. It's common practice, but HR professionals must consider digital privacy and security: 

• Use secure channels: Send digital letters as PDFs or through secure email, and avoid sharing sensitive information over unsecured platforms 

• Digital signatures: Where possible, use digital signatures to verify authenticity 

• Retain records: Keep a copy of the letter and the employee’s consent for your records, in case of future questions or disputes 

• Protect contact details: Only include necessary contact information and avoid sharing personal phone numbers unless required 

Handling personal data according to your organization’s policies should always be top priority. There are guidelines to follow in case of a breach of employees’ personal data. 

Taking the time and effort to write a good recommendation letter  

A well-crafted letter of recommendation for employees is a valuable tool for supporting your team members’ career growth and maintaining your organization’s reputation. By following best practices, respecting legal and privacy considerations, and focusing on specific examples, you can write letters that truly make a difference. 

Your words have the power to open doors for your employees. Use them wisely. 

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