phd program letter of recommendation example

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Letter of Recommendation for PhD: Sample, Examples & PDFs

• Last Updated On August 14, 2024
• Published In General

Did you know that by 2030, over 8,00,000 people in the US will get their doctorates? That’s a lot of competition! To stand out, you need more than just strong grades. Letters of recommendation offer a crucial personal perspective on your research abilities.

Table of Content

These letters, written by professors or supervisors, highlight your potential and confirm your application’s claims. Admissions committees rely on them to make informed decisions.

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This guide will help you create an influential letter of recommendation for a PhD that opens doors and advances your academic journey. Dive in!

Key Highlights

Here is a quick overview of everything you will learn in greater detail in this blog on the letter of recommendation for a PhD program.

What is a Letter of Recommendation for a PhD Program?

A Letter of Recommendation, or LOR, is a crucial component of your PhD application. It provides valuable insights into your academic brilliance, personal character, and research potential from a trusted source, such as a professor or employer. 

Many universities in the United States, such as Harvard University and Stanford University , mandate the submission of two to three academic Letters of Recommendation for PhD applicants. 

Crafting a compelling LOR can be challenging, which makes having a sample LOR an invaluable resource. By studying a well-structured sample, you can effectively highlight your strengths and experiences, impressing the admissions committee.

What is the Need for Letter of Recommendation for a PhD Student?

A letter of recommendation is crucial for PhD students because it offers a detailed look at your academic skills, research potential, and personal qualities from someone who knows you well. 

Universities like Stanford require three letters of recommendation for their PhD programs. Admissions committees use these letters to understand your past achievements, work ethic, and fit for advanced study. 

LOR’s often highlight your strengths, accomplishments, and specific contributions to research projects. This outside perspective helps set you apart in a competitive selection process, showing you have the skills, dedication, and curiosity needed for the program.

Whom Should You Ask for a Letter of Recommendation for a PhD?

Selecting the right recommender is critical in crafting a compelling letter of recommendation for a PhD. Your recommender should be a determined advocate capable of providing an unbiased assessment. 

Given that 25% of the US’s one million foreign student population is Indian, competition is fierce. Unlike self-authored documents, an LOR offers an external perspective exclusively shaped by the recommender’s observations. This unique viewpoint is invaluable. 

Your PhD recommender should be someone who:

• Has a good rapport with you.
• Understand your strengths, weaknesses, and potential.
• Has witnessed your academic and professional growth.
• Is familiar with your research interests.
• Believes in your research goals.

2 Types of Letter of Recommendation for a PhD Program

Securing admission to a prestigious PhD program like MIT’s is highly competitive. A critical factor in your application is the strength of your Letters of Recommendation (LORs). Universities like MIT often require three LORs, with a strong preference for academic references who can testify to your research potential.

Of course, you might be eager to check out a sample letter of recommendation for a PhD. However, you first need to understand the types of LORs, listed below.

1. Academic LOR

An academic LOR is typically penned by a professor or academic advisor who can confirm your intellectual abilities and scholarly potential. 

A letter of recommendation for a PhD dives deeper into your research aptitude, critical thinking skills, and independent research capabilities. This type of recommendation emphasises your readiness for doctoral-level research.

2. Professional LOR

A professional LOR is typically authored by a supervisor or manager from your workplace. A letter of recommendation for a PhD from an employer should emphasise your research contributions, problem-solving abilities, and potential for independent scholarly work. 

It should demonstrate how your practical experience has equipped you with the foundation to excel in doctoral studies.

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Letter of recommendation for phd sample: structure.

When constructing a compelling letter of recommendation for a PhD program, academic and professional recommendations are typically the most sought-after types. These letters are the unsung heroes of your application, providing crucial external validation of your qualifications.

Here’s a quick overview of a Letter of Recommendation (LOR) sample structure.

Letter of Recommendation for PhD Sample: Format

While you’re likely engaged in GRE preparation and other PhD application requirements, don’t forget to notice the critical role of a strong letter of recommendation for a PhD. This document can significantly influence your admission chances, making crafting a compelling and well-structured LOR essential.

Here is the format you need to follow for your sample letter of recommendation for PhD.

Letter of Recommendation for PhD Sample

A sample letter of recommendation for a PhD program can provide valuable guidance in crafting a compelling recommendation. However, it’s essential to remember that these samples are for illustrative purposes only and should not be copied directly. 

Below, you’ll find sample LORs for the two primary types of recommendations: academic and professional. These examples demonstrate how your professors or supervisors can effectively articulate your qualifications for doctoral studies.

Academic Letter Of Recommendation for a PhD: Example

DISCLAIMER: The name “Rose Tennent” is used in this sample LOR for illustrative purposes only. 

Dr. [Full Name]

Professor of [Department]

[University Name]

[University Address]

[City, State ZIP Code]

[Email Address]

[Phone Number]

I am delighted to write this letter of recommendation for Rose Tennent, who has been an exemplary student in my [Course Name] class at the [College/University Name]. I have had the privilege of teaching Rose for the past [Mention Years], during which time she has consistently impressed me with her intellectual curiosity, dedication, and exceptional academic abilities. Rose has consistently demonstrated a profound understanding of [Subject Area] concepts and theories. Her ability to analyse complex problems, develop innovative solutions, and articulate her ideas clearly is exceptional. 

For instance, in a class project on [Project Topic], Rose took the initiative to explore [Specific Aspect of Project] in depth. Her research was meticulous, and her findings were presented clearly and precisely. Beyond her academic achievements, Rose has shown a remarkable aptitude for [Specific Skill, e.g., data analysis, research methodology]. Her proficiency in [Software or Tool] was evident in her coursework, where she produced exceptional results. Her ability to [Specific Skill Application] significantly enhanced her work’s quality and demonstrated her research potential.

Rose’s dedication to her studies is unparalleled. She consistently sought opportunities to challenge herself inside and outside the classroom. She participated actively in class discussions, offering insightful perspectives and stimulating intellectual debate. Her enthusiasm for learning is contagious, and she can inspire and motivate her peers.

Furthermore, Rose has demonstrated exceptional research potential. As a research assistant on my project, [Project Title], she significantly contributed to data collection, analysis, and interpretation. Her attention to detail and strong analytical skills allowed her to identify patterns and trends that were instrumental in advancing our research. Rose is also a highly collaborative and supportive classmate. She is always willing to help her peers and has a strong sense of teamwork. Her positive attitude and infectious enthusiasm create a supportive learning environment for everyone.

In conclusion, Rose Tennent is an exceptional student with a bright future. Her intellectual abilities, strong work ethic, and collaborative spirit make her an ideal candidate for a PhD program. I wholeheartedly recommend her for admission to your program and am confident she will significantly contribute to your academic community. Please do not hesitate to contact me if you require any further information.

[Full Name]

Professional Letter Of Recommendation for a PhD: Example

DISCLAIMER: The name “John Smith” is used in this sample LOR for illustrative purposes only. 

Research Scientist

[Company Name]

[Company Address]

I am delighted to write this letter of recommendation in solid support of John Smith, who has been an exceptional research team member at [Company Name] for the past three years. During this time, I have had the pleasure of directly supervising John Smith and witnessing firsthand his remarkable intellectual abilities, unwavering dedication, and exceptional problem-solving skills.

John Smith has consistently exceeded expectations in his role as a research scientist. His contributions to our team have been invaluable, particularly in [specific research area]. For instance, his pivotal role in the [project name] initiative was instrumental in achieving [specific outcome]. John Smith demonstrated a deep understanding of the complex challenges associated with this project and developed innovative solutions that significantly advanced our research goals.

One of John Smith’s most impressive qualities is his ability to blend theoretical knowledge with practical application seamlessly. His work on [specific project or task] is a prime example. By [briefly describing particular actions taken], John Smith could [quantifiable result]. This achievement highlights his exceptional analytical skills and ability to translate complex scientific concepts into tangible outcomes.

Beyond his technical expertise, John Smith possesses exceptional interpersonal and communication skills. He is a collaborative team player who readily shares his knowledge and insights with colleagues. His ability to articulate complex ideas clearly and concisely has been invaluable in internal and external presentations. John Smith has also taken on leadership roles within the team, mentoring junior researchers and fostering a positive and productive work environment.

John Smith’s enthusiasm for research and relentless pursuit of knowledge are truly inspiring. He is constantly seeking out new challenges and opportunities for growth. For example, [describe a specific instance of initiative or self-directed learning]. This proactive approach to his work demonstrates his intellectual curiosity and commitment to professional development.

I am confident that John Smith possesses the intellectual capacity, technical skills, and personal qualities necessary to excel in a PhD program. His strong foundation in [specific field] and his passion for research make him an ideal candidate for advanced studies. I wholeheartedly recommend John Smith for admission to your program, and he will be a valuable asset to your research community. Please do not hesitate to contact me if you require any further information.

Struggling with your LOR? Join LeapScholar’s live events now! Network with other students and get expert advice on how to create a winning recommendation letter.

Vocabulary for Writing a Letter of Recommendation for a PhD Program

A compelling Letter of Recommendation (LOR) requires proper structure and precise language. The words used can profoundly influence the admissions committee’s perception of you. 

Below, you’ll find a selection of vocabulary to enhance your LOR’s impact. 

Remember, these words are merely suggestions to complement your writing, and thoughtful use will improve your LOR’s professionalism and appeal.

Letter of Recommendation for a PhD Program: Guidelines for Top Universities

When universities offer PhD programs, they want to pick candidates who can work well with mentors and achieve great results. They expect you to be dedicated and focused on your chosen field. 

Letters of recommendation are crucial in helping them find the right fit. You will find the requirements for a letter of recommendation for a PhD from the famous institutions listed below.

8 Tips to Write A Better Letter of Recommendation for a PhD Program

Are you aspiring to join the ranks of 1.3 million Indian students pursuing higher education, such as PhDs abroad ? Then, crafting exceptional LORs is crucial. 

This section will highlight typical letter of recommendation for a PhD program mistakes to avoid. A little motivation: The average monthly salary for a research scientist in the US and UK is INR 1.2Cr ($144K) and INR 55.8L (£52K). 

Now, please find below the essential tips for writing a compelling letter of recommendation for a PhD program.

• Strategic Recommender Selection: Carefully choose recommenders who align with your PhD program’s requirements and can effectively highlight your strengths.
• Open Communication: Maintain regular contact with your recommenders, sharing your research goals and achievements to provide them with plenty of information.
• Diverse Perspectives: Encourage each recommender to focus on different aspects of your qualifications to create a well-rounded picture.
• Timely Submission: To avoid last-minute stress, ensure that online recommendation forms are submitted well in advance of the application deadline.
• Authenticity and Accuracy: Emphasise the importance of honest and detailed information in the LOR, avoiding exaggeration or false claims.
• Clear Relationship: The recommender’s relationship with you should be established within the letter.
• Highlight Strengths: The LOR should effectively showcase your unique qualities, abilities, and potential for doctoral research.
• Avoid Generic Templates: Encourage recommenders to write personalised letters that avoid generic or formulaic language.

To Conclude

Imagine yourself studying for a PhD at prestigious institutions like Stanford University or Oxford University , followed by a fulfilling career as a research scientist earning competitive salaries—up to INR 1.2Cr ($144K) and INR 55.8L (£52K) per year, respectively. 

Achieving this dream begins with a strong Letter of Recommendation for a PhD program. Our expert counsellors at Leap Scholar are dedicated to helping you craft a standout LOR and guiding you through the entire admissions process. Let us help you realise your potential.

Take the first step towards your ideal future. Book a consultation now .

Also Read: Study PhD Abroad for Indian Students

Frequently Asked Questions

Q. what is a letter of recommendation for a phd.

A. A Letter of Recommendation for a PhD is a critical document in your application process. It provides insights into your academic brilliance, personal character, and research potential from a trusted source, such as a professor or employer. This letter helps admissions committees evaluate your readiness and fit for a doctoral program.

Q. Who should I ask to craft a Letter of Recommendation for my PhD application?

A. It’s essential to choose recommenders who know you well and can confirm your abilities. Ideally, this would be a professor familiar with your academic performance or a supervisor who understands your professional contributions. They should be able to provide a detailed assessment of your strengths, achievements, and potential for research.

Q. How many Letters of Recommendation do I need for a PhD application?

A. Most universities require two to three letters of recommendation for PhD applications. These letters should come from individuals who can attest to different aspects of your abilities and potential, ensuring a well-rounded view of your qualifications.

Q. What are the types of Letters of Recommendation for PhD programs?

A. There are two primary types of LORs: Academic and Professional. An Academic LOR is written by a faculty member who can highlight your intellectual abilities and research potential. A Professional LOR, on the other hand, is provided by an employer or supervisor who can discuss your skills and contributions in a workplace setting.

Q. How long should a Letter of Recommendation for a PhD be?

A. A typical LOR should be 400-500 words, spanning one to two pages. It should provide a comprehensive view of your qualifications, achievements, and potential without being overly verbose or too brief.

Q. How does a Letter of Recommendation for PhD admission impact my application?

A. A Letter of Recommendation for PhD admission is crucial because it provides an external perspective on your abilities, character, and potential as a researcher.  This letter helps the admissions committee understand your readiness for a doctoral program by highlighting your academic achievements and personal qualities, offering insights beyond what grades and test scores can convey.

Q. How can a sample LOR help me write my recommendation?

A. A sample LOR can provide a useful template or guide, showing how to structure the letter and what elements to include. It helps you understand how to effectively highlight your strengths and tailor the letter to the specific program you’re applying to.

Q. How should I format a Letter of Recommendation for a PhD?

A. Use Times New Roman font, size 10 to 12, with 1-inch margins. The letter should be single-spaced with double spaces between paragraphs, left-aligned, and include the recommender’s signature and contact information.

Q. What common mistakes should be avoided in a Letter of Recommendation for a PhD?

A. Avoid generic or vague language, unclear descriptions of your relationship with the recommender, and late submissions. Ensure the letter is honest and detailed and highlights your strengths and unique qualities.

Q. Can a Letter of Recommendation for a PhD impact my application?

A. Absolutely. A strong LOR can significantly influence the admissions committee by providing validation of your academic and research capabilities. It adds a personal dimension to your application that grades and test scores alone cannot convey.

Q. What should I include in a Letter of Recommendation for a PhD application?

A. When writing a Letter of Recommendation for a PhD application, include details about your relationship with the applicant, their academic and research achievements, and specific examples of their skills and contributions.  The letter should also discuss the applicant’s potential for success in a doctoral program, and why they are a strong candidate for the PhD program they are applying to.

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Letters of Recommendation

What this handout is about.

Producing an effective recommendation letter involves strategy, research, and planning. This handout is designed to introduce recommenders to some best practices for writing effective recommendation letters.

Deciding whether to write a recommendation

Recommendation letters are likely to receive close scrutiny, and sparse or non-specific recommendations may negatively impact an application. If a recommender is unable or unwilling to produce a recommendation that speaks directly to the individual applicant and position, the selection committee or potential employer may interpret this negatively. If you do not feel that you could provide a positive or detailed recommendation, it is okay to decline!

There are several reasons why it may be appropriate to decline a request for a recommendation:

• You may not feel comfortable writing a positive letter, either because you have no information about the student or because they did not perform well enough in a class or position.
• You may feel you are a “bad fit” for the student’s application. For example, if your field of expertise is completely unrelated to the student’s area of interest, you might advise the student to ask recommenders with more relevant backgrounds.
• You may feel that you lack the necessary credentials to offer a compelling recommendation. For example, graduate student instructors may feel as if they cannot credibly endorse their students’ graduate school applications. Thus, students may be directed to faculty to write letters instead of graduate students.
• You may know that you will not have time to write and proofread a strong letter before the student’s deadline.

Consider setting up a meeting. This will give you an opportunity to ask about the applicant’s academic background, professional goals, and reasons for applying. It may help to clarify whether this is a one-time request, or whether you are being asked to serve as a recommender for several applications. It’s a good idea to request to see the applicant’s resume, CV, personal statement, or other components of the application. Each of these can give you a sense of the applicant’s goals and help you decide if you would be a good recommender. These items will also allow you to tailor your letter appropriately if you decide to write on the applicant’s behalf.

Confidentiality and protected information

Many applications invite applicants to waive their right to view a letter of recommendation. Confidential letters of recommendation may be viewed as more credible than letters that applicants can access.

You should be aware of the Family Educational Rights and Privacy Act (FERPA) and your institution’s FERPA-related guidelines when writing recommendation letters. FERPA prohibits disclosure of protected student information such as grades and attendance without the student’s prior written consent. Students who want you to address protected information should specify which records you may disclose, the purpose for which the disclosure is being made, and to whom the information may be disclosed. You can read more about FERPA here: https://www2.ed.gov/policy/gen/guid/fpco/ferpa/index.html .

Writing strong recommendations

After committing to write a recommendation for an applicant, gather information about the opportunity to which they are applying. Besides asking the applicant about the organization, you may also want to reach out to someone in your own professional network who may know something about the audience or take some time to do your own research. Here are some questions to consider:

• What are the organization’s values and priorities? Some organizations state this information explicitly on their websites and other publications, and this can help you tailor your letter to directly address the audience’s top concerns.
• What information does the audience want to learn from you? Some institutions will ask you to answer specific questions about the applicant in your letter. Knowing these in advance will give you more time to talk with the student about any information you may need.
• How is this opportunity a good fit for the applicant? Referencing special features and benefits offered by a position shows that you’ve done your homework, which can add to the weight of your recommendation by demonstrating that you are willing to invest extra work in your student’s success. You will also be able to speak to the applicant’s fit for the position in greater detail.

Keep in mind that nearly all recommendations contain a positive appraisal of an applicant’s abilities and character, and it costs recommenders almost nothing to offer general and unsubstantiated praise of an applicant. Letters that claim an applicant is “the best student I’ve ever worked with” or “the hardest working employee I’ve ever had” are likely to meet with skepticism, unless the writer includes specific evidence to back up these claims. Even letters that contain genuine praise may come across as form letters unless you can speak to unique evidence about the student that corroborates your positive assessment.

Many different kinds of information may constitute evidence in a recommendation, and it is up to you to determine what would be most convincing to the audience. Here are some guidelines for what you may want to include or avoid:

• Do describe your relationship with the applicant. Say how long you’ve known the applicant and in what capacity. This information helps the audience understand how well you know the applicant. For example, sharing that you’ve advised a student for three years and taught them in two senior seminars demonstrates that you know your applicant better than a recommender who has only recently met the student or who has only taught the student in a large lecture class.
• Do include quantitative data about a student’s performance in a class or an employee’s performance in a position. Because raw grade point averages or other performance metrics are sometimes difficult to translate across different contexts, try to rank students against other students. For example, rather than saying “Judith received an A in my class,” aim for evidence that tells the audience how Judith’s performance compared to her classmates’: “Judith was among the top 5% of students in her large lecture class.” (Remember, if you do include specific grades in your letter, you must have written consent from the student as per FERPA.)
• Do compare applicants to students who have been placed into other positions. A statement like, “Over the past five years, other students with undergraduate research experience similar to Amer’s have been accepted to graduate programs at X, Y, and Z,” gives the audience a sense of where Amer stands in a wider population of successful students. Including comments like these also indicates that you have a good sense of what makes an applicant successful.
• Do mention the applicant’s personal and/or intellectual strengths as they pertain to the application. For example, it may be helpful to emphasize a study abroad applicant’s open-mindedness. Again, include appropriate evidence for this claim, which may involve discussing or even directly citing the student’s written work in your class.
• Do explain why you think the applicant is a good fit. Selection committees are often interested in hearing how students would contribute to the intellectual and professional climate of their institution. Given your experience with the student, help the audience see the type of employee or scholar the student will be: “Casey’s research experience in early-modern Arabic poetry would make them an ideal addition to Professor Seif’s Syrian cultural archival project.” If possible, mention the position/school/fellowship by name. This proves that you’ve taken enough interest in the letter to target it for each recipient. It will not always be possible to tailor recommendations to each program; for example, many postgraduate programs are moving to common applications that send the same letters to all programs to which students apply.
• Don’t shy away from discussing the applicant’s weaknesses —but only if those weaknesses are likely to already be on the audience’s radar. For example, you may have insight into why your student received an uncharacteristically low grade in your class during their final semester that could alleviate an audience’s concerns. You may draw attention to the applicant’s growth as well as the potential for continued growth in the new position. Keep in mind, however, that recommendation letters are expected to be positive in tone, so proceed with caution when discussing applicants’ weaknesses. Specifically avoid commenting on personality traits or other topics that are irrelevant to the application.
• Don’t rely on generalizations, clichés, or platitudes. Every good applicant will be “dedicated,” “hard-working,” and “enthusiastic.” Praise like this is likely to appear in dozens of other letters for other applicants, so you need to say more to help your applicant stand out. Include specific examples to support these descriptors. Convey the unique strengths of your student, especially any that you believe speak directly to the audience’s interests or values. Also pay special attention to any language that may inadvertently convey gender or other biases. For example, some studies have reported that language that pertains to effort (rather than accomplishments), personal life details (rather than relevant professional information), and emotional capacities (rather than academic or professional ability) more frequently appear in recommendations for women than for men. Focusing on traits that are demonstrable with evidence and germane to the program or position to which the student is applying is the best way to avoid implicit bias in your letters.
• Don’t include too much information about you or your class. Although some brief background information about the context in which you know the student is appropriate, do not spend so much time discussing course or assignment details that the letter is no longer focused upon the applicant.
• Don’t offer tepid praise or left-handed compliments. Half-hearted comments are almost guaranteed to attract the wrong kind of attention. Although you may honestly report that your student “completed all course assignments on time” or “was an adequate writer,” the audience will likely interpret these phrases as veiled criticism. Avoiding tepid praise is more difficult than it seems. After you’ve finished writing the letter, read over it with a critical eye and try to assume the worst of the student. Do any of your sentences invite uncharitable interpretation?
• Don’t simply summarize the applicant’s CV or resume. As with tepid praise, simply reiterating what the audience already knows from other parts of the application implies that you either don’t know or don’t care enough about the applicant to offer your own appraisal. It is appropriate to highlight a special component of a student’s resume and explain why you believe this aspect of the student makes them a great candidate, but don’t waste your opportunity to offer your own valuable endorsement by simply listing the applicant’s accomplishments.

Formatting recommendation letters

After you’ve decided what to write in your recommendation, you will need to decide how to write it. How long should the recommendation be? Should it be written on official letterhead? To whom should it be addressed? Will the letter submitted electronically, or will it be mailed?

Length: Just as there is sometimes no prescribed length for application essays, there is no standard length for recommendation letters. Most recommendations tend to be around 1 to 1.5 single-spaced pages long, although some may be longer if you have a lot to share. Business and law school recommendations tend to be briefer than graduate school recommendations. In general, try to strike a balance between writing too little (which suggests you have nothing to say about the applicant) and writing too much, which may be annoying to audiences who are reading dozens or hundreds of recommendations for a single position.

Letterhead: When possible, write recommendations on official letterhead and sign them using a handwritten signature. Producing letters on official letterhead both adds to your credibility as a recommender and demonstrates that you care enough about the applicant to put finishing touches on your endorsement. This may include sending an envelope with your signature across the seal. Some application programs ask recommenders to compose or paste their recommendations into online forms. In these cases, you would not submit the letter on formal letterhead. Learning in advance how you will need to submit your recommendation can help you avoid unnecessary work and accurately gauge the time required to submit your letter.

Salutation: Address recommendation letters as specifically as possible. If the applicant is applying for a position within a firm or office and you know who will receive the letter, address the letter to that person, like “Dear Dr. Anderson.” If you don’t know who, specifically, will receive the letter, address the recommendation to the target audience, like “Dear Fulbright Committee”. Avoid vacuous salutations like “To Whom it May Concern.” Also avoid informal greetings, including those you might use in an email or other correspondence, like “Hi,” “Hello,” “Good afternoon,” etc. “Dear” is the standard formal salutation in English.

Closing: End the letter with a simple closing word or phrase like “Sincerely,” “Regards,” or “Cordially” or by thanking the audience for considering your endorsement. Avoid personal and emotive language. If you would be willing to answer any additional questions the institution or employer may have about the applicant, it is appropriate to invite them to contact you before closing the letter.

Letters of recommendation inform the decisions of admissions committees, employers, funding agencies, and other organizations who are trying to choose between multiple candidates. Your efforts to create strong letters make a difference.

If you commit to writing a letter of recommendation, follow through. Keep track of deadlines and start early, as you may discover that you need additional information from the student or institution, and you will want to have time to request this information and incorporate it into your recommendation.

Finally, consider whether you are willing to do more than write a recommendation. Students may need help with other parts of their application, such as statements of purpose or writing samples. Since you likely have insight into what graduate programs or employers are looking for, you are in a unique position to help applicants with these other materials as well.

Works consulted

We consulted these works while writing this handout. This is not a comprehensive list of resources on the handout’s topic, and we encourage you to do your own research to find additional publications. Please do not use this list as a model for the format of your own reference list, as it may not match the citation style you are using. For guidance on formatting citations, please see the UNC Libraries citation tutorial . We revise these tips periodically and welcome feedback.

Brown University. n.d. “Writing Letters of Recommendation.” Fellowships and Research. Accessed July 2, 2019. https://www.brown.edu/academics/college/fellowships/information-resources/writing-letters-recommendation/writing-letters-recommendation .

Madera, Juan M., Michelle R. Hebl, and Randi C. Martin. 2009. “Gender and Letters of Recommendation for Academia: Agentic and Communal Differences.” Journal of Applied Psychology 94 (6): 1591–99. https://doi.org/10.1037/a0016539 .

Massachusetts Institute of Technology. n.d. “How to Write Good Letters of Recommendation.” MIT Admissions. Accessed July 2, 2019. https://mitadmissions.org/apply/parents-educators/writingrecs/ .

Stanford University. n.d. “Writing Letters of Recommendation.” Teaching Commons. Accessed July 2, 2019. https://teachingcommons.stanford.edu/resources/teaching-resources/how-evaluate-students/writing-letters-recommendation.

Yale University. n.d. “Writing Letters of Recommendation.” Fellowships and Funding. Accessed July 2, 2019. https://funding.yale.edu/faculty-staff-recommenders/writing-letters .

Trix, Frances, and Carolyn Psenka. 2003. “Exploring the Color of Glass: Letters of Recommendation for Female and Male Medical Faculty.” Discourse & Society 14 (2): 191–220. https://doi.org/10.1177%2F0957926503014002277 .

Whitaker, Manya. 2016. “Tips for Writing Recommendation Letters.” Inside Higher Ed , December 2, 2016. https://www.insidehighered.com/advice/2016/12/02/how-write-stronger-letters-recommendation-students-essay .

You may reproduce it for non-commercial use if you use the entire handout and attribute the source: The Writing Center, University of North Carolina at Chapel Hill

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How to Write a PhD Cover Letter (With an Example)

In this article, I’ll guide you through how to write a compelling PhD motivation letter, explain what it entails, and provide tips to help you stand out based on my experience.

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Pursuing a PhD is a significant step in your academic and professional career. It requires dedication, passion, and a strong commitment to research. One of the key documents that can set you apart from other candidates is a motivation letter for a PhD application.

What is a motivation letter for PhD?

A motivation letter for a PhD is preferably 1page document that you add to anapplication to a doctoral program or if you apply for a PhD position in a particular laboratory. Its main goal is to provide a narrative that connects your academic background, research interests, and career aspirations to the specific PhD program you are applying for. Unlike a CV, which lists your qualifications and experience, a motivation letter allows you to express why you are passionate about your field of study and how you align with the program’s goals.

In this letter, you need to demonstrate your knowledge of the subject, readiness for independent research, and how you fit within the department or laboratory. It's your chance to convince the admissions committee or a Principal Investigator (PI) that you are the ideal candidate for their program.

Why write a motivation letter for a PhD?

Writing a motivation letter is crucial for several reasons:

• It demonstrates your passion and commitment to the field. A well-writtenmotivation letter shows that you are deeply interested in the subject and have a clear vision for your research.
• It highlights your research interests and how they align with the program. Admissions committees or PIs look for candidates whose research goals and experience align with the expertise of their laboratory and the department’s focus areas.

Since many PhD positionsreceive hundreds of applications, a strong motivation letter can help you stand out by showing your unique perspective and enthusiasm for your chosen field.

How to write a motivation letter for PhD

Introduction: who you are and your academic background.

Start your letter with a brief introduction about yourself. Mention your name, current academic standing, and the degree you have obtained. Include any relevant details about your academic background, such as specific the name of you supervisor during the MCs program, research experience, significant academic achievements, or professional accomplishments that are directly related to your PhD field. 

If you’re aiming to work with a particular PI, your chances of having your email read will be higher if you mention someone you’ve worked with before in the first line. In my experience, the best results came when I started a motivational letter by mentioning a mutual acquaintance. 

Some PhD programs, particularly in Life Sciences, offer a salary. However, competition for scholarships that cover at least part of your salary is tough. If you’re fortunate enough to secure one, it’sa good idea to mention it in the first paragraph of your application to catch the attention of the PI.

Example: "I did my Master's thesis in the laboratory of Dr. Anderson at XYZ University, where I studied how mutations in gene Kled to development of orphan diseases in children. Working there, I obtained excellent skills in Biochemistry and Molecular Biology methods such as molecular cloning, PCR and western blotting. Throughout mystudies, I have been deeply engaged in research that explores the genetic basis of rare diseases and I would like to continue my research in your laboratory. I have obtained a scholarship from ABC for 4 years and would be happy to discuss my candidacy to do this project in your laboratory."

Research interests and future goals

This section should explain your research interests in detail. What topics are you passionate about, and why? How do these interests align with the specific PhD program you're applying to? Discuss your long-term career goals and how the PhD will help you achieve them.To increase your chances of being accepted, do the homework and read thoroughly about research a specific laboratory does, and how you can contribute.

Example: "My primary research interest lies in understanding the genetic factors that contribute to neurodegenerative diseases. I am particularly drawn to your program because of the innovative research being conducted by Dr. Smith’s lab on gene therapy approaches, which aligns perfectly with my goal of contributing to groundbreaking treatments for neurological disorders."

Previous research experience and skills

Highlight any relevant research experience, including any publications, conferences, or significant projects. This is where you demonstrate your preparedness for a PhD. Discuss specific skills you have acquired that will help you succeed in the program, such as data analysis, lab techniques, or academic writing.

Example: "During my Master's program, I conducted research on the role of epigenetics in cancer development, which was published in the Journal of Molecular Biology. I have also presented my findings at the International Conference on Genetic Research, which further refined my research and presentation skills."

Demonstrating your fit for the program

Discuss personal qualities or experiences that make you a good fit for the program. Explain how you can contribute to the department or laboratory through your unique perspective, skills, or collaborative approach. 

It’sbeneficial if you can prepare a project proposal, PIs appreciate independent students the most.At the end, after defending your PhD thesis, you become a researcher who must demonstratethe ability to conduct independent research.

Example: "I am a proactive researcher with a collaborative spirit, thriving in teamwork. I am confident that my background in molecular genetics and my commitment to scientific inquiry will make me a valuable addition to your research team. I would like to discuss the idea of how protein A interacts with protein B in cell type X and how it leads to mutation in gene K".

PhD cover letter example

Here is an example of a good PhD motivation letter to give you a better idea of how to structure yours:

[Your Name] [Email Address] [Phone Number]  

Dear Members of the Admissions Committee / Dear Dr. Trinity,

I am writing to express my interest in the PhD program in [Field] at [University Name]. As a recent graduate with a Master's degree in [Your Field] from [Your University], I am eager to continue my academic journey and contribute to groundbreaking research in [Specific Research Area]. My academic background in [Specific Field] and research experience in [Specific Research Focus] have equipped me with a solid foundation to excel in this program.

[Continue with your personal motivations, research interests, alignment with the program, relevant experiences, and conclusion.]

Thank you for considering my application. I am looking forward to the opportunity to discuss how my background, skills, and passion align with your program’s goals.

Sincerely, [Your Name]

Tips for writing an effective motivation letter

• Be specific and tailor your letter: Customize your letter for each program or PI who you write to. Avoid generic statements.
• Maintain a professional tone: Keep your language formal and respectful. Avoid casual or overly familiar language.
• Proofread and edit thoroughly: Check for grammar and spelling errors. Don’t forget to cut in paragraphs for the convenience of a reader. 
• Seek feedback from mentors or peers. 

Common pitfalls to avoid

• Being too general or vague: Make sure your letter is specific to the program or laboratory and highlights your unique qualifications.
• Excessive flattery: Stay genuine and avoid over-the-top praise for the program or faculty.
• Ignoring instructions or guidelines: Follow the application guidelines carefully to show that you can follow directions.

Writing a compelling motivation letter for a PhD program is a critical step in your application process. Start early, revise often, and seek feedback to refine your letter. A well-crafted motivation letter can make a significant difference in setting you apart from other candidates.

Natalia Akkuratova Author

Natalia holds a PhD in Medical Science from the Karolinska Institute in Sweden and has 13 years of academic experience, including teaching and student mentorship. After defending her PhD, she worked as a digital marketing specialist at Keystone Education Group.

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Sample Recommendation Letter for Graduate School

How a Well-Worded Reference Can Give Your Application a Boost

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Whether you're applying to business school, medical school, law school, or another program, scholarship, or fellowship , most graduate school applicants are going to need two to three letters of recommendation that will be submitted to the admissions committee (along with your undergraduate transcripts, standardized test scores, essays, etc.) as part of the application process .

Not every school requires letters of recommendation. You can often get by without one at some online schools and even brick-and-mortar schools that have more relaxed admission requirements. However, schools with highly competitive admissions processes (i.e. the ones that get a lot of applicants but don't have classroom space for everyone) use recommendation letters, in part, to determine whether or not you are a fit for their school.

Why Graduate Schools Ask for Recommendations

Graduate schools seek recommendations for the same reason employers require career references. They want to know what people who have seen your work and experienced your efforts firsthand have to say about you. Nearly every other resource you provide to a school is a first-person accounting. Your résumé is your interpretation of your career achievements, your essay answers a question with your opinion or tells a story from your point of view, and your admissions interview includes questions that, again, are answered from your point of view. A recommendation letter, on the other hand, is all about someone else's perspective on you, your potential, and your accomplishments. 

Most graduate schools encourage you to choose a reference who knows you well. This ensures that their letter of recommendation will actually have substance and won't simply be full of fluff or vague opinions about your work attitude and academic performance. Someone who knows you well will be able to provide well-informed opinions and concrete examples to back them up. 

Sample Letter of Recommendation for Grad School

This is a sample recommendation for a graduate school applicant was written by the applicant's college dean, who was familiar with the applicant's academic achievements. The letter is short but does an ample job of emphasizing things that would be important to a graduate school admissions committee, such as GPA, work ethic, and leadership ability. Notice how the writer includes plenty of adjectives to describe the person being recommended. There's also an example of how the subject's leadership capability has helped others.

To Whom It May Concern:

As the Dean of Stonewell College, I have had the pleasure of knowing Hannah Smith for the last four years. She has been a tremendous student and an asset to our school. I would like to take this opportunity to recommend Hannah for your graduate program.

I feel confident that she will continue to succeed in her studies. Hannah is a dedicated student and thus far, her grades have been exemplary. In class, she has proven to be a take-charge person who is able to successfully develop plans and implement them.

Hannah has also assisted us in our admissions office. She has successfully demonstrated leadership ability by counseling new and prospective students. Her advice has been a great help to these students, many of whom have taken time to share their comments with me regarding her pleasant and encouraging attitude.

It is for these reasons that I offer high recommendations for Hannah without reservation. Her drive and abilities will truly be an asset to your establishment. If you have any questions regarding this recommendation, please do not hesitate to contact me.

Roger Fleming

Dean of Stonewell College

As positive as this letter is, it would have been even stronger if the writer had provided additional specific examples of his student's achievements, or had pointed to quantifiable results. For example, he could have included the numbers of students the subject had worked with or detailed specific instances in which she had helped others. Examples of any plans she'd developed, how she implemented them, and what the outcome was once they were put to use would have been useful as well. The more detailed the letter, the more likely it is to tip the admissions scale in your favor.

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Combine an international MBA with a deep dive into management science. A special opportunity for partner and affiliate schools only.

A doctoral program that produces outstanding scholars who are leading in their fields of research.

Bring a business perspective to your technical and quantitative expertise with a bachelor’s degree in management, business analytics, or finance.

Apply now and work for two to five years. We'll save you a seat in our MBA class when you're ready to come back to campus for your degree.

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PhD Program

The MIT Sloan PhD Program seeks students who demonstrate outstanding intellectual ability, have excellent academic records, exhibit a strong commitment to a career in research, and have previously worked in disciplines related to the intended area of concentration. 

Dates and Deadlines

Admissions for 2025 is open. The deadline for submission is December 1, 2024.

Admissions Requirements

The following are general requirements you should meet to apply to the MIT Sloan PhD Program. Complete instructions concerning application requirements are available in the online application.

General Requirements

• Bachelor's degree or equivalent
• A strong quantitative background (the Accounting group requires calculus)
• Exposure to microeconomics and macroeconomics (the Accounting group requires microeconomics)

A Guide to Business PhD Applications  by Abhishek Nagaraj (PhD 2016) may be of interest.

Nondiscrimination Policy:  The Massachusetts Institute of Technology is committed to the principle of equal opportunity in education and employment.

Read a complete text of MIT’s Nondiscrimination Statement

Application Components

Statement of purpose.

Your written statement is your chance to convince the admissions committee that you will do excellent doctoral work and that you have the promise to have a successful career as an academic researcher. 

GMAT/GRE Scores

We require either a valid GMAT or valid GRE score. At-home testing is allowed. Your unofficial score report from the testing institution is sufficient for application. If you are admitted to the program, you will be required to submit your official test score for verification.    

We do not have a minimum score requirement. We do not offer test waivers. Registration information for the GMAT (code X5X-QS-21) and GRE (code 3510) may be obtained at  www.mba.com  and  www.ets.org  respectively.

TOEFL/IELTS Scores

We require either a valid TOEFL (minimum score 577 PBT/90 IBT ) or valid IELTS (minimum score 7) for all non-native English speakers.

Your unofficial score report from the testing institution is sufficient for application. If you are admitted to the program, you will be required to submit your official test score for verification.   

Registration information for TOEFL (code 3510) and IELTS may be obtained at www.toefl.org and www.ielts.org respectively.

• You are a native English speaker.
• You attended all years of an undergraduate program conducted solely in English, and are a graduate of that program.

Please do not contact the PhD Program regarding waivers, as none will be discussed. If, upon review, the faculty are interested in your application with a missing required TOEFL or IELTS score, we may contact you at that time to request a score.

Transcripts

We require unofficial copies of transcripts for each college or university you have attended, even if no degree was awarded. If these transcripts are in a language other than English, we also require a copy of a certified translation. In addition, you will be asked to list the five most relevant courses you have taken.

Letters of Recommendation

We require three letters of recommendation. Academic letters are preferred, especially those providing evidence of research potential. We allow for an optional fourth recommendation, but no more than four recommendations are allowed.

Your resume should be no more than two pages. You may chose to include teaching, professional experience, research experience, publications, and other accomplishments in outside activities.

Writing Sample(s)

Applicants are encouraged to submit a writing sample. For applicants to the Finance group, a writing sample is required. There are no specific guidelines for your writing sample. Possible options include (but are not limited to) essays, masters’ theses, capstone projects, or research papers.

Video Essay

A video essay is required for the Accounting research group and optional for the Marketing and System Dynamics research groups. The essay is a short and informal video answering why you selected this research group and a time where you creatively solved a problem.

The video can be recorded with your phone or computer, and should range from 2 to 5 minutes in length. There is no attention—zero emphasis!—on the production value of your video.

PhD Program Events

November phd program overview.

During this webinar, you will hear from the PhD Program team and have the chance to ask questions about the application and admissions process.

PhD Program Application Q&A

During this online Q&A, you will have the opportunity to ask PhD Program staff your application-related questions prior to submitting your materials.

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Letter of Recommendation (LOR) for PhD Students with Sample: Need, Parts, Qualities

For PhD students, a letter of recommendation is a crucial component of the application documents. While other admissions materials, like transcripts and test results, are factual, a recommendation letter for PhD students integrates the plans and facts of a CV and statement of purpose. Hence, presenting a compelling letter of recommendation for PhD admission is an important factor in a candidate's acceptance decisions. So, how many letters of recommendation for PhD? The number of LORs for PhD varies as per the university and the country. Generally, 2-3 references are more than enough to support the PhD application . This allows the admission committee to know the applicants as people with skills that would otherwise be difficult to know from their resumes, transcripts and SOP.

What is the need for a letter of recommendation for PhD students?

• Types of Recommendation Letters for PhD

Who should write letters of recommendation for PhD Programme?

Who cannot write an lor for phd, what to include in a letter of recommendation for phd students.

• Parts of Recommendation Letter for PhD

Elements of Letter of Recommendation for PhD Students

A résumé is a summary of your accomplishments, transcripts are evidence of your achievements, and an SOP describes the significance of the course and your readiness for it. A P hD recommendation letter is an unbiased opinion on everything mentioned above. Who should write letters of recommendation for PhD? A LOR must be written by someone who is associated with the candidate academically and professionally such as teachers, professors, supervisors, faculty heads, and more. TOP EXAMS : IELTS | TOEFL | GRE | GMAT Country Guide : UK | Ireland | Australia | Canada

A PhD recommendation letter should mention at least three qualities of the applicant – a social quality and at least two technical or subject-related qualities. Moreover, as a PhD is an advanced specialised programme, the subject-related quality should be focused on projects carried out and specialised courses that will aid his/her PhD research. Read the complete article to know all the details about PhD letter of recommendation, PhD reference letter samples, and more.

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A recommendation letter for PhD student from professors holds much more importance than those applying for undergraduate or master's courses. Grades and GRE scores play a big role in receiving admission from a university.

The LOR for PhD admission is usually the deciding factor when choosing between candidates with similar credentials. Go through the key points to be included in the recommendation letter for PhD student from professor to gain an understanding of what it is before you ask your professor to write a reference letter for PhD for you.

Types of R ecommendation Letters for PhD

A PhD candidate must provide a minimum of two letters of recommendation (LORs). Nevertheless, to ensure caution, it is recommended that the candidate should prepare a minimum of three LORs. Various universities may have different requirements for LORs from recommenders.

Academic Letter of Recommendation (LOR) for PhD

Usually, universities require applicants to submit two or three Letters of Recommendation (LORs) for PhD from their previous educational institution.

For undergraduate programs, these LORs can be obtained from teachers at your high school, while for masters or PhD, professors from your university can provide them.

Professional Letter of Recommendation (LOR) for PhD

A Professional Letter of Recommendation (LOR) for PhD from a Supervisor differs from an Academic LOR by emphasizing certain content related to the applicant's teamwork skills, industry knowledge, and leadership qualities.

Before asking someone for a recommendation letter for PhD application, you should know whom to ask. PhD is purely an academic degree and therefore you need to have a recommendation letter for PhD from those who can vouch for your academic inclination and strengths. PhD recommendation letter should be written by academicians with whom you have worked or someone who has supervised or taught you.

If you are aspiring for a PhD programme or want a LOR for PhD post-doctoral research, you should ideally ask your master's project guide or PhD guide to be one of the referees for your letter of recommendation for PhD students.

Your faculty must go through a sample recommendation letter for PhD student from professor before sitting down to write one recommendation letter PhD for you. Other letters of recommendation for PhD students from teachers and professionals can be taken from persons who are from the same field or specialization in which you intend to do your PhD. You can also take your recommendation letter for doctoral programs from your supervisor who has an understanding of your academic capabilities.

Friends and relatives are not supposed to write your LOR for PhD admission for a number of reasons; first, they do not have first-hand information about your academic capabilities. Second, as they have not professionally or academically worked with you, they would not be able to present relevant information in the PhD letter of recommendation about you.

Also, the recommender might not have in-depth knowledge of the discipline you intend to do a PhD. Last but not least, relatives cannot be objective about your qualities. That's why it is not a great idea to take your student recommendation letter from them. So a PhD recommendation letter from teachers, professors, supervisors, coaches, etc., is only applicable.

The person who is writing a letter of recommendation for PhD students would be a professional who has known the applicant academically for no less than one year.

The recommender should not only know you as one of the students in the department, but they should also know you as a person, your capabilities as a student, as well as your control over the subject they have been teaching. They should also be aware of your plans.

Recommendation letters for Ph.D. students from supervisors, and professors are very subject-specific. Referees should speak of strong subject knowledge as well as analysis traits.

A Letter of recommendation for PhD student should show the student as possessing positive qualities like intelligence, self-motivation, responsibility, and amiableness. Emphasis should be given to passion and dedication as well.

Advanced study like a Ph.D. is often a challenging and demanding program. Therefore, the LOR for PhD admission should also display perseverance, competitiveness and the ability to work independently. Courses and knowledge related to PhD programme-related packages, extra courses, and statistical analysis techniques should be exemplified in the letter of recommendation for the PhD program.

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Parts of R ecommendation Letter for PhD

A student recommendation letter for a PhD will typically be between one to two pages. The document of recommendation letter for PhD student should be well differentiated into 5–6 paragraphs.

The LOR for PhD should begin with an introductory paragraph about the recommender and his/her association with the applicant. You must read a sample recommendation letter for PhD student from professor before you ask your recommenders to give you one.

The next 3 to 4 paragraphs in the letter of recommendation for PhD program should outline the different academic and social qualities of the applicant with suitable substantiation.

No quality should be mentioned without a suitable example. Finally, the concluding paragraph will sum up the above with a line recommending the applicant for the programme.

Also Read: Best Country to Study Abroad for Indian Students

Below is a LOR for PhD sample from a professor. Candidates can consider it as a letter of recommendation format for PhD and refer to it while writing their LOR for PhD.

sample recommendation letter for PhD student from professor

Like there is a letter of recommendation for PhD students from professors, you can also read about PhD reference letter sample pdf, sample LOR for graduate school from coworker pdf, letter of recommendation for PhD in computer science, sample recommendation letter for employee, etc which will give you a fair idea what a recommendation letter is all about.

A recommendation letter for PhD student from a supervisor or professor gives a human touch to the applicant’s profile. A reference letter for PhD student from a professor is the only document that can present the applicant’s social side to the admission committee.

Therefore, choose a referee who can not only substantiate your academic strengths but also cite appropriate examples of your social qualities in your recommendation letter for PhD students.

Frequently Asked Questions (FAQs)

It is crucial that the person writing your recommendation letter is someone who is familiar with your academic abilities. The most frequent writers of letters of recommendation are academics; professors or supervisors, but, other experts who are familiar with you and have overseen your academic or research work may also be suitable candidates.

The reference letter should be 1-2 pages long with 5-6 paragraphs.

PhD suggestions are highly specialised. Referees should emphasise both analytical skills and in-depth topic understanding. Letters of recommendation for students should highlight their intelligence, initiative, responsibility, and interpersonal skills.

Yes, PhD, postdoc, and scholarship applications typically require two to three letters of recommendation. These letters should come from professors who know your work and can detail your possibilities.

Most of the PhD programmes require three letters of recommendation written by supervisors, professors, teachers or others. Students are required to submit relevant professional and academic references to make their applications strong and highlight their qualifications, experience, and other skills. Candidates are advised to check the entry requirements before applying for the doctoral programme at a particular university. 

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9 Sample Excellent Recommendation Letters for Your Job

Letters of Recommendation

Anyone who's applied for a job knows how important recommendation letters can be to getting hired. While you've probably asked for a reference letter in the past, you may be less familiar with writing one. If someone asks you for a reference, how can you produce a great letter that will help your employee, colleague, or friend get hired?

To help you through the writing process, we're providing nine samples of effective letters of recommendation (scroll down to skip to the samples!). By reading through these examples, you'll gain a clear understanding of how to structure your own letters.

Before getting to the free recommendation letter samples, let's briefly review the role that reference letters play in the hiring process. Why are they important, and what makes some stand out over others?

Why Are Recommendation Letters Important?

Many employers request recommendation letters to help them decide who to hire or internally promote. Throughout the hiring process, the applicant strives to present herself in the best light. Beyond the interview and resume, hiring managers look to recommendation letters to confirm the candidate's qualifications and to gain insight from an outside party.

The hiring manager wants to know what experiences the candidate will bring to the new role, how she'll contribute to the company or organization, and how she'll behave in the day-to-day. Recommendation letters can point to a candidate's future performance by talking about her past achievements.

Reference letters can also shed light on what it's like to manage, work with, or, in the case of a character reference, be friends with the person under consideration. They complement the candidate's story and suggest what she'll bring to the table in her next job.

If you get asked to write a letter for someone, it's safe to assume you want to do a good job. Helping someone get hired is not just a satisfying good deed, but it's also good professional karma! So how can you turn those good intentions into a stand-out employee letter of recommendation?

Each letter will, of course, be different, but good letters share certain key features. Read on to learn about three important characteristics of strong reference letters.

Your recommendation letter's not the time to be cagey about your identity! The hiring manager wants to know who you are and why you're qualified to recommend the applicant.

What Makes a Recommendation Letter Stand Out? 3 Key Features

Strong letters give positive descriptions of a candidate's skills in a concise and powerful way. Beyond using language that's clear and error-free, what elements should your recommendation letter include to be effective?

As you write your letter, make sure it does the following:

#1: Explains Why You're Qualified to Recommend the Candidate

In order to hold weight, a recommendation letter should come from a reputable source. If an employer wants a professional reference, then the writer of that letter probably worked with the candidate in a supervisory capacity. Some employers will also be interested in letters from a colleague or, occasionally, a friend, neighbor, or family member. Most letters, though, will be written by a supervisor, manager, or boss of some sort.

In the first paragraph, you should explain who you are and how you know the candidate. How long did you work with her and in what capacity? By explaining your relationship, you show that you're qualified to give an honest assessment.

If someone who feels like a relative stranger asks you to write a letter, you might consider declining or recommending someone else to write it. If you didn't get to know the candidate's work performance or only did so in a way completely unrelated to the new position, then you might not be able to provide a helpful letter of recommendation from employer to employee.

The best letters are written by people who can speak to the candidate's skills and accomplishments. Make sure to state clearly in the beginning of your letter who you are and why your opinion matters.

#2: Customized to the New Position

While you should speak to the candidate's accomplishments in her past role, you should also show why she'd make a good fit in the next one. Even if the candidate's making a career change, you can explain why she'll be able to do well in the new industry.

Here's where open communication with the applicant is important. She should share the job description so you have a clear understanding of the position's requirements. As the writer, you're not expected to do much research on the new job. The candidate should provide you with everything you need to know to customize your letter.

By drawing on this information, you can express confidence that the candidate will succeed in the new role. Then when the hiring manager reads your letter, she'll feel reassured that the candidate would make a good fit.

#3: Uses Specific Examples and Anecdotes

Finally, and perhaps most importantly, your letter should provide specific examples about the candidate. Don't just list adjectives like, "friendly, intelligent, and hard-working"; instead, present circumstances in which the candidate demonstrated those qualities. To borrow a favorite phrase of English teachers, "show, don't just tell."

Not only will examples point to the value the candidate brought to your organization or company, but they'll also paint a picture of how she works in day-to-day operations. Using two to three specific anecdotes in your letter will boost its level of persuasiveness. It will also sidestep a common rec letter trap: becoming a generic list of cliches.

Just as you should only write a recommendation letter if you feel qualified to assess the candidate, you should also only write it if you can provide a great one. While you don't want to go over the top and sound insincere, your letter should be a strongly positive endorsement.

Sample Recommendation Letters

As you read through the nine free job recommendation letters below, notice how they all share the three key features described above, even though they differ in terms of their source and target audience. Below are nine sample recommendation letters, each followed by an analysis of what it does well!

• Sample Recommendation Letter 1: Written by a Direct Manager for a Full-Time Employee
• Sample Recommendation Letter 2: Written by a Principal for a Teacher
• Sample Recommendation Letter 3: Written by a Direct Manager for a Part-Time Employee
• Sample Recommendation Letter 4: Written by a Manager for a Remote Worker
• Sample Recommendation Letter 5: Written by a Supervisor for an Internal Promotion
• Sample Recommendation Letter 6: Written by a Supervisor for a Student Intern
• Sample Recommendation Letter 7: Written by a Coworker
• Sample Recommendation Letter 8: Written by a Professor for a Former Student
• Sample Recommendation Letter 9: Written by a Friend as a Character Reference

After checking out the above samples of recommendation letters, read on for some final thoughts on how to write an excellent letter of recommendation for an employee, coworker, or friend.

Now that you've got all the building blocks, you can put them together into a powerful letter of recommendation!

Writing Strong Letters of Recommendation: Final Thoughts

While the above samples of recommendation letters will help guide you through the letter writing process, they can't look exactly like your final product. Writing a letter is a significant undertaking, as it requires you to customize your words to the candidate and make your letter unique. Even though the specifics will vary, strong letters of recommendation do have certain features in common. Each letter should...

Use an Official Format

The sample letters show the proper format for a recommendation letter. They have the employer's name, position, company, and company's address at the top. To give one example, here's the header for recommendation letter sample #1:

Ms. Greta Johanssen Sales Manager Streambase Corp. 66 Western Boulevard Santa Fe, New Mexico 87500

You should also use official letterhead that has your name and contact information across the top, in whatever way you've chosen to present it. Each letter is addressed to a specific person, a greeting that's more personal than, "Dear Hiring Manager." Typically, paragraphs are single-spaced with a double space in between each one.

Finally, every letter concludes with an invitation to contact the writer for any further information. Then the writer may include her position, company, phone number, and email below her name.

Start with a Strong Opener

The strongest letters start out with an immediate statement of support. They might say, "It's my honor," "It's my pleasure," or "I'm very pleased to provide this letter of recommendation for Joe." Stating the obvious with a sentence like, "I'm writing to recommend Joe," looks weak beside a more enthusiastic opener.

In the first paragraph, explain who you are and why you're qualified to recommend the candidate. Write a line or two of praise about her professional and personal strengths, perhaps with a summary of the main points you'll present in the rest of the letter.

Include Two to Three Specific Examples

As mentioned above, strong letters typically include two to three body paragraphs with specific anecdotes about the candidate. They don't just describe the applicant's great qualities and accomplishments; they give examples and prove to her prospective employer that she's made achievements in the past that predict future success.

You might talk about a project or responsibility of the applicant or the value she's brought to your company. Consider relevant qualities like flexibility, initiative, leadership, growth, collaboration, interpersonal skills, and/or ability to perform within a certain environment or culture.

To Sum Up...

Depending on your relationship with the candidate, you might focus more on her work performance or personal character in your recommendation letter. An employer will focus more heavily on professional skills while a coworker may add personal qualities.

A friend or neighbor providing a character reference would produce the most personal letter. It falls upon the candidate to choose her recommenders wisely and to share any relevant information about the prospective position to help them write the best letter they can.

As long as you incorporate the key features discussed above and take the time to make your letter positive and specific, you'll provide a strong recommendation letter that will help your employee, colleague, or friend get hired. And who knows—perhaps in a year or two, she'll be writing a recommendation letter for you!

What's Next?

Are you tasked with writing a recommendation letter for a student applying to college? If so, check out these samples of recommendation letters from teachers and counselors, along with additional writing tips and a thorough recommendation letter template!

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Rebecca graduated with her Master's in Adolescent Counseling from the Harvard Graduate School of Education. She has years of teaching and college counseling experience and is passionate about helping students achieve their goals and improve their well-being. She graduated magna cum laude from Tufts University and scored in the 99th percentile on the SAT.

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Reference Letter

Reference letter maker.

In the processes of recruitment and selection, there are several requirements that are essential to be submitted by candidates in a timely manner. One of which is the reference letter. Requirements are set by companies depending on the hiring guidelines and recruitment regulations that they follow.

These requirements may also vary on the job position that is needed to be filled or the demands of the division or department where the applicant will be positioned in if he or she will be hired. Most, if not all, companies require their applicants to provide a reference letter as this document can impact the impression of the screening committee regarding the potential and qualifications of the candidates.

What is Reference Letter? A reference letter is a document that talks about someone’s skills, character, and achievements. It’s like a friend or a teacher telling others how good you are at something or how nice a person you are. This letter helps when you’re trying to get a job, get into a school, or join a group because it’s like having someone vouch for you, saying you’re a great choice.

Reference Letter Format

Your Name Your Position Your Company/Organization Your Address City, State, Zip Code Your Email Address Your Phone Number Date

If you know the recipient’s name: Dear Mr./Ms. [Last Name], If you do not know the recipient’s name: To Whom It May Concern,

Introduction

Your relationship to the applicant. How long you have known the applicant. In what capacity (e.g., professional, academic).

Body Paragraph(s)

First Paragraph: Briefly describe the applicant’s overall qualifications, strengths, and why they are suitable for the opportunity. Second Paragraph (and any additional ones): Provide specific examples of the applicant’s achievements, skills, and qualities. Highlight their responsibilities, contributions, and impact. Include personal qualities or soft skills (leadership, teamwork, reliability) that make them stand out.

Summarize why you recommend the person and to what extent. Offer to provide further information if needed.

Sincerely, [Your Signature (if sending a hard copy)] Your Printed Name Your Position

Reference Letter Example

Jane Doe Senior Manager Widgets Inc. 123 Business Rd. Business City, NY 12345 [email protected] 555-123-4567 February 23, 2024   To Whom It May Concern,   I am pleased to write this letter in recommendation of John Smith, who has applied for the position of Marketing Specialist at your company. As John’s direct supervisor for the past four years at Widgets Inc., I have observed his remarkable professionalism, creativity, and dedication to excellence.   John has been an essential part of our marketing team, demonstrating exceptional skills in project management and digital marketing strategies. He successfully led a project that increased our website traffic by 40% within six months, showcasing his ability to effectively analyze market trends and implement successful marketing campaigns.   Beyond his technical skills, John’s ability to work collaboratively with teammates and clients alike sets him apart. He has consistently demonstrated leadership by mentoring new team members, fostering a positive and productive team environment. His excellent communication skills have enabled him to present complex information in an accessible manner, both in writing and verbally, to a diverse range of stakeholders.   I am confident that John’s proactive approach and unwavering commitment to achieving results will make him a valuable asset to your team. He not only brings with him a wealth of professional experience but also a level of enthusiasm and innovation that can drive your company to new heights.   Please feel free to contact me if you require further information or clarification regarding John’s qualifications and achievements. I am eager to provide any assistance that may contribute to your decision-making process.   Sincerely,   [Signature if sending a hard copy]   Jane Doe Senior Manager Widgets Inc.

Reference Letter Sample for Job

Alicia Martinez Director of Engineering Tech Innovations Ltd. 456 Innovation Drive Tech City, CA 67890 [email protected] (789) 555-0123 February 23, 2024   Dear Hiring Manager,   I am writing to highly recommend Michael Johnson for the position of Senior Software Engineer within your organization. As the Director of Engineering at Tech Innovations Ltd., I had the pleasure of working with Michael for over five years, during which he distinguished himself as a highly skilled and dedicated professional.   Michael has been instrumental in the design, development, and implementation of several key projects, notably the launch of our flagship product, which has since become the leading software in its category. His technical expertise in software development, coupled with his innovative approach to problem-solving, has significantly contributed to our company’s success.   What sets Michael apart is not just his technical abilities but also his leadership qualities and team spirit. He mentored junior developers, fostering a collaborative team environment that enhanced our department’s productivity and morale. Michael’s ability to communicate complex technical concepts in an easily understandable manner made him a go-to person for both his team members and clients.   Beyond his professional accomplishments, Michael’s positive attitude and ethical standards have made a lasting impact on our team. He consistently demonstrates a high level of integrity and dedication, making him a valuable asset to any organization.   I am confident that Michael’s exceptional skills, professional experience, and personal qualities will make him a standout addition to your team. Please do not hesitate to contact me should you require any further information or insights regarding Michael’s qualifications and achievements.   Sincerely,   Alicia Martinez Director of Engineering Tech Innovations Ltd.

Letter of Recommendation Sample

Dr. Emily Thompson Associate Professor Department of Biology University City University 789 Academic Lane Education City, MA 54321 [email protected] (321) 987-6543 February 23, 2024   Dear Selection Committee,   I am writing to wholeheartedly recommend Sarah Johnson for admission to your graduate program in Environmental Science. As an Associate Professor in the Biology Department at University City University, I have had the pleasure of knowing Sarah for the past three years, during which she was a student in my Advanced Ecology class and later conducted her undergraduate research under my supervision.   Sarah’s academic accomplishments speak volumes, but it is her passion for environmental conservation and her dedication to research that truly set her apart. In her research project, Sarah investigated the impact of urban development on local wetlands, showcasing not only her analytical skills but also her commitment to real-world environmental issues. Her work was thorough, innovative, and demonstrated a level of understanding and commitment that is rare among undergraduate students.   Beyond her academic prowess, Sarah has consistently demonstrated leadership and teamwork abilities. She served as the president of the Environmental Club, leading several successful initiatives to promote sustainability on campus. Her ability to inspire and work collaboratively with her peers is commendable, and she has shown herself to be a natural leader who can bring people together towards a common goal.   Sarah is also characterized by her resilience and determination. She has overcome challenges with a positive attitude and a willingness to seek solutions, qualities that I believe will serve her well in graduate studies and beyond.   In summary, Sarah’s blend of academic excellence, leadership, and commitment to environmental science makes her an outstanding candidate for your program. I have no doubt that she will contribute significantly to your academic community and achieve great success in her future endeavors. Please feel free to contact me if you require any further information.   Sincerely,   Dr. Emily Thompson Associate Professor Department of Biology University City University

Reference Letter Samples to Edit & Download

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If you are asked to create a reference letter by your previous co-employer, your student or any other person who would like to seek for your recommendation; make sure that you can provide a document that can be of help for their application. If you are asked to create a reference letter by your previous co-employer, your student or any other person who would like to seek for your recommendation; make sure that you can provide a document that can be of help for their application.

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Usages of Reference Letters in the Recruitment, Screening and Selection Processes

If you want to receive a job appointment letter for new employees , you have to make sure that you will ace all the processes of hiring. One way to do this is to have a complete set of the requirements that you are tasked to provide to the company where you are applying for a job position. A reference letter is usually one of the documents that are included in most employers list of requirements.

A reference letter can help employers have an idea of a candidate’s deliverable. These include his or her work ethics, capabilities, technical skills and professional qualifications. This is very important to be looked into as employee retention can be affected by the potential of the new hires to adapt in the environment and the work designation successfully. You may also see recommendation letter examples & samples.

More so, reference letters allow employers to know more about the background of the candidate which is a great way to assess the individual and compare his or her overall potential with other qualified candidates. Aside from these items, here are more ways on how a reference letter can help an applicant be noticed by employers in a positive manner:

1. If you can come up with a solid and strong reference letter, employers can see the previous relationship of the candidate with his or her colleagues may it be within the work place or not. Hence, employers can further observe items that are not usually presented in a resume or professional profile. If employers can get as much information as possible that are related to the candidate, then they can be more observant with how to assess the ability of the candidate to fit in a work position. You may also like formal letter examples and samples

2. Knowing that the candidate has obtained a well-written and impressive reference letter can create a positive perception about who the candidate is. Reference letters help employers have an idea on how the candidate is perceived by the people around him or her. There are some cases where two or more candidates can par with each other when it comes to qualifications. This can sometimes be the instance where reference letters draw the line on who will be hired or not. You may also check out business letter examples

3. With the number of applications screened by the human resource department, it is important for a candidate to stand out. In the early stages of recruitment, applications that lack documents can be deemed less effective as it can showcase the ability of candidates to present their selves and their performance in a timely manner. If candidates are required to provide a reference letter, then the presence or absence of this document can already affect how the candidate is perceived.

How to Get an Effective Reference Letter

Coming up with an effective reference letter is not only the responsibility of the person who will write the document. Applicants should also be aware that their actions and way of requesting for a reference letter can also impact the process of the reference letter development. First, do not confuse a reference letter from a cover letter . Reference letters are made by other people while a cover letter is developed by the applicant. If you want to ensure that your reference is well-prepared before writing the reference letter, here are some of the things that you need to consider:

1. Be precise with what you would like your reference to include in the letter that he or she will create. This does not mean that you should control the content of the letter. What is important is for you to give your reference an idea on what should be discussed – like your performance, your character, or anything that is relevant to the application that you will be having. You might be interested in acknowledgement letter examples & samples

2. It is best if you will ask the person that you are requesting to write the letter weeks or months before your application. This way, he or she can have more think to carefully and thoroughly think of what should be in the reference letter that he or she will create. Rushing people to write a letter for you can sometimes result to a poorly-created reference letter. You may also see complaint letter examples & samples

3. Properly select your reference. You know that a reference letter can affect your application. Hence, it is important for you to trust the person who will write it. Think of the people who truly know you and how you perform in the work environment. You can include your previous immediate head, supervisor, manager, co-employer and counselor in this selection. You may also like new hire welcome letter examples

Types of Reference Letter

• Academic Reference Letters: Written by educators to highlight a student’s academic achievements and potential for success in further education.
• Employment Reference Letters: Provided by former or current employers to outline an individual’s job performance, skills, and contributions to the workplace.
• Character Reference Letters: Offered by individuals who know the person well personally, focusing on their personal qualities, ethics, and character.
• Professional Reference Letters: Written by colleagues or industry contacts, emphasizing professional achievements, expertise, and suitability for specific roles or projects.
• Business Reference Letters: Used to support business relationships, detailing the individual’s or company’s reliability, ethics, and performance in professional dealings.
• Scholarship Reference Letters: Aimed at supporting scholarship applications, highlighting academic excellence, leadership, and community involvement.
• Graduate School Reference Letters: Tailored for graduate program applications, underscoring academic accomplishments, research experience, and readiness for advanced study.
• Internship Reference Letters: Provided to support internship applications, focusing on the applicant’s skills, academic achievements, and potential contribution to the professional setting.

How to Write a Reference Letter

Writing a reference letter involves articulating someone’s abilities, character, and achievements in a way that highlights their suitability for a specific opportunity. Here’s a step-by-step guide to crafting an effective reference letter:

1. Understand the Purpose

• Know what the reference letter is for—whether it’s for a job, academic program, or another purpose. Tailor your letter to address the specific requirements or qualities sought by the recipient.

2. Gather Information

• Ask the person you’re writing the letter for any relevant information: their resume, the job or program they’re applying for, and any specific points they’d like you to include.

3. Start with a Formal Introduction

• Begin the letter with your name, position, and relationship to the person you’re recommending. Mention how long you’ve known them and in what capacity.

4. Highlight Key Qualities and Achievements

• Focus on the individual’s relevant skills, achievements, and qualities. Provide specific examples that illustrate these points, such as projects completed, challenges overcome, or contributions to your organization or their field.

5. Provide Personal Insights

• If appropriate, share insights into the person’s character, work ethic, and personal qualities. This can be particularly important in character or academic reference letters.

6. Make a Strong Recommendation

• Clearly state your recommendation of the individual. Express confidence in their abilities and suitability for the position or program they’re applying for.

7. Offer Additional Support

• Include an offer to provide further information if needed. This shows that your support is genuine and you’re willing to back up your recommendation with additional details if requested.

8. Close Formally

• Conclude your letter with a formal closing, such as “Sincerely,” followed by your name, position, and contact information.

Benefits of a Well-Formulated Reference Letter

There are different ways on how employee reference letter examples can be advantageous to the part of the applicant. Listed below are a few of the benefits that the applicant can experience if a well-formulated, informative and comprehensive reference letter will be include in the list of the requirements that he or she will submit:

1. A reference letter can ensure employers that the candidate has a good relationship with his or her previous employer or any other entities who will be tasked to create the reference letter. Knowing that the candidate left his or her previous job in a formal manner can help employers identify the terms in which the candidate can act professionally. More so, this can generate an idea that the candidate is an added value to the previous employer which can make him or her more desirable during the selection process. You may also see business proposal letter examples

2. A reference letter serves as an effective and highly considered endorsement. Especially if the reference letter is full of praises and is backed-up by facts and examples, then the candidate can already be deemed as an added value if his or her qualifications are also at par with the reference letter content. Keep in mind that reference letters are the best sources of reliable insights as they are made by people who truly know the candidate. You may also like how to write a personal letter with examples

3. A reference letter goes beyond the professional background of the applicant. It can also provide a discussion about his or her character and work ethics. Personal traits are also considered by employers as they need a well-rounded individual who can adapt to the working environment as well as to the people whom he or she will be working with. With this, reference letters may also include details about the applicant’s resilience, workplace flexibility and learning phase. You may also check out what is an application letter?

Should the Reference Letter Writer Talk About Himself or Herself?

Just as how business reference letters affect corporate partnerships, acquisition and processes, reference letters can also impact the application of a candidate. Making a reference letter can be more effective and successful if the writer knows the basics of developing the specified document. If you will write a letter of reference, it is important for you to have a brief or short discussion about who you are. This is basically for the following reasons:

1. Employers need to weight or measure the credibility of the writer. Businesses who receive reference letters that are made by professionals within the same industry seem to favor the recommendation even more. This is due to the fact that people who are aware of the demands of the industry can specify the ability and potential of the candidate to truly immerse himself or herself in the work operations needed by the business. You may also see how to write a job resignation letter

2. Employers need to ensure that the recommendation made in the reference letter is valid. Experiences, actual instances and other information presented in the recommendation letter must be first hand. This is the reason why the writer should personally know the candidate that he or she is recommending. First hand information is necessary as it helps the validity of the letter content be established. You may also like simple cover letter examples

3. Employers need to have an idea about the relationship of the writer and the applicant. Specifying how you are related to the candidate can already showcase how you were able to gather all the details and observations that you place in the reference letter content. As an example, being the supervisor of the candidate can ensure employers that you have sound judgment when it comes to analyzing the performance of the candidate in the workplace. You may also check out what is a resignation letter?

4. Employers need to see the objectivity and the transparency of the writer’s point of view. It is essential for the reference letter to be reviewed accordingly as some candidates tend to have reference letters which contain irrelevant information. If the current professional position of the writer will be defined, then the employer can easily have an idea on why the details presented in the reference letter are stated and specified the way they are. You might be interested in examples of emotional farewell letters to colleagues

Even if you should discuss a few information about yourself as the writer of the reference letter, keep in mind that the document should highlight the qualifications of the candidate. Make your introduction about yourself as simple, precise, and short as possible. All you need to do is to come up with a discussion about who you are in the most put together and direct to the point manner. You may also see job appointment letter for new employees examples

Tips for the Creation of a Reference Letter

Making a reference letter is a big responsibility as you will be a part of the professional journey of an applicant. Through your reference letter, if done in a professional and outstanding manner, the applicant can be more desirable in the eyes of employers. Listed below are some of the tips that can help you create a reference letter in an efficient manner:

1. Assess your ability to provide proper assessment of the candidate before accepting the task of writing a reference letter. It is important for you to know the candidate in a certain level that is enough for you to develop a letter regarding his or her potential to succeed should he or she be hired by the business. You may also see appointment letter examples & samples

2. Ensure that you are aware of the guidelines set by the employer when it comes to the development of the reference letter. If there are specific formats and content discussion that are expected to be seen in the document that you will make, it is of utmost important for you to abide by it. Doing this can help you achieve the technical aspects of creating the reference letter. You may also like examples of writing a simple application letter

3. Be aware of the job position that the applicant is applying for. Reference letters can only be used accordingly if its content can directly specify the relevance of the deliverable of the applicant with the demands of the work post. This is also one of the reasons why you have to truly know the candidate that you are recommending. You may also check out two weeks notice letter examples & samples

4. It is important for you to have a reference letter that is in a business letter format. The letter that you will make must be formal and well-formatted as employers are also observant with how reference letters are presented. With this, you also have to ensure that you will use business-appropriate language in your discussion.

5. As much as possible, be positive with the tone of the reference letter. Remember that reference letter can make or break the possibility of the applicant to be hired. If you believe that your reference letter can only ruin the chances of the applicant, then think again on why you accepted the responsibility of making one for him or her. You may also see termination letter examples & samples

6. To make the reference letter become more appealing, it is best if you will include instances and examples where the qualifications or character of the applicant have been exemplified. Giving information about these instances can make the reference letter be more factual and informative.

7. Have a task checklist that can guide you with the processes of the reference letter development. You can also make another checklist or a draft of what you will include in the reference letter so you can be guided when writing the actual document.

Items to Discuss and Include in a Reference Letter

The content of a reference letter should be carefully thought of to ensure its effectiveness when evaluated and assessed by employers. It is essential for the writer of the reference letter to be aware of the importance of the document in the application of the candidate that he or she is referring to in the letter. In relation to the person who wrote the letter, here are some of the information that you can include in a reference letter:

• The name of the writer
• The relationship of the letter writer to the candidate
• The current professional work position of the person who wrote the reference letter
• The industry or field of expertise where the writer of the letter is currently immersed in
• The contact information of the writer should the potential employer of the candidate need to reach him or her for further inquiries

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In terms of the basic items that are commonly found in a simple reference letter, here are a few of the items that you should not forget to place in the reference letter:

• The date when the letter has been made
• The date of the letter submission, if different from the date of the letter creation
• The date when the request for the reference letter has been received
• A salutation
• The body of the reference letter
• An ending statement
• Your signature

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Once you are already prepared to create the reference letter, one of the things that you need to give focus on is the body of your discussion. Your reference letter is highly-suggested to have these items:

• The competencies and professional qualifications of the candidate
• Your professional experiences and engagements with the candidate that you are recommending
• A statement of your strong recommendation and referral
• Instances and activities that showcased the strongest points of the candidate
• The communication and technical skills, special abilities, talents, and interests of the candidate relevant to the job aspired
• The relevance of the experiences of the candidate in the industry to the employer and its operations

Having an idea on how you can properly put together all these information in a single document will allow you to create a strong reference letter. Ensure that the format that you will use can promote a thorough and arranged discussion of the details that you would like to mention. The items presented above are only suggestions and guides. You can tweak, remove, or add details based on how you think you can further support the applicant and his or her candidacy for a work post. You may also check out how not to write a business letter

Templates and Examples of Reference Letters

You can create a reference letter from scratch especially if you are already confident with your ability to make one. However, the development of a reference letter can sometimes be a challenge to a few people. If it is your first time to be asked to create a reference letter, do not say ‘no’ just because you are not aware on how to create one. Extending your help to the person who you believe has the potential to be hired by employers should not be blocked by your hesitations when it comes to creating an effective and helpful reference letter. You may also see offer letter examples

There are already a lot of references and guides that you can use if you want to format a reference letter. Use templates if you need help in creating and developing the layout of the document. You can also refer to the downloadable samples in this post if you want to know more items that you can incorporate in the reference letter that you will make. You may also like how to create offer letters and employee agreement templates

Try making a draft first if you are not confident in directly making a reference letter. Ensure that you will browse through the tips, guidelines and suggestions that we have placed in this post so you can also get more information about the creation of reference letters. Allow the candidate that you are recommending have higher chances of getting that job offer and pre-employment checklist by coming up with an attention-grabbing, polished and organized reference letter.

Text prompt

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• Professional

Write a reference letter for a student applying for a scholarship

Generate a reference letter for a high school student applying to college.

Write a character reference letter for a volunteer applying for a community service award

Draft an employment reference letter for a former employee aiming for a role in a new industry

Compose a scholarship reference letter for a student demonstrating exceptional academic performance

Develop a recommendation letter for a student applying to a doctoral program

Formulate an internship reference letter for a student

Generate a business reference letter for a company seeking a partnership

Create a reference letter for a freelancer bidding on a large project

Write a reference letter for an individual applying for a leadership role in a nonprofit organization

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Form I-9 Acceptable Documents

Employees must provide documentation to their employers to show their identity and authorization to work.

List A Documents

Documents that establish both identity and employment authorization.

The documents on List A show both identity and employment authorization. Employees presenting an acceptable List A document should not be asked to present any other document. Some List A documents are in fact a combination of 2 or more documents. In these cases, the documents presented together count as one List A document.

To reduce the risk of fraud and counterfeiting, USCIS redesigns the Permanent Resident Card (PRC) every three to five years. Introduction of new card designs does not mean that cards with previous designs are invalid. Both current and previous cards remain valid until the expiration date shown on the card (unless otherwise noted such as through an automatic extension of the validity period of the PRC as indicated on a Form I-797, Notice of Action, or in a Federal Register notice). USCIS began issuing its most recent redesign on January 30, 2023. Some PRCs issued after that date may still display the previous design format because USCIS uses existing card stock until supplies are depleted. These cards are also known as “ Green Cards .”

Current Permanent Resident Card issued on January 30, 2023:

Previous Permanent Resident Card issued on May 1, 2017:

Additionally, Permanent Resident Cards issued through January 2021 may contain a USCIS-issued sticker extending its validity to the date indicated on the sticker.

Previous Version of the Permanent Resident Card with signature:

Previous Version of Permanent Resident Card with notation, "Signature Waived":

See Section 7.1, Lawful Permanent Residents for when a Permanent Resident Card is considered unexpired past the “Card Expires” date.

Passport must contain a  temporary Form I-551 stamp  or temporary Form I-551 printed notation on a  machine-readable immigrant visa (MRIV) .

This document is subject to reverification.

To reduce the risk of fraud and counterfeiting, USCIS redesigns the Employment Authorization Document (EAD) card every three to five years. Introduction of new EAD designs does not mean that previous designs are invalid. Both current and previous cards remain valid until the expiration date shown on the card (unless otherwise noted such as through an automatic extension of the validity period of the EAD indicated on a Form I-797, Notice of Action, or in a Federal Register notice). See Section 5.0 Automatic Extension of Employment Authorization and/or Employment Authorization Documents EADs in Certain Circumstances . USCIS began issuing its most recent redesign on January 30, 2023. Some EADs issued after that date may still display the previous design format because USCIS uses existing card stock until supplies are depleted.

Most Recent Employment Authorization Document:

Previous Employment Authorization Document:

A foreign passport must be accompanied by a Form I-94/94A Arrival-Departure Record bearing the same name as the passport and containing an endorsement of the individual’s nonimmigrant status and authorization to work for a specific employer based on this status.

This document may only be used if the period of endorsement has not yet expired and the proposed employment does not conflict with any restrictions or limitations listed on Form I-94 or I-94A, Arrival-Departure Record. Note: Some individuals who present this List A document, such as certain nonimmigrant students and exchange visitors, must present additional documentation in order to prove their work authorization in the U.S.

In April 2013, Form I-94 was automated at airports and seaports. U.S. Customs and Border Protection no longer automatically provides travelers with a paper copy of Form I-94. Travelers may access Form I-94 information through the U.S. Customs and Border Protection website or may request a paper Form I-94 during the inspection process.

Passport must be presented with Form I-94 or Form I-94A showing nonimmigrant admission under the Compact of Free Association Between the U.S. and the FSM or RMI.

• Receipt for a replacement of a lost, stolen, or damaged List A document.
• Form I-94 issued to a lawful permanent resident that contains an I-551 stamp and a photograph of the individual. 
• Form I-94 with “RE” notation or refugee stamp issued to a refugee.

May be presented in lieu of a document listed above for a temporary period. For receipt validity dates, see the   M-274, Section 4.4 Acceptable Receipts .

List B Documents

Documents that establish identity.

The documents on List B establish only identity. Employees who choose to present a List B document must also present a document from List C for Section 2. Employees may present one of the following unexpired List B documents:

A driver’s license can be issued by any state or territory of the United States (including the District of Columbia, Puerto Rico, the U.S. Virgin Islands, Guam, American Samoa, and the Commonwealth of the Northern Mariana Islands) or by a Canadian government authority. You may accept a driver's license if it contains a photograph or, if it does not contain a photograph, it includes identifying information such as name, date of birth, gender, height, eye color, and address.

Some states may place restrictive notations on their licenses. For Form I-9 purposes, you may accept these licenses.

An ID card can be issued by any state (including the District of Columbia, Puerto Rico, the U.S. Virgin Islands, Guam, American Samoa, and the Commonwealth of the Northern Mariana Islands) or local government. You may accept an ID card if it contains a photograph or, if it does not contain a photograph, it includes identifying information, such as name, date of birth, gender, height, eye color, and address.

Some states may place restrictive notations on their ID cards. For Form I-9 purposes, you may accept these cards.

Example image not available.

ID card issued to active-duty U.S. military personnel, selected reserve, Department of Defense civilian employees and eligible contractor personnel.

ID Card for U.S. military family members and U.S. military retirees.

Example images not available.

10. School record or report card

11. Clinic, doctor, or hospital record

12. Day-care or nursery school record

Receipt for a replacement of a lost, stolen, or damaged List B document may be presented in lieu of a document listed above for a temporary period.

For receipt validity dates, see the M-274, Section 4.4 Acceptable Receipts .

List C Documents

Documents that establish employment authorization.

Employees who choose to present a List C document must also provide a document from List B, evidence of identity, for Section 2.

Employees may present one of the following unexpired List C documents:

U.S. Social Security account number card that is unrestricted. A laminated card is acceptable. A card that includes any of the following restrictive wording is not an acceptable List C document:

• NOT VALID FOR EMPLOYMENT
• VALID FOR WORK ONLY WITH INS AUTHORIZATION
• VALID FOR WORK ONLY WITH DHS AUTHORIZATION

These documents may vary in color and paper used. All will include a raised seal of the office that issued the document, and may contain a watermark and raised printing.

F-545, Certification of Birth Abroad, issued by the U.S. Department of State

DS-1350, Certification of Report of Birth, issued by the U.S. Department of State

FS-240, Consular Report of Birth Abroad, issued by the U.S. Department of State

You may only accept an original or certified copy of a birth certificate issued by a state, county, municipal authority, or outlying possession of the United States that bears an official seal. Versions will vary by state and year of birth.

You may only accept a Puerto Rico birth certificate issued on or after July 1, 2010.

Birth Certificate

INS issued Forms I-179 to U.S. citizens who are residents of the United States. This card does not contain an expiration date, and is valid indefinitely.

Form I-179, Identification Card for Use of Resident Citizen in the United States

Some employment authorization documents issued by DHS include but are not limited to:

• Form I-94 Arrival/Departure Record issued to asylees or work-authorized nonimmigrants (for example, H-1B nonimmigrants) because of their immigration status,

• Form I-571, Refugee Travel Document (PDF) ,

• An unexpired Form I-327, Reentry Permit,

• Form N-560, Certificate of U.S. Citizenship or Form N-561, Replacement Certificate of Citizenship (PDF, 40.3 KB) , or

• Form N-550, Certificate of Naturalization or Form N-570, Replacement Certificate of Naturalization (PDF, 176.3 KB) .

A Form I-797 issued to a conditional resident may be an acceptable List C document in combination with an expired Form I-551.

The Form I-9  contact center can assist with questions on DHS-issued documents.

Receipt for a replacement of a lost, stolen, or damaged List C document may be presented in lieu of a document listed above for a temporary period. 

For receipt validity dates, see the   M-274, Section 4.4 Acceptable Receipts .