How to Write Recommendation Letter For Employee

Writing a recommendation letter for employee sounds simple, but the truth is many HRs struggle to get the tone, format, and details right. A vague or generic letter rarely makes an impact, while a well-written one can genuinely shape someone’s career.

When a recommendation is required for a new job, higher education, or even immigration, a strong letter speaks louder than any resume. Much like an experience letter validates employment, a recommendation letter validates skills, integrity, and potential.

We’re seeing this become more important as companies place increasing value on referrals and personal endorsements. A one-size-fits-all template won’t do the job anymore.

You need a clear framework that works every time. So, you will get all the information in this blog covering the right elements, the right format, and the right tone to highlight the employee effectively. Also, you will get a standard template and a sample of a recommendation letter to copy and paste. Let’s read on!

What Is a Letter of Recommendation?

A recommendation letter for employee recognises the person’s skills, performance, and conduct at work. Normally, such letters are written and issued by HR or managers to support employees in getting new jobs, promotions, or even academic opportunities.

It also acts as a professional endorsement of the employee’s abilities. Most importantly, it is created, structured, and addressed for external use.

In short:

• A letter of recommendation is an official document.
• It highlights an employee’s qualities, achievements, and conduct.
• Written and issued mostly by HR professionals or managers.
• Helps employees in job applications or higher studies.
• At times, it works as a formal recognition of their contribution.

Why Recommendation Letters Matter

A recommendation letter is more than just a routine HR document. Even 2% of the improper letter structure and words can make a letter useless for employees and lead to a bad reputation for an organisation. Hence, it carries real value for both employees and organisations.

For Employees:

• Opens doors to better career paths
• Validates skills through a third-party view
• Adds credibility to their professional profile
• Strengthens job or admission applications

For Organisations:

• Builds a stronger employer reputation
• Keeps good relations with past employees
• Creates goodwill within the industry
• Shows a genuine focus on employee growth

That is why every recommendation letter carries weight and requires real attention.

Read More: Experience Letter Format: 15+ Samples & Writing Guide

How to Write a Letter of Recommendation to an Employee?

Based on our HR inputs, here are the seven simple steps to write a recommendation letter for employees that sounds professional and authentic.

1. First, ask the employee for their CV and the job description. This helps you tailor the letter.
2. Introduce yourself and the employee. State your positive intention to recommend them.
3. Explain how long you have known them. Describe in what capacity you worked together.
4. Examples are the most important part. Use the STAR method (Situation, Task, Action, Result) to describe their achievements. For example, mention a project they led and the positive outcome.
5. Briefly mention employee’s positive soft skills. For example, instead of “good team player,” write “led a cross-functional team of 8 members to complete a project 15 days ahead of schedule”.
6. End the letter confidently. Re-state your recommendation clearly.
7. Finally, check for any spelling or grammar errors. A clean letter looks more professional.

9 Essential Elements of an Effective Recommendation Letter

1. Company’s letterhead
2. Your complete contact information
3. Date of writing
4. Recipient’s details (if you know)
5. Clear introduction stating your position and credibility, your relationship with the employee, the duration of working together, and the purpose of the recommendation.
6. 2-3 specific performance details
7. Highlight key strengths relevant to the target role.
8. Example of a project/task in which the employee’s effort gave measurable results
9. Professional closing with a summary of recommendation, offer for follow-up questions, contact information for verification, and your designation and the company’s stamp.

Best Practices to Write Recommendation Letter For Employee

• Keep it professional and formal throughout.
• Use specific metrics whenever possible.
• Customise each letter for the target role.
• Proofread carefully before sending.
• Respond promptly to requests.
• One page is usually enough.
• Avoid generic praise without examples.
• Avoid discrimination or defamation hints.
• Finally, don’t write if you cannot genuinely recommend.

Standard Letter of Recommendation Format

Sample Recommendation Letter for Employee from Manager

As HR, you are the company’s policy person. You protect the company from unnecessary lawsuits. You’ve got to do everything legally and ethically, as you are issuing written documents. Here’s what to include, what to avoid, and what tips to follow when writing recommendation letter for employee:

What to Include:

• The facts – dates, job title, responsibilities.
• Real performance successes. Not fake numbers.
• Strong positive, professional skills.
• Work behaviours that actually matter.

What to Avoid:

• Don’t put age, religion, or personal stuff.
• Never give away sensitive company details.
• No negative comments at other employees.
• And absolutely no discrimination. Period.

So yeah – do it right, keep it in professional language, and you’ll avoid legal problems.

When (and How) to Say No to a Recommendation Letter

There will be times when HR cannot give a recommendation letter for employees. It is better to handle such cases with honesty and respect.

Situations when you may need to say no:

• If you worked with the employee for a very short time (less than six months).
• If you do not have enough knowledge about their work.
• If you cannot truthfully share positive feedback.
• If there are legal or disciplinary issues linked to their conduct.
• If the company has a clear policy against giving recommendation letters.

How to decline politely:

Use polite and professional language. For example:

• “As per company policy, I am not in a position to provide a recommendation.”
• “I did not work closely enough with you to write a fair letter.”

In such cases, you may guide the employee to reach out to their reporting manager or someone who worked with them more directly.

How NYGGS HRMS Software Helps in HR Letter Generation

Managing letter requests can be time-consuming. Modern HR tools simplify this process so you don’t spend hours preparing letters.

NYGGS HRMS Software makes all HR letter (including recommendation letter for employee) writing easy by providing:

• You will get a centralised place to store approved templates to just put in details and send, making it a task of seconds.
• The software automatically fills in details like name, designation, and dates of employment. This reduces manual errors.
• Templates can be vetted by legal teams. This minimises legal risks.
• It keeps a secure digital copy of every letter issued.
• Using the right tool, HR can generate a professional letter in minutes, not hours.

Ready to handle multiple such requests at once? Contact NYGGS to learn more!

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