When managers write recommendation letters
As a manager, you'll be asked to write recommendation letters when employees leave for new opportunities, apply for graduate programs, seek professional certifications, or need references for industry awards. It's one of the most meaningful things you can do for someone who has worked hard on your team.
Writing a strong recommendation isn't just a favor to the employee — it reflects your leadership. Managers who invest in their people's careers, even after they leave, build reputations that attract top talent.
What to highlight in an employee recommendation
The most effective employee recommendation letters focus on three areas:
1. Job performance and specific achievements
This is the foundation. Describe what the employee accomplished in measurable terms. Revenue generated, projects completed, efficiency improvements, client satisfaction scores — anything quantifiable carries weight.
- "Led the migration of our payment system to a new platform, completing the project 3 weeks ahead of schedule with zero downtime."
- "Managed a portfolio of 45 client accounts totaling $2.3M in annual revenue, with a 97% retention rate."
- "Reduced customer support ticket resolution time from 48 hours to 12 hours by redesigning the triage process."
These examples tell the reader exactly what the person can do. Compare that to "Sarah was a valuable team member" — which says nothing.
2. Work ethic and professional qualities
Back up qualities with evidence. If the employee is reliable, describe the time they delivered under pressure. If they're a strong communicator, reference a specific presentation or client interaction. If they show initiative, describe a project they started on their own.
3. Growth and potential
Describe how the employee grew during their time on your team. Did they take on increasing responsibility? Learn new skills? Mentor junior team members? Growth signals potential — and potential is what hiring managers are buying.
Structuring the letter
Follow the standard recommendation letter structure:
- Opening — your name, title, and relationship to the employee. How long you managed them and in what role.
- Body (2-3 paragraphs) — specific achievements, professional qualities, and growth. Use concrete examples with numbers.
- Closing — your recommendation, enthusiasm level, and contact information for follow-up.
The right format
- Company letterhead — use your organization's letterhead if policy allows. It adds authority and credibility.
- One page — 400-500 words. Hiring managers are busy; respect their time.
- Business letter format — your contact info and date at the top, recipient's info below, formal salutation, body paragraphs, closing with signature.
- PDF format — always send as PDF to preserve formatting and letterhead.
Do's and don'ts
Do
- Ask the employee what they want emphasized — they know what the new role requires. Focus your examples accordingly.
- Use specific numbers and outcomes — quantified achievements are more credible than subjective assessments.
- Tailor to the target role — if they're applying for a leadership position, emphasize management experience. For a technical role, highlight technical projects.
- Write promptly — don't let the request sit for weeks. The employee is counting on you, and delays can cost them the opportunity.
- Proofread carefully — errors in a recommendation letter reflect poorly on both you and the employee.
Don't
- Don't include personal information — age, marital status, religion, health, or other personal details have no place in a professional recommendation.
- Don't mention weaknesses or areas for improvement — this is not a performance review. If you can't be positive, decline to write the letter.
- Don't exaggerate — claiming someone is "the best employee you've ever managed" when they were solid but not exceptional undermines your credibility if the hiring manager calls to verify.
- Don't use a generic template without customizing — hiring managers can spot form letters instantly. Customize every letter.
- Don't share confidential company information — revenue figures, client names, or proprietary processes should be referenced generically if sensitive.
Writing recommendations for multiple employees
If you manage a large team, you may need to write several recommendation letters. Create a base template with your letterhead and standard formatting using PDFMakerAPI, then customize the content for each person. You can also use dynamic fields to generate personalized letters from a spreadsheet — keeping consistent formatting while tailoring the content.