Recommendation letters are essential both in the world of academia and the world of business. They are needed for students at all levels applying to educational institutions, and they make up a key part of the college application process:
This includes:
Undergraduate students applying to college or university
Postgraduate students applying for master’s programs
Postgraduate students applying for PhD programs
PhD students applying for post-doctoral programs
In addition to this, recommendation letters are required for job applications. These job applications could be from candidates who have graduated years before and looking for a new job. It could also be students who have freshly graduated and looking for a job for the first time.
Professors, graduate research assistants, and other academic professionals often find themselves in positions where they receive requests to write letters of recommendation for students. If you fall within this category, you would benefit from knowing how best to approach this task.
On the other hand, you may be a student looking for a letter of recommendation for a job or a postgraduate application. If so, you would also need to know how to request a letter of recommendation and who to choose for this task.
Knowing how to write or request a letter of recommendation is crucial for both your academic and work career. In this article, I discuss how to request a letter of recommendation, as well as how to write one if you need to.

Writing the recommendation
There are three steps in the process of writing a letter of recommendation. They include the following:
Deciding to write the letter
Gathering information
Writing the letter
1. Deciding to write the letter. You should always remember that the request to write a letter is nothing more than that. You don’t necessarily have to agree with it.
Perhaps you may feel that the candidate requesting the recommendation isn’t suitable for the position or job they are applying for. Perhaps, it is an undergraduate student asking for a letter of recommendation for postgraduate studies when you know this person has no genuine interest in doing research.
In this case, you may request a meeting to decide what would be in the best interest of that individual. After the meeting, you may find out that this person is being pressured by their parents to pursue graduate studies. After learning this information, you may advise this individual what would be their best choice before deciding to write that letter.
2. Gathering information. Now that you have decided to write the letter, you need to gather information about the program or job that the candidate is applying for.
This information includes the following:
The due date of the application
The method of application
The type of letter requested
The due date of application is important as you would not want to miss the deadline. It would be best to inform students or possible candidates that they should make their requests at least two weeks before the deadline if possible.
In terms of methods of application, sometimes it's enough to simply send an electronic letter of recommendation via email. On other occasions, you may have to print it out and send it out to the candidate, who may have to post it physically through the post office.
Still, there are institutions that require you to fill out a confidential form online in their system. This means the candidate may not have access to the letter before you send it out.
You should also try to determine the type of letter you are to write. For example, how long should be? How detailed it should be? This more or less varies by the institution. You should try to secure appropriate samples of recommendation letters from the institution if possible.
3. Writing the letter. It’s best to work with a usual format or template when writing letters of recommendation. This makes things faster and easier.
Your template should be arranged in such a way that it can work for multiple candidates at a time. Here’s an example of a format or template to follow.
In the first paragraph, indicate who is being recommended for what. In the next paragraph, explain how you know the candidate. You should provide specific details about the student’s aptitude and achievements in this section. Always remember to tailor what you say to what is being applied for.
In the last paragraph, you have to sum up everything. After a conventional closing, such as “Sincerely yours,” you should sign your name and include an official letterhead.
Recommendation letter template |
Paragraph Number | What to Include | Example |
Paragraph 1 |
| I am quite pleased to recommend [Name of Candidate], a senior at [Name of University] for admission to the graduate program in [Name of Field] at [Name of University]. |
Paragraph 2 |
| [Candidate Name] has shown an excellent aptitude for conducting research independently. |
Paragraph 3 |
| In sum, I consider Mr./Ms. [Surname of Candidate] is an outstanding candidate for [Name of Opportunity]. I recommend him/her with enthusiasm. |
Think of highlighting by bolding the candidate’s name and other important information such as the name of the program being applied for and the university that the student is attending and aspires to attend. Lastly, as I mentioned earlier, always remember to adapt what you write to the position being applied for.
Requesting a letter of recommendation
Recommendation letters are typically written by individuals who are in a position to vouch for your work ethic, skills, and competence regarding the position or program that you are applying for.
When looking for candidates to write letters of recommendation, you should follow a few tips, such as:
Be honest and reach out only to those who have worked with you
Those you reach out to must not be related to you
Those you reach out to should be trusted to give satisfactory recommendation
Reach out at least two weeks before the deadline
After sending out an initial request for a recommendation letter to a professor, you should gauge their response. If they don’t appear to be all that enthusiastic, consider further asking them whether or not it would be better to find someone else.
You also need to supply all relevant information. This may include:
Required forms
Descriptions of the programs you are applying for
Samples of your work
It would be best to supply information in such a way that your application process is coherent. An application to a graduate program is typically a package.
It includes things such as a college essay, statement of purpose, scholarship essay application, and academic CVs. It would help your cause or increase the chances of you being accepted if all these documents have a common theme. Providing the necessary information to your “recommender” can help ensure you have a more complete application package or process.
How EminentEdit helps with your college applications
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Our editing services include both extensive commentary and corrections and are based on our deep and extensive familiarity with the standards and conventions of college applications. We’ve edited thousands of college applications.
So, we know what it takes to convince college admissions officers.
EminentEdit provides editing and proofreading services that are:
More importantly, we are adaptable to your specific needs. | Contact one of our representatives for help in editing your college application documents We know what you want to say. We help you say it better. |
EminentEdit’s proofreading and editing services for college applications include:
Editing your college essay
Critiquing your essay with useful commentary and suggestions
Proofreading and editing academic CVs
Proofreading letters of recommendation where applicable
Commentary to point out areas of improvement
Do you need help in editing and proofreading your college essay or academic CV or any part of your college application package? Contact us today: CONTACT AN EMINENTEDIT REPRESENTATIVE
Cite this EminentEdit article |
Antoine, M. (2025, February 02). Recommendation Letters: Writing & Requesting One. EminentEdit. https://www.eminentediting.com/post/recommendation-letters |
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