Letter of Recommendation From HR: Tips and Templates

Have you ever been asked to write a letter of recommendation for an employee and wondered where to start? Employees often ask HR professionals to write or facilitate letters of recommendation because of their unique position in observing and documenting employee performance, skills, and professional development.

These letters can play an important role in a candidate’s future by validating their capabilities, work ethic, and achievements to potential employers. Whether it’s for an internal promotion, a new job opportunity, or an academic program, a well-crafted recommendation letter can make a difference in selection decisions by providing credible, professional insights into a candidate’s qualifications and character.

But how do you approach writing a letter of recommendation? What key elements should you include? And how can you make sure your letter stands out while maintaining professionalism? In this post, we’ll cover everything you need to know about writing a letter of recommendation for employees, along with tips, a sample, and a customizable template you can use.

When and why HR is asked for letters of recommendation

There are many situations where HR might be asked to write a letter of recommendation. It could be for an employee applying for a promotion within the company, seeking a new job, or applying to an academic program. HR plays a key role because it offers an unbiased, professional perspective on the employee’s performance, work ethic, and character.

Some situations when employers may require letters of recommendation include:

• Internal promotions: When employees seek to move up within a company, they might ask HR to write a recommendation letter. While managers typically offer recommendations based on specific achievements, HR’s letter often provides an overview of the employee’s performance, skills, and how they fit into the organization’s culture.
• External job searches: For employees applying to jobs outside a company, HR might be asked to provide a recommendation letter that supports the candidate’s qualifications and achievements. This letter helps potential employers learn about a candidate’s experience and character.
• Academic applications: Employees looking to pursue further education may request a letter of recommendation from HR to support their academic goals. In this case, the HR letter could highlight the employee’s growth and potential within the workplace.

In each of these situations, HR’s unique position provides a balanced view of an employee’s work and character. But what makes an employment reference letter truly effective?

Best practices for writing a letter of recommendation

Writing a great letter of recommendation involves more than just listing an employee’s accomplishments. A recommendation letter showcases the employee’s specific strengths, achievements, and character traits while sharing meaningful insights from your experience working with them.

As one of the top hiring challenges throughout the past year was meeting applicants whose skills don’t match their resumes, according to GoodTime’s 2024 Hiring Insights Report, a letter of recommendation plays an important part in shedding light on a candidate’s true accomplishments.

The best practices to implement when drafting a letter of recommendation include:

Gather relevant information

Start by collecting all the necessary details about the employee. You’ll need to know their job title, tenure, key achievements, as well as any special projects they worked on. 

Understanding their goals, be it when applying for a promotion or a job at another company, helps tailor the letter.

Align with company policies

It’s important to draft a letter that complies with company policies, particularly regarding confidentiality. Be mindful of the language you use, especially if the employee is applying for a role outside the company.

Additionally, be aware of the risks associated with defamation and discriminatory biases or remarks based on certain characteristics, including race, gender, age, disability, and religion. Avoid any remarks or statements that may land you in trouble.

Be specific

General statements like “Kate is a great employee” don’t provide much value. Instead of using such broad terms in a recommendation letter, give specific examples of the employee’s achievements. 

Where possible, quantify the employee’s achievements. Did they exceed sales targets? Solve a complex problem? Lead a successful project? Win the Employee of the Month award three times in a row? Concrete examples make the letter more compelling.

Use a professional yet approachable tone

While the letter should be formal, it should also be personable. Showcase the employee’s personality and work style, using a tone that reflects their contributions while maintaining professionalism. This makes the letter more relatable to readers, helping them understand what the prospective employees bring to the table. 

Doing this when drafting a letter gives an employee an edge over other applicants during the hiring process. On the flip side, it’s important to point out that it’s okay to say no when an employee asks for a letter of recommendation. Rather than drafting a mediocre letter that does as much damage as a negative one, you can respectfully decline to draft one when an employee approaches you.

Sample letter of recommendation

To help you visualize what a good letter of recommendation looks like, here’s a sample letter that focuses on an employee applying for a new job outside the company.

[Your Company Name]
[Your Address]
[City, State, Zip Code]

[Date]

To Whom It May Concern:

I am pleased to write this letter of recommendation for [Employee Name], who has been an integral part of our team at [Company Name] for the past [X years]. In their role as [Job Title], [Employee Name] consistently demonstrated a high level of expertise and commitment to our organization’s success. Their contributions to [specific projects or achievements] have had a lasting impact on our team and company.

[Employee Name] is particularly skilled in [mention skills or areas of expertise], and their ability to [describe an achievement or skill] was instrumental in [mention result or outcome]. Their [leadership/communication/organizational] skills have helped foster a collaborative and productive work environment.

Beyond their technical abilities, [Employee Name] is known for their strong work ethic and dedication. They consistently [mention a specific example, like going above and beyond expectations or solving a challenging problem]. I have no doubt they will bring the same level of dedication and excellence to their next position.

Should you need further information or wish to discuss [Employee Name]’s qualifications further, feel free to contact me at [Your Contact Information].

Sincerely,
[Your Name]
[Your Job Title]
[Your Contact Information]

This recommendation letter sample strikes a balance between professionalism and personalization. It’s specific about the employee’s skills and achievements while maintaining an approachable and positive tone.

Customizable letter of recommendation template

Here’s a letter of recommendation template you can copy-paste and customize to fit your needs. Simply replace the placeholders with the employee’s details, accomplishments, and role specifics.

[Your Company Name]
[Your Address]
[City, State, Zip Code]

[Date]

To Whom It May Concern:

I am writing to recommend [Employee Name], who has worked with us at [Company Name] as a [Job Title] for [X years]. During their time with our company, [Employee Name] consistently displayed strong [mention skills, traits, or achievements]. They have shown remarkable abilities in [mention specific areas or tasks], which have had a positive impact on [team, department, or project].

In addition to their technical expertise, [Employee Name] is a reliable and dedicated professional who excels in [mention key attributes]. They have demonstrated an ability to [mention an accomplishment or challenge they overcame], making them an invaluable member of our team.

I am confident that [Employee Name] will bring the same level of passion, dedication, and results-driven focus to their next role. Should you need further information or wish to discuss [Employee Name]’s qualifications in more detail, please contact me at [Your Contact Information].

Sincerely,
[Your Name]
[Your Job Title]
[Your Contact Information]

This template offers flexibility and is easy to customize. Whether the employee is applying for a new job or seeking a promotion, it provides a great starting point for any HR professional writing a letter of recommendation.

How your recommendation letter can shape an employee’s future

Letters of recommendation from HR are more than just formalities. They reflect the employee’s journey within a company and provide future employers or academic institutions with an understanding of the employee’s skills, character, and potential for success.

As an HR professional, you hold a unique position and can offer an impartial perspective that line managers and colleagues might not be able to provide. Thoughtfully crafting these letters can help set your employees on a path to success, and your words can make all the difference in their careers.

A well-written letter doesn’t just benefit the employee. It reflects positively on your company, too.

GoodTime’s Hiring Insights Report reveals that the hiring landscape will become even more competitive in 2025, making it imperative for talent acquisition teams to focus more on building meaningful relationships with candidates.

This extends to the employees, too. When employees feel supported in their career growth, they’re more likely to share positive experiences and boost your company culture. This kind of word-of-mouth can position your organization as a great place to work, making it easier to attract top talent.

GoodTime can help create an exceptional candidate experience from start to finish. Our platform optimizes interview scheduling and management, giving your team more time to focus on meaningful engagement.

Request a demo today to learn how GoodTime can elevate your hiring journey with automated scheduling, branded communications, hiring analytics, and more.