How to ask for a job recommendation letter: Steps, examples, and a template

Imagine this scenario:

You come across a job posting that perfectly aligns with your career aspirations.

On top of that, the company promotes work-life balance and has excellent employee reviews with a high retention rate. 

All in all, your dream job is a few steps away!

Without hesitation, you get down to updating your CV and writing a cover letter to briefly summarize your professional background.

Fortunately, you proceed to the next steps of the hiring process, but you’re still not confident that your application is significantly outstanding. 

Above all, the high number of applicants on LinkedIn for this role makes you feel discouraged.

So, if you’re wondering what else you can do to stand out from the crowd, the answer is to submit an authentic and professional letter of recommendation from your current or former business network.

In this article, we’ll cover:

• Why a job recommendation letter is a great booster for your application,
• Who you should ask for a recommendation,
• How to ask professionally for a letter of recommendation in 5 simple steps, and
• Additional tips you should have in mind when requesting a recommendation letter.

Plus, we’ll include a template and examples that you can use for inspiration.

So, let’s get started!

Why is a recommendation letter important for your job application?

A recommendation letter is a type of reference letter where your current or former employer, manager, or colleague recommends you for a job position, internal promotion, or for external hiring purposes. 

Hiring managers value your employer’s or manager’s references for two main reasons:

1. Recommendation letters provide information from third-party sources.
2. Recommendation letters help hiring managers predict the applicant’s future performance.

So, let’s get into more detail about each of these reasons. 

Reason #1: Recommendation letters provide information from third-party sources

Here’s what Ryan Miller, a Director of Client Success at Employment Boost and certified career coach, says: 

This way, hiring managers confirm the truthfulness of the information provided on resumes and during interviews.

So, why is this important?

Creating a well-formatted and informative resume is an essential part of each job application. 

However, studies about resume lies confirmed that job seekers tend to misrepresent themselves. 

In most cases, people embellish in-demand career skills they don’t have, so one way to verify information on a resume is by requiring recommendation letters. 

Therefore, a good way for validating information on resumes is to ask for references and see what other people think about the applicant. 

Reason #2: Recommendation letters help hiring managers predict the applicant’s future performance

According to Psychological Bullten’s studies, past behavior predicts future behavior, and the same applies to success.

Thus, hiring managers assume that information about applicants’ past behaviors is the best predictor of their future performance. 

One way to collect relevant information about their past is to ask for recommendation letters, which help potential employers grasp whether the applicant is a good fit for the job position.

Having that in mind, it’s intriguing why employer recommendation letters are not more prevalent, since studies about the value of references have shown that 88% of job seekers say they have never asked for a reference.

Well, this may be because job seekers typically overlook the value of reference letters. They feel uncomfortable asking for a recommendation because they believe it isn’t worth it. 

However, a recommendation letter is undoubtedly a great way to make your application stand out from the crowd and increase your chances of getting a job offer. 

Moreover, asking for a recommendation doesn’t have to be awkward if you know who and how to ask for it.

From the perspective of human resources, Victoria Potapenko, a General Recruiter at Jooble, shares her opinion on the role of recommendation letters in the hiring process: 

She emphasizes the following situations when recommendation letters can make a significant difference:

Who should you ask to write a job recommendation letter?

The relationship with the person who recommends you determines the value of their reference.

This is why you should choose the person who meets the following criteria:

1. The person is your current or former employer or manager.
2. The person has known you for a sufficient time.
3. The person has worked with you recently. 

Criteria #1: Your former or current employer or manager 

The words of your employer or manager carry much more weight than the words of your peers. 

While your colleagues and teammates might describe your soft skills, they typically don’t have much information on your hard skills and overall performance.

Considering the importance of the latter type of information for hiring managers, it’s better to request a recommendation letter from someone who has the full picture of your work and personal traits ― so, this is certainly your employer or manager.

Criteria #2: A person who knows you for a sufficient time 

Only when a person knows you long enough can they endorse your qualifications, skills, and personal traits. 

Thus, make sure to choose the person who knows you for at least a half year.

Criteria #3: A person who has worked with you recently

When asking for a recommendation, make sure to pick someone who you worked with recently.

A letter from someone you worked with 5 years ago doesn’t mean a lot to hiring managers, since they can provide solely outdated information.

Your prospective employer wants to know your most relevant and recent experience, which is typically the best representation of your qualifications. 

All things considered, you should choose the person who has known you well, so they can give valuable insight into your professional background, including hard and soft skills relevant to the position you want to obtain. 

Can you ask someone you don’t know well for a recommendation letter?

Unlike academic reference letters, employment recommendation letters have to be written by someone who knows the recommendee well. Otherwise, the recommendation doesn’t have any value. 

In fact, a recommendation from someone who doesn’t know you well would probably be generic, so it couldn’t provide valuable information that contributes to the candidate assessment.

Here’s what our contributor, Victoria Potapenko, advises on how to make a recommendation letter authentic:

Therefore, the only way to get a quality and informative recommendation letter is to ask a person who knows your work and skills well. 

When it comes to choosing the right person for a job recommendation letter, she also added: 

How many recommendation letters should you submit?

According to our contributor, Ryan Miller:

Most importantly, make sure to check whether the company requires recommendation letters and how many. If it’s optional, always prioritize quality over quantity. 

Getting one high-quality, authentic, and informative recommendation letter is far better than submitting three generic references that include irrelevant information.  

5 Important steps when asking for a recommendation letter

Now that you’re aware of the importance of choosing the right person for reference, let’s discuss critical steps when requesting a letter of recommendation.

Step #1: Prepare relevant information 

When asking someone for a favor professionally, it’s important to do everything right on your end. 

When it comes to requesting a recommendation letter, that implies preparing information that makes things easier for your recommender, which is included in:

1. Your resume, and
2. The job posting.

Information source #1: Your resume

You might be wondering why your recommender should take a look at your resume before crafting a recommendation letter.

First of all, your recommender should get a complete picture of your overall experience and qualifications. This way, they can better represent their experience with you and highlight your accomplishments. 

Remember, this doesn’t mean that the person who recommends you should speak of your overall professional background ― on the contrary, this would ruin the quality and trustworthiness of the letter. 

Instead, your resume provides the writer with the context, which makes it easier for them to write a high-quality letter. 

Information source #2: The job posting 

Additionally, make sure to provide your recommender with the job posting, so they can understand fully what the position you’re applying for is and what the requirements are.

This information helps them select relevant information on your personal traits and professional qualifications and avoid including details that are irrelevant to the job position. 

Step #2: Choose the communication method

An ideal way to reach out to prospective recommenders is to talk to them in person. 

Face-to-face communication has several advantages that improve your chances of getting a recommendation letter such as:

• Demonstrating respect and importance: Asking for a recommendation in person makes the recommender feel valued. Of course, to make them feel respected, you primarily have to respect their time, so make sure to have a conversation at the right time in the right place.
• Using active listening: Another great benefit of using face-to-face communication when asking for a recommendation letter is active listening. Namely, when you talk to people in person, you can notice their non-verbal responses that help you clarify if you see confusion, such as:
  • Facial expressions,
  • Body language, 
  • Tone of voice, and
  • Eye contact.

However, asking for a recommendation in person isn’t always an option, especially when asking your former manager or colleague who you haven’t seen for a while. 

In this case, even making a video call or voice call will most likely be awkward ― so, what is the best communication mode in this situation?

Here, you should certainly request a recommendation via email. Even if you plan to speak to them in person or make a call, you should first contact them to schedule a meeting. 

Step #3: Make it straightforward 

As we said, making things simple is critical when asking someone for a recommendation. In other words, people will be less likely to help you if it’s overwhelming and confusing for them.

Thus, ensure that the following points are clearly stated:

• The purpose of a recommendation letter,
• The information they need to include, and
• The submission deadline.

Most importantly, highlight why you believe they would be the best person to give you recommendations. 

Step #4: Follow up 

Ryan Miller is well aware of the importance of sending a follow-up email when requesting a recommendation letter:

So, make sure to send a follow-up email to check in at least one week before the due date. This is a great way to check the status of the letter professionally and see whether they need additional information.

You can simply write:

Step #5: Show your gratitude

Once you get a recommendation letter, make sure to express your appreciation for their time and support. 

To acknowledge your recommender’s effort and maintain a positive relationship with them, you can send them something like this:

“Thank you so much for this amazing recommendation. I truly appreciate your support and believe your recommendation letter gives me an advantage in the application process. 

Thank you again for your time and support. I hope we’ll stay in touch with you.”

Additional tips for requesting a job recommendation letter professionally 

Let’s look at additional tips that will help you maximize your chances of getting an authentic and professional letter of recommendation.

Tip #1: Have a list of potential recommenders 

Once you know how many recommendations you need, make a list of your potential recommenders. 

Think about who would be the best person to vouch for you, considering all criteria we’ve discussed, such as their seniority and the period you’ve worked together.

Tip #2: Give them enough time 

Keep in mind that your potential recommenders most likely have a hectic schedule, so don’t expect them to write a solid recommendation letter if you give them several days.

Making things worse, if you don’t give them enough time, you show that you don’t respect their time and effort.

So, ask for a recommendation letter at least 3 or 4 weeks in advance.

How to request a recommendation letter at the last minute?

Sometimes, you may need a last-minute recommendation letter, so let’s take a look at how you can request it politely.

Generally speaking, you should avoid asking for a recommendation on short notice, but if it’s the case, attempt to follow these steps:

• Apologize professionally for the last-minute request,
• Briefly explain why you’re asking for a recommendation on short notice,
• Prepare all necessary material, including a template, and
• Suggest making a quick call to make things easier. 

Tip #3: Provide potential recommenders with helpful material and templates

Aside from your resume and the job posting, make sure to send your potential recommenders all important notes and additional materials that can help them craft a strong recommendation effectively and efficiently.

For instance, you can highlight the most important part of your resume or the job posting they should pay attention to.

Put yourself in their shoes and figure out what would be helpful. Also, don’t forget to ask them if they need anything else to write the letter easier.

The ideal structure of an email when asking for a recommendation letter

Let’s say you choose the right person who can give you a strong recommendation, but talking to them in person isn’t an option. 

The sequence of events is probably something like the following: 

You start looking for the email address of the person who is potentially your recommender. 

Once you find it, you are ready to start an email, but as soon as you write: “Dear Mr. Smith”, you start feeling awkward and wondering what word choice would be the most effective.

Don’t worry, we’ve got you covered with the ideal structure you should follow to ensure your email is crafted professionally.

Element #1: Straightforward subject line

Regardless of your email purpose, crafting an effective subject line is an unskippable step for making your email professional. 

In the case of requesting a job recommendation letter, you can use the following subject lines:

“Request for a recommendation letter”, or

“Letter of recommendation for [the job position]”,

Notably, a strong subject line should provide clearly what the email is about. 

Element #2: A formal greeting with an opening sentence

To start your email professionally, make sure to include a formal greeting such as “Dear Mr. Gordon”, or “Dear Adrian”. 

Or, depending on the relationship with the person, you can use a more informal salutation such as “Hello Adrian”.

After a greeting, continue with one or two opening sentences like:

“Hope you’re doing well.”

“Hope this email finds you well.”

Element #3: The context in a friendly manner

As soon as you craft an opening sentence, make sure to get to the point and provide a context ― so, briefly explain why you’re reaching out.

But, remember that here you’re in the position of someone who needs a favor, so make the person feel valued.

Instead of saying: I need your recommendation letter for position X, tell them why you believe they are the best person to write a recommendation letter.

You can write something like this:

“Since we’ve worked together for 3 years, you are familiar with my work and qualifications.” 

“Since we’ve worked together on X and Y, I believe you’re the best person to describe my skills and work.” 

Element #4: Important information

Once you state why you would appreciate the person’s recommendation letter, make sure to provide important details ― primarily, the submission deadline.

But, ensure it doesn’t sound commanding ― use assertive communication and show that you put the person’s time and effort in the first place.

You can say something like this:

“Would you be comfortable writing this type of recommendation on my behalf? I would like to mention that the submission due date is in 5 weeks (12th of June), so let me know how this sounds to you.”

Elements #5: Additional material attached

As we said, providing your resume and the job posting is critical when asking for a recommendation letter.

Thus, make sure to attach these materials to an email and ask whether they need additional information or help. 

Also, you can suggest making a short video or voice call if the person finds it more convenient to get more instructions. 

Element #6: A thank you note 

Finally, show your gratitude and thank them professionally for their time and consideration. 

You can simply write something like this:

“Thank you very much for your consideration, and let me know if there’s anything else I can do to help you craft the recommendation letter!”

Examples of an email when requesting a job recommendation letter

Now that you’re familiar with the optimal structure of a professional email when asking for a recommendation, let’s take a look at some examples.

A formal request example

An informal request example

Templates for job recommendation letter requests

Considering all the crucial elements of an email request and the nature of your relationship with your potential recommender, we created formal and informal request templates you can use next time you need a job recommendation letter. All you need to do is fill in the information required. 

A formal request template

⏬ Download our free formal request template

An informal request template

⏬ Download our free informal request template

How to ask your current employer or manager for recommendations?

Requesting a recommendation letter from your current manager or employer can be awkward and challenging. 

They would probably not be happy about losing you, so letting them know that you’re looking for another job might be tricky.

On the other hand, references from your current employer include the most recent and valuable information about your experience and skills.

So, if you need a strong recommendation letter from your current employer, here’s what you should do:

• Ask for social network recommendations: Even if you’re not currently looking for another job, asking your current employer for a recommendation for your professional social network such as LinkedIn is always a good idea. 

Here’s what our contributor, Victoria Potapenko, has to say on this topic:

• Schedule a private meeting with your current employer: If you need a formal recommendation, you should schedule a one-to-one meeting with your current employer to ask for it. This way, you can easily avoid miscommunication ― it’s important to clearly explain that you want to change the job due to your aspiration for professional growth, not dissatisfaction with your current job.

Final thoughts: When asking for a job recommendation letter, make it as easy as possible

When requesting a job recommendation letter, the most important rules are the following:

1. Be specific about what you need,
2. Attempt to make it as easy as possible for the recommender ― provide anything that will help them create a strong recommendation efficiently.

Only if you follow these rules can you expect that the recommender will write a high-quality recommendation letter. 

Therefore, make sure that your recommender has all the necessary information and material, such as the job posting and your resume, and explain to them clearly what the letter should look like.