Generally, the letter of recommendation format usually follows a standard business letter structure and is kept to one page. It should use a formal 10-12-point font, such as Arial or Times New Roman, with clear spacing and professional formatting. When possible, the letter should be printed on the official letterhead of the company or institution.
With the right format, the letter should follow a clear structure, starting with a formal salutation and a clear recommendation. It should then include specific examples of the applicant’s skills, behaviour, or achievements, and the recommender’s professional contact details. This makes the letter authentic.
This article covers the letter of recommendation format for students, including paragraph-wise format, and formats for different courses and purposes. It also explains how to write an LOR, common mistakes to avoid and tips that may help you out while writing a letter of recommendation.
Letter of Recommendation Format: Paragraph by Paragraph
An ideal letter of recommendation (LOR) is usually 400-500 words long and comes on a single page. But some universities may allow LORs of up to 800 words, especially when they expect detailed examples of the applicant’s academic or professional abilities.
A good letter of recommendation format usually has 5 paragraphs.
The following shows what to write in each and every paragraph of LOR with a particular word limit.
Paragraph 1: Introduction and Relationship (60-80 words)
The starting paragraph introduces the recommender and tells the recommender to know about the applicant.
It should mention:
Recommender's name and designation
Institution or company
How they know the applicant
How long they have known the applicant
In what capacity they know the applicant
Paragraph 2: Academic or Professional Strengths (100-120 words)
The aim of this paragraph is to describe their primary qualifications and skills.
It can include:
Academic performance or professional abilities
Subject knowledge
Key skills
Relevant achievements
Supporting examples
The recommender should provide real examples rather than giving a list of words like "hard working" or "intelligent”.
Paragraph 3: Projects, Skills and Personal Qualities (100-120 words)
This section highlights how the applicant applies their skills in real situations.
It can cover:
Projects or research
Work experience
Leadership
Teamwork
Communication
Problem-solving
Specific examples
It may include college projects, research work, group assignments, or other activities for a letter of recommendation format for student.
Paragraph 4: Growth or Additional Qualities (70-100 words)
This paragraph includes growth or development, or additional qualities that may not be added to resume.
The recommender can mention:
Improvement over time
Challenges overcome
Extracurricular activities
Initiative
Responsibility
Leadership
Community involvement
This may help letter give more of a personal touch and make it clear that the recommender has been an attentive applicant.
Paragraph 5: Final Recommendation (50-80 words)
This last paragraph should be an overall evaluation of the applicant.
It should include:
Overall recommendation
Suitability for the course, job, or opportunity
Future potential
A strong recommendation
Recommender's contact details
The letter should conclude with the recommender's name, designation, institution/company, official email address and other necessary contact information.
Standard Letter of Recommendation Template
The following is a template of approximately 300-370 words that students can understand as a starting point. The information should be changed according to the student’s course, university, relationship with the writer as well as achievements so far made.
[Date]
To Whom It May Concern,
I am [Recommender's Name], [Designation] at [Institution/Company]. I am pleased to recommend [Student's Name] for admission to the [Course/Program] at [University/Institution]. I have known [Student's Name] for [duration] in my capacity as [teacher/professor/manager/project guide]. During this time, I have had the opportunity to observe their academic performance, skills, attitude, and overall growth.
During their time at [Institution/Company], [Student's Name] showed strong skills in [mention relevant skills or subjects]. They performed well in [subject/project/work area] and showed a good understanding of [relevant topic]. One example of their ability was [mention a specific project, achievement, task, or situation]. Their [specific quality] helped them achieve [result].
I was also impressed by [Student's Name]'s ability to work with others and handle responsibilities. During [project/task/activity], they demonstrated [leadership/teamwork/communication/problem-solving] skills. They were able to [briefly explain what they did]. They also showed qualities such as [quality 1] and [quality 2], which made them a reliable member of the team.
Over time, I have seen [Student's Name] grow in both confidence and ability. They have taken part in [extracurricular activity/project/competition/volunteering], where they showed initiative and responsibility. Their willingness to learn and improve has been one of their strongest qualities.
Based on my experience with [Student's Name], I believe they have the skills, attitude, and potential to succeed in the [Course/Program]. I strongly recommend them for admission and believe they will make a positive contribution to the institution. Please feel free to contact me at [Email Address] or [Phone Number] if you require any further information.
Sincerely,
[Recommender's Name]
[Designation]
[Institution/Company]
[Email Address]
[Phone Number]
You can use this letter of recommendation format, but the final letter should always include real examples instead of general praise.
Letter of Recommendation Format for Different Purposes
The LOR Format changes a bit depending on why you need the letter. An academic LOR is different from a professional LOR, while a scholarship LOR may focus more on leadership and community work.
Below is the format of LOR based on the different kinds.
Academic LOR Format
This type of LOR is written by a project guide, professor, or teacher. It provides the university with information on the student's performance and ability to work with others.
Here is the table showing what actually should be included in the academic LORs.
Parts Covered
Approximate Length
What to Write?
Header & Greeting
4-5 lines
Date, college/university letterhead, admission committee details, and a formal greeting.
Paragraph 1: Introduction
75-100 words
Student's name, course they are applying for, how long the teacher has known them, and their academic performance.
Paragraph 2: Academic Skills
150-175 words
Subject knowledge, research, critical thinking, projects, exams, and other academic achievements.
Paragraph 3: Class & Teamwork
100-125 words
Class participation, teamwork, communication, helping classmates, curiosity, and handling problems.
Paragraph 4: Final Recommendation
50-75 words
Why the student is a good choice for the course and a clear recommendation from the teacher.
Usually, a manager, team leader, or supervisor will be a professional LOR writer. It speaks about the person's work experience in a company.
The following table shows what to write in professional LORs with the estimated length.
Parts Covered
Approximate Length
What to Write?
Header & Greeting
4-5 lines
Company letterhead, date, manager's details, company address, and greeting.
Paragraph 1: Work Details
50-75 words
Job title, time spent at the company, and how the recommender worked with the person.
Paragraph 2: Work Skills
150-175 words
Job skills, projects, work quality, achievements, and results.
Paragraph 3: Teamwork
100-125 words
Teamwork, communication, leadership, handling deadlines, and working with others.
Paragraph 4: Final Recommendation
50-75 words
Why the person is a good professional and whether the manager would hire them again.
The letter of recommendation format should not simply copy the resume. It should give examples of how the person worked and what they achieved.
LOR Format for Internship
A teacher or professor, mentor or supervisor may write an internship LOR. It demonstrates the student's preparedness for learning and work.
Here is the table showing an internship LOR format with their estimated word limit.
Parts Covered
Approximate Length
What to Write?
Header & Greeting
4-5 lines
Date, letterhead, internship details, and greeting.
Paragraph 1: Introduction
50-75 words
Student's name, internship area, and how the recommender knows the student.
Paragraph 2: Basic Skills
100-125 words
Technical or subject skills shown through projects, assignments, or classes.
Paragraph 3: Learning & Effort
100-125 words
How quickly the student learns, asks questions, takes feedback, and accepts new work.
Paragraph 4: Final Recommendation
Around 50 words
Why the internship is a good next step for the student and a clear recommendation.
Students with limited work experience may refer to college projects, assignments, activities and achievements as examples for the letter of recommendation format for student.
This kind of LOR tells the financial aid office why a student should receive a scholarship. Speaks about their accomplishments and their character.
Following the below format may help you in writing the correct LOR for scholarship.
Parts Covered
Approximate Length
What to Write?
Header & Greeting
4-5 lines
Date, college letterhead, scholarship committee details, and greeting.
Paragraph 1: Introduction
Around 75 words
Student's name, scholarship name, and why the student matches its goals.
Paragraph 2: Achievements
150-175 words
Grades, awards, achievements, hard work, and challenges the student has faced.
Paragraph 3: Helping Others
125-150 words
Volunteering, leadership, community work, helping others, and other activities.
Paragraph 4: Future Goals
Around 75 words
How the scholarship will help the student and what they hope to do in the future.
Which LOR Format Should You Use?
The following table gives a quick overview of how to choose the right LOR for yourself.
LOR Type
Main Focus
Academic LOR
Studies, projects, research, and academic skills
Professional LOR
Job skills, work, achievements, and teamwork
Internship LOR
Learning, basic skills, effort, and willingness to work
Scholarship LOR
Achievements, leadership, helping others, and future goals
How to Write a Letter of Recommendation?
People who don't know how to write a letter of recommendation, then they should first understand who they should request and know about the goal of the letter. The LOR should be from a person who is familiar with your work or studies.
You need to use these 8 steps to write a good LOR.
Step 1: Select the Right Recommender
Find someone who knows you and your work well.
This could be:
A professor who taught you
A project guide
A manager or team leader
An internship supervisor
A research guide
The more senior the job title, the less it will necessarily be the best choice. For example, a professor who has been around the classroom with you closer than a Dean who has never seen you in the classroom.
Step 2: Know the Purpose of the LOR
It is important to know the need for the letter in the first place.
Is it for:
University admission?
MS or masters?
MBA?
PhD?
Internship?
Scholarship?
Job?
The purpose will decide what the recommender should write about.
Step 3: Collect Relevant Information
Give your recommender all the useful information they may need.
This can include:
Resume
Academic details
Projects
Achievements
Course details
University information
Job or internship details
Career goals
LOR requirements
Give plenty of time for your recommender to write the letter. Request at least 3-4 weeks before the deadline.
Step 4: Highlight Strengths
Do not try to include every good quality you have. Look for the skills that match your goals.
For example:
MS: Technical skills, projects, research, and problem-solving
MBA: Leadership, teamwork, communication, and decision-making
PhD: Research, critical thinking, and independent work
Internship: Learning ability, basic skills, and willingness to work
Scholarship: Academic performance, leadership, and community work
Don't put in all your best qualities instead select the skills which goes with your aim. For example:
MS: Technical skills, projects, research, problem solving
MBA: Leadership skills, teamwork, communication skills, decision making
Master of Art: Research and critical thinking skills, independent work.
Internship: Learning ability, basic skills and willingness to work.
Community Service: Leadership, academic performance, community work.
This will make the letter of recommendation format stay to the point and useful.
Step 5: Add Relevant Examples
One of the most important parts of a good LOR is real-life examples.
Rather than writing:
"She is a very hardworking student."
Can speak about a project in which the student had a challenging task and solved the problem or finished the task before the deadline was met.
This makes the format of recommendation letter for students more personal and believable.
Step 6: Link the Candidate to Their Goal
The LOR should describe why the person is a leading option for the program, scholarship, internship, or job. The recommender should relate the applicant's past work and skills to his/her future objective.
In the case of a student applying for an MS in Data Science, for example, the recommender may discuss the student's experience in analyzing data and the problem-solving process, as well as his or her interest in the area of data science.
Step 7: End With a Strong Recommendation
The final step is to close the letter with a strong recommendation.
The recommender can explain that they:
Strongly recommend the applicant
Believe the applicant is suitable for the program
Expect the applicant to do well
Trust the applicant can contribute to the university or organisation
Step 8: Proofread and Follow Submission Rules
After completing the LOR, check:
Grammar
Spelling
Student's name
University name
Course name
Dates
Formatting
Recommender's contact details
Also see the university's instructions. Some institutions may have a specific word limit, number of LORs, format, or submission process.
For many university applications, a secure link is sent to the recommender directly from the application portal. The student doesn't have to submit the final letter.
Do’s & Don’ts in a Letter of Recommendation
An LOR should follow some of the basic rules to make the format genuine, and professional. Even a good letter of recommendation format can become weak if it is filled with general statements.
Do not use empty praise like “smart” or “hardworking.”
Write the LOR for the specific course, job, or scholarship.
Do not copy the same LOR for every application.
Choose someone who knows the student well.
Do not choose someone who barely knows the student.
Keep the LOR clear and around one page unless told otherwise.
Do not add extra pages or unnecessary details.
Keep the letter confidential when possible.
Do not let the student fully write their own LOR.
Use a positive and honest tone.
Do not make huge or unbelievable claims.
Add the recommender’s official email and contact details.
Avoid personal email IDs unless necessary.
Follow the university's submission rules.
Do not ignore word limits, formats, or other instructions.
Conclusion
A good LOR is simple: introduce the recommender, explain the relationship with the applicant, discuss relevant strengths, give specific examples, and finish with a clear recommendation. For students, the letter of recommendation format for student should focus on qualities that match the course or opportunity.
Most importantly, do not treat an LOR as just another application document. A strong letter should sound genuine and should be based on the recommender's real experience with the applicant. Always follow the university or organisation's own instructions for the final format.
Ask for an LOR at least 4-6 weeks before your application deadline. If you need multiple letters or are applying to competitive programs, asking 6-8 weeks early gives your recommender enough time.
Is letterhead mandatory for LOR?
No, letterhead is not always mandatory. Some universities or organisations may ask for it, while others accept digital recommendations. Always check the LOR guidelines of the university or organisation before submitting your letter.
Is signature necessary on LOR?
A signature is not always required, especially when the recommender submits the LOR directly online. However, if the university asks for a signed letter, the recommender should sign it before submission.
Is a date very important in LOR?
Adding a date to an LOR is recommended, as it shows when the letter was written. It may not be compulsory for every application. If the university provides a format, follow its instructions carefully.
What is the Graduate school letter of recommendation format?
A Graduate school letter of recommendation format usually focuses on academic ability, research or project experience, technical skills, analytical ability, and the applicant's potential for advanced study.
What is the letter of recommendation format for masters?
The letter of recommendation format for masters should highlight academic performance, technical knowledge, projects, research ability, problem-solving, and other skills relevant to the master's program.
Do universities verify LOR?
Yes, universities may verify LORs to check if they are genuine. They can contact the recommender or confirm the submission through their application portal. Always use an honest LOR with correct recommender details.
Can I use an old letter of recommendation?
You may use an old LOR if the university allows it. However, a recent letter is usually better because it can show your latest skills, achievements, and academic or professional growth.
Does LOR expire?
An LOR does not have a fixed expiry date but it can get expired in approximately 1 or 2 years. However, an old letter may become less useful if it does not show your recent achievements. Always check whether your university asks for recent recommendation letters.
Can AI tools generate recommendation letters?
Yes. AI tools can help you create a recommendation letter by giving a simple draft based on your course, achievements, skills, and relationship with the recommender. However, the recommender should review, personalise, and submit the final letter.
What happens if I don't submit a Letter of Recommendation?
If an LOR is mandatory and you do not submit it, your application may be considered incomplete or rejected. If it is optional, you can usually apply without one. Check the university's requirements before applying.
Akansha Semwal is a content marketer at upGrad and has also worked as a social media marketer & sub-editor. Experienced in creating impressive Statement of Purpose, Essays, and LOR, she knows how to c...
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