How to Write a Letter of Recommendation for a Coworker

In this guide, you’ll learn how to write a letter of recommendation for a coworker. We’ll cover structure, tone, what to include, and share tips to make the process easier.

Steps for Writing a Recommendation Letter for a Coworker

Writing a letter of recommendation doesn't have to be a complex task. With a clear structure and a bit of thought, you can create something truly useful. Let’s break it down into simple steps.

1. Understand the Purpose of the Letter

Before you start writing, get clear on what the employment reference letter is for. Ask your coworker a few questions:

• What job are they applying for?
• Who should the letter be addressed to?
• Are there specific skills or qualities you should highlight?
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This helps you shape the letter to match the opportunity. A letter for a promotion will sound different from one for a new job in a different industry.

If your coworker or former employee has a job description or a company name, ask for that too. It helps you tailor the language and tone.

2. Ask for Helpful Details

You know your coworker, but you may not know everything. Ask for:

• A copy of the coworker's resume or LinkedIn profile
• A list of projects you worked on together
• Key skills they’d like you to mention
• Specific accomplishments, such as an academic program, you might have missed
• The job description for the role they’re applying for
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This makes your job easier. It also makes the letter stronger. The more specific the examples, the better. Matching your letter to the job they want can help highlight the most relevant skills. And it shows you made the effort, something potential employers appreciate.

3. Choose the Right Recommendation Format

Most letters follow a simple, clear structure:

• Opening paragraph – State who you are, how you know the person, and how long you’ve worked together.
• Body paragraphs – Share examples of their skills, work ethic, academic performance or strengths. Aim for two to three short, focused paragraphs. Use specific examples where possible.
• Closing paragraph – Clearly recommend them for the role and include your contact details in case the reader wants to follow up.
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Stick to a professional but friendly tone. Keep it formal, but not stiff. You want the employment reference letter to feel sincere, not like a template. Avoid jargon or overused phrases.

4. Write a Clear Opening

Start strong. Your first paragraph should answer three questions:

• Who are you?
• What is your job title?
• How do you know the coworker or the former employee?
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This sets the stage and gives your recommendation context. It also helps the reader understand why your opinion matters. Keep it short: two or three sentences is enough. If you’ve worked closely on specific teams or a particular project, mention that too. It adds weight to your recommendation and shows you’ve had direct insight into their work.

example

I’m a Senior Graphic Designer at ABC Agency, and I’ve had the pleasure of working with Jordan Smith for over three years. We’ve worked closely on multiple branding projects, and I’ve seen firsthand how talented, reliable, and driven he is.

5. Highlight Their Best Qualities

This is the heart of the letter. Use one or two short paragraphs to show what makes this person great to work with. Think about:

• What do they do better than others?
• Are they dependable under pressure?
• Do they help the team grow?
• Are they great with clients?
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Give one or two real examples. Here’s what that might look like:

example

Jordan is one of the most reliable team members I’ve ever worked with. He consistently meets tight deadlines without sacrificing quality. On our recent rebranding project for a national retail chain, he led the creative direction and received praise from both the client and our internal leadership.

6. Be Honest

You don’t have to say the person is perfect. No one is. Focus on their real strengths, your real experiences with them, and your professional relationship. If you don’t feel comfortable recommending them strongly, it’s better to politely decline writing a personalized letter.

But if you do believe in the candidate's skills, say it clearly. A strong recommendation letter is confident, not hesitant.

example

I have no doubt Jordan will be an asset to any team he joins. His creativity, professionalism, and attention to detail make him stand out.

That one sentence tells the reader you’re serious and sincere.

7. Add a Short Closing Statement

Wrap it up simply. Restate your recommendation, offer to answer follow-up questions, and include your contact details.

example

I highly recommend Jordan for this role. He brings a great attitude and expert-level skills to every project. If you have any questions, feel free to contact me at [your email] or [your phone number].

Keep it short and clear. One small paragraph is enough. Just make sure it leaves a strong final impression. Try to sound confident and sincere. Don’t use phrases like “I think they might be a good fit.” End with something solid and supportive. A clear recommendation gives the reader confidence in your coworker.

8. Keep It Professional in Style and Length

Your professional letter should be about one page long, roughly 300 to 400 words. Use a professional format:

• Your name and contact details at the top (unless you’re sending it as an email)
• Date
• Hiring manager’s name and job title (if known)
• A short letter subject line or “To whom it may concern” if needed
• Body of the letter
• Your closing and name
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Use a readable font like Arial, Times New Roman, or Calibri, and keep the size between 10 and 12 points. Use standard margins and spacing. Avoid bold colours, fancy fonts, or any styling that feels casual. If you're sending it as an email, include a clear subject line like Recommendation for [Coworker’s Name] and keep your formatting consistent. A neat layout helps your letter look polished and easy to read.

9. Proofread Before Sending

This one is simple but important since you are writing a formal document. Spelling mistakes and grammar errors make the letter look rushed or unprofessional. Take a few minutes to:

• Read the letter out loud
• Use spellcheck
• Ask someone else to review it (if possible)
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Reading aloud helps you catch awkward phrasing or missing words. Spellcheck is useful but not perfect, so don’t rely on it alone. If you have a trusted colleague or friend who’s good with words, ask for quick feedback. Clean writing shows professionalism and respect for the person you’re recommending.

10. Send It the Right Way

Once you’ve finished the letter, ask your coworker how it needs to be sent. Options include:

• A PDF attachment emailed to a recruiter or manager
• A direct upload to a job application platform
• A printed and signed letter
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Make sure your name, contact info, and signature are included if the letter is being printed.

If you’re emailing it directly to a company, use a professional subject line.

example

Subject: Letter of Recommendation for Jordan Smith

If your coworker is sending it in themselves, give it a clear file name.

example

Jordan_Smith_Recommendation_Letter.pdf

Extra Tips for a Strong Recommendation Letter

Once you’ve got the basics down, these quick tips can help you write a compelling letter that really stands out. They’ll keep your message clear, honest, and helpful, without sounding forced or overdone.

1. Be specific

General praise doesn’t go far. “Taylor is great to work with” is fine, but “Taylor managed a 6-person team and delivered a 5-week project on time” is better.

2. Match tone to the role

If your coworker or former employee is applying for a formal corporate job, keep the tone polished. If they’re applying for a role in a creative field, a slightly more casual tone may be okay.

3. Avoid exaggeration

Don’t oversell. Employers can spot inflated language. Just be honest.

4. Use your own voice

You don’t need to sound like a textbook. If you’re naturally a bit more relaxed in tone, that’s fine, as long as it stays respectful and professional.

5. Say no if you need to

If you don’t feel confident writing the letter, it’s okay to say no. A half-hearted letter can do more harm than good.

Reference Letter Example for a Coworker

Need a clear example to help you get started? Here's a simple, professional coworker reference letter you can use as inspiration. Feel free to adjust it to match your coworker’s role and strengths.

Copy

To Whom It May Concern,

I’m writing to recommend Sarah Jacobs, who I’ve worked with for over four years at Brightline Media. As a fellow content strategist, I’ve seen Sarah consistently deliver high-quality work, meet deadlines, and support her team with care and professionalism.

One of her biggest strengths is her ability to simplify complex ideas and turn them into engaging content. On several projects, she took the lead in organising our editorial calendar and helped improve our workflow.

Sarah is dependable, thoughtful, and always open to feedback. She brings a calm energy to any team and leads by example. I’m confident she’ll be a great addition wherever she goes.

Please feel free to contact me at [Your Email] if you need any more information.

Best regards,

Alex Raymond
Senior Content Strategist
Brightline Media

Final Thoughts

Writing a recommendation letter for a coworker doesn’t need to be stressful. You don’t have to be perfect, just honest, thoughtful, and specific. Focus on the strengths you’ve seen firsthand. Share real examples that show what they’re like to work with and why they’d be a good fit elsewhere.

Keep in mind, this letter could really help someone move forward in their career. A well-written recommendation can make a difference, especially when it comes from a trusted colleague.

Stick to one page, keep your tone professional but warm, and don’t overthink it. Use the steps and example in this guide to make the process quicker and easier. And if you're ever unsure, just ask yourself: “What do I genuinely appreciate about working with this person?” Then put that into words.