You've been there. A ping on Slack or an email from a former desk-mate asks for a huge favor. They need a reference. Specifically, they want a letter. Your first instinct? Panic. Writing about someone else’s career feels high-stakes because, honestly, it is. You don't want to be the reason they miss out on a dream gig. But finding sample recommendation letters for colleagues that don't sound like they were spat out by a corporate HR bot is surprisingly hard.
Most people just search for a template, swap the names, and hit send. That’s a mistake. Recruiter eyes glaze over when they see the same "hardworking and dedicated" tropes. If you want to actually help your friend, you have to get specific. Real specific.
Why most recommendation letters fail the vibe check
The biggest issue with the average recommendation is that it’s too vague. If I read that "John is a team player," I’ve learned exactly nothing. Everyone says that. It’s filler. To make a letter stick, you need the "receipts." You need that one time John stayed until 9:00 PM to fix a server migration or how he managed to calm down a screaming client in Q3.
Recruiters at firms like Google or McKinsey—places where the bar is sky-high—often look for "signal." Signal is evidence of impact. It’s the difference between saying someone is "good at sales" and saying they "increased lead conversion by 14% using a new CRM workflow they built themselves."
The structure of a "Yes" letter
Don't overthink the layout. Keep it simple. Start with how you know them. Were you their peer? Their lead? Did you sit next to them for three years? Establish that context immediately.
Then, move into the "meat." This is where you pick two or maybe three traits. Not ten. If you list ten things, the reader remembers none. If you focus on their technical prowess and their ability to mentor juniors, that sticks.
Sample recommendation letters for colleagues: The "Rising Star" Peer
Imagine you worked with a junior dev or a marketing assistant who just outpaced everyone. Here is how that looks in practice. This is an illustrative example of a letter written for a mid-level project manager.
"To whom it may concern,
I worked alongside Sarah Jenkins at Brightly Tech for three years. Honestly, Sarah is the person you want in the room when a project is falling apart. As a fellow Senior PM, I saw her take over the 'Project Orion' launch—a mess of missed deadlines and budget overruns—and turn it into our most successful Q4 release.
She doesn't just manage tasks; she manages people's anxieties. Sarah has this weirdly effective way of getting the engineering team and the sales team to actually speak the same language. I watched her negotiate a three-week extension on a feature rollout without losing the trust of the stakeholders. That’s a rare skill.
I’d hire her again in a heartbeat. If you need someone who can handle the chaos of a scaling startup, Sarah is your person."
The "Long-Term Collaborator" approach
Sometimes you've worked with someone for a decade. Those letters should feel different. They should feel weighty. They should speak to character, not just a specific project.
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If you are looking at sample recommendation letters for colleagues who are more senior, focus on their evolution. Talk about how they’ve grown. Mention their influence on the company culture. It’s not just about what they did; it’s about who they are when the pressure is on.
Let's talk about the "weaknesses" trap
Sometimes a hiring manager will call you to follow up on a letter. They’ll ask, "What’s their biggest weakness?"
If your letter is too perfect, it looks fake. Nuance is your friend. You can mention that a colleague is "meticulous to a fault" or "highly competitive," which can be seen as a challenge but is often a secret strength in the right role. It adds credibility. It shows you’re giving an honest assessment, not just doing a buddy a favor.
Legalities and the "Off-the-Record" reality
Wait. We need to talk about HR.
A lot of big corporations have strict policies. They might tell you that you can only confirm dates of employment and job titles. This is meant to protect the company from defamation suits if a bad recommendation leads to a firing later.
But let’s be real.
Most "backdoor" references happen anyway. If you’re writing a formal letter, check your handbook first. If you’re restricted, a personal letter sent from your private email—clearly stating these are your personal views and not the company’s—is usually the workaround. Just be careful. Your reputation is also on the line. If you recommend a "rockstar" who turns out to be a toxic nightmare, that reflects back on your judgment.
Technical skills vs. Soft skills
In 2026, the job market is obsessed with "soft skills" because AI can do a lot of the technical heavy lifting. When you look at sample recommendation letters for colleagues, notice if they mention things like:
- Adaptability: How did they handle a sudden pivot in strategy?
- Emotional Intelligence (EQ): Do they resolve conflicts or start them?
- Prompt Engineering or AI Literacy: Are they using modern tools to be more efficient?
- Resilience: How do they handle a "no" from a client?
If you can prove they have high EQ, you’ve done 80% of the work for them. Companies can teach someone how to use a specific software. They can't easily teach someone how not to be a jerk in a 9:00 AM Monday meeting.
The "Short and Punchy" LinkedIn Style
Not every recommendation is a formal PDF. Sometimes it's just a LinkedIn blurb. These need to be even tighter.
"I worked with Marcus on three major product launches. He is the most organized strategist I've ever met. He has a knack for finding the one flaw in a plan before it becomes a disaster. Highly recommend for any high-growth team."
That's it. Three sentences. It’s effective because it’s readable in five seconds.
Why you should offer to write it yourself
A pro tip? Most people are bad at writing about themselves. If a colleague asks for a letter, ask them to send you a list of bullet points of their proudest moments while you worked together. This saves you the "blank page" syndrome.
Then, take those bullets and wrap them in your own voice.
Finalizing the document
Keep it to one page. Seriously. No one is reading a three-page manifesto about a mid-level account manager. Use a professional font like Arial or Georgia. Save it as a PDF so the formatting doesn't get wonky when they open it on a phone.
If you’re stuck, use this mental checklist:
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- Did I state my relationship clearly?
- Did I use at least one specific, data-driven example?
- Did I mention a "soft skill" that makes them a good human to work with?
- Did I provide my contact info for follow-up?
Writing sample recommendation letters for colleagues doesn't have to be a chore. Think of it as a small investment in your professional network. You never know when you’ll be the one asking for the favor.
Actionable steps for your next letter
- Audit the job description: Ask your colleague for the job post they are applying for. Tailor your letter to the keywords in that post. If they want a "leader," focus on the time your colleague stepped up.
- The "Star" Method: Structure your examples using Situation, Task, Action, and Result. It’s the gold standard for business writing.
- Verify the recipient: If possible, address the letter to a specific person (e.g., "Dear Ms. Rodriguez") rather than the generic "To Whom It May Concern." It shows you actually put effort into it.
- Keep a copy: Save your letters. You’ll likely be asked again, and having a personal database of your own writing makes the next one ten times faster to produce.
Ultimately, a great recommendation is an act of advocacy. Be honest, be specific, and keep the fluff to a minimum. That is how you get your colleague hired.