How to Write a Recommendation Letter That Doesn’t Sound Like a Template
- LetterLab
- 12 minutes ago
- 3 min read
Real words, real impact — how to make your recommendation actually mean something
Writing a recommendation letter should be simple: say nice things and hit send. But anyone who’s tried knows how easy it is to fall into clichés — hardworking, team player, great attitude — phrases so overused they’ve lost meaning.
Whether you’re supporting a job applicant, tenant or student, this guide will help you write a recommendation letter in the UK that feels genuine, persuasive and — most importantly — not copied from a template.
Why Templates Fail
Most recommendation letters sound identical because people rely on structure without substance.
A 2022 Harvard Business Review study found that generic wording weakens credibility — readers tune out when they sense copy-paste flattery.
The strongest letters highlight specific, observable traits. If you can replace the person’s name with another and it still makes sense, start again.
Step 1: Start with Context
Before offering praise, establish your relationship with the person. It builds trust and sets authority:
“I have worked with Sarah Thompson for three years as her direct supervisor at Greenfield Accountancy.”
That single line gives credibility — no flowery adjectives required.
Step 2: Give Specific Examples
Saying someone is reliable means little; showing how they’re reliable means everything.
“Sarah consistently delivered monthly reports ahead of schedule, even during our busiest tax periods.”
This character reference writing style — evidence before adjectives — makes your letter believable.
The University of Oxford Career Service recommends quantifying achievements wherever possible.
Step 3: Keep the Tone Balanced
Avoid excessive praise. Over-the-top letters sound insincere and may even backfire. Mix compliments with realism:
“While new to management, Sarah adapted quickly and showed steady growth in leadership.”
Balanced writing reads as honest and credible.
Step 4: Use the Right Structure
A clear, traditional format still works — but personalise within it:
Introduction: Who you are and your connection to the person.
Body: Two or three paragraphs with concrete examples.
Conclusion: Final endorsement and contact details.
Example ending:
“I have no hesitation in recommending Sarah for this position and would be happy to provide further information if needed.”
Simple. Polite. Complete.
Step 5: Match Tone to Purpose
Adjust tone to match the situation:
Employment: Emphasise skill, professionalism and dependability.
Academic: Highlight curiosity, collaboration and growth.
Tenancy: Focus on responsibility and respectfulness.
The GOV.UK style guide advises using plain English and avoiding jargon — a golden rule for all letters.
Step 6: Avoid Empty Praise
Skip vague filler such as:
“Pleasure to work with.”
“Always goes above and beyond.”
“An asset to any team.”
Replace with evidence:
“Her ability to train new staff reduced onboarding time by half.”
Specific equals sincere.
Step 7: Keep It Short
Concise letters get read. Aim for half to one page.
Employers and agencies value brevity over repetition.
If cutting is hard, keep only what you’d confidently say face-to-face.
Example: A Genuine Recommendation Letter
Subject: Reference for Sarah Thompson
Dear Hiring Manager,
I am pleased to recommend Sarah Thompson, who has worked under my supervision at Greenfield Accountancy since 2021.
During this time, Sarah has shown exceptional attention to detail and a calm, methodical approach to problem-solving. She handled client reports independently, consistently meeting deadlines and ensuring accuracy even under pressure.
Beyond her technical ability, Sarah has been a reliable colleague with a strong sense of responsibility and teamwork. Her willingness to help others and her steady communication skills make her an asset to any professional environment.
I have no hesitation in recommending her for this position and would be happy to provide additional information if required.
Yours sincerely,
[Your Name]
Short, specific, and believable — the golden trio for recommendation writing.
Step 8: Proofread Like a Professional
Typos in a reference letter reflect poorly on both writer and subject. Read aloud or get a second opinion.
The Plain English Campaign advises editing for clarity first, tone second.
Step 9: When to Say No
If you can’t genuinely endorse someone, decline politely rather than write a weak letter.
“I don’t feel I know their work well enough to provide a detailed recommendation.”
Honesty protects your credibility.
Step 10: When to Get Professional Help
If you’re stuck on tone or structure, LetterLab can help.
Our UK letter writing service refines recommendation and reference letters so they sound confident, natural and persuasive.
Upload your draft for a free 250-word tone and structure check — and see how much difference expert editing makes.
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