How to fill in this recommendation letter
- 1Company or school
e.g. Pacific Harbor Freight Services, Inc. - 2Address
e.g. 3/F Harbor Center II, Railroad St., Port Area, Manila 1018 - 3Phone and email
e.g. (02) 8527 3360 · hr@pacificharbor.ph - 4Date
e.g. November 12, 2026 - 5Addressed to
e.g. To Whom It May Concern - 6Greeting
e.g. Dear Sir or Madam:
What makes an employer's letter believable
Readers skim generic praise. They stop at specifics. A strong letter has:
- The position and the exact dates, matching the certificate of employment.
- How you know the work: "as the candidate's direct supervisor for three years".
- Two or three strengths that fit the job being applied for.
- One example with a number in it — a target met, a process fixed, a team trained.
- Your phone or email, so the new employer can call.
Keep it honest and short
One page is enough. Do not mention salary, health, age, religion or why the person left unless they ask you to. If you cannot recommend someone, it is better to decline than to write a lukewarm letter.
Questions people ask
Who should write a recommendation letter?
Someone who saw the candidate's work up close — a direct supervisor, a department head, an adviser or a subject teacher. A letter from a close supervisor with a real example carries more weight than one from a higher title who barely knew the person.
Should it be on letterhead?
Yes, when it speaks for a company or a school. Add the logo at the top left and include a phone number or email, so the reader can confirm the letter. A personal reference without letterhead is fine for character references.
Can the candidate write the draft for me to sign?
Many writers ask for a draft to save time. Read it carefully and change anything you cannot personally vouch for — your name is on it, and readers do call to check.
What is the QR seal for?
Employers and scholarship offices sometimes doubt a letter's origin. With a seal, they scan the code and see who issued it and when, and that it was not changed after sealing. You can withdraw the seal from My Desk.
This page explains common practice and is not legal advice. Offices set their own rules — when in doubt, call ahead or ask your notary or lawyer.