Letter of Recommendation Format — free AI generator

The structural anatomy of a properly formatted recommendation letter

A conventionally formatted recommendation letter has seven components, each with its own formatting expectations. The header includes your name, title, institution, address, phone, and email — left-aligned or on letterhead. The date follows, left-aligned. The recipient's name and address come next (or 'Admissions Committee, [University]' if the specific reader is unknown). The salutation is 'Dear [Name]' when you know the reader, 'Dear Admissions Committee' or 'Dear Hiring Manager' when you don't — never 'To Whom It May Concern' for a real application. The body runs four to six paragraphs. The closing is 'Sincerely' or 'Respectfully' followed by a blank line and your signature. Your typed name, title, and institution appear below the signature. This structure is remarkably stable across categories.

• Letterhead or header block with writer's contact information

• Date and recipient block — specific when possible, generic when necessary

• Salutation — avoid 'To Whom It May Concern' for real applications

• Four to six body paragraphs with clear structural purpose each

• Closing ('Sincerely', 'Respectfully') and signature block

• One page standard length; two pages maximum for grad school and medical

Length norms and when to deviate

The one-page convention exists because readers are time-constrained. Most recommendation letters fit cleanly on one page at 11- or 12-point font with 1-inch margins — roughly 400-600 words. College admissions letters, job references, and scholarship letters should stay at one page. Grad school and medical school letters can run to one and a half pages (600-900 words) when the writer has substantial research or clinical material to cover. PhD application letters sometimes justify two pages for senior faculty writing about long-tenured students. Letters noticeably shorter than norms read as unenthusiastic; letters noticeably longer signal the writer doesn't respect the reader's time. When in doubt, shorter beats longer.

Presentation conventions that signal professionalism

Format isn't just structure — it's also presentation. Use a professional serif font (Times New Roman, Garamond) or clean sans-serif (Calibri, Arial) at 11 or 12 points. Single-space paragraphs with a blank line between them; don't double-space the full letter. Use 1-inch margins on all sides. If you're writing on behalf of an institution (school, university, employer), use letterhead when permitted — academic and professional letters on letterhead carry more weight than the same content on plain paper. Deliver as PDF unless the portal specifies another format (Common App, AMCAS, and most portals accept PDF uploads). Include your handwritten signature above the typed name on physical letters; for digital submission, a typed name or electronic signature is acceptable. These details are noticed; their absence is noticed more.