A template should organize your judgment, not replace it. The safest template is a sequence of questions that makes room for your relationship, firsthand evidence, and conclusion.
Use the structure below as a drafting scaffold. Replace every bracket with information you can personally support and remove any section that does not add evidence.
Opening and recommendation
“I am writing in support of [Applicant] for [specific program, role, scholarship, or opportunity]. I have known [Applicant] for [time] as [your relationship] in [setting], where I directly observed [scope of work or interaction]. Based on that experience, I [strength and nature of recommendation].”
First evidence paragraph
Describe one situation relevant to the destination. Explain the applicant’s actions, not just the assignment or environment. End with the result and what it revealed about their judgment, ability, character, growth, or readiness.
Second evidence paragraph
Choose a different dimension of the applicant. If the first example shows technical or academic ability, the second might show response to feedback, communication, reliability, initiative, integrity, collaboration, or care for others.
Comparative assessment
When useful and honest, explain how the applicant compares with a defined group: “Among the 25 interns I have supervised during the past five years…” Give the reader enough context to understand the comparison.
Closing endorsement
“[Applicant’s] demonstrated [two or three supported qualities] make them well prepared for [destination]. I recommend [Applicant] [clearly stated level of support]. Please contact me at [professional contact] if I can provide additional information.”
What to remove before sending
- Any adjective that is not supported by an example.
- Facts copied from the applicant’s résumé as though you observed them.
- Sensitive information the applicant did not authorize you to share.
- The wrong institution, role, pronouns, deadline, or applicant name.
- Claims that sound stronger than your actual assessment.
Use the template as a sequence, then make the evidence unmistakably yours. A personal letter cannot be created by changing names in a generic example.