As a manager, your perspective on an employee carries significant weight. When you recommend someone who reports directly to you, your insights into their day-to-day performance, growth, and potential are invaluable to potential employers or admissions committees. Writing this letter is a key responsibility, but it doesn’t have to be daunting.
This template is specifically formatted and worded for managers writing recommendations for their direct reports. It helps you structure your thoughts and present a professional, credible, and impactful endorsement based on your direct supervisory experience. Think of it as a framework to effectively communicate your unique insights.
Why is a Manager’s Recommendation Letter Different?
Unlike a letter from a peer or a general professional contact, a manager’s recommendation offers:
- Direct Performance Insight: You have firsthand knowledge of their responsibilities, achievements, and areas for development based on performance reviews and daily interactions.
- Contextual Understanding: You understand how their role fits within the team and the wider organization.
- Authority: Your position lends inherent credibility to your assessment.
This template helps you leverage that unique position effectively.
When to Use This Manager-Specific Template
This template is ideal when:
- You are writing a recommendation for an employee who reports (or reported) directly to you.
- The employee is applying for an external job, internal promotion, or educational program.
- You need to structure your letter based on performance metrics, project contributions, and observed professional growth.
- You want to ensure your letter reflects the authority and detailed knowledge expected from a direct manager.
Download Your Free Template
Choose the format that works best for you:
Recommendation Letter from Manager Text (Copy & Paste)
Use this text as your starting point. Copy and paste it, then customize with your specific details and observations.
[Your Name]
[Your Job Title (e.g., Marketing Manager)]
[Your Company Name]
[Your Company Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Hiring Manager Name] (If known, otherwise use title)
[Hiring Manager Job Title]
[Company Name]
[Company Address]
**Subject: Letter of Recommendation for [Employee's Full Name] - Direct Report**
Dear [Mr./Ms./Mx. Hiring Manager Last Name or "Hiring Manager"],
It is with genuine enthusiasm that I recommend [Employee's Full Name] for [mention the type of position or program they are seeking, e.g., "the Senior Analyst position at your company," or "admission to the MBA program at [University Name]"].
As the [Your Job Title] at [Your Company Name], I have had the distinct pleasure of directly supervising [Employee's First Name] in [his/her/their] role as [Employee's Job Title] for the past [Number] years/months. This position reported directly to me, affording me a clear view of [his/her/their] performance, skills, and professional development.
During [his/her/their] tenure under my supervision, [Employee's First Name] consistently exceeded expectations and proved to be a highly valuable member of my team. [He/She/They] possesses a strong combination of [mention 2-3 key technical or role-specific skills, e.g., analytical skills, software proficiency, project management capabilities] and essential soft skills, including [mention 1-2 key soft skills, e.g., exceptional teamwork, clear communication, proactive problem-solving].
I was particularly impressed with [Employee's First Name]'s performance on [mention a specific, significant project or responsibility]. [He/She/They] [describe their action and quantify the positive result, e.g., "took the lead in restructuring our client onboarding process, which resulted in a 20% reduction in onboarding time and increased client satisfaction scores," or "played a key role in the development of the X project, contributing innovative ideas that directly impacted its success"]. [Add another specific example, perhaps highlighting a different skill or achievement, referencing performance reviews if appropriate, e.g., "Furthermore, their performance reviews consistently highlighted their ability to manage complex tasks under pressure."].
[Employee's First Name] is not only technically proficient but also demonstrates [mention a key characteristic, e.g., strong leadership potential, a remarkable ability to collaborate, a commitment to continuous learning]. [He/She/They] actively [mention a positive behavior, e.g., mentored junior team members, sought out professional development opportunities, contributed positively to team morale].
Based on my direct observation of [his/her/their] outstanding performance, work ethic, and significant contributions to my team, I confidently give [Employee's Full Name] my highest recommendation. [He/She/They] consistently demonstrated the qualities necessary for success and would be a tremendous asset to [mention the target company or program type].
I welcome the opportunity to discuss [Employee's First Name]'s qualifications further. Please feel free to contact me at your convenience.
Sincerely,
[Your Signature (if sending a hard copy)]
[Your Typed Name]
[Your Job Title]
How to Customize This Manager Template: Step-by-Step
- Fill in the Blanks: Replace all bracketed
[]information with the specifics for you, the employee, the date, and the recipient. - Confirm Your Supervisory Role: Ensure the language clearly states you were the direct supervisor. Adjust wording if the reporting structure was slightly different (e.g., matrix manager).
- Leverage Performance Data: Think about specific goals, KPIs, or objectives the employee met or exceeded. Referencing performance reviews (even generally) adds weight.
- Choose Impactful Examples: Select 1-2 significant projects or accomplishments where the employee truly shone. Quantify results whenever possible (percentages, dollar amounts, time saved, etc.). This is where your manager’s perspective is key.
- Highlight Relevant Skills: Focus on skills (both technical and soft) that are most relevant to the opportunity the employee is pursuing, backing them up with your observations.
- Specify Recommendation Strength: Use strong, confident language in your final recommendation paragraph (e.g., “highest recommendation,” “recommend without reservation”).
- Proofread Meticulously: As a manager, your communication reflects on the company. Ensure the letter is error-free.
Tips for Managers Writing Recommendations
- Consult Performance Reviews: Use past performance reviews to recall specific achievements, goals met, and documented strengths.
- Be Objective and Fair: While supportive, ensure your praise is grounded in actual performance and observation. Avoid hyperbole.
- Check Company Policy: Be aware of any company policies regarding providing recommendations (e.g., routing through HR, standard templates).
- Focus on Growth (If Applicable): If you observed significant professional growth or development in the employee, mention it – it shows potential.
- Allocate Sufficient Time: Don’t rush the process. A thoughtful, detailed letter takes time to write well.
Related Templates
- Need a more general starting point? See our [Link to general_employee_recommendation_template] General Employee Recommendation Letter Template.
- Explore all options in our main category: [Link to /recommendation-letters/for-employee/] Recommendation Letters for Employees.
Frequently Asked Questions (FAQ)
- Q: Should I mention areas where the employee needed development?
- A: Generally, no. A recommendation letter focuses on strengths. Frame any past challenges in terms of growth achieved (e.g., “Initially, they worked on improving X skill, and through dedication, they became proficient”). Avoid outright criticism.
- Q: How much detail should I include about projects?
- A: Provide enough context for the reader to understand the scope and the employee’s specific contribution and impact, but avoid overly technical jargon or confidential company information. Focus on the results of their actions.
Your role as a manager gives your recommendation unique power. Use this template to craft a letter that accurately reflects your direct report’s value and potential.