Guidelines for Writing a Letter of Recommendation (LOR) by Shiksha Study Abroad

You may have come across various LOR formats in your online search for a decent format for a Letter of Recommendation (LOR). Now, the question arises, which LOR format can help in strengthening your application and improve the chances of selection? You have come to the right place! Shiksha Study Abroad's LOR guidelines can save you from confusion or using an incorrect or haphazard format. We provide a clear, structured approach based on proven guidelines for writing lor that ensures your application stands out without compromising authenticity.

Guidelines for Writing LOR

Following are the guidelines for a generic LOR which students can follow to draft their LORs for any course (UG, MS, MBA, or PhD). To help you understand it better, we have divided the LOR into sections for your convenience. Check them out now:

First Paragraph of LOR: Introduction

The introduction of an LOR consists of a brief description of the recommender’s credentials, such as the name, title, college/company name, city, and relationship with the student. Also, include details of how long and in what capacity the recommender has known the student. Also, include details of how long and in what capacity the recommender has known the student. According to expert LOR guidelines, it's essential to include the student’s standing compared to peers, and any responsibilities the recommender had (like supervising).

Example: I have taught Priya in three undergraduate economics courses at ABC University over two years, during which I also supervised her on a research project comparing global inflation trends. Priya consistently ranked among the top 5% of her class due to her exceptional analytical and research skills.

End this paragraph with the client’s outstanding qualities that motivate the recommender to recommend the client. This line should give an overview of the qualities and attributes that the recommender is going to discuss in the following paragraphs.

Check: Sample LOR

Second Paragraph of LOR: Discuss one Quality

Start the paragraph stating one key quality/ skill or achievement of the student, such as academic prowess, research aptitude, ability to think out of the box, leadership skills, organizational ability, team skills, ability to take initiatives, work ethic and/or maturity. You can choose any one of these or some other quality that relates to the student, and then provide a substantial and impressive example/instance, where the recommender observed this particular quality in the student. This is an important aspect of the LOR□as it showcases that the student indeed possesses that quality. This aligns with the best LOR guidelines, which emphasize showing, not just telling.

Example of quality statement:

“Priya’s analytical ability stood out when she independently conducted a study on GDP trends using regression models. Her work was not only methodologically sound but also presented conclusions far ahead of her peers.”

Thus, in an LOR the examples are the most important aspect where the skills or qualities mentioned, are demonstrated/proved. The idea is to ‘show’, rather than ‘tell’.

Third Paragraph: Discuss a Second Quality

Top guidelines for writing LOR recommend at least three to four distinct traits across the letter, each with supporting evidence. Ideally, there should be three to four different qualities discussed in each LOR. Here also, you need to state an instance that supports the quality mentioned. With the help of such instances, the Admissions Committee (Ad Com) is able to estimate/identify the potential of the applicant and is able to make its decisions. It also makes the recommender’s claims more believable.

Example of quality statement:

“Her leadership qualities were evident during our annual departmental seminar, where she managed event logistics, coordinated with visiting faculty, and ensured seamless execution under tight deadlines.”

Fourth Paragraph of LOR: Discuss a Third Quality

According to LOR guidelines, using different examples for each quality creates a stronger impression on the admissions committee. Include a third quality of the student and explain/justify it with the help of an example, where the recommender witnessed that quality. Try and make each body paragraph unique by discussing different skills/qualities, through different examples. Similarly, try and make each LOR different from the other LORs. Please do not repeat either qualities or examples. The examples, of course, should be unique to that particular recommender.

Example of quality statement:

“Priya demonstrates remarkable empathy and teamwork—when one teammate struggled during a group project, she took the initiative to tutor and support them, ensuring the team delivered its work on time.”

Fifth Paragraph of LOR: The Conclusion

As evident, this is the closing paragraph of the LOR. In the end, you need to summarise the student’s strengths, and provide a strong and positive endorsement of the candidate. According to LOR guidelines, repeating content can reduce the authenticity of each letter.

Example of conclusion:

“I strongly recommend Priya for graduate studies. Her intellect, compassion, and proactive approach will make her an asset to any academic program.”

NOTE: Each LOR draft (considering there are two- three LORs f or one student) should be highlighting different qualities so that they do not look written by the same person. Overall you have to discuss 3- 4 qualities, per LOR, each supported by a relevant example to highlight/ prove that quality. Check How To Choose The Right Recommender to know which person to approach f or an LOR.

Points to be Kept in Mind while Writing an LOR 

• Discuss with the candidate before you begin writing an LOR. This will help you understand the details he/she wants to include in the recommendation. Having a candid chat with the candidate can help you remember his/her experiences and qualities. 

• Follow the guidelines for writing LOR so that crucial and relevant details can be added. 

• Use formal language only; an LOR is a formal document which can help in the selection process. 

• Provide examples to justify the traits mentioned in the LOR. 

• Include a true and honest evaluation about the candidate’s skills and qualities. 

• Use simple words and sentences; proofread for errors in grammar and sentence structure. 

• Keep the LOR concise and focused; avoid long stories and detailed instances. 

Qualities to Highlight (with Examples)

Academic LOR

Examples of how to present traits in academic LORs using LOR guidelines:

• Academic Prowess: “Priya consistently scored among the top in class tests and exhibited exceptional critical thinking.”
• Research Ability: “Her paper on fiscal policy was chosen for a national student economics conference.”
• Leadership: “She led a research group of five students, effectively dividing responsibilities and mentoring others.”
• Work Ethic: “She approached every assignment with dedication, often submitting work ahead of schedule.”

Professional LOR

• Team Skills: “Priya is a dependable collaborator and often volunteers to resolve conflicts within the team.”
• Analytical Skills: “She used data-driven insights to refine our marketing strategies, increasing campaign efficiency.”
• Communication: “Her clear, concise presentations have been praised by both clients and internal stakeholders.”

Choosing the Right Recommender

The right recommender is someone who:

• Has closely observed your academic or professional contributions
• Can cite specific examples (not generic praise)
• Holds a credible position (e.g., professor, manager, supervisor)

Tip: A project guide who has seen your growth is often more effective than a senior figure who barely knows your work.