Ask HR: How to Write a Letter of Recommendation

SHRM President and Chief Executive Officer Johnny C. Taylor, Jr., SHRM-SCP, answers HR questions each week.

Do you have an HR or work-related question you’d like him to answer? Submit it here.

I’m preparing to write a letter of recommendation, but I haven’t written one before. What’s a good approach? — Cole 

Great question, and it’s admirable you’re willing to support someone with a letter of recommendation. Before you begin writing, here are a few key points to consider:

1. Confirm you’re comfortable writing it. Politely declining is perfectly OK if you don’t feel you can write a strong or meaningful recommendation. It’s better to be honest than to provide a lukewarm endorsement that doesn’t help your colleague.

2. Check your employer’s policy. Some employers have policies restricting the writing of recommendations on behalf of the company. If this is the case, you may still be able to offer a personal recommendation based on your experience with the person.

3. Understand their career goals. Before you start writing, talk with the person to understand the types of roles they’re applying for. That way, you can tailor your letter to highlight the qualities and achievements that align with their career direction.

4. Use a clear structure. Open by sharing who you are, your professional relationship with the individual, and how long you’ve known or worked with them. Highlight their key strengths, skills, and accomplishments. Be specific! Did they lead a project, improve a process, or go above and beyond in a meaningful way? Include examples to bring their value to life. Close with a strong endorsement of their potential and the value they bring to any organization.

5. Use professional formatting. Stick to a business letter format. Address it to a specific person if you can. If not, “To whom it may concern” works for general letters. Keep it concise — ideally no more than one page — and proofread it carefully for grammar and spelling.

With these steps, you’ll be able to craft a thoughtful, effective recommendation that will reflect well on both you and the person you’re supporting. Good luck, and kudos to you for stepping up to help!

Related: How to Ask Co-Workers for a Job Recommendation

My son’s job warned that employees who do not turn in accurate time sheets before the close of business on Saturdays will have their corresponding paychecks held up. Can they legally withhold his pay if he actually worked but either didn’t submit his time sheet in time or submitted it with a clerical error? — Charmaine 

Thanks for your question — it’s a common concern and an important one.

No, an employer may not legally withhold pay for the time your son worked, even if he turned in his time sheet late or made an error on it. While it’s understandable that businesses want timely and accurate records, wage-payment laws under the Fair Labor Standards Act (FLSA) require employers to pay employees for all hours worked on the regular payday, regardless of administrative delays or mistakes.

Toolkit: Complying with U.S. Wage and Hour Laws and Wage Payment Laws

The employer’s legal responsibility is to maintain accurate records of employee hours. While most employers rely on employee-submitted time sheets or digital tracking systems, they cannot withhold wages simply because a time sheet wasn’t submitted or had an error. If they’re unsure about the exact hours worked, they are still obligated to make a good-faith effort to determine the correct amount — whether by reviewing schedules, asking the employee directly, or checking time-clock systems.

That said, your son’s employer can enforce timekeeping procedures through disciplinary action — such as giving a warning or write-up — as long as those actions are applied fairly and consistently. What his employer cannot do is delay or withhold pay for the time he actually worked. Doing so may violate federal, and possibly state, wage laws.

If your son ever faces a delayed paycheck under these circumstances, it would be a good idea to document the situation and, if needed, contact the company’s HR or payroll department for clarification — you could even contact your state labor department.

Timely and accurate time sheets are essential — but so is getting paid for time on the job.