Are you looking to request a letter of recommendation or write one yourself? Or are you wondering, as an HR professional, how reliable these documents actually are?

Letters of recommendation are gaining importance in the German-speaking world. While they have been standard practice in English-speaking countries for decades, more and more German companies and applicants are using this format as an alternative or supplement to the traditional employment reference (Arbeitszeugnis). The reason: employment references are increasingly criticized for their coded language, and personal recommendations promise more authentic insights.

But how reliable are letters of recommendation really? Research paints a nuanced picture. A meta-analysis by Schmidt and Hunter (1998) found that references have a predictive validity of only r = .26 – significantly less than structured interviews (r = .51) or aptitude tests (r = .54). This means: recommendation letters are helpful, but no guarantee of good hiring decisions.

In this guide, you'll learn everything you need to know about letters of recommendation – from both the applicant's AND HR professional's perspective. You'll discover how to request a compelling letter, what content should be included, and how recruiters can critically evaluate references.

What Is a Letter of Recommendation? Definition and Distinctions

A letter of recommendation is a personal document in which a third party – usually former supervisors, professors, or mentors – recommends you for a specific position, scholarship, or study program. Unlike a standardized employment reference, it is written in the first person and addressed to a specific recipient.

The crucial difference from other documents: a letter of recommendation is voluntary. There is no legal entitlement to one, and there are no statutory requirements for content or wording. This makes it more authentic on the one hand – but also more susceptible to bias on the other.

Letter of Recommendation vs. Reference Letter – The Difference

The two terms are often used interchangeably but differ in one important aspect:

A reference letter can be used for multiple applications, while a letter of recommendation is specifically crafted for one position – making it often more meaningful.

Letter of Recommendation vs. Employment Reference – Pros and Cons

The traditional German employment reference (Arbeitszeugnis) is legally mandated and must be worded favorably. This has a significant drawback: over the years, coded phrases have developed that obscure the actual assessment. "Always performed to our fullest satisfaction" sounds good – but what does "performed satisfactorily" really mean?

A letter of recommendation can therefore be a valuable supplement to an employment reference – especially for freelancers who have no entitlement to a formal reference, or for career starters with limited work experience.

Structure and Content of a Letter of Recommendation

A well-structured letter of recommendation follows a clear format. This isn't about rigid rules, but about a logical flow that helps readers quickly form an impression.

The Right Structure: From Letterhead to Signature

1. Letterhead (Sender Information)

• Name and position of the writer
• Company/Institution
• Address and contact details (for follow-up questions)
• Date

2. Recipient Details

• Name of the contact person
• Company/Institution
• Address

3. Subject Line

• Clearly identify as "Letter of Recommendation for [Name]"
• Optional: Reference to the advertised position

4. Salutation

• Personal, if the contact person is known
• Otherwise: "Dear Sir or Madam" / "To Whom It May Concern"

5. Introduction

• Introduction of the writer
• Nature and duration of the collaboration
• Reason for departure (if relevant)

6. Main Body

• Description of responsibilities
• Professional competencies and achievements
• Soft skills and personal qualities
• Concrete examples

7. Recommendation

• Clear, unreserved recommendation
• Connection to the target position

8. Closing

• Offer to answer follow-up questions
• Complimentary close and signature

What Content Belongs in a Letter of Recommendation?

A compelling letter of recommendation answers three central questions:

1. How does the writer know the recommended person? Describe the nature of the collaboration, the time period, and your position. This establishes credibility and shows that you can genuinely assess the person.

2. What makes this person particularly outstanding? This is about specific strengths – both professional and personal. Avoid clichés like "team player" without evidence. Better: "In a cross-departmental project to implement our new CRM system, Ms. X successfully coordinated five teams while meeting all deadlines."

3. Why is this person suitable for the new position? The connection to the target position makes a letter of recommendation particularly valuable. Show which competencies are relevant for the new role.

Phrases and Examples

Introduction (Example): "As Ms. Smith's direct supervisor over the past three years, I have witnessed her development from Junior Recruiter to Team Lead Talent Acquisition. That she is now leaving our company to pursue a new challenge is something I deeply regret."

Professional Competence (Example): "Ms. Smith completely restructured our entire recruiting process, reducing time-to-hire by 40%. Her data-driven approach and instinct for candidates quickly made her the central point of contact for our business units."

Personal Qualities (Example): "I particularly value her ability to maintain an overview even during hectic periods. Even in difficult conversations – such as delivering rejections after lengthy processes – she remained empathetic and professional."

Closing (Example): "For the position of Head of Recruiting at your organization, I can recommend Ms. Smith without any reservation. I am happy to answer any questions at the telephone number provided."

Letter of Recommendation Sample and Template

You can use the following template as a guide – be sure to customize it individually for the respective person and situation.

Free Template for Download

[Writer's Name]
[Position]
[Company]
[Address]
[Phone/Email]

[City], [Date]

[Recipient's Name]
[Company]
[Address]

Letter of Recommendation for [Full Name]

Dear Mr./Ms. [Name],

As [Position] at [Company], I had the pleasure of getting to know
[Name] over the past [X] years as [Role/Position] and working
closely with them. That they are now leaving our company to
pursue further professional development is something I greatly
regret.

[Name] was responsible for [tasks] with us. In this role, they
[specific achievements/projects]. Particularly noteworthy is
[specific accomplishment with measurable result].

Professionally, [Name] is characterized by [competencies].
Beyond that, I value their [personal qualities]. A concrete
example: [describe situation].

For the position of [target position] at your organization,
I consider [Name] to be ideally suited. Their [relevant
strengths] will bring real value to your team.

I can recommend [Name] without reservation and am happy to
answer any questions you may have.

Yours sincerely,

[Signature]
[Name]

Example: Letter of Recommendation for Employees

Excerpt from a concrete letter of recommendation:

"Ms. Johnson served as Senior HR Business Partner on my team from January 2020 to December 2024. During this time, she significantly contributed to professionalizing our HR operations.

I was particularly impressed by her initiative to introduce structured interviews: she developed a standardized question catalog, trained all hiring managers, and implemented an evaluation system. The result: our hiring decisions became demonstrably more accurate, and turnover during the probation period dropped by 25%.

Ms. Johnson combines analytical strength with genuine interest in people. Candidates appreciated her respectful interview style, and colleagues valued her reliability."

How Do I Request a Letter of Recommendation? Tips for Applicants

Requesting a letter of recommendation can sometimes feel uncomfortable. Yet it's completely legitimate – and most supervisors and professors are willing to support good employees or students.

Choosing the Right Timing

Ideally:

• When changing jobs: During the notice period or shortly after
• At the end of studies: Before graduation, while contact is still fresh
• At the end of an internship: On the last day or shortly after

Important: Plan sufficient lead time. Two to three weeks is the minimum – no one wants to write a letter of recommendation under time pressure.

Choosing the Right Person

Choose someone who:

• Knows your work firsthand
• Can and wants to evaluate you positively
• Holds a relevant position (direct supervisors are often better than CEOs who barely know you)
• Ideally: Has expertise in the relevant field

Avoid: Colleagues at the same level, subordinates, or people with whom you've had conflicts.

Sample Phrases for the Request

By Email (professional):

"Dear Ms. Miller,

As you know, I will be leaving the company on March 31 to take on a new challenge. Working with you over the past three years has been very formative for me.

I am currently applying for a position as [role] at [company]. Would you be willing to write me a letter of recommendation for this application?

I would be happy to send you the job posting and my current CV if that would be helpful. Of course, I can also prepare key points to make it easier for you.

Best regards,[Name]"

In Person (academic):

"Professor Smith, I'm applying for the Master's program at [University]. Since you supervised my Bachelor's thesis and also know me from the seminar, I wanted to ask if you might be able to write me a letter of recommendation?"

Letters of Recommendation from an HR Perspective: How Meaningful Are They Really?

As an HR professional, you know the dilemma: an enthusiastic letter of recommendation lies before you – but how much weight should you give it? Science provides important insights here.

The Limits of Subjective References (Studies)

Research on the validity of references is sobering. Schmidt and Hunter analyzed dozens of studies in their meta-analysis (1998) and concluded: the predictive validity of references is only r = .26. For comparison: structured interviews achieve r = .51, cognitive aptitude tests r = .54.

What does this mean? References only predict to a limited extent how successful someone will be in their new job. A key reason is the so-called Leniency Bias: reference providers systematically rate too positively. After all, no one writes a letter of recommendation for someone they don't want to recommend.

Mosel and Goheen showed as early as 1959 that this effect significantly limits the discriminative power of references. When almost all recommendation letters are "excellent," they lose their informative value.

Unconscious Bias in Letters of Recommendation

Another problem: letters of recommendation are susceptible to unconscious biases. Affinity Bias (similarity bias) describes the tendency to favor people who are similar to us. When the reference provider and applicant share the same background – for example, attended the same university – the recommendation often turns out more positive than actual performance would justify.

McCarthy and Goffin (2001) showed that the personal relationship between reference provider and applicant influences the content of the letter more than objective work performance. This is humanly understandable, but problematic for fair hiring decisions.

The Halo Effect also plays a role: a single positive trait – such as a likeable demeanor – can overshadow the entire perception of a person and lead to excessively positive assessments.

Checklist: Evaluating Letters of Recommendation Objectively

To critically assess letters of recommendation, the following questions help:

On Credibility:

• How long and intensively did the reference provider work with the person?
• Is the reference provider's position suitable for assessing the relevant competencies?
• Are there concrete examples and measurable results?

On Content:

• Are specific strengths mentioned – or just generalities?
• Does the content fit the advertised position?
• Are there also constructive hints or development areas?

On Context:

• How does the letter compare to other application documents?
• Do the statements align with the job interview?
• Would a telephone reference check be useful?

Important: Treat letters of recommendation as an additional source of information – not as a decisive criterion.

Objective Alternatives: Assessment Diagnostics as a Complement

The limitations of subjective references raise an important question: How can you, as an HR professional, make more informed hiring decisions?

Why Scientifically Validated Tests Should Complement References

Assessment diagnostics offer an evidence-based approach. Scientifically validated testing procedures capture competencies, cognitive abilities, and personality traits in a standardized way – and achieve significantly higher predictive validity values than subjective references.

The advantage: all applicants are evaluated according to identical criteria. Personal relationships, unconscious biases, and leniency bias play no role. The result is more objective, fairer, and more accurate hiring decisions.

Modern methods like Game-Based Assessments combine scientific rigor with a positive candidate experience. Instead of dry questionnaires, applicants complete game-like tasks that capture relevant competencies – without triggering test anxiety.

Practical Example: How Companies Select Independent of CVs

More and more companies are supplementing or replacing subjective evaluation methods with objective diagnostics.

Lufthansa relies on a data-driven approach and achieves impressive results: a hit rate of 96% in predicting applicant suitability – with 81% candidate satisfaction. Susanne Berthold-Neumann from Lufthansa explains the reasoning: "We look at the documents late because they only show a small part of the person and say little about whether someone has the competencies for future challenges."

OMR has also had positive experiences with objective assessment diagnostics. Kaya Kruse, People Lead at OMR, reports: "Aivy works. We reduce bias, gain more objectivity in hiring, and strengthen diversity in the long term." Particularly noteworthy: candidates were hired who would have been rejected based on their CV – and who turned out to be excellent employees.

Objective assessment tools like Aivy – a scientific spin-off from Freie Universität Berlin – enable data-driven decisions instead of gut feeling. The platform uses Game-Based Assessments and validated psychometric methods to capture potential independent of the CV. With over 100,000 assessments completed, it's clear: the combination of personal references and objective diagnostics delivers the best results.

The Combination of References and Objective Diagnostics

The answer to the question "Letter of recommendation or assessment diagnostics?" is: both – but properly weighted.

Letters of recommendation offer:

• Personal assessments and relationship context
• Information about soft skills and working style
• Insights into collaboration from a colleague's perspective

Objective diagnostics offer:

• Standardized, comparable results
• Higher predictive validity
• Reduction of unconscious bias
• Fair chances for all applicants

The research is clear: the best hiring decisions come from combining multiple valid methods. Use letters of recommendation as a supplementary source of information – but base your decision on objective data.

Frequently Asked Questions (FAQ)

Do I have a legal right to a letter of recommendation? No. Unlike an employment reference, there is no legal entitlement to a letter of recommendation. It is a voluntary service by the issuer. You therefore depend on someone being willing to vouch for you.

Who can write me a letter of recommendation? Ideally, people who know your work firsthand: direct supervisors, team leaders, professors, mentors, or – for freelancers – satisfied clients. It's important that the person can both assess your work and holds a credible position.

How long should a letter of recommendation be? One page is the standard. Too short appears superficial; too long can seem unprofessional. More important than length is the quality of the statements: concrete examples and a personal touch are crucial.

Can I use a letter of recommendation for multiple applications? A classic letter of recommendation is tailored to a specific position and therefore only usable once. A reference letter, on the other hand, is more generally worded ("To Whom It May Concern") and can be submitted multiple times – but is often less meaningful.

Should I as an HR manager contact reference providers? For important positions, a telephone reference check is recommended. This way you can ask targeted questions and get a more authentic impression than from a standardized letter. Focus on open-ended questions and listen also to what is not said.

How reliable are letters of recommendation for hiring? Studies show limited predictive validity (r = .26 according to Schmidt & Hunter). Letters of recommendation are distorted by leniency bias and affinity bias and should therefore be viewed as a supplementary source of information – not as the main decision criterion. Combine them with objective selection methods.

What do I do if my boss won't write a letter of recommendation? That is their right. In this case, ask other people who know your work – such as former supervisors, project managers, or clients. Sometimes it also helps to explain the request and offer to prepare key points.

How do I handle a mediocre letter of recommendation? If a letter of recommendation is lukewarmly worded, you should not submit it. Better: ask another person or do without the reference. A weak letter of recommendation does more harm than none at all.

Conclusion: Using Letters of Recommendation Correctly – As an Applicant and HR Professional

Letters of recommendation are a valuable tool in the application process – if you use them correctly and assess them realistically.

For applicants:

• Choose reference providers who truly know you and want to support you
• Provide sufficient lead time and supply all relevant information
• A strong letter of recommendation can enhance your application – a weak one damages it

For HR professionals:

• Treat letters of recommendation as additional but not decisive information
• Be aware of the limitations: leniency bias, affinity bias, and limited predictive validity
• Combine subjective references with objective selection methods for better decisions

Research clearly shows: those who want to make informed hiring decisions should not rely on single sources. Objective assessment tools like Aivy complement personal references with scientifically validated data – for fairer, more accurate hiring.

Sources

• Schmidt, F. L. & Hunter, J. E. (1998). The Validity and Utility of Selection Methods in Personnel Psychology: Practical and Theoretical Implications of 85 Years of Research Findings. Psychological Bulletin, 124(2), 262-274.
• Mosel, J. N. & Goheen, H. W. (1959). The Validity of the Employment Recommendation Questionnaire in Personnel Selection. Personnel Psychology, 12(4), 481-490.
• McCarthy, J. M. & Goffin, R. D. (2001). Improving the Validity of Letters of Recommendation: An Investigation of Three Standardized Reference Forms. Military Psychology, 13(4), 199-222.
• Schuler, H. (2014). Psychologische Personalauswahl: Eignungsdiagnostik für Personalentscheidungen und Berufsberatung. Hogrefe.
• Aivy Success Story Lufthansa: https://www.aivy.app/erfolgsgeschichten/lufthansa