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"Hardworking, punctual, and a team player." If that's all your recommendation letter says, it's a wasted page. The employer reading it learns nothing about you.
A good recommendation letter in Kenya states who the writer is, how long they've known you, and two or three specific things you did well, with their contact details. Below you'll find a recommendation letter sample for an employee, a student, and a teacher, plus a message for asking. A short, specific, truthful letter beats a long, vague one every time.
Recommendation Letter, Reference, or Certificate of Service? Know What You're Asking For
These three get mixed up, and employers treat them differently.
- Recommendation letter: a written endorsement from a manager, lecturer or supervisor describing your skills and character. Nobody is obliged to write one.
- Reference: a person an employer contacts directly, by phone or email, usually late in hiring. See 5 People You Should Add as Referees on Your CV.
- Certificate of service: a factual record your employer must issue when your employment ends, under Section 51 of the Employment Act on Kenya Law, unless you worked there for less than four consecutive weeks. It shows the employer's name and postal address, your name, your start and end dates, and the nature and usual place of your employment. Section 51 also says no employer is bound to give a testimonial, reference, or certificate about your character or performance.
A certificate of service proves you worked there. A recommendation letter says you were good at it.
What a Strong Recommendation Letter Includes (and What It Skips)
- The relationship: who the writer is and how they know you.
- Duration: how long, with dates.
- Specific skills, with examples: "improved stock accuracy" beats "hardworking".
- A clear endorsement: the writer recommends you for the role or field.
- Contact details: phone and email, so the employer can verify it.
Keep it to one page, on official letterhead where the writer has the right to use it. One real result beats five compliments.
How to Ask a Former Boss or Lecturer: Make Saying Yes Easy
Ask early, give at least a week, and do the legwork. Send the job ad, your CV, and a reminder of what you worked on together.
Sample request message:
Dear [Mr/Ms/Dr Surname], I hope you're well. I'm applying for a [job title] role at [organisation], closing on [date]. Would you be willing to write me a short recommendation letter? I've attached the job ad and my CV. It would help most if you could mention our work on [project or responsibility]. If you're too busy, I completely understand. Thank you, [Your name], [phone number].
Then thank them, whatever their answer, and tell them how the application went.
When Your Referee Says "Write It, and I'll Sign"
This is common in Kenya, and it's fine, on one condition: the letter must be true, and your referee must read and agree with every line before signing. Write it plainly, describe only what they actually saw, and invite edits.
No foul play. Never use a letterhead you aren't authorised to use, never sign on someone's behalf, and never add claims your referee hasn't approved. Employers check, and a fake letter can cost you the job, and worse.
Every bracket below is a prompt for something true. If one can't be filled honestly, delete the sentence.
Recommendation Letter Sample for an Employee (From a Manager)
[Date]
To whom it may concern,
I am writing to recommend [Name], who worked under my supervision as [job title] at [organisation] from [month, year] to [month, year].
[Name] was responsible for [responsibility, e.g. customer accounts for our Mombasa branch]. The result I remember best: [he/she] [specific achievement, e.g. cut response times to customer complaints from three days to one]. When [a specific pressure, e.g. a deadline moved or a key client complained], [Name] was the person I relied on, because [concrete reason].
I recommend [Name] without reservation for a role as [target role]. Please contact me on [phone] or [email].
[Signature] [Full name], [Title], [Organisation]
Recommendation Letter Sample for a Student (From a Lecturer)
[Date]
To whom it may concern,
I have known [Name] for [number] years as a student in the [course] programme at [institution], where I taught [him/her] [unit names].
[Name] ranked among the [strongest/most consistent] students in my classes. [His/Her] final-year project on [topic] stood out for [specific skill, e.g. careful data analysis and clear writing]. As [role, e.g. class representative], [Name] handled [specific situation, e.g. coordinating a rescheduled exam with the department] with organisation and tact.
I recommend [Name] for [position or programme]. I can be reached on [phone] or [email].
[Signature] [Full name], [Title], [Department], [Institution]
Recommendation Letter Sample for a Teacher (From a Head Teacher)
[Date]
To whom it may concern,
[Name] has taught [subjects] at [school] since [year], and I have supervised [his/her] work as head teacher throughout.
[Name] [specific achievement, e.g. started a reading club that grew to 40 learners]. [He/She] prepares lessons thoroughly, supports struggling learners patiently, and has earned the trust of parents and colleagues. [One specific moment that shows this, e.g. how [he/she] helped a learner who was falling behind.]
I recommend [Name] for the post of [position]. Please contact me on [phone] or [email].
[Signature] [Full name], Head Teacher, [School], [County]
Using a Recommendation Letter Sample in Kenya: Tailor It or Don't Bother
Whichever recommendation letter sample for a job you adapt, tailor it to the role. Attach it only when the employer asks or allows it, and pair it with a strong cover letter, as in How to Write a Cover Letter in Kenya. Legitimate employers will never ask you to pay for a recommendation, reference check, or application.
The best letters start long before you ask for them. So here's the real question: what are you doing this month that someone will be glad to put in writing?
