I’m revisiting recommendation letters today as they are always one of the crucial topics for counselors. You can find the summer post about starting rec letters early here. By late August, recommendation season is starting to ramp up. Teachers are stopping you at the copier asking “when is this due?” Students are panicking because “my teacher hasn’t submitted yet.” And meanwhile you’re staring at your own stack of unfinished counselor letters.
With a system, some ready-made tools, and maybe even a little help from AI, recommendation letters can be stressful without being all-consuming.
1. Keep Everything in One Folder
Every counselor needs one place where all recommendation info lives. A shared Google Sheet or folder on your desktop will do, but it has to be consistent. If you’re juggling hallway conversations, sticky notes, and late-night emails, things will fall through the cracks.
2. Streamline Your Teacher Communication
Don’t answer one-off emails all day. Instead, send one short weekly update to all recommenders. Something like:
“This week’s priorities: check Common App status, upload drafts, and confirm deadlines.”
Teachers appreciate clear reminders as they have their own set of responsibilities, and you get your inbox back.
3. Set Aside Time for Counselor Letters
Your letters require focus, and you can’t write them in 10-minute scraps between student drop-ins. Block off a few hours each week just for letters. Put it on your calendar. Protect it the same way you’d protect a parent meeting.
A Note on AI
I know there are strong opinions about using AI for this part of the work. Here’s my take: AI will never replace the personal voice of a counselor. The heart of a letter still comes from your observations and your stories about the student.
But as a proofreading tool for grammar, flow, or organization? As a way to smooth transitions or generate phrasing ideas when you’re stuck? That can be a huge timesaver. For counselors with hundreds of students on their caseload, AI may be the difference between surviving recommendation season and drowning in it.
Recommendation Letter Template
Writing letters during the fall crunch is tough. Here’s a simple outline you can copy, paste, and adapt for each student. The bullets are just ideas to get you started. The key is to make it unique to the student by adding anecdotes and stories that bring their qualities to life. Show, don’t just tell.
Introduction …short paragraph…
Introduce yourself, your role, and how you know the student. Share how long you’ve known them and in what capacity. End the intro with a clear statement of your support.
Academic Overview
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- Strength of coursework (rigor, challenges taken on)
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- Academic skills (critical thinking, writing, problem-solving, curiosity)
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- Classroom presence (discussion, group work, perseverance)
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- Evidence of growth or improvement over time
Personal Qualities
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- Core character traits (resilience, kindness, leadership, humility, creativity)
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- How the student interacts with peers and adults
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- Ability to handle challenges or setbacks
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- Anecdote that illustrates one of these qualities in action
Areas of Impact
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- Contributions to the school community (clubs, athletics, leadership, service)
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- Contributions outside of school (family responsibilities, work, volunteering)
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- Unique talents or passions
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- Recognition, awards, or accomplishments that matter to their story
Conclusion …short paragraph…
Reaffirm your confidence in the student. Summarize their key strengths in a sentence or two, and end with a clear endorsement of their readiness for college.
***Use the bullets as prompts, not filler. One well-chosen story about a time the student showed resilience or leadership is far more powerful than a long list of adjectives.