How to Use ClickUp Letter of Recommendation Templates

Using ClickUp to manage and write letters of recommendation helps you move from scattered emails and documents to a clear, repeatable workflow with templates, tasks, and automations.

This how-to guide walks you through using templates inspired by the examples on the official ClickUp letter of recommendation guide, so you can create polished letters quickly and consistently.

Why Manage Recommendation Letters in ClickUp

Before you set up your workflow, it helps to understand why a work management platform is ideal for handling reference requests.

Using a workspace instead of ad-hoc documents allows you to:

• Track every request, deadline, and status in one place
• Standardize wording with reusable templates
• Store supporting information for each candidate
• Collaborate with colleagues when a joint letter is needed
• Reuse structure and phrasing from proven examples

With a bit of initial setup, you can turn each new request into a simple checklist instead of a stressful last-minute task.

Set Up a ClickUp Space for Recommendations

The first step is to create a dedicated area for all recommendation work so nothing gets lost.

Create a Recommendation List in ClickUp

1. Create or open a Space where you track personal admin, HR tasks, or academic work.

2. Add a new List named something like Letters of Recommendation.

3. Choose a view such as List view or Board view for easy sorting by status or due date.

Each task in this List will represent one recommendation request.

Define Custom Fields in ClickUp

Next, add custom fields so you can see key details at a glance.

Useful fields include:

• Candidate Name
• Recipient Name or Organization
• Purpose (job, academic program, scholarship, character reference)
• Due Date (date letter must be submitted)
• Delivery Method (upload portal, email, printed, internal system)

These fields help you filter and prioritize your work as the number of requests grows.

Build a Reusable ClickUp Task Template

The fastest way to handle future requests is to turn one well-designed task into a reusable template.

Structure Your ClickUp Task Template

1. Open your Letters of Recommendation List and create a new task titled Letter of Recommendation Template.

2. In the task description, paste a generic letter structure inspired by proven samples, such as:

   • Greeting and context
   • Relationship to the candidate
   • Key strengths with 2–3 concrete examples
   • Specific achievements or results
   • Clear endorsement and closing

3. Add subtasks for the workflow, for example:

   • Gather candidate information
   • Review resume or transcript
   • Draft letter
   • Proofread and finalize
   • Submit letter

4. Attach any style guide, institutional requirements, or branding assets you often use.

Turn the Task into a ClickUp Template

1. Open the template task.

2. Use the task menu to save it as a Task Template.

3. Give the template a clear name such as General Recommendation Letter.

4. Choose which elements to include: description, subtasks, attachments, and custom field values.

From now on, you can create a new recommendation task by applying this template and then customizing the content for the individual.

Use ClickUp Templates for Different Recommendation Types

The source examples show that not every recommendation letter follows the same format. To speed up your work, create several targeted templates.

Academic Recommendation Template in ClickUp

For students applying to schools, programs, or scholarships, build a template that focuses on academics and potential:

• Opening explaining how long and in what capacity you have known the student
• Specific academic strengths (courses, projects, research)
• Examples of curiosity, problem-solving, or leadership in class
• Summary of why the student will succeed in the program

Store this structure in a dedicated academic recommendation task template so you can quickly adapt it for each student.

Professional Recommendation Template in ClickUp

For job applications and promotions, create a template focused on work performance:

• Role, reporting relationship, and length of time worked together
• Core responsibilities and skills the candidate demonstrated
• Concrete achievements with metrics when possible
• Behavioral examples that show reliability, teamwork, or leadership

Align your structure with the role the candidate is targeting so your letter addresses what hiring managers want to know.

Character Reference Template in ClickUp

Sometimes you will write a personal or character reference rather than a strictly academic or professional one. For these cases, a simpler template can work:

• How you know the person and for how long
• Key character traits such as integrity, empathy, or responsibility
• One or two stories illustrating those traits
• Statement of trust and willingness to be contacted

Saving this as its own template means you avoid rewriting the same framing paragraphs each time.

Turn Requests into a Repeatable ClickUp Workflow

Once you have templates in place, turn every new request into a clear series of steps.

Create a Task for Each Request

1. When a candidate asks for a letter, create a new task from the appropriate template: academic, professional, or character.

2. Fill in custom fields such as candidate name, purpose, and due date.

3. Use the description to capture details: program or role, requirements, and key points the candidate wants highlighted.

This ensures you have all information needed without digging through email threads.

Use ClickUp Checklists and Subtasks

Inside each task, break the work into smaller steps using subtasks or checklists:

• Confirm requirements and submission method
• Review candidate materials (resume, portfolio, transcript)
• Draft letter based on correct template
• Edit for clarity and tone
• Submit and confirm receipt

Mark each item as complete so you always know what is left to do.

Set Reminders and Due Dates in ClickUp

Deadlines are crucial for recommendation letters. To avoid last-minute stress:

• Set the task due date to match the submission deadline.
• Add early internal reminders a few days before the due date.
• Use notifications or integrations with your calendar to surface upcoming tasks.

This helps you honor commitments and maintain a reputation for reliability.

Improve Letter Quality with Structured Prompts

While platform features organize your work, the content itself still matters. The source guidance emphasizes clear structure, specific examples, and a confident endorsement.

To improve every letter, include prompts directly inside your ClickUp templates, such as:

• “Describe one moment that shows this person’s leadership or initiative.”
• “List two measurable outcomes the candidate helped achieve.”
• “Explain why this candidate stands out from peers.”

These cues help you write letters that are both personalized and complete.

Collaborate and Store Your Best Examples in ClickUp

If you work on a team, you can collaborate on recommendations and keep your best work accessible.

Share Tasks and Comments

Instead of passing drafts around in email, invite colleagues to the task and use comments to:

• Suggest edits or additional examples
• Attach supporting documents
• Clarify organization-specific requirements

This keeps all context tied to the request and the final letter.

Maintain a Library of Strong Letters

Over time, create a folder or List inside ClickUp where you store redacted versions of your strongest letters as references. Tag each one by type (academic, professional, character) and result (accepted, hired, awarded) so you can see which structures perform best and refine your templates.

Next Steps: Optimize Your System

Once your basic workflow is functioning, you can gradually improve it by:

• Reviewing which templates you use most often
• Updating phrasing to better match successful examples
• Adding automations for recurring tasks or reminders
• Documenting your internal SOP for handling requests

If you want help refining your broader productivity setup and content systems, you can find additional guidance at Consultevo, which shares advanced workflow and optimization strategies.

With a clear structure, tailored templates, and a repeatable workflow, you can use ClickUp to deliver thoughtful, effective letters of recommendation on time, every time.