A compelling letter of recommendation can be the difference between acceptance and rejection. Yet, many struggle with what to say, how to say it, and where to begin. Should it be formal? Should it include stories? Should I follow a certain format?
If you've asked any of these, you're not alone. In this article, I'll walk you through how to write a letter of recommendation, share free letter of recommendation templates, and show you how to edit them easily using WPS Writer.
Part 1. How to Write a Letter of Recommendation
What Is a Letter of Recommendation?
A letter of recommendation is a formal document written by someone who can vouch for an individual's qualifications, character, and potential. It's commonly used for job applications, college admissions, internships, or scholarship programs. This letter acts as a third-party endorsement and provides insight that a resume or application form cannot fully convey.
Unlike reference lists or short testimonials, a recommendation letter is usually structured in a professional format with specific examples and detailed commentary.
Whether you're writing for a student, employee, or coworker, knowing what to say and how to say it makes a difference.
What to Include in a Letter of Recommendation
When learning how to write a letter of recommendation, here are the essential elements to include:
Your relationship with the applicant
Begin by introducing yourself and describing how you know the person you're recommending, whether as a professor, manager, or mentor.A strong opening statement
Clearly state your recommendation in the first paragraph. Be confident and specific: "I highly recommend [Name] for [Position/Program]."Specific examples
Use real examples to demonstrate the applicant's strengths. Highlight achievements, work ethic, leadership, communication skills, or character traits.Key accomplishments
Mention milestones such as awards, projects completed, or metrics of success that support your endorsement.Closing summary
Reaffirm your recommendation and offer to provide more details if needed.Contact information and signature
Close the letter with your full name, title, contact number, and email address.
In my experience, letters that avoid generic phrases and instead share detailed observations, like how someone solved a problem or led a team, stand out more. Keep it focused, honest, and respectful of the applicant's privacy.
Part 2. Common Letter of Recommendation Templates [Plain Text Version]
Below are ready-to-use, plain text templates for different scenarios, perfect if you're short on time but still want to write a thoughtful, impactful letter. Each free letter of recommendation template includes key elements and can be copied or customized as needed.
Letter of Recommendation for Employee:
[Your Name]
[Your Title]
[Company Name]
[Email Address]
[Phone Number]
[Date]
To Whom It May Concern,
I am writing to recommend [Employee's Name] for [position or opportunity]. I had the pleasure of working with [him/her/them] at [Company Name] for [duration], during which time [he/she/they] consistently demonstrated professionalism, dedication, and a strong work ethic.
[Employee's Name] took initiative in handling complex projects, showed excellent problem-solving abilities, and maintained positive relationships with team members and clients alike. One of the most notable projects [he/she/they] led was [brief description], which resulted in [specific outcome].
I am confident that [Employee's Name] will bring the same level of excellence to any organization. Please feel free to contact me for further details.
Sincerely,
[Your Full Name]
[Your Job Title]
Letter of Recommendation for a Former Student:
[Your Name]
[Your Title]
[School Name]
[Email Address]
[Phone Number]
[Date]
To Whom It May Concern,
I am delighted to recommend [Student's Name] for [program, scholarship, internship, etc.]. I taught [Student's Name] in [class name] during [semester/year] and was consistently impressed by [his/her/their] academic performance and intellectual curiosity.
[He/She/They] demonstrated strong analytical skills, a keen interest in learning, and active participation in classroom discussions. One of [his/her/their] standout achievements was [mention a specific project or paper], which showed exceptional insight and effort.
I have no doubt that [Student's Name] will excel in any academic or professional environment. Please feel free to contact me if you need further information.
Sincerely,
[Your Full Name]
[Your Position]
Letter of Recommendation for University Admission:
[Your Name]
[Your Title]
[Institution Name]
[Email Address]
[Phone Number]
[Date]
Admissions Committee,
[University Name]
I am writing to strongly recommend [Student's Name] for admission to your [specific program]. I had the opportunity to mentor [him/her/them] in [subject/class] at [Institution Name], and found [him/her/them] to be a highly motivated, intelligent, and disciplined individual.
[Student's Name] not only excelled academically but also contributed meaningfully to the school community. [He/She/They] participated in [clubs, events, or leadership roles], displaying both leadership and collaboration skills. A highlight was [mention a specific accomplishment or characteristic].
[His/Her/Their] curiosity, commitment, and character make [him/her/them] an excellent fit for your program. I offer my full recommendation without reservation.
Sincerely,
[Your Full Name]
[Your Title]
Each sample letter of recommendation template above follows a clear structure while leaving room for your personal input and tone. Whether you're writing for a student, employee, or applicant, these examples will help guide your own writing.
Part 3. Letter of Recommendation Templates [Text with Background Image]
For those who prefer a more polished and professional look, here are 10 editable letter of recommendation templates with stylish background designs. Each one includes a preview image and a direct download link. I've filled them using the plain text examples from Part 2, so you can visualize exactly how the content looks inside the template.
Tip: These templates are ideal if you're submitting your letter as a PDF or attaching it digitally. They help your message stand out visually, especially for competitive applications.
1. Rose Recommendation Letter
2. Recommendation Letter 1
3. Red Recommendation Letter
4. Blue Recommendation Letter
5. Purplish Blue Recommendation Letter
6. Sky Blue Recommendation Letter
7. Modern Brown Letter of Recommendation
8. Reference Letter for Professional Employee
9. Corporate Recommendation Letter
10. Simple Recommendation Letter
Personal Suggestions & Final Note:
From my own use, I highly recommend the Rose and Blue templates if you're writing a letter for college admissions or scholarships; they're polished but not too flashy. For workplace recommendations, the Corporate or Modern Brown templates offer a refined, professional look that aligns well with HR standards.
If you want to explore even more designs, visit the WPS Template Store. You'll find hundreds of free letter of recommendation templates ready for download and editing in WPS Office.
Part 4. How to Edit Letter of Recommendation Template in Word
Editing a letter of recommendation template doesn't require advanced design skills. With WPS Writer, it's fast, beginner-friendly, and entirely free. Here's how to customize any downloaded template, save it as a PDF, and even share it online for collaboration.
Tip: WPS Office supports both .docx and .wps formats, and all templates mentioned earlier work seamlessly with it.
Step-by-Step: How to Edit a Letter of Recommendation in WPS Writer
Step 1: Download and Open WPS Office
Go to wps.com
Download and install WPS Office if you haven't already.
Launch WPS Writer from the WPS Office suite.
Step 2: Open a Template
Click on File > Open
Select the downloaded letter of recommendation template (e.g., from Part 3)
You can also access templates directly by clicking Template > Recommendation Letter within WPS Writer
Step 3: Edit the Template Text
Replace placeholder text such as [Your Name], [Employee's Name], and [Company] with actual information.
Modify the tone or examples as needed.
Use formatting tools (bold, align, font size) from the top toolbar to make it neat.
Step 4: Save as PDF
Once finished:
Go to File > Export to PDF
Choose a location and click Export
This ensures your recommendation letter retains its layout and is ready for digital submission.
Step 5: Share via Online Link (Optional)
Want someone to review or sign off on your letter? WPS makes it easy:
Click Share > Create Link
Set permissions (View or Edit)
Copy the link and send it via email or chat
Why Use WPS Writer?
I personally find WPS Writer easier to navigate than many traditional office tools. It's lightweight, launches fast, and lets me switch between templates with minimal delay. If you're writing letters frequently, it saves a ton of time, and everything you need is free.
Part 5. Tips for Letter of Recommendation Writing
A well-written letter of recommendation can make a strong impression, but small mistakes or generic phrasing can make it forgettable. Here are 6 essential tips to help you write impactful and meaningful letters, based on both expert advice and my personal writing experience.
Tip 1: Start with a Strong Opening
Begin your letter with a clear statement of recommendation. Avoid vague phrases like "I'm writing this letter on behalf of…" Instead, try:
"I'm pleased to recommend [Name] for [opportunity]."
This immediately tells the reader your position and intention.
Tip 2: Be Specific, Not Generic
Support your praise with concrete examples. Instead of saying,
"She's a hard worker,"
say:
"She consistently met tight deadlines during our busiest quarter without compromising on quality."
Specificity shows authenticity.
Tip 3: Tailor the Letter to the Opportunity
A letter of recommendation for a job should highlight professional skills and achievements, while a letter of recommendation for a student might focus on academic performance and personal growth.
Review the opportunity the person is applying for, and adjust the content accordingly.
Tip 4: Stay Professional, But Human
You're not writing a legal document, so use a natural, professional tone. A bit of warmth and sincerity goes a long way, especially when sharing personal observations or anecdotes.
Tip 5: Keep It Concise and Focused
Limit your letter to 3–5 short paragraphs. Admissions officers and hiring managers read dozens of letters, so clarity and brevity are key.
Avoid repeating information or writing long introductions. Get to the point quickly.
Tip 6: Always Review and Proofread
Run your letter through Grammarly or another grammar checker. Read it aloud to hear how it flows. Spelling errors or awkward phrasing can undermine even the most sincere recommendation.
In my own writing, I always re-read the letter after stepping away for 10 minutes. A fresh perspective helps me spot areas that can be sharper or more personal.
Want to go further? WPS Writer's AI assistance can help polish your language and formatting, especially if you're new to professional writing.
Part 6. Free Office Suite with Editable Templates
If you're looking for a free, reliable, and feature-rich office suite to write or edit your letters of recommendation, WPS Office is an excellent choice. I've personally used it for writing recommendation letters, resumes, reports, and even collaborative editing with clients, and it consistently delivers.
Here's a quick overview of why WPS Office stands out:
Why Choose WPS Office?
WPS Office is an all-in-one suite that includes:
WPS Writer (like Microsoft Word)
WPS Spreadsheet (like Excel)
WPS Presentation (like PowerPoint)
WPS PDF tools (convert, edit, merge, compress)
It's completely free to download and use, making it an accessible alternative to expensive office tools.
Key Features:
Rich Template Library
WPS provides thousands of editable templates, including letter of recommendation templates, resumes, cover letters, and more. You can insert your content, change the layout, and save it in various formats.
AI Writing Assistance
Use AI to improve grammar, tone, and phrasing instantly. This is especially helpful if you're unsure how to express your thoughts professionally.
Cloud Collaboration
Easily generate an online link and share your document with others for editing or viewing, no need for third-party tools.
Powerful PDF Toolkit
Convert your letter into a professional PDF. You can also merge, sign, or compress PDF files, all within WPS.
Cross-Device Compatibility
WPS works on Windows, macOS, Linux, Android, and iOS, so you can work from your phone, tablet, or computer.
Lightweight & Fast
Unlike some bulky office tools, WPS loads quickly and runs smoothly even on older systems.
Safe & Secure
Your documents are stored securely with options to protect files via password encryption.
Personal Tip:
I find WPS Office especially useful when working with templates. The drag-and-drop editing, clean interface, and PDF export tools make it ideal for producing polished documents without stress.
For more information, visit the official WPS Office website or check out this detailed comparison of WPS Office vs Microsoft Office alternatives.
FAQs
1. How should I start a letter of recommendation?
Begin by introducing yourself and stating your relationship to the applicant. Then, confidently state your recommendation.
Example:
"I'm pleased to recommend Alex for the marketing internship at [Company]. As his manager at [Previous Company], I had the pleasure of watching him grow into a reliable and proactive contributor."
2. What if I don't know the applicant very well?
If you're not familiar with the applicant's work or character, it's better to politely decline. Writing a vague or generic letter can do more harm than good. However, if you still want to help, ask the applicant for their resume, goals, or achievements to guide your writing.
3. How long should a letter of recommendation be?
Keep it concise, ideally between 3–5 paragraphs, or 300–400 words. Focus on quality over quantity by highlighting key strengths with specific examples.
4. Can I use a letter of recommendation template as-is?
Templates are a great starting point, but always customize them to reflect your unique relationship with the applicant. Copying a generic format without personalization weakens the letter's impact.
5. What tone should I use when writing?
Professional, yet warm. Be respectful and confident, avoiding over-the-top praise. The goal is to sound genuine, specific, and supportive.
6. How do I sign off a recommendation letter?
End with a summary of your recommendation and offer your contact information.
Example:
"I fully recommend [Name] for this opportunity. Please don't hesitate to contact me at [Email] or [Phone] if you need further details."
Sincerely,
[Your Full Name]
[Your Title]
