Letter of recommendation request email template
Make your request for a letter of recommendation stand out with a well-crafted email. A clear and polite approach will make it easier for the recipient to agree to write the letter. Begin by addressing the person professionally, acknowledging their expertise, and explaining why you value their support. Make sure to specify the purpose of the letter and any key points you’d like them to highlight.
Use a concise yet polite tone. Reiterate why you believe they are the ideal person to write the letter, focusing on how their experience or relationship with you is relevant. Offer context on the opportunity you’re applying for, whether it’s a job, a scholarship, or an academic program. This helps the recipient tailor their letter to your goals.
Provide any additional materials that might assist in writing the letter, such as your resume, personal statement, or a list of achievements. Offering a draft or bullet points with the key highlights can help save their time and increase the chance of getting a well-structured letter. Always thank them for their time and consideration.
Example Template:
Subject: Request for a Letter of Recommendation
Dear [Name],
I hope this email finds you well. I am reaching out to request a letter of recommendation for [reason: job, academic program, etc.]. Given our [specific relationship], I believe your insights would provide a strong perspective on my qualifications and goals. I would be honored if you could write a recommendation on my behalf.
Please let me know if you need any additional information or materials from me. Thank you for considering my request, and I appreciate your time and support.
Best regards,
[Your Name]
Here’s the revised version:
When requesting a letter of recommendation, it’s important to be clear and polite. Start by addressing the person by name and explain why you are reaching out. Be concise about what you need and why their recommendation matters. Offering context, such as your achievements or the purpose of the letter, can help them tailor their response more effectively.
Request Details
- Clearly state the purpose of your request.
- Provide specifics about what should be highlighted in the letter.
- Offer a timeline, allowing them enough time to write a thoughtful letter.
Polite Closing
Conclude your request with appreciation, acknowledging their time and effort in helping you. A courteous, friendly sign-off shows respect for their decision to help.
- Letter of Recommendation Request Email Template
Begin with a clear subject line to grab attention, such as “Request for a Letter of Recommendation.” Be polite and direct when reaching out.
In the opening, express your gratitude for the person’s time and consideration. Briefly introduce your purpose for reaching out. Keep this section friendly yet concise.
Provide the necessary details the person will need to craft the letter. Mention the purpose of the recommendation, such as applying for a job, graduate school, or a scholarship. If possible, explain why you selected them specifically for this task.
Share any key points you would like them to include in the letter. It could be skills, experiences, or achievements that are most relevant to the opportunity you’re applying for. The clearer your guidance, the easier it will be for them to write a strong letter.
Set a reasonable deadline for the letter. If you know when the letter is due, mention this date in your email to give them enough time to complete it. Be respectful of their schedule.
Conclude by thanking them again for their time and consideration. Offer to provide any further information they may need to complete the letter.
| Step | Details |
|---|---|
| Subject Line | Clear, direct request for the letter of recommendation |
| Introduction | Polite request and a brief reason for asking |
| Provide Context | Explain what the letter is for and why you chose them |
| Offer Key Points | Suggest important aspects to highlight in the letter |
| Deadline | Give a clear due date for the letter submission |
| Closing | Thank them and offer additional information if needed |
Begin your email by addressing the person you’re contacting respectfully. Ensure you have the correct title and spelling of their name. Follow with a clear and concise subject line that indicates the purpose of your message, such as “Request for a Letter of Recommendation.”
Start with a Polite Greeting
- Use their professional title (e.g., “Professor,” “Dr.,” or “Mr./Ms.”) if you don’t have a close relationship.
- Ensure the tone remains formal and respectful throughout.
State the Request Clearly
- Be direct about the request. Specify that you’re asking for a recommendation letter and mention the purpose (e.g., applying for a job, a university program, etc.).
- Explain why you believe they are the right person to write this letter, highlighting any relevant experiences or skills you shared with them.
Provide Necessary Details
- Offer context for the recommendation, such as the position, program, or opportunity you’re applying for.
- Attach any supporting documents they may need to write the letter, like your resume, personal statement, or job description.
- Clarify deadlines for submission, if applicable.
End with Gratitude
- Thank them for considering your request and acknowledge their time and effort in advance.
- Make sure to close your email with a polite sign-off such as “Sincerely” or “Best regards.”
Make your subject line clear and specific. Mention the purpose of the email right away to help the recipient understand the context. A concise subject line increases the likelihood of your email being opened promptly.
- Recipient’s Name: Include the name of the person you’re requesting the recommendation from. This personal touch grabs their attention.
- Request Type: Specify that it’s a request for a letter of recommendation. Use clear phrasing such as “Recommendation Request” to avoid confusion.
- Purpose: Briefly describe what the letter is for. Whether it’s for a job application, scholarship, or academic program, this helps the recipient understand the context of your request.
- Timeline: If relevant, mention any important deadlines. This helps the recipient prioritize the request if they have a busy schedule.
For example, a subject line like “Recommendation Request for [Your Name] – [Position/Program] Application” clearly communicates the request and provides all the necessary details in a compact form. Keep the subject line professional but friendly, making it easy for the reader to understand what’s needed.
Begin your email with a courteous greeting, addressing the recipient respectfully. Use their preferred title (e.g., Dr., Mr., Ms.) and avoid overly familiar language unless you have a close relationship. Keep the tone formal yet warm to establish mutual respect.
Express your request clearly and without hesitation. Rather than saying, “I was wondering if you might help me,” use a direct approach like, “I would greatly appreciate your assistance with.” This makes your message concise and confident while maintaining politeness.
Acknowledge the recipient’s time and expertise. For example, “I know your time is valuable, and I would be grateful for any support you can provide.” This shows you understand the request might require effort on their part and appreciate their consideration.
Use phrases that emphasize gratitude, such as “Thank you for considering my request” or “I appreciate your time and help in advance.” These reinforce respect and courtesy, making the request feel more collaborative.
Close with a polite and professional sign-off, such as “Best regards” or “Sincerely,” followed by your name. This keeps the email respectful and ensures it ends on a positive note.
Use the recipient’s proper title and full name to establish a respectful tone. This is crucial when sending a formal letter of recommendation request. Avoid using informal salutations like “Hey” or “Hi” unless you have a personal relationship with the recipient.
1. Address by Title and Last Name
If you’re unsure of the recipient’s preferred title, use a professional option like “Mr.” or “Ms.” followed by their last name. This is the safest approach for formal emails.
2. Double-check for Correct Spelling and Title Usage
Confirm the spelling of the recipient’s name and their preferred title. Missteps in spelling or using the wrong title can create an impression of carelessness and disrespect.
| Incorrect Addressing | Correct Addressing |
|---|---|
| Hey John, | Dear Mr. Smith, |
| Hi Jane, | Dear Dr. Johnson, |
| Dear John, | Dear Mr. Doe, |
By addressing the recipient properly, you demonstrate professionalism and set a positive tone for the rest of your email.
If you haven’t received a response within a week or two, it’s time to follow up. Keep your tone polite and respectful. In your follow-up email, reference the initial request and kindly ask if the person had a chance to review it. Mention that you understand they may be busy but would appreciate any updates regarding your request.
Give them enough time before reaching out again. If there’s no response after the first follow-up, wait another week or two before sending a second reminder. Reassure them that you understand their time constraints and are still eager to receive their feedback.
Avoid being pushy. Keep the follow-up brief and considerate, and remember to express gratitude for their time and assistance. A courteous approach increases the likelihood of a positive outcome.
Be clear and concise in your request. Highlight why you’re asking for the letter and how it relates to your goals. Avoid being vague about your needs and make sure the person understands exactly what you’re requesting. Being direct increases the chances of a favorable response.
Timing
Give your contact enough time to write the letter. Ask well in advance–preferably several weeks before the deadline. This shows respect for their time and increases the likelihood of a thoughtful response.
Offer to Provide Information
Make it easy for the recipient by offering to provide supporting materials. A resume, description of the program or job you’re applying for, and any specific points you’d like the letter to address can help them write a strong recommendation tailored to your needs.
Stay polite and express gratitude regardless of the response. A thoughtful follow-up email is always appreciated, whether the person agrees or declines. It ensures a positive relationship going forward.
Always address the recipient by name. A personal greeting adds a touch of warmth and shows respect for the person you are contacting. If you are unsure of the name, a simple “Dear [Position Title]” works fine.
Clarity in Request
Be straightforward about your request. Clearly state that you are seeking a letter of recommendation and mention the specific purpose. Whether it’s for a job, scholarship, or academic program, clarity helps the recipient understand exactly what’s needed. Include details like deadlines or any specific requirements that would help them tailor the letter to your needs.
Provide Context
Give the person a brief reminder of your work or experiences together. Highlight accomplishments or projects you worked on. This not only helps them recall your strengths but also makes writing the letter easier. If relevant, you can provide an updated resume or a list of key points you’d like them to mention.
Be sure to express your gratitude and let them know you appreciate their time. A short note of thanks reinforces your sincerity and professionalism.