Asking for a recommendation letter template
Requesting a recommendation letter can feel daunting, but using a clear template can simplify the process. Begin by addressing the person you’re asking directly and respectfully. Start with a brief introduction of yourself, mentioning your connection to the person and the context in which you worked together. Make sure to explain why you value their perspective and why you believe their letter will make a difference.
Be specific in your request. It helps if you provide details about what the letter should include. For example, mention particular qualities or experiences you’d like them to highlight. If applicable, provide them with a description of the position, program, or opportunity you’re applying for. Offering examples of your achievements or contributions during your time together can give them a clearer understanding of how to frame their letter.
Respect the person’s time. While it’s important to give enough information for a thoughtful recommendation, make sure to ask well in advance. It’s always best to allow ample time for them to write the letter. You can also include a polite note offering to provide additional materials, like your resume or a list of accomplishments, to make the process easier for them.
Asking for a Recommendation Letter Template
When requesting a recommendation letter, it’s important to be direct, respectful, and clear about what you need. Provide the person writing the letter with the necessary information to make the process easier for them. Here’s a recommended approach to asking for a recommendation letter:
- Be clear about your purpose: Specify the reason you need the letter, whether it’s for a job application, a university application, or a professional certification. This will help the writer tailor their letter to the appropriate context.
- Provide background information: Share details about your achievements, skills, and experiences that the writer may not remember. This will help them write a more detailed and accurate letter.
- Include any specific points to cover: If there are particular skills, experiences, or qualities you want highlighted, let the writer know. This ensures the letter aligns with the requirements of the position or program.
- Offer a draft: If you’re comfortable, provide a draft or outline of the letter to give the writer a starting point. This can save time and provide clarity on what you’re looking for.
- Give them enough time: Request the letter well in advance of any deadlines. At least two weeks is recommended to allow the writer ample time to craft a thoughtful letter.
- Show gratitude: Thank the writer both before and after they agree to write the letter. Let them know you appreciate their time and effort.
Here’s a simple template for asking for a recommendation letter:
Dear [Name], I hope you're doing well. I’m reaching out because I’m applying for [specific position or program], and I would be grateful if you could write a recommendation letter for me. The letter would need to speak to [skills, experiences, and qualities you’d like to highlight], and I believe your perspective would be invaluable. If you need more details, I’d be happy to provide my resume, a list of accomplishments, or any other information that would be helpful. The deadline for submission is [date], so if you’re able to assist, I would appreciate receiving the letter by [date]. Thank you so much for considering this request–I understand it’s a significant ask, and I truly appreciate your help. Best regards, [Your Name]
Keep your request straightforward and professional. Giving clear information will make the process easier for the recommender and increase the likelihood of receiving a strong letter.
How to Approach a Potential Recommender Professionally
Be direct, but polite. Start by reaching out well in advance of any deadlines, allowing the recommender enough time to write a thoughtful letter. A simple email or in-person request can work well–make sure to briefly explain why you are seeking their recommendation and why you value their perspective. This shows respect for their time and helps them understand the purpose of the letter.
Provide Context and Relevant Information
Be clear about what the recommendation will support. Whether it’s for a job, academic program, or another opportunity, provide details about the position or program, its requirements, and any specific skills or experiences you’d like them to highlight. The more context you give, the easier it will be for them to write a compelling letter. If possible, offer a draft or bullet points of achievements they can refer to, but leave room for their personal input and unique perspective.
Be Grateful and Offer Flexibility
Express genuine appreciation for their time and effort, even if they are unable to help. Let them know you understand how busy they may be and that you would appreciate their support. Offering flexibility on the timeline can also make the process easier for them. Acknowledge that you’re asking for something valuable, and don’t take their willingness to help for granted.
Key Information to Include When Requesting a Letter
Be clear about the purpose of the letter. Mention whether it’s for a job application, university admission, or a different opportunity. This helps the writer understand the context and tailor the letter accordingly.
Provide relevant details about your achievements and qualifications. Include specific examples that demonstrate your strengths, work ethic, or skills. Highlight accomplishments that align with the requirements of the position or program you are applying for.
Specify the letter’s deadline. Give the writer ample time to write a thoughtful recommendation, while also allowing them to plan their schedule. Be sure to check if they need any additional documents from you.
Clarify the format and submission method. Let the writer know if the letter needs to be printed, emailed, or uploaded to a particular portal. This ensures there are no misunderstandings about how the letter should be submitted.
Offer to provide a draft or outline. This can serve as a helpful starting point, especially if the writer is not familiar with your achievements. It can make the writing process easier and more efficient for them.
| Information to Include | Purpose |
|---|---|
| Purpose of the letter | Helps writer tailor the content appropriately |
| Achievements and qualifications | Provides specific examples of your strengths |
| Deadline for submission | Gives writer enough time to prepare the letter |
| Format and submission method | Clarifies how the letter should be delivered |
| Offer to provide a draft | Helps writer create a more focused recommendation |
Crafting a Polite and Clear Request Email
Keep your email short, respectful, and to the point. Begin by addressing the recipient politely, using their preferred title (e.g., Dr., Mr., Ms.). Clearly state your purpose within the first few lines, so the recipient knows exactly what you’re asking for.
Be Specific and Transparent
Indicate exactly what you need from them. For example, “Could you write a recommendation letter for me?” Specify the deadline, any guidelines they should follow, and the main points you’d like them to cover, if applicable. The more details you provide, the easier it will be for them to fulfill your request.
Show Appreciation and Respect Their Time
Acknowledge that their time is valuable. A simple, “I understand you have a busy schedule, and I really appreciate you considering my request,” can go a long way in showing respect. Always end with a thank you and offer to provide any additional information they might need to make the process smoother.
What to Do if a Recommender Declines Your Request
If a recommender declines your request, accept their decision gracefully. Understand that their schedule, workload, or other commitments may prevent them from helping at this time. Avoid taking it personally and consider these steps to move forward smoothly.
First, thank them for considering your request, regardless of their decision. A polite thank-you shows professionalism and leaves the door open for future opportunities. You might also want to ask if they could suggest another person who might be able to assist. This can provide a backup option while keeping your network intact.
If no alternative is offered, don’t hesitate to seek recommendations from other individuals who know your work well. Choose someone who can speak to your strengths and achievements in a meaningful way. Don’t wait too long to ask others–early preparation is key to ensuring you meet any deadlines.
Lastly, reflect on the situation. If there are specific reasons behind the decline, use this feedback to improve your approach for next time. Whether it’s providing more context or giving ample time to write the letter, small adjustments can lead to better outcomes in the future.
How to Follow Up on Your Recommendation Letter Request
Wait about one to two weeks after your initial request before following up. This gives your recommender enough time to draft a thoughtful letter while showing you respect their schedule.
When following up, be polite and concise. A friendly reminder can go a long way. Here’s how you can approach it:
- Start with a thank you for agreeing to write the letter.
- Briefly mention your original request and any important deadlines.
- Ask if they need any additional information to complete the letter.
- Reaffirm your appreciation for their time and effort.
Sample follow-up email:
Subject: Follow-Up on Recommendation Letter Dear [Recommender's Name], I hope you're doing well. I wanted to follow up on my request for a recommendation letter for [specific purpose]. I completely understand you have a busy schedule, but I wanted to check if there’s any additional information I can provide to help with the letter. The deadline is [date], and I would be grateful if you could let me know if there's anything I can do to assist. Thank you so much again for your support! Best regards, [Your Name]
If you don’t receive a response after sending a follow-up, give them another week or two before reaching out again. If that still doesn’t work, consider finding another recommender who may be more available.
Customizing the Template for Different Purposes (e.g., Job, Academic, Scholarship)
Each recommendation letter should be tailored to its specific purpose. Whether applying for a job, academic program, or scholarship, modifying the content can make a significant difference in the impact of your letter. Here’s how to customize it for each situation:
Job Recommendation
For a job recommendation, focus on the candidate’s professional skills, work ethic, and accomplishments that directly relate to the job they are applying for. Mention specific tasks, projects, and achievements that showcase their abilities. Provide examples of how the candidate has contributed to past organizations, highlighting leadership or teamwork, if relevant. Keep the tone confident and forward-looking, emphasizing the candidate’s readiness for the new role.
Academic Recommendation
When recommending someone for academic purposes, emphasize their intellectual capabilities, academic achievements, and passion for learning. Highlight how they have excelled in coursework, research, or any academic projects. Discuss their potential for future academic success and their ability to contribute to the academic community. Be sure to mention qualities like curiosity, critical thinking, and dedication to scholarly work.
For scholarship recommendations, focus on the applicant’s academic achievements, community involvement, and any unique attributes that align with the scholarship’s goals. It’s important to explain why the candidate is a good fit for the scholarship and how receiving it will help them achieve their goals.