Email template asking for a letter of recommendation
When requesting a letter of recommendation, approach your email with clarity and respect. Start by addressing the recipient personally and make your ask specific. Acknowledge their expertise or position to set the tone for a professional request.
Begin by stating the purpose of your request upfront. Mention the context in which the letter will be used–whether it’s for a job, academic program, or a professional opportunity. Let the recipient know why you are asking them specifically, highlighting any relevant work or achievements you’ve shared.
Be considerate of their time. Acknowledge that writing such a letter can be time-consuming, and offer to provide any information or documents they might need to make the process easier, such as your resume, portfolio, or key points you’d like them to include.
Finish your email with gratitude. Thank them for considering your request, and let them know how much you would appreciate their support in helping you achieve your goal. Keep your tone warm and professional throughout.
Email Template Asking for a Letter of Recommendation
Subject: Request for a Letter of Recommendation
Dear [Professor/Dr./Mr./Ms.] [Last Name],
I hope this message finds you well. I’m reaching out to ask if you would be willing to write me a letter of recommendation. I am applying for [specific program, job, or opportunity], and I believe your insight into my [skills, experience, or specific projects] would make your recommendation especially meaningful.
During my time in your [class, lab, etc.], I gained valuable knowledge and hands-on experience that directly connects with the requirements for this [program, position]. Your perspective on my [specific achievement, work ethic, or skills] would greatly strengthen my application. I’ve attached my resume and a brief outline of my [goal, project, etc.] to provide more context, but I’d be happy to discuss any additional details you may need.
If you agree, I’d also be glad to provide you with any specific points you’d like to include, and I’m happy to work within your timeline. Please let me know if you need anything else from me.
Thank you so much for considering my request. I truly appreciate your support!
Sincerely,
[Your Full Name]
[Your Contact Information]
How to Start Your Email: Crafting a Polite and Professional Opening
Begin by addressing the person formally. Use their proper title and last name unless you have a more familiar relationship. For example, “Dear Professor Smith” or “Hello Dr. Johnson.” Avoid overly casual greetings like “Hey” or “Hi there” in professional settings.
Next, express appreciation or acknowledge their role or position. A simple, genuine opening such as, “I hope you’re doing well” or “I hope this message finds you well” sets a positive tone. It shows respect and warmth without being overly personal.
If the person you’re writing to has been especially helpful or supportive in the past, briefly mention that. For instance, “Thank you for your continued guidance during my studies” can add a nice touch. However, don’t overdo it–keep it brief and to the point.
Avoid opening with a direct request. Instead, set the stage by giving context for why you’re reaching out. This can be something like, “I am reaching out to request your support in writing a letter of recommendation” or “I would greatly appreciate your assistance with a recommendation letter as I apply for graduate programs.”
Choosing the Right Tone: Formal vs. Friendly Requests
When asking for a letter of recommendation, the tone you use matters. A formal request works best when addressing someone you don’t know well or in a professional context. A friendly tone can be more appropriate with mentors or colleagues you’ve built a rapport with.
In a formal request, keep it polite and concise. Start with a clear subject line, introduce yourself briefly, and state the purpose of your request. Provide context about why you’re seeking the recommendation and how it will be used. It’s important to be respectful of their time, so be specific about deadlines and offer to provide any necessary details to make the process easier.
A friendly request allows for a bit more warmth and personalization. If you’ve had a positive working relationship with the person, a casual tone may create a more approachable atmosphere. Still, maintain professionalism–avoid overly informal language or assumptions. Express gratitude for their time and consideration in a way that feels natural, not forced.
Here’s a quick comparison:
| Formal Request | Friendly Request |
|---|---|
| Subject: Request for Letter of Recommendation | Subject: Request for a Recommendation Letter |
| Dear Dr. Smith, | Hi John, |
| I’m reaching out to kindly ask if you would consider writing me a letter of recommendation. | I hope you’re doing well! I’m reaching out to ask if you’d be willing to write me a recommendation letter. |
| I would be honored if you could support my application for… | It would mean a lot to me if you could support my application for… |
| Thank you very much for considering my request. | Thanks so much for your help with this! |
| Best regards, | Best, |
The tone should reflect both your relationship with the person and the purpose of the recommendation. Formal requests are ideal for maintaining professionalism, while a friendly approach can feel more personal and sincere when appropriate. Always adapt based on the situation to create a balanced, respectful request.
What Information to Include: Guiding the Recommender on Key Details
Make it easier for your recommender by providing the following key details:
- Your full name – Include your preferred name and any relevant details like major or position.
- Purpose of the letter – Explain whether it’s for a job, academic program, scholarship, or another purpose. Provide specific context about the role or program.
- Your relationship – Remind the recommender how you worked together. Clarify your role, timeframe, and key projects.
- Key achievements – Highlight your accomplishments that align with the opportunity. Include any metrics, outcomes, or unique skills that were developed or demonstrated.
- Skills to focus on – Specify the skills or qualities you’d like emphasized, such as leadership, problem-solving, or technical expertise.
- Deadline – Provide the date the letter is due, allowing time for them to write a thoughtful recommendation.
- Submission details – Explain how the letter should be submitted (email, online portal, etc.) and include any necessary links or addresses.
Being clear on these points ensures the recommender can focus on the most relevant details for the opportunity you’re applying for.
Timing Your Request: When and How Far in Advance to Ask
Request a letter of recommendation at least 3-4 weeks before your deadline. This gives the writer enough time to craft a thoughtful, detailed letter without feeling rushed. If you can, ask even earlier–up to two months in advance–especially if the recommender has a busy schedule or you are applying to competitive programs.
Why Early is Better
Giving more time allows the writer to reflect on your achievements and tailor the letter to the specific position or program you are applying for. It also increases the chances of getting a well-written letter, which makes a positive impact on your application.
How to Approach the Request
Be polite and respectful in your request. Start by providing context–mention why you’re applying and why you believe their recommendation would be valuable. Make sure to explain the deadlines clearly so they know exactly when the letter is due. It’s also helpful to offer any materials they might need, such as your resume or a brief outline of your achievements.
In case the deadline is approaching, check in with a gentle reminder a week or two before the letter is due. This shows you respect their time while also ensuring your application remains on track.
How to Follow Up: Reminders Without Being Pushy
Be polite and considerate when sending a reminder. Space out your follow-ups to avoid overwhelming the recipient. A good rule is to wait a week after your initial request before sending a polite reminder. This gives the person enough time to respond while showing respect for their schedule.
Timing Matters
Timing is crucial. Choose a day when your recipient is less likely to be overloaded, such as mid-morning or early afternoon on weekdays. Avoid reminders at the end of the week or on weekends when your request may be buried in the inbox.
Be Specific in Your Reminder
Reframe your message with clear, concise details. Gently refer to your initial request, restate your need for the letter, and offer a quick update on why it matters. Keep the tone appreciative, showing that you value their time and effort. This keeps your reminder polite but effective.
Closing Your Email: Expressing Gratitude and Offering Assistance
End your email with a clear expression of appreciation for the recipient’s time and consideration. Acknowledge the effort they may put into helping you and make sure they know you value their support. Be sincere and to the point.
Expressing Gratitude
- Thank them for taking the time to read your request and for considering writing the letter of recommendation.
- Express appreciation for their support, recognizing their expertise and how it will help you achieve your goals.
- Consider mentioning how meaningful their recommendation would be to you and how it aligns with your aspirations.
Offering Assistance
- Let them know you’re happy to provide any further information that might help in writing the recommendation.
- Offer to send them a draft or a list of points you’d like included, if that would make it easier for them.
- Assure them you understand their busy schedule and that you appreciate any help they can provide, regardless of the outcome.
Conclude by restating your gratitude and offering your contact details for any follow-up questions or clarifications. This leaves the door open for further communication and reinforces your respect for their time and efforts.