Template to request letter of recommendation
Start by addressing the person who will write your letter. Be polite and specific about your request, clearly stating the purpose for the recommendation and why you have chosen them. For example, you might mention their expertise or your previous experiences working together. Keep your tone respectful but confident.
Next, outline the key points you want them to include. If you’re applying for a job, mention the skills and qualities that align with the position. If it’s for academic purposes, highlight achievements or projects that showcase your strengths. This helps the writer tailor the letter to the specific requirements.
Include any deadlines or specific formats required. Giving them enough time ensures a thoughtful, well-written letter. Don’t forget to express your gratitude for their time and assistance. Close by offering to provide any additional information they may need, such as your resume or any specific examples to include.
How to Structure Your Request for a Letter
Be clear and direct about your request. Open with a polite greeting and state the purpose of your message right away. For example, mention that you are seeking a letter of recommendation for a specific purpose, such as a job application or graduate school. This helps the reader understand your need immediately.
Provide Context for the Request
Briefly explain why you are reaching out to the person. Mention your past interactions or how you’ve worked together. This adds context and makes the request feel personal. For example, “We worked together on the XYZ project last year” or “As my supervisor during my internship…” This gives the reader an understanding of why you’re asking them specifically.
Give Clear Guidelines
Provide details that can guide the person in writing the letter. Mention key points you would like them to cover, such as your skills, achievements, or qualities that are most relevant to the opportunity. It’s helpful to outline any specific criteria for the letter, such as length, format, or submission method. Offering this guidance reduces the chance of miscommunication and makes the process easier for them.
Offer to provide additional information if necessary. This could include a resume, a list of accomplishments, or any specific details they may want to highlight. Let them know you are available for further clarification if needed.
Always express appreciation for their time and effort. Make sure to mention that you understand if they are unable to fulfill the request. Showing gratitude sets a positive tone and ensures the request feels respectful.
Key Information to Include in Your Email
Start by addressing the person respectfully, using their correct title and name. This sets a professional tone from the beginning.
Clearly state the purpose of your email in the first few sentences. Let the reader know you are requesting a letter of recommendation, mentioning the specific role or program you’re applying to.
Provide context for the recommendation. Briefly describe your relationship with the person, including how long you’ve worked together and in what capacity. This will help them recall your strengths and achievements.
Offer specific details about the skills or experiences you’d like the letter to highlight. For example:
- Key projects you worked on together
- Personal qualities you’d like emphasized, such as teamwork or leadership
- Any achievements you are particularly proud of during your time together
Be sure to mention any deadlines. This allows the person to prioritize their time accordingly. If possible, attach or link to any guidelines provided by the institution or company you’re applying to.
Finish by expressing gratitude for their time and consideration. Acknowledge that writing a letter of recommendation requires effort and show appreciation for their support.
Choosing the Right Person for a Recommendation
Select someone who knows your work well and can speak to your strengths. This could be a current or former supervisor, professor, or colleague who has observed your abilities firsthand. The more specific they can be about your achievements, the more credible their recommendation will be.
Consider Relevance to the Position
Choose a recommender who has experience or expertise in the area you’re applying to. Their endorsement will carry more weight if their own background aligns with the role you’re targeting. For example, if you’re applying for a research position, a professor or mentor in your field can provide valuable insight into your capabilities.
Look for a Strong Rapport
Ideally, you should have a positive, ongoing relationship with your recommender. A strong connection ensures they’ll be more invested in providing a compelling and genuine recommendation. Someone who genuinely supports your career growth will be more motivated to advocate for you in the letter.
Polite Follow-Up Strategies for Your Request
Wait at least one to two weeks before following up. This gives the person time to respond while respecting their schedule. If you don’t hear back after this period, send a brief, friendly reminder. Keep the tone light and avoid sounding impatient or pushy.
Keep it Short and Direct
In your follow-up message, refer to your original request without repeating the entire content. Simply mention that you’re checking in to see if they had a chance to consider your request. Be polite, concise, and considerate of their time.
Offer Additional Context
If appropriate, offer any new information that could help the person make a decision. For instance, you might mention any recent accomplishments or provide an update that strengthens your request. This shows initiative without being overwhelming.
Always express gratitude in your follow-up. Acknowledge the person’s busy schedule and thank them for their consideration, regardless of their decision. Ending on a positive note will leave a good impression.
What to Do If Your Request Is Denied
Respond respectfully and express gratitude. Acknowledge the person’s decision without taking offense or showing disappointment. This will help maintain a positive relationship for future opportunities.
Seek feedback. Politely ask if there are specific reasons behind their decision. Understanding why your request was declined can help you improve in the future and avoid similar outcomes.
Offer alternatives. If the reason for the denial is related to a time or availability issue, suggest a different timeframe or propose another form of support, like a general reference.
Respect their decision. If no alternatives are possible, accept the response without pushing for reconsideration. Pressuring someone can damage your professional relationship.
Consider other potential recommenders. If one person is unable to provide a letter, look for other individuals who can speak to your qualifications and experience in a positive light.
| Action | Reason | Outcome |
|---|---|---|
| Ask for feedback | Understand the reasons behind the denial | Opportunity to improve and adjust requests in the future |
| Offer alternatives | Provide flexibility and maintain goodwill | Possible solution or path forward |
| Respect the decision | Show maturity and professionalism | Maintain a positive long-term relationship |
| Look for other recommenders | Find someone else who can help | Still receive the needed recommendation |
How to Express Gratitude After Receiving the Letter
Show appreciation by promptly thanking the person who wrote your letter. Acknowledge their effort, time, and support. A brief, sincere note will go a long way in making the gesture feel meaningful. Start with a direct expression of gratitude, such as: “Thank you for writing me a recommendation letter.”
Make it personal. Mention specific qualities or aspects of the letter that you found particularly impactful or helpful. For example, “I truly appreciate how you highlighted my leadership skills in the letter, as it aligns perfectly with the opportunities I am pursuing.” This shows that you value their attention to detail and effort.
If appropriate, explain how the letter will help you. You could say, “Your recommendation has already opened up new doors for me, and I’m excited about the next steps.” This not only reinforces your gratitude but also emphasizes the importance of their contribution.
Lastly, offer to stay in touch. A simple “Let me know if there’s ever anything I can do for you in the future.” shows that you’re willing to return the favor and maintain the relationship.