Mastering the Art of the Reference Letter Request
Securing a strong reference letter is crucial for many opportunities, from job applications to graduate school admissions. However, simply asking for a reference isn’t enough. A well-crafted request demonstrates professionalism, respect for the recommender’s time, and clearly outlines your goals. This guide provides practical tips and sample letters to ensure your requests are effective and increase your chances of receiving a compelling recommendation.
Before sending any request, consider your relationship with the potential recommender. Choose individuals who know you well and can speak to your skills, accomplishments, and character with specific examples. Provide them with all the necessary information, including your resume, a description of the opportunity you’re pursuing, and any specific points you’d like them to highlight. The more prepared they are, the better the letter will be. Remember, giving ample notice shows respect for their busy schedule.
When drafting your request, be polite and direct. Clearly state your purpose and why you are asking them specifically. Remind them of your relationship and relevant experiences they can draw upon. Make it easy for them to say yes by offering to provide any supporting materials they might need. A follow-up thank-you note, regardless of whether they agree to write the letter, is a crucial element of professional courtesy.
19 Sample Reference Letter Request Emails
Below are 19 sample email templates you can adapt for your own reference letter requests. Remember to personalize each email to fit your specific situation and relationship with the recommender.
Sample Request Letter 1: Professor for Grad School
Subject: Reference Request – [Your Name] – Application to [University Name]
Dear Professor [Professor’s Last Name],
I hope this email finds you well. My name is [Your Name], and I was a student in your [Course Name] class in [Semester/Year]. I am writing to request a letter of recommendation in support of my application to the [Department Name] graduate program at [University Name]. The deadline for submission is [Date].
I thoroughly enjoyed your course and believe the knowledge I gained there significantly strengthened my interest in [Specific field]. I am applying to [University Name] because [Reason for applying]. I would be grateful if you could speak to my [Specific skills/qualities] based on my performance in your class, particularly [Specific project/assignment]. I have attached my resume and a statement of purpose for your review. Please let me know if this is something you are able to do. Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Email Address]
[Your Phone Number (Optional)]
Sample Request Letter 2: Supervisor for Job Application
Subject: Reference Request – [Your Name] – Application for [Job Title]
Dear [Supervisor’s Name],
I hope you’re doing well. I’m writing to request a letter of recommendation in support of my application for the [Job Title] position at [Company Name]. The deadline for submission is [Date].
As you know, I worked at [Company Name] as a [Your Job Title] from [Start Date] to [End Date]. I believe my experience working under your supervision provided me with valuable skills in [List skills]. I am particularly excited about this opportunity at [Company Name] because [Reason for applying]. If possible, I would appreciate you highlighting my [Specific skills/achievements] during my time at [Previous Company]. I have attached my resume and the job description for your review. Please let me know if you are able to write a letter for me.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Email Address]
[Your Phone Number (Optional)]
Sample Request Letter 3: Colleague (Peer)
Subject: Reference Request – [Your Name] – [Opportunity]
Dear [Colleague’s Name],
I hope this email finds you well. I’m reaching out to see if you’d be willing to write a letter of recommendation for me in support of my application for [Opportunity – e.g., a new role at Company X, a leadership program]. The deadline is [Date].
During our time working together at [Company/Organization], I greatly valued your perspective and collaboration on [Project/Task]. I believe you have a good understanding of my strengths in [Specific Skills] and my work ethic. Specifically, I was hoping you could touch upon [Specific achievement/skill you want them to highlight]. I’ve attached my resume and a brief description of [Opportunity] for your reference. Please let me know if this is something you’re comfortable with.
Thanks so much for your time and consideration!
Best regards,
[Your Name]
[Your Email Address]
Sample Request Letter 4: Volunteer Coordinator
Subject: Recommendation Request – [Your Name] – [Organization]
Dear [Volunteer Coordinator’s Name],
I hope this email finds you well. I am writing to request a letter of recommendation for my application to [Program/Opportunity]. The deadline is [Date].
I greatly enjoyed my time volunteering at [Organization Name] from [Start Date] to [End Date]. I believe I made a significant contribution to [Specific task/project]. Given your direct supervision and my active involvement, I believe you are well-suited to speak to my dedication, teamwork skills, and passion for [Cause related to volunteering]. I have attached information about [Program/Opportunity] and my resume for your convenience. Please let me know if you’re able to assist.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Email Address]
Sample Request Letter 5: High School Teacher for College Application
Subject: Recommendation Request – [Your Name] – College Applications
Dear [Teacher’s Name],
I hope this email finds you well. I am writing to request a letter of recommendation to support my college applications. The common application deadline is [Date] but some applications have slightly different dates.
I truly enjoyed your [Course Name] class during my [Grade Level] year. I learned so much about [Subject matter], and I especially appreciated [Specific aspect of the class]. I am planning to major in [Intended major] and believe that the skills I developed in your class, particularly [Specific skill], will be invaluable. I have attached my resume, transcript, and a list of colleges I’m applying to, along with a brief statement of my intended major. Please let me know if this is something you would be able to do.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Email Address]
Sample Request Letter 6: Request for a Reference for Scholarship
Subject: Recommendation Request – [Your Name] – Scholarship Application
Dear [Reference’s Name],
I hope this email finds you well. I am writing to request a letter of recommendation in support of my application for the [Scholarship Name] scholarship. The deadline for submission is [Date].
As you know, I’ve been actively involved in [Relevant activities/achievements]. The [Scholarship Name] scholarship would significantly support my education and allow me to focus more on [Goals/aspirations]. Given your understanding of my [Relevant qualities/skills], I believe you could provide a valuable perspective on my suitability for this scholarship. I have attached my application materials and resume. Please let me know if you are able to write a letter for me.
Thank you for your consideration.
Sincerely,
[Your Name]
[Your Email Address]
Sample Request Letter 7: Request to a Mentor for Career Advancement
Subject: Recommendation Request – [Your Name] – [Opportunity/Promotion]
Dear [Mentor’s Name],
I hope you are doing well. I am reaching out to request a letter of recommendation for [Opportunity/Promotion]. The deadline for submitting the letter is [Date].
Your guidance has been instrumental in my career growth, and I believe your perspective on my [Skills/Qualities] would greatly benefit my application. Could you speak to my [Specific qualities/achievements] that align with the requirements of the [Opportunity/Promotion]? I have attached my updated resume, job description, and any relevant supporting documents. Please let me know if you’re able to provide a recommendation.
Thank you for your continued support and consideration.
Best Regards,
[Your Name]
[Your Email Address]
Sample Request Letter 8: Request to Advisor for Internship
Subject: Recommendation Request – [Your Name] – Internship Application
Dear [Advisor’s Name],
I hope this email finds you well. I am writing to request a letter of recommendation for an internship at [Company Name]. The deadline for submission is [Date].
Your insights on my academic performance and personal growth have been invaluable. With your understanding of my [Relevant skills and qualities], could you speak to my ability to [Specific skills/abilities required for the internship]? I have attached my resume, the internship description, and any required materials. Please let me know if you are able to write a letter.
Thank you for your guidance and consideration.
Best Regards,
[Your Name]
[Your Email Address]
Sample Request Letter 9: For a Residency Program
Subject: Recommendation Request – [Your Name] – Residency Program
Dear Dr. [Professor’s Last Name],
I hope this email finds you well. I am writing to request a letter of recommendation in support of my application to a residency program in [Specialty] at [Hospital/University]. The deadline for submission is [Date].
I thoroughly enjoyed my rotation under your supervision in [Department/Rotation] and I was hoping you can provide your personal view on my abilities. As you know, I am planning to major in [Intended major] and believe that the skills I developed in your rotation, particularly [Specific skill], will be invaluable. I have attached my resume, transcript, and a list of residency programs I’m applying to. Please let me know if this is something you would be able to do.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Email Address]
Sample Request Letter 10: Request to a Former Employer
Subject: Recommendation Request – [Your Name] – Job Application
Dear [Employer’s Name],
I hope this email finds you well. I am writing to request a letter of recommendation in support of my application for the [Job Title] position at [Company Name]. The deadline for submission is [Date].
As you know, I worked at [Company Name] as a [Your Job Title] from [Start Date] to [End Date]. I believe my experience working at [Company Name] has significantly shaped my current aspirations, therefore, I would really appreciate it if you can write me a letter. I have attached my resume and the job description for your review. Please let me know if you are able to write a letter for me.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Email Address]
Sample Request Letter 11: Request to a Networking Contact
Subject: Recommendation Request – [Your Name] – Job Application
Dear [Contact’s Name],
I hope this email finds you well. I am writing to request a letter of recommendation in support of my application for the [Job Title] position at [Company Name]. The deadline for submission is [Date].
As you know, we met at [Networking Event] and have been in contact since then. I believe you have a good understanding of my strengths in [Specific Skills] and my work ethic. Specifically, I was hoping you could touch upon [Specific achievement/skill you want them to highlight]. I’ve attached my resume and a brief description of [Opportunity] for your reference. Please let me know if this is something you’re comfortable with.
Thanks so much for your time and consideration!
Best regards,
[Your Name]
[Your Email Address]
Sample Request Letter 12: Request for a Grant Application
Subject: Recommendation Request – [Your Name] – Grant Application
Dear [Reference’s Name],
I hope this email finds you well. I am writing to request a letter of recommendation in support of my application for the [Grant Name] grant. The deadline for submission is [Date].
As you know, I’ve been actively involved in [Relevant activities/achievements]. The [Grant Name] grant would significantly support my education and allow me to focus more on [Goals/aspirations]. Given your understanding of my [Relevant qualities/skills], I believe you could provide a valuable perspective on my suitability for this grant. I have attached my application materials and resume. Please let me know if you are able to write a letter for me.
Thank you for your consideration.
Sincerely,
[Your Name]
[Your Email Address]
Sample Request Letter 13: Request to a Professor
Subject: Recommendation Request – [Your Name] – College Application
Dear [Professor’s Name],
I hope this email finds you well. I am writing to request a letter of recommendation in support of my college application. The common application deadline is [Date] but some applications have slightly different dates.
I truly enjoyed your [Course Name] class during my [Grade Level] year. I learned so much about [Subject matter], and I especially appreciated [Specific aspect of the class]. I am planning to major in [Intended major] and believe that the skills I developed in your class, particularly [Specific skill], will be invaluable. I have attached my resume, transcript, and a list of colleges I’m applying to, along with a brief statement of my intended major. Please let me know if this is something you would be able to do.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Email Address]
Sample Request Letter 14: Request to a Volunteer Coordinator
Subject: Recommendation Request – [Your Name] – [Opportunity]
Dear [Volunteer Coordinator’s Name],
I hope this email finds you well. I am writing to request a letter of recommendation for my application to [Program/Opportunity]. The deadline is [Date].
I greatly enjoyed my time volunteering at [Organization Name] from [Start Date] to [End Date]. I believe I made a significant contribution to [Specific task/project]. Given your direct supervision and my active involvement, I believe you are well-suited to speak to my dedication, teamwork skills, and passion for [Cause related to volunteering]. I have attached information about [Program/Opportunity] and my resume for your convenience. Please let me know if you’re able to assist.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Email Address]
Sample Request Letter 15: Request to a High School Teacher
Subject: Recommendation Request – [Your Name] – College Application
Dear [Teacher’s Name],
I hope this email finds you well. I am writing to request a letter of recommendation in support of my college application. The deadline for submission is [Date].
I truly enjoyed your [Course Name] class during my [Year in School]. I believe my time in your class equipped me with the knowledge and tools needed to excel in college. I would appreciate it if you can write me a letter to support my college endeavors.I have attached my resume, transcript, and a list of colleges I’m applying to. Please let me know if this is something you would be able to do.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Email Address]
Sample Request Letter 16: Request to a Former Professor
Subject: Recommendation Request – [Your Name] – Graduate Program
Dear [Professor’s Name],
I hope this email finds you well. I am writing to request a letter of recommendation in support of my application to [Program Name] at [University Name]. The deadline for submission is [Date].
I truly enjoyed your [Course Name] class during my [Year in School] at [University Name]. I believe the work you taught in that class, has greatly shaped my career today. I would appreciate it if you can write me a letter to support my goals. I have attached my resume, transcript, and application guidelines for the [Program Name]. Please let me know if this is something you would be able to do.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Email Address]
Sample Request Letter 17: Request to a Project Leader
Subject: Recommendation Request – [Your Name] – Opportunity at [New Company]
Dear [Leader’s Name],
I hope this email finds you well. I am writing to request a letter of recommendation in support of my application for a project lead role at [New Company]. The deadline for submission is [Date].
I was a project member of [Organization Name] for 3 years and was on the project [Project Name]. I was an invaluable member of the team, providing the support needed for its success. It would be a great honor to receive a reference letter from you to support this new endeavor.Please let me know if this is something you would be able to do.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Email Address]
Sample Request Letter 18: Request to a Department Head
Subject: Recommendation Request – [Your Name] – Application for [Position]
Dear [Head’s Name],
I hope this email finds you well. I am writing to request a letter of recommendation in support of my application for the [Position] position at [Company Name]. The deadline for submission is [Date].
During my time in the [Department Name] department, I gained invaluable experience with [Specific skill] and [Other Specific Skill]. With your experience in the industry, it would be a great honor to receive a reference letter from you to support this new endeavor.Please let me know if this is something you would be able to do.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Email Address]
Sample Request Letter 19: Request to a Current Manager
Subject: Recommendation Request – [Your Name] – Application for [Position]
Dear [Manager’s Name],
I hope this email finds you well. I am writing to request a letter of recommendation in support of my application for the [Position] position at [Company Name]. The deadline for submission is [Date].
During my time in the [Department Name] department, I gained invaluable experience with [Specific skill] and [Other Specific Skill]. With your leadership, I was able to learn a plethora of skills needed to succeed in today’s workplace. I have included my resume, as well as any other documentation needed. Please let me know if this is something you would be able to do.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Email Address]
Key Takeaways for Requesting Reference Letters
Requesting a reference letter is a crucial step in advancing your career or academic pursuits. By following the tips and utilizing the sample templates provided, you can increase your chances of receiving a strong and impactful recommendation. Remember to personalize your requests, provide ample information, and express your gratitude to potential recommenders. A well-executed request is a sign of professionalism and respect, significantly enhancing your chances of success.
