How to Effectively Request a Recommendation Letter via Email
Requesting a letter of recommendation via email is often the first step in a crucial process, whether it’s for a job application, graduate school, or scholarship. The key is to be professional, polite, and provide the recommender with all the necessary information they need to write a strong and supportive letter. Remember that their time is valuable, so make it as easy as possible for them to say “yes” and create a compelling recommendation on your behalf. Before emailing, consider if an email is the most appropriate method; if you have a strong relationship with the recommender, a brief in-person discussion might be a better starting point.
Crafting Your Email Request: Essential Elements
Your email should include a clear subject line (e.g., “Recommendation Request – [Your Name]”), a personalized greeting, and a concise explanation of why you’re requesting the letter. Clearly state the purpose of the recommendation (e.g., applying to a specific program or job) and mention any relevant deadlines. Attach your resume/CV and any other materials that might be helpful. Most importantly, offer to provide them with more information if needed and express your sincere gratitude for their time and consideration. Don’t forget to mention when you took their class or worked with them, to jog their memory.
Follow-Up and Providing Support
After sending your initial email, it’s wise to follow up within a week if you haven’t received a response. A gentle reminder can be helpful, especially for busy professionals. If they agree to write the letter, continue to offer your support by providing them with any additional information they might need, such as talking points, accomplishments related to the position, or information about the organization. Make sure to thank them again after they submit the letter. This demonstrates your professionalism and appreciation.
Remember the Importance of Timing
Giving your recommender sufficient lead time is essential. Aim to request the letter at least 4-6 weeks before the deadline. This allows them ample time to craft a thoughtful and well-written recommendation without feeling rushed. Rushing can lead to a less compelling letter and ultimately hurt your chances. Also, be mindful of holiday periods or busy seasons for your potential recommender.
Sample Recommendation Request Letters
Sample 1: Request to a Professor
Subject: Recommendation Request – [Your Name] – Application for [Program/Position]
Dear Professor [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 the [Program Name] at [University Name]. The deadline for submission is [Date].
I thoroughly enjoyed your [Course Name] course during the [Semester/Year] semester. I learned a great deal about [Specific Topic] and believe that my performance in the class demonstrated my [Relevant Skills/Qualities]. I’m applying to [Program/Position] because [briefly explain your goals and how the program/position aligns with your interests].
I have attached my resume and a statement of purpose for your review. I am happy to provide any additional information you may need, such as a copy of my transcript or specific details about the program.
Thank you for considering my request. I appreciate your time and guidance.
Sincerely,
[Your Name]
[Your Email Address]
[Your Phone Number (Optional)]
Sample 2: Request to a Former Supervisor
Subject: Recommendation Request – [Your Name] – Application for [Job Title] at [Company Name]
Dear [Supervisor’s Name],
I hope you are doing 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 submitting the letter is [Date].
During my time at [Previous Company Name] as a [Your Role], I had the privilege of working under your supervision. I believe that my contributions to the [Project Name] project, particularly my work on [Specific Task], demonstrated my skills in [Relevant Skills].
The [Job Title] position at [Company Name] aligns perfectly with my career goals because [briefly explain why this role is a good fit]. I have attached my resume and the job description for your review.
I would be grateful if you could write a letter highlighting my [Mention specific skills/qualities you want them to emphasize]. Please let me know if you require any further information.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Email Address]
[Your Phone Number (Optional)]
Sample 3: Request to a Mentor
Subject: Recommendation Request – [Your Name] – Application for [Opportunity]
Dear [Mentor’s Name],
I hope this email finds you in good health. I am reaching out to you because I am applying for [Opportunity – e.g., scholarship, internship, fellowship] and require a letter of recommendation. The deadline is [Date].
Your guidance and mentorship have been invaluable to me over the past [Duration – e.g., year, few years]. I’ve always valued your insights on [Specific area of expertise]. I am applying to this [Opportunity] because [Briefly explain reason and connection to mentor’s influence].
I’ve attached my application materials, including my resume and a personal statement outlining my goals. I’d particularly appreciate it if you could speak to my [Specific qualities or experiences relevant to the opportunity].
Please let me know if this is something you’re able to do. I’m happy to provide you with any additional information that might be helpful.
Thank you for your continued support and encouragement.
Sincerely,
[Your Name]
[Your Email Address]
[Your Phone Number (Optional)]
Sample 4: Follow Up Email
Subject: Following up on Recommendation Request – [Your Name] – Application for [Program/Position]
Dear Professor [Professor’s Last Name],
I hope this email finds you well. I am writing to follow up on my previous email from [Date of original email] regarding a request for a letter of recommendation in support of my application to the [Program Name] at [University Name]. The deadline for submission is [Date].
I understand you are very busy, but I wanted to gently remind you of my request. If you are able to write a letter of recommendation, please let me know and I can resend any materials you may need, or provide any additional information.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Email Address]
[Your Phone Number (Optional)]
In Conclusion
Requesting a letter of recommendation via email is a delicate process that requires careful planning and execution. By following the tips and using the templates provided, you can increase your chances of receiving a strong and supportive letter. Remember to be professional, provide all necessary information, and express your sincere gratitude. A well-crafted email request can significantly impact your application and future opportunities.
