Preparing to Ask: Laying the Groundwork
Before you even think about drafting an email, thorough preparation is key. First, consider which professor knows you best and can speak most positively about your skills, work ethic, and academic performance. Think about professors whose courses you excelled in, or with whom you had a significant interaction, such as during office hours or research projects. Once you’ve identified a suitable professor, review your interactions and accomplishments in their class. This will help you provide them with a detailed reminder of your contributions when you make your request.
Crafting the Perfect Request Email
Your email should be professional, concise, and respectful. Start with a polite greeting and clearly state your purpose: you are requesting a letter of recommendation. Mention the specific opportunity you are applying for (e.g., graduate school program, internship, job). This helps the professor tailor the letter to the specific requirements. Briefly remind them of your connection (e.g., “I was a student in your [Course Name] class in [Semester/Year]”) and highlight specific projects or achievements that would be relevant to the recommendation. Most importantly, be sure to include the deadline for submission so the professor can decide quickly if they can accomodate your request in a timely manner.
Providing Supporting Materials
Make it as easy as possible for the professor to write a strong letter. Attach your resume or CV, a personal statement (if applicable), and a transcript to your email. These documents provide a comprehensive overview of your qualifications and achievements. In the body of the email, also offer to provide additional information, such as a list of your key skills or a brief summary of the program or position you are applying for. A proactive and helpful approach demonstrates your commitment to the process and increases the likelihood of receiving a positive and impactful recommendation.
Following Up and Expressing Gratitude
If you haven’t heard back from the professor within a week, send a polite follow-up email. Sometimes emails get lost in the shuffle. A gentle reminder is perfectly acceptable. After the professor submits the letter, send a thank-you email expressing your sincere appreciation for their time and effort. Acknowledge the importance of their support and let them know the outcome of your application. Maintaining a positive relationship with your professors can be invaluable for your future academic and professional endeavors.
Sample Request Letters
Sample Letter 1: Grad School Application
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 [Name of Program] program at [Name of University]. The deadline for submission is [Date].
I greatly enjoyed your [Course Name] class in [Semester/Year]. I particularly found [Specific topic or project] insightful and it has significantly influenced my interest in [Area of study]. I believe my work on [Specific project] demonstrated my abilities in [Specific skill] and would be relevant to my application.
I have attached my resume, transcript, and personal statement for your review. Please let me know if you require any further information.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Student ID]
Sample Letter 2: Internship Application
Dear Professor [Professor’s Last Name],
I hope this email finds you well.
I am writing to respectfully request a letter of recommendation in support of my application for the [Name of Internship] internship at [Name of Company]. The deadline for the recommendation is [Date].
I took your [Course Name] course during the [Semester/Year] semester, and I learned a great deal from your lectures and the assigned readings. I believe the knowledge and skills I gained in your class, particularly in [Specific skill], would be directly relevant to the internship.
As you may recall, I completed a project on [Project Name], where I [Briefly describe your work and accomplishments]. I believe this project demonstrates my ability to [Specific skill or ability].
To assist you in writing your recommendation, I have attached my resume, transcript, and a brief description of the internship. Please let me know if you require any additional information.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Student ID]
Conclusion
Requesting a letter of recommendation from a professor requires careful planning and professional communication. By following these steps – preparing thoroughly, crafting a compelling email, providing supporting materials, and expressing gratitude – you can significantly increase your chances of receiving a strong and effective letter that will enhance your application. Remember to give your professors ample time to write a thoughtful and personalized recommendation, as this reflects positively on your own diligence and respect for their expertise.
