Crafting the Perfect Recommendation Request Email
Asking for a letter of recommendation can feel daunting, but a well-crafted email can significantly increase your chances of success. Focus on being respectful of the recommender’s time, providing ample context, and making the process as easy as possible for them. Clarity, conciseness, and gratitude are key elements.
Key Elements of an Effective Email Request
Start with a personalized greeting and immediately remind the recommender of your relationship and any relevant experiences you shared. Clearly state your purpose, specifying the program, job, or scholarship you’re applying for and highlighting why you believe they are a suitable recommender. Offer to provide them with all necessary materials, such as your resume, personal statement, and application instructions.
Making it Easy for Your Recommender
To streamline the process, be upfront about the deadline for the letter’s submission. Offer to provide talking points or specific examples of your work that they can highlight in their recommendation. Finally, express your sincere gratitude for their time and consideration, emphasizing how much their support would mean to you.
Following Up and Showing Appreciation
After sending the initial request, a polite follow-up email a week or so before the deadline can be a helpful reminder. Whether or not they agree to write the letter, always send a thank-you note expressing your appreciation for their time and consideration. Once you’ve received the letter or, later, been accepted to the opportunity, follow up again to let them know the outcome. They will appreciate being informed of your progress.
Sample Recommendation Request Emails
Email 1: For a Professor
Subject: Recommendation Request – [Your Name] – [Program Name] Application
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 during the [Semester/Year] semester. I thoroughly enjoyed your lectures and learned a great deal from your insights on [Specific Topic].
I am writing to request a letter of recommendation in support of my application to the [Program Name] program at [University Name]. The deadline for submission is [Date]. I believe your perspective on my [Specific Skill/Trait] developed in your class would be particularly valuable.
I have attached my resume, transcript, and a brief personal statement outlining my goals. I am also happy to provide further information or answer any questions you may have.
Thank you for considering my request. I truly appreciate your time and guidance.
Sincerely,
[Your Name]
[Your Email Address]
[Your Phone Number (Optional)]
Email 2: For a Supervisor
Subject: Recommendation Request – [Your Name] – [Job Title] Application
Dear [Supervisor’s Name],
I hope you are doing well. As you know, I worked under your supervision as a [Your Job Title] at [Company Name] from [Start Date] to [End Date]. I greatly valued the opportunity to learn from you and contribute to [Project/Team].
I am currently applying for a [Job Title] position at [Company Name] and would be honored if you would consider writing me a letter of recommendation. The deadline for submission is [Date]. I believe your insights into my [Specific Skill/Trait] demonstrated during my time at [Company Name] would be extremely helpful.
I have attached my resume, the job description, and a summary of my accomplishments during my time working for you. Please let me know if there’s any other information I can provide.
Thank you for your time and consideration.
Best regards,
[Your Name]
[Your Email Address]
[Your Phone Number (Optional)]
Email 3: For a Mentor
Subject: Recommendation Request – [Your Name] – [Scholarship/Program]
Dear [Mentor’s Name],
I hope this email finds you well. I’m writing to you today to request a letter of recommendation in support of my application for the [Scholarship/Program] at [Organization/University]. The deadline for the letter is [Date].
As you know, you have been a valuable mentor to me over the past [Number] years, and your guidance has significantly shaped my [Skill/Area of Interest]. I feel your perspective on my [Specific Trait/Quality] and potential would be extremely beneficial to my application.
I have attached my application materials, including my resume and a personal statement. I would be happy to discuss my application and answer any questions you might have.
Thank you so much for your time and consideration.
Sincerely,
[Your Name]
[Your Email Address]
Email 4: Follow-Up Email (One Week Before Deadline)
Subject: Following Up: Recommendation Request – [Your Name]
Dear [Recommender’s Name],
I hope this email finds you well. I am writing to follow up on my previous request for a letter of recommendation for my application to the [Program/Job/Scholarship] at [Organization/University]. The deadline for submission is [Date], which is coming up soon.
I understand you are busy, and I appreciate you considering my request. Please let me know if there is anything further I can provide to help you with the letter.
Thank you again for your time and consideration.
Sincerely,
[Your Name]
[Your Email Address]
Email 5: Thank You Email (After Recommender Agrees/Declines)
Subject: Thank You – Recommendation Request
Dear [Recommender’s Name],
Thank you so much for agreeing to write a letter of recommendation for my application to the [Program/Job/Scholarship] at [Organization/University]. I sincerely appreciate you taking the time out of your busy schedule to support me.
Or (if they decline)
Thank you so much for considering my request for a letter of recommendation for my application to the [Program/Job/Scholarship] at [Organization/University]. I understand that you are busy, and I appreciate you taking the time to consider my request.
I will keep you updated on the outcome of my application.
Sincerely,
[Your Name]
[Your Email Address]
Conclusion: Requesting Recommendations the Right Way
By following these guidelines and tailoring your email to each individual recommender, you significantly increase your chances of receiving a strong letter of recommendation that strengthens your application. Remember that clear communication, respect for their time, and genuine gratitude are essential to the process.
