The process of securing a Letter of Recommendation (LOR) begins with the initial email request. The way this request is formulated sets the tone for the entire process, making the first impression on a busy former professor or supervisor. A well-crafted email demonstrates respect for the recommender’s time and provides the necessary clarity to facilitate a quick and positive response. This approach ensures the recommender can easily evaluate the request and understand the commitment required before agreeing to write on your behalf.
Selecting the Right Recommender and Timing Your Request
The effectiveness of a recommendation hinges on the writer’s ability to speak to your specific skills and qualities, making the selection of the recommender more important than their title. Select an individual who has directly observed your work ethic, achievements, and unique contributions in a relevant capacity. This could be a former manager, project lead, or professor from an advanced course. This person should be able to provide detailed, personalized anecdotes that align with the opportunity you are pursuing.
Timing the request is equally important, as recommenders often have numerous requests during peak application seasons. Aim to send your request at least one month before the application deadline; four to six weeks is the optimal timeframe for graduate school applications. This lead time allows the recommender to fit the writing process into their schedule, increasing the likelihood of receiving a strong, thoughtful letter. Giving less than two weeks’ notice is considered a discourtesy and may result in the person declining the request due to time constraints.
How to Structure the Recommendation Request Email
A structured and concise email is the best way to present a recommendation request, ensuring the recommender can quickly grasp the purpose and logistics. The body of the email must be easy to read and contain all the necessary information without being overly long. This clarity helps the recommender evaluate the request efficiently.
Crafting an Effective Subject Line
The subject line must communicate the email’s purpose, urgency, and sender immediately to ensure it is opened promptly. An effective subject line should be direct and descriptive, such as “LOR Request – [Your Name] – Deadline [Date]” or “Recommendation Request for [Opportunity Type].” Avoiding vague phrases or excessive punctuation prevents the email from being overlooked or flagged as spam. Keeping the subject line short, ideally under 60 characters, is beneficial for recommenders reading emails on mobile devices.
Re-Establishing Your Connection
Busy recommenders, especially professors and senior managers, may have interacted with hundreds of individuals since your last encounter, necessitating a brief reintroduction. Start by politely reminding them of the context in which they knew you, including the course name, project title, or the specific time period you worked together. Mentioning a specific accomplishment or a project completed under their guidance helps jog their memory and reinforces your positive relationship.
Stating the Purpose Clearly and Directly
The first paragraph of the email should explicitly state the purpose of the communication: requesting a letter of recommendation. Clearly identify the specific opportunity, such as a graduate program, scholarship, or job application, for which the letter is needed. Briefly explain why you believe they are the ideal person to write on your behalf, perhaps by noting their insight into your analytical abilities or performance on a specific assignment. This acknowledges their expertise and validates your choice of them as a recommender.
Outlining Specific Requirements and Deadlines
Before concluding the request, consolidate all logistical details to minimize the need for follow-up emails. Clearly state the official submission deadline and the required submission method, whether it is an online portal link or an email address. Phrase the request to ask if they feel comfortable writing a strong letter of recommendation for you, rather than simply asking if they will write one. This approach gives the recommender a graceful way to decline if they cannot advocate for you enthusiastically, allowing you time to find an alternative.
Essential Supporting Materials to Include
To make the writing process as smooth as possible, provide a concise packet of supporting materials in a clearly organized format, such as a single PDF or a shared folder link. This packet saves the recommender time and ensures they have all the necessary details to write a tailored and compelling letter. The most important inclusion is an updated resume or curriculum vitae (CV).
Supporting Materials Checklist
- An updated resume or curriculum vitae (CV), which clearly outlines your professional and academic trajectory.
- A detailed description of the opportunity, such as the job posting or the graduate program’s mission statement, so the recommender can align their comments with the requirements.
- Any drafted personal statement, statement of purpose, or application essay to understand the broader narrative of your application.
- Reminders of specific accomplishments, skills, or projects you would like them to highlight.
Professional Etiquette After Sending the Request
Once the recommender has agreed to write the letter, your responsibility shifts to facilitating the submission and maintaining a professional relationship. If the deadline is approaching and you have not received confirmation that the letter was submitted, send a polite reminder email three to five days before the final due date. This reminder should be brief and respectful of their time, offering to provide any additional information they might require.
After the letter has been submitted, immediately send a personalized thank-you note to express your gratitude for their time and effort. While an email is acceptable, a handwritten note can make a stronger impression and is often appreciated. Finally, once you receive the outcome of your application, update the recommender on whether you were accepted or secured the position. This step closes the loop, shows respect for their investment, and encourages future support.