It is common to need a letter of recommendation after you have graduated, whether for graduate school or a new job. Contacting a professor years later can seem daunting, but faculty are accustomed to being approached by former students. With a professional and considered approach, the process can be straightforward.
Choose the Right Professor
Selecting the appropriate professor is the first step. Your goal is to secure a strong, detailed, and persuasive letter, not just a generic one. The best choice is a professor who can speak to your specific abilities and character with genuine insight, offering more than just confirmation of a good grade.
Consider professors with whom you had a positive connection. This might be a faculty member whose class you excelled in, but ideally, it’s also someone with whom you interacted during office hours or who supervised a significant project. An academic advisor can also be a good choice, as they have a broader view of your academic career. The professor’s field should also align with your future goals.
Create a shortlist of two or three potential recommenders. This gives you alternatives if your first choice is unavailable. For each name, jot down the courses you took, the grades you received, and any specific projects that stood out. This preparation will help you choose the most suitable professor and will be useful when you make your formal request.
Prepare Your Request Packet
Before drafting your email, compile a comprehensive request packet of digital documents. The purpose is to make the process seamless for the professor, providing all necessary information to write a compelling letter without extensive research. This packet acts as a reference guide, refreshing their memory of you and detailing the opportunity you are pursuing. A well-organized packet shows professionalism and respect for their time.
Your packet should contain several items:
- An updated resume or curriculum vitae (CV).
- A copy of your unofficial academic transcript.
- A draft of your personal statement or cover letter for the application.
- Information about the opportunity, including a link to the description and the deadline.
- A brief document listing major papers or projects from their class.
- Clear instructions on how the letter needs to be submitted.
Craft the Perfect Email
The email you send is your formal point of contact and sets the tone for your request, so it needs to be professional, polite, and clear. Taking the time to craft it carefully is a worthwhile investment.
Begin with a clear and descriptive subject line, like “Recommendation Request: [Your Name], [Class and Year].” For the opening, use a formal salutation such as “Dear Dr. [Professor’s Last Name]” to maintain a professional tone.
The first paragraph should serve as a re-introduction. State your full name, the specific course(s) you took with them, and the semester and year. To help jog their memory, mention a specific detail from the class, such as a project you enjoyed or a particular discussion that resonated with you.
Following the re-introduction, state clearly that you are asking for a letter of recommendation. Specify the purpose, for instance, “I am writing to respectfully request if you would be willing to write a strong letter of recommendation for my application to…” Mentioning that you are seeking a “strong” letter gives the professor an opportunity to decline if they feel they cannot provide one.
In the next paragraph, mention that you have attached a request packet with all the necessary materials. Briefly list the contents to show you are organized and have prepared thoroughly. State the deadline clearly, providing at least three to four weeks of notice. Close the email by thanking them for their time and consideration.
Follow Up and Express Gratitude
After sending your initial request, professional follow-up and sincere gratitude are necessary parts of maintaining a positive relationship. Professors have demanding schedules, and a polite reminder can be helpful. If you don’t receive a response within a week or two, it is appropriate to send a gentle follow-up email.
This follow-up should be brief and courteous. A simple message such as, “Dear Dr. [Professor’s Last Name], I am writing to follow up on my email from last week regarding a letter of recommendation. I just wanted to ensure you received it and see if it is something you might have time to consider. The deadline is [Date].”
Once a professor agrees to write your letter, and again after they have submitted it, sending a thank-you note is an important gesture. An email is good, but a handwritten note can leave a lasting positive impression. It is also good practice to keep them updated on the outcome of your application, showing them that their help had a real impact.
What to Do if They Say No
There is a possibility that a professor may decline your request, and it is important not to take this personally. Professors have valid reasons for saying no; they might be on sabbatical, overwhelmed with other commitments, or simply not remember you well enough to write a strong, specific letter. A vague letter can be more damaging to your application than no letter at all.
If a professor says no, the correct response is to be gracious and understanding. Send a brief and polite email thanking them for their time and for considering your request. This maintains a professional connection. After sending your thank you, promptly move on to the next professor on your shortlist.