A thoughtfully written letter of recommendation provides a personal endorsement that sets you apart from other applicants. It offers a perspective on your character, skills, and achievements that a resume cannot. Approaching this process with professionalism shows respect for the opportunity and the person you are asking. A formal, well-prepared request also equips your recommender to write the most effective letter possible on your behalf.
Choose the Right Recommender
The ideal recommender is someone who knows you well and can speak in detail about your abilities and character. Their relevance to the opportunity is a factor; a professor is a strong choice for academic applications, while a supervisor can better speak to your professional capabilities. The depth of their knowledge about you is more impactful than their job title, as a detailed letter from a direct manager carries more weight than a generic one from an executive who barely knows you.
Choose individuals who have witnessed your work firsthand and can provide specific anecdotes that illustrate your strengths. This could be a professor with whom you completed a research project or a manager who oversaw an initiative you led. Their ability to articulate concrete examples of your performance makes the letter compelling. It is also beneficial to choose someone enthusiastic about supporting you, as their belief in your potential creates a more persuasive endorsement.
If you cannot ask your current supervisor to maintain confidentiality about your job search, it is acceptable to ask a former supervisor, a senior colleague, or a client. In these cases, you can briefly explain the situation in your application’s optional essay section. The goal is to select someone who can provide a positive and detailed account of your qualifications.
Prepare Your Request Materials
Before sending your request, gather a comprehensive set of materials. Providing these documents makes the recommender’s job easier and enables them to write a more specific and impactful letter. The more relevant information you provide, the better equipped they will be to highlight your most applicable skills and experiences.
Your materials should include an updated resume or curriculum vitae (CV) for an overview of your accomplishments. Also include the specific job or program description so the recommender understands what the organization is looking for. A draft of your personal statement or cover letter is also helpful, as it provides insight into your motivations and goals.
Include logistical information, such as the submission deadline and the exact submission method. For academic applications, provide a copy of your transcript and a list of noteworthy assignments or projects you completed in their class. For online submissions, note if they will receive an automated link to upload their letter.
Time Your Request Appropriately
The timing of your request reflects your respect for the recommender’s schedule. Ask for a letter of recommendation at least four to six weeks before the deadline. This window provides them with ample time to compose a thoughtful letter without feeling rushed, which helps you avoid a generic or less-detailed endorsement.
Sufficient notice shows consideration for your recommender’s professional and personal obligations. Professors and managers often write multiple letters during peak application seasons for schools or jobs. Asking well in advance allows them to fit the task into their schedule, which can positively influence their willingness to write a strong letter.
If you anticipate applying during a busy period, like the end of a semester, check on their availability even earlier. A preliminary inquiry a couple of months ahead of time helps you gauge their capacity. This foresight gives you enough time to approach an alternative recommender if your first choice is unavailable.
Craft the Formal Request
The formal request is typically an email where you officially ask for the letter. A well-crafted message should be professional, clear, and respectful to streamline the process for both you and the recommender.
- Use a direct subject line. A clear title like “Recommendation Request for [Your Name]” helps the recipient immediately understand the email’s purpose and prevents it from getting lost in a crowded inbox.
- Begin with a formal salutation. Use “Dear Professor [Last Name]” or “Dear Mr./Ms. [Last Name]”. While you can adjust for a close relationship, it is safer to err on the side of formality.
- State your request directly. In the first paragraph, write something like, “I am writing to request a letter of recommendation for my application to the [Program Name] at [University Name].”
- Remind them of your connection. A brief reminder is helpful, such as, “I was a student in your [Class Name] course during the [Semester, Year]” or “I reported to you as a [Your Job Title] from [Start Date] to [End Date].”
- Mention your attached materials. State that you have attached documents to assist them, such as your resume, the program description, and your personal statement. This shows you are organized and considerate of their time.
- Reiterate the deadline and submission method. Clearly state, “The deadline for submission is [Date], and the letter must be uploaded directly to their application portal.” This places the information where it is easy to find.
- Provide a polite way for them to decline. Include a phrase like, “I understand you have a busy schedule, so please let me know if you are unable to provide a letter at this time.” This removes pressure and reinforces your professionalism.
Follow Up and Express Gratitude
After your initial request, professional follow-up and sincere gratitude are necessary to maintain a positive relationship with your recommender. These steps help ensure the letter is submitted on time and allow you to close the loop professionally.
If you haven’t received confirmation, send a gentle reminder email about one week before the deadline. A polite nudge is often appreciated, as busy professionals can lose track of deadlines. You could write, “I’m sending a friendly reminder that the deadline for my letter of recommendation is next week. Please let me know if you need any additional information.”
Once the letter has been submitted, send a prompt thank-you note or email. A simple message expressing your appreciation for their time and support is sufficient. It is also good practice to follow up later to let them know the outcome of your application, which helps strengthen your professional relationship.