Asking for a letter of recommendation can feel intimidating, especially when you have to do it by email instead of in person. Yet, a strong recommendation is often the key to standing out for a top school, job, or scholarship. With the right approach and clear communication, you can turn your request into a confident, successful step toward your goals.
Key Takeaways
Always be respectful and polite in your email.
Clearly state your purpose and explain why you chose this individual.
Provide sufficient context and supporting materials to help them write a strong letter.
Request a reasonable deadline and follow up appropriately.
Always express gratitude for their effort and time.
Step 1: Choose the Right Person to Ask
Your choice of recommender is critical. Ideally, select someone who knows you well and can provide specific examples about your strengths and accomplishments. This might include:
Professors or teachers
Supervisors or managers
Coaches or mentors
Community leaders
For example, if you’re applying to a graduate program in economics, a professor who taught you economics and praised your analytical skills in class would be ideal.
Step 2: Craft a Clear Subject Line
The subject line of your email should be straightforward and clear. This helps the recipient recognize your email’s purpose immediately.
Examples of effective subject lines include:
“Request for Letter of Recommendation – John Doe”
“Recommendation Letter Request for Graduate School – Jane Smith”
“Letter of Recommendation Needed by [Date] – Alex Johnson”
Step 3: Begin with a Polite Greeting
Use a formal and polite greeting, especially if your relationship with the recipient is professional or academic.
Examples of suitable greetings:
Dear Professor Johnson,
Good morning, Dr. Smith,
Hello Ms. Green,
Step 4: State Your Purpose Clearly
Explain upfront the reason for your email. Being clear and concise shows respect for your recommender’s time.
Here’s a practical example:
“I hope this message finds you well. I’m reaching out to kindly ask if you would be willing to provide a letter of recommendation for my graduate school application to Harvard University’s MBA program.”
Step 5: Provide Context and Supporting Materials
To help your recommender craft an effective letter, include the following:
A brief overview of the opportunity (job, academic program, scholarship)
Why you’re applying and how it aligns with your goals
Your resume or curriculum vitae
A list of accomplishments or experiences relevant to the recommendation
Deadlines and submission details clearly outlined
Example:
“I’ve attached my updated resume and a brief summary of my achievements during my internship. The deadline for submission is July 15th, and the letter can be uploaded directly to the provided link.”
Supporting Materials Checklist
| Material | Why It’s Helpful |
|---|---|
| Resume/CV | Provides an overview of your experiences and accomplishments |
| Personal Statement | Helps align the recommendation with your goals |
| Specific Instructions | Clarifies how and when the letter should be submitted |
Step 6: Set Clear Deadlines and Instructions
Always specify when you need the recommendation letter. Ideally, provide at least two weeks’ notice. Be clear on how the recommender should submit the letter, whether via email, mail, or an online portal.
Step 7: Express Gratitude and Appreciation
Showing gratitude is vital to maintaining a positive professional relationship. Always close your email by thanking them in advance for their time and support.
Example:
“Thank you very much for considering my request. Your support has always meant a lot to me, and I truly appreciate your assistance.”
Step 8: Follow Up Appropriately
If your recommender agrees, send a polite follow-up a few days before the deadline if the letter hasn’t yet been submitted. A gentle reminder demonstrates professionalism without being pushy.
Example follow-up:
“I wanted to kindly remind you that the letter of recommendation is due this Friday. If you need any more information from me, please let me know. Thank you again for your support!”
Statistics Insight
According to a survey by NACE (National Association of Colleges and Employers), more than 90% of employers value letters of recommendation when making hiring decisions, underscoring the importance of a well-crafted request.
Real-Life Example Email Template:
Here’s a sample email request you can adapt:
Subject: Request for Letter of Recommendation – Graduate School
Dear Professor Adams,
I hope you’re doing well. I’m applying to the Master’s in Psychology program at the University of Michigan, and your class in behavioral psychology deeply influenced my decision. I’m hoping you could provide a letter of recommendation based on my performance in your course and our research project.
I’ve attached my resume and the details of the program. The submission deadline is March 30th, and the letter can be uploaded through the link I’ve provided below.
Thank you very much for considering this request. I greatly appreciate your time and support.
Best regards,<br>
Jamie Lee
Final Thoughts
Asking for a letter of recommendation through email is straightforward when approached thoughtfully and professionally. Remember to choose your recommender wisely, provide clear and useful context, and express genuine gratitude.
Following these guidelines can significantly enhance your chances of obtaining a recommendation letter that genuinely reflects your potential and supports your ambitions.
Citations:
National Association of Colleges and Employers (NACE). “Job Outlook Survey.”
Harvard Business Review. “How to Ask Someone to Be Your Reference: Email Examples.”
