How To Write An Email Requesting a Letter of Recommendation: A Complete Guide
Getting a letter of recommendation (LOR) is a crucial step in many academic and professional journeys. Whether you’re applying to graduate school, a new job, or a prestigious scholarship, a well-written LOR can significantly boost your chances of success. But before you can receive this invaluable endorsement, you need to ask for it – and the best way to do that is often through a well-crafted email. Let’s dive into how to write an email requesting a letter of recommendation that gets results.
The Importance of a Well-Crafted Email Request
A poorly written email can undermine your request, leaving the recipient unsure, overwhelmed, or even unwilling to help. A thoughtfully written email, on the other hand, demonstrates your professionalism, respect for the recommender’s time, and a clear understanding of what you need. This increases the likelihood of receiving a positive and impactful LOR.
Understanding the Key Elements: What to Include in Your Email
Before you start typing, consider the essential information you need to convey. Your email should be clear, concise, and provide the recommender with everything they need to write a compelling letter.
Crafting a Subject Line That Grabs Attention
The subject line is your first chance to make a good impression. It should be direct, informative, and immediately communicate the purpose of your email. Avoid vague subject lines like “Request” or “Letter of Recommendation.” Instead, opt for something specific, such as:
- “Letter of Recommendation Request - [Your Name] - [Program/Position]”
- “LOR Request - [Your Name] - Graduate School Application”
- “Recommendation Request - [Your Name] - [Job Title] Application”
Initiating the Conversation: The Opening Salutation and Introduction
Start with a professional salutation. “Dear Professor [Last Name]” or “Dear Mr./Ms. [Last Name]” is usually appropriate. Follow this with a brief introduction, reminding the recipient of your previous relationship. For example:
- “I hope this email finds you well. I’m writing to you as a former student from your [Course Name] class in [Semester/Year].”
- “I enjoyed working with you on the [Project Name] project last year and am writing to you now…”
Clearly State Your Request and Purpose
This is the core of your email. Be explicit about what you’re asking for: a letter of recommendation. Clearly state where the letter is needed (e.g., graduate school application, job application, scholarship). Provide the deadline for submission, and be realistic about the time frame. Give the recommender ample time to write a thoughtful letter.
Providing Context: Why You Need the Letter and Why This Person
Explain why you chose this particular individual to write your LOR. Highlight the specific experiences you shared, the skills you demonstrated, and how their perspective is valuable. This helps the recommender understand why they were chosen and tailor their letter accordingly. Remind them of your strengths and achievements that they witnessed firsthand.
Supplying the Necessary Information and Materials
Provide the recommender with all the information they need to write a strong LOR. This includes:
- Your resume/CV: This provides an overview of your accomplishments and experiences.
- A personal statement or statement of purpose (if applicable): This gives the recommender insight into your goals and aspirations.
- The job description or program requirements: This helps them understand the specific skills and qualities the letter should address.
- Application deadlines and instructions: Make it easy for them to submit the letter (e.g., online portal, address).
- Any relevant transcripts or academic records: This gives context to your performance.
- A brief list of your key accomplishments and skills: This can jog their memory and help them focus on relevant aspects.
Expressing Gratitude and Offering to Help
Show your appreciation for their time and consideration. Offer to provide additional information or answer any questions they may have. This demonstrates your respect and makes the process easier for them.
Concluding the Email: Professional Closing and Contact Information
End with a professional closing, such as “Sincerely,” “Best regards,” or “Thank you for your time and consideration.” Include your full name, email address, and phone number.
Example Email Templates: Adapting to Different Situations
While every situation is unique, here are some example email templates you can adapt:
Template for a Professor
Subject: Letter of Recommendation Request - [Your Name] - Graduate Program Application
Dear Professor [Last Name],
I hope this email finds you well. I’m writing to you as a former student from your [Course Name] class in [Semester/Year]. I am applying to the [Graduate Program Name] program at [University Name] and would be very grateful if you would consider writing a letter of recommendation on my behalf.
The deadline for submitting the letter is [Date]. I chose you because I greatly enjoyed your [Course Name] class, and I feel you witnessed my [Specific Skills/Qualities, e.g., critical thinking, research abilities, dedication].
To assist you, I have attached my resume, a copy of my personal statement, and the program requirements. I have also included a brief list of my key accomplishments that are relevant to the program: [List 2-3 accomplishments].
Please let me know if you are able to write a letter by [Date]. If so, I can provide you with any additional information you may need. Thank you for your time and consideration.
Sincerely,
[Your Name] [Your Email Address] [Your Phone Number]
Template for a Former Supervisor
Subject: Recommendation Request - [Your Name] - [Job Title] Application
Dear [Supervisor’s Name],
I hope this email finds you well. I am writing to request a letter of recommendation for a [Job Title] position at [Company Name]. I enjoyed my time working with you at [Company Name] from [Start Date] to [End Date], and I learned a great deal about [Specific Skills/Industry] during my time there.
The application deadline is [Date], and I would be honored if you would consider writing a letter of recommendation on my behalf. The job description is attached.
I have also attached my resume and a brief list of my key accomplishments during my time working under your supervision: [List 2-3 accomplishments].
Please let me know if you are able to write a letter by [Date]. I am happy to provide any further information that you may need. Thank you for your time and consideration.
Sincerely,
[Your Name] [Your Email Address] [Your Phone Number]
Common Mistakes to Avoid
Avoiding these pitfalls can significantly improve your chances of receiving a positive LOR:
Requesting Too Late
Give the recommender plenty of time. Don’t wait until the last minute. A rushed letter is less likely to be as effective. Aim to give them at least a few weeks, ideally a month or more.
Being Vague or Unclear
Be specific about what you need. Don’t assume the recommender knows all the details. Provide all necessary information, including deadlines, application instructions, and any relevant materials.
Not Providing Enough Information
Make it easy for the recommender to write a compelling letter. Provide your resume, personal statement, job description, and any other relevant documents.
Not Expressing Gratitude
Always thank the recommender for their time and consideration. Showing your appreciation goes a long way.
Forgetting to Follow Up
Follow up with the recommender a week or two before the deadline to ensure they have everything they need and to gently remind them.
Refining Your Email: Tips for a Polished Request
Here are some additional tips to help you craft a polished email:
Proofread Carefully
Always proofread your email for any grammatical errors or typos. Errors can make you appear unprofessional.
Tailor Each Email
Don’t send the same generic email to everyone. Customize your request to each individual. Highlight the specific experiences you shared and why their perspective is valuable.
Format for Readability
Use clear formatting. Break up long paragraphs into shorter ones, and use bullet points to make information easy to digest.
Be Professional
Maintain a professional tone throughout the email. Avoid slang, jargon, or overly casual language.
Respect Their Time
Be mindful of the recommender’s time. Keep your email concise and to the point.
Frequently Asked Questions (FAQs)
What if I don’t have a close relationship with the person I’m asking?
Even if you didn’t have a particularly close relationship, you can still request a letter. Focus on highlighting the positive interactions you did have, and provide ample information about your accomplishments and goals. Transparency is key.
How do I follow up without being pushy?
Send a polite follow-up email a week or two before the deadline, reminding them of the request and offering to provide any further assistance. Keep it brief and professional.
What if the person says no?
Thank them for their consideration and respect their decision. Don’t take it personally. They may be too busy or not feel comfortable writing a strong letter on your behalf.
When is the best time to send the request?
Send your request as early as possible, ideally at least a month before the deadline. This allows the recommender ample time and reduces the stress for everyone involved.
Can I offer to write a draft of the letter for the recommender?
While some recommenders appreciate a draft, it’s generally best to let them write the letter themselves. Instead, offer to provide them with all the necessary information and materials to make the process easier.
Conclusion: Your Email, Your Success
Writing an effective email requesting a letter of recommendation is a crucial skill for anyone pursuing academic or professional opportunities. By following the guidelines outlined in this guide – from crafting a compelling subject line to providing the necessary information and expressing your gratitude – you can significantly increase your chances of receiving a strong and impactful LOR. Remember to be clear, concise, professional, and, most importantly, appreciative. Your success starts with a well-crafted email.