How To Write a Recommendation Request Letter: A Comprehensive Guide

Writing a recommendation request letter can feel daunting, but it doesn’t have to be. Whether you’re seeking a new job, applying to graduate school, or simply aiming to highlight your skills, a well-crafted request letter is the first step. This guide provides a clear roadmap for creating a compelling request that maximizes your chances of receiving a strong and supportive recommendation.

Understanding the Importance of a Recommendation Request Letter

Before diving into the specifics, it’s crucial to understand why this letter matters. A strong recommendation can significantly boost your prospects. It provides an independent perspective on your abilities, work ethic, and overall suitability for a particular opportunity. The letter serves as the initial communication, setting the tone for the recommendation and giving the recommender the necessary context. This is your opportunity to make a positive first impression and set the stage for a favorable review.

Choosing the Right Person to Ask for a Recommendation

The selection of your recommender is paramount. Don’t just ask anyone; choose individuals who know you well and can speak to your strengths and accomplishments. Consider these factors:

• Relevance: Does the person have experience in the field or area you are applying for?
• Relationship: How well do they know you? Have they witnessed your skills and abilities firsthand?
• Enthusiasm: Will they be genuinely enthusiastic about recommending you? A lukewarm recommendation is often worse than no recommendation at all.
• Availability: Do they have the time and willingness to write a thorough and detailed letter?

Think about professors, supervisors, mentors, or colleagues who can provide specific examples of your achievements.

Crafting a Compelling Recommendation Request Letter: The Essential Elements

Your request letter should be clear, concise, and respectful. Here’s a breakdown of the key elements:

1. The Salutation and Opening:

Start with a professional salutation, such as “Dear [Professor’s Last Name]” or “Dear [Mr./Ms. Last Name].” Briefly introduce yourself and state the purpose of your letter. Be direct and specific about what you are requesting. For example: “I am writing to request a letter of recommendation in support of my application to the Master of Science program in [Field of Study] at [University Name].”

2. Providing Context and Background:

This is where you provide the recommender with the necessary information. Include:

• The specific opportunity: Clearly state what you are applying for (job title, program name, etc.).
• The deadline: This is crucial. Make sure the recommender knows when the letter is due.
• Why you chose this person: Briefly explain why you believe they are a good fit to write the recommendation. Mention specific experiences they had with you that would allow them to address the requirements of the recommendation.

3. Reminding the Recommender of Your Work Together:

Jog their memory by providing a brief overview of your past interactions. This could include:

• The course you took with them (if applicable): Include the course name and the grade you received.
• Projects you worked on together: Describe the project briefly and your role.
• Any significant accomplishments you achieved under their guidance.
• Your current progress in your career or education.

4. Highlighting Your Relevant Skills and Experiences:

This section is crucial. Provide a concise summary of your skills and experiences that are relevant to the opportunity you are pursuing. Tailor this section to the specific requirements of the job or program. Consider including:

• Specific examples of your accomplishments: Quantify your achievements whenever possible. For instance, instead of saying “improved sales,” say “increased sales by 15%.”
• Key skills and qualities that align with the opportunity: Highlight skills like leadership, teamwork, problem-solving, and communication, depending on the requirements.
• Why you believe you are a good fit: Briefly explain why you are interested in this opportunity and how it aligns with your goals.

5. Providing Supporting Materials:

Make the recommender’s job easier by providing them with the following materials:

• Your resume or CV: This provides a comprehensive overview of your qualifications.
• A copy of the job description or program requirements: This helps the recommender tailor their letter to the specific needs of the opportunity.
• Your personal statement or statement of purpose (if applicable): This gives them a better understanding of your goals and motivations.
• Any other relevant documents: This might include writing samples, project portfolios, or transcripts.

6. Expressing Gratitude and Providing Contact Information:

Thank the recommender for their time and consideration. Reiterate the deadline and provide your contact information in case they have any questions. You might also offer to provide them with any additional information they need.

7. The Closing and Signature:

Use a professional closing, such as “Sincerely,” “Best regards,” or “Thank you for your time and consideration.” Sign your name and type your full name below.

Sample Recommendation Request Letter Template

Here’s a basic template you can adapt:

[Your Name] [Your Address] [Your Phone Number] [Your Email Address]

[Date]

[Recommender’s Name] [Recommender’s Title] [Recommender’s Institution/Company] [Recommender’s Address]

Dear [Professor’s Last Name/Mr./Ms. Last Name],

I am writing to request a letter of recommendation in support of my application for the [Job Title] position at [Company Name]. The deadline for the recommendation is [Date].

I chose you because [Explain why you chose them – e.g., you were my supervisor at X company, you taught me in Y class, etc.]. I believe your insights on [Specific skill or experience] would be particularly valuable to my application.

I worked with you on [Project/Course Name] during [Time Period]. I was responsible for [Your responsibilities] and particularly enjoyed [Specific aspect of the project].

As you know, I am seeking this opportunity because [Briefly state your reasons]. I believe my skills in [List key skills] align well with the requirements of this position, as outlined in the attached job description. My resume, personal statement, and other relevant materials are also enclosed.

Thank you for considering my request. Please let me know if you require any further information. I would be happy to provide it. The deadline for this recommendation is [Date].

Sincerely,

[Your Signature]

[Your Typed Name]

Following Up on Your Recommendation Request

After sending your request, it’s courteous to follow up.

• Allow reasonable time: Don’t pester the recommender immediately. Give them ample time to respond and write the letter.
• Send a polite reminder: If you haven’t heard back within a week or two of the deadline, send a polite reminder.
• Express your gratitude: Once the letter has been submitted (or even if it hasn’t been, at the very least), express your sincere gratitude. A handwritten thank-you note is a nice touch.

Avoiding Common Mistakes When Requesting a Recommendation

Avoid these pitfalls to ensure your request is well-received:

• Not giving enough time: Provide ample time for the recommender to write the letter.
• Failing to provide sufficient information: Make their job as easy as possible by providing all the necessary materials.
• Being too vague: Be specific about what you are requesting and why.
• Not following up: Don’t be afraid to follow up politely.
• Not saying thank you: Always express your gratitude.

FAQs About Recommendation Request Letters

Here are a few frequently asked questions that go beyond the main headings:

Can I ask someone who doesn’t know me very well for a recommendation?

While it’s possible, it’s generally not recommended. A strong recommendation comes from someone who can speak to your abilities and accomplishments with specific examples. A weak recommendation from someone who doesn’t know you well can be detrimental.

How many recommendations should I ask for?

This depends on the requirements of the job or program. Carefully read the application instructions to determine how many letters are required. It’s always a good idea to have a few extra recommenders in mind, just in case one is unable to write a letter.

What if the recommender asks me to write the letter myself?

This is becoming increasingly common. If you are asked to draft the letter, treat it as a collaboration. Write a draft that reflects your achievements and the specific requirements of the opportunity, but ensure that the recommender has the final say and edits the letter to their liking.

Is it okay to send multiple reminders?

Yes, but be polite and respectful. Send the initial request, wait a reasonable amount of time, and then send a single, polite reminder. Avoid sending multiple reminders in quick succession, as this can be perceived as pushy.

How can I help the recommender write a great letter?

Provide them with all the necessary information, including your resume, the job description, and any other relevant materials. Highlight your key accomplishments and skills that align with the opportunity. Be specific about what you want them to emphasize in their letter.

Conclusion: Mastering the Art of the Recommendation Request

Writing a recommendation request letter is a crucial step in the application process. By understanding the importance of the letter, choosing the right recommenders, crafting a compelling request, providing ample information, and following up appropriately, you can significantly increase your chances of receiving a strong and supportive recommendation. Remember to be clear, concise, and respectful, and always express your gratitude. This guide equips you with the knowledge and tools to create a request that will set you apart and help you achieve your goals.