How To Write A Request For Recommendation Letter: Your Ultimate Guide
Writing a request for a recommendation letter can feel daunting. You’re asking someone to vouch for you, which means you need to make the process as easy as possible for them and, simultaneously, highlight why you’re a worthy candidate. This guide breaks down the process, from initial contact to the final thank-you note, ensuring you get the best possible recommendation.
Understanding the Purpose of a Recommendation Letter
Before you even begin drafting your request, it’s crucial to grasp the why behind these letters. Recommendation letters serve as endorsements, providing an outside perspective on your skills, character, and suitability for a specific opportunity, whether it’s a job, an academic program, or a scholarship. They offer credibility and add weight to your application by showcasing your strengths and qualities. A well-written recommendation letter can significantly increase your chances of success.
Identifying the Right Person to Ask for a Recommendation
Choosing the right person to write your recommendation is paramount. This isn’t just about picking someone who knows you; it’s about selecting someone who knows you well and can speak to the specific requirements of the opportunity. Consider the following factors:
- Relationship: Who has a strong understanding of your abilities and accomplishments? A professor who saw you excel in a relevant course is often a better choice than a professor who only vaguely remembers you.
- Relevance: Does the person’s experience align with the opportunity you’re pursuing? A former supervisor in a field related to the job will be more effective than a friend who is in a completely different industry.
- Enthusiasm: Will the person be genuinely enthusiastic about recommending you? A lukewarm recommendation is often worse than no recommendation at all.
Crafting the Perfect Request Email: The First Step
Your initial email sets the tone. It should be professional, polite, and provide all the necessary information. Here’s a breakdown of what to include:
Subject Line: Clear and Concise
Use a subject line that immediately grabs attention and clarifies the purpose of your email. Examples include: “Recommendation Request - [Your Name] - [Job Title]” or “Recommendation Request for Graduate School - [Your Name]”.
Personalization: Show You Care
Start by addressing the person by name and acknowledging your past interaction. Briefly remind them of your relationship, and then transition into your request.
Clearly Stating Your Request
Be direct. Clearly state that you’re requesting a letter of recommendation. Specify the purpose of the letter (e.g., for a job application, a scholarship, or graduate school).
Providing Crucial Details: What They Need to Know
This is where you provide the most critical information. Include:
- Deadline: When is the letter due? Provide ample time for them to write it, ideally giving them at least two to three weeks.
- Opportunity Details: Briefly describe the job, program, or scholarship you’re applying for. Include any relevant information about the requirements or the specific skills they should highlight.
- Application Instructions: How should the letter be submitted? Is it a physical letter, an online form, or an email attachment? Provide clear instructions.
- Supporting Documents: Offer to provide your resume, transcripts, a personal statement, or any other relevant materials that can help them write a compelling letter.
Expressing Gratitude and Offering Assistance
Thank them for their time and consideration. Offer to answer any questions they might have and to provide additional information. Let them know you appreciate their support.
Providing Supporting Materials: Making Their Job Easier
To make the recommender’s job easier, provide comprehensive supporting materials. This not only shows respect for their time but also ensures a stronger, more effective recommendation. These materials should include:
- Your Resume or CV: Highlight your relevant skills, experiences, and accomplishments.
- Your Personal Statement or Statement of Purpose: This helps them understand your goals and motivations.
- Job Description or Program Requirements: This provides context for the opportunity you’re seeking.
- List of Accomplishments: Briefly outline your key achievements and contributions.
- Any Relevant Work Samples: If applicable, provide examples of your work.
Following Up on Your Request: A Gentle Reminder
After sending your initial request, it’s wise to follow up. Send a polite reminder a week or two before the deadline. This shows you’re organized and considerate. Keep the follow-up brief and friendly. Reiterate the deadline and offer any assistance they might need. Avoid being overly pushy.
Expressing Gratitude: The Importance of a Thank-You Note
Once the recommendation letter has been submitted, it’s essential to express your gratitude. Send a thank-you note, either by email or a handwritten card, as soon as possible. Thank them for their time, their support, and the specific details they included in their letter. Let them know the outcome of your application, if possible. This reinforces your professionalism and strengthens your relationship.
Common Mistakes to Avoid When Requesting a Recommendation
- Not Giving Enough Time: Rushing someone to write a letter can result in a rushed and less effective recommendation.
- Being Vague: Provide specific details about the opportunity and the qualities you want them to highlight.
- Not Providing Supporting Materials: This makes their job unnecessarily difficult.
- Not Following Up: Reminders are often helpful, but be respectful of their time.
- Forgetting to Say Thank You: Always express your gratitude.
Examples of Effective Request Email Templates (Customizable)
Here are a couple of templates you can adapt:
Template 1: For a Job Application
Subject: Recommendation Request - [Your Name] - [Job Title]
Dear [Professor/Supervisor’s Name],
I hope this email finds you well.
I am writing to request a letter of recommendation in support of my application for the [Job Title] position at [Company Name]. I am applying for this role because [briefly explain your interest].
I was hoping you would be willing to write a letter on my behalf. I believe my experience in [relevant skills] and my ability to [relevant abilities] would make me a strong candidate.
The deadline for submitting the letter is [Date]. The letter should be submitted [Submission Instructions].
I have attached my resume and the job description for your review. Please let me know if you require any further information.
Thank you so much for your time and consideration.
Sincerely,
[Your Name]
Template 2: For Graduate School
Subject: Recommendation Request for Graduate School - [Your Name]
Dear [Professor’s Name],
I trust this email finds you in good health.
I am writing to request a letter of recommendation in support of my application to the [Graduate Program Name] at [University Name]. I am applying to this program because [briefly explain your interest].
I was hoping you would be able to provide a letter of recommendation. I believe my academic performance in your [Course Name] course, particularly my work on [Specific Project], has prepared me well for graduate studies.
The deadline for submitting the letter is [Date]. The letter should be submitted [Submission Instructions].
I have attached my transcript, my statement of purpose, and a copy of my resume for your review. Please let me know if you have any questions.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Maximizing Your Chances of a Positive Recommendation
- Build Strong Relationships: Cultivate positive relationships with professors and supervisors before needing a recommendation.
- Excel in Your Work: Demonstrate your abilities and commitment through your performance.
- Be a Good Communicator: Keep them informed about your progress and your goals.
- Show Respect: Appreciate their time and effort.
Frequently Asked Questions
What if I don’t have a strong relationship with the person I’m asking?
Even if your relationship isn’t extensive, you can still request a letter. Be sure to provide ample context and supporting materials to compensate for the lack of familiarity. Focus on highlighting specific instances where you demonstrated the skills and qualities the opportunity requires.
Is it okay to remind the recommender close to the deadline?
Yes, but do so politely and respectfully. Send a brief email a few days before the deadline, simply asking if they need any additional information or if everything is on track. Avoid being overly persistent.
Should I provide a draft of the letter for the recommender?
Generally, no. Recommenders want to write their own letters, not just edit yours. However, you can provide them with a list of key points or skills you want them to highlight, if you think it would be helpful.
What if the person declines to write a recommendation?
Thank them for their consideration and respect their decision. Don’t take it personally. Politely ask if they might know another person who can provide a recommendation for you.
How long should I wait to follow up after the letter has been submitted?
It’s best to wait until after you’ve heard back about your application. If you get the job, program acceptance, or scholarship, send a thank-you note immediately. If you’re rejected, it’s still a good idea to send a thank-you note to the recommender for their time.
Conclusion: Securing the Recommendation You Need
Requesting a recommendation letter requires planning, professionalism, and respect. By understanding the purpose of these letters, choosing the right recommenders, crafting a well-structured request, providing ample supporting materials, and expressing sincere gratitude, you can significantly increase your chances of securing the recommendations you need to achieve your goals. Remember, a well-written request is the first step in securing a powerful endorsement that can open doors to exciting opportunities.