What To Write In Personal Message To Recommender: Crafting the Perfect Request

Getting a recommendation is a critical step in many journeys, whether you’re applying for a job, a graduate program, or a scholarship. But before the glowing words of endorsement can flow, you need to ask. And not just ask, but ask well. This article dives deep into what to write in a personal message to a recommender, ensuring you maximize your chances of a positive and impactful recommendation. We’ll cover everything from the initial contact to providing the necessary context.

The Crucial First Step: Identifying Your Recommenders

Before you even think about crafting your message, you need to select the right individuals. This isn’t just about picking people who know you; it’s about choosing those who can speak to your strengths, skills, and experiences in a way that aligns with the opportunity you’re pursuing. Consider these factors:

• Relationship: Have you worked closely with this person? Do they know you well enough to provide a detailed and personalized recommendation?
• Relevance: Does their professional experience align with the opportunity? Can they speak to the specific skills and qualities the application requires?
• Availability: Are they likely to have the time and willingness to write a strong letter? Asking someone who is perpetually swamped might not yield the best results.

Crafting the Initial Outreach: Setting the Stage

Your first message is the most important. It sets the tone and provides the initial information. Keep it concise, polite, and clear about your request.

Subject Line: A Clear and Concise Introduction

Your subject line should immediately convey the purpose of your email. Instead of something generic, try:

• “Recommendation Request - [Your Name] - [Opportunity, e.g., PhD Program Application]”
• “Letter of Recommendation Request - [Your Name] - [Job Title]”
• “Scholarship Recommendation Request - [Your Name]”

The Body of the Email: Politeness and Purpose

Start with a friendly greeting and immediately state your purpose. Be direct and respectful of their time. Here’s a template you can adapt:

“Dear Professor [Recommender’s Last Name],

I hope this email finds you well.

I am writing to respectfully request a letter of recommendation in support of my application for [opportunity, e.g., the Marketing Manager position at XYZ Company]. I am very excited about this opportunity and believe my skills and experience in [relevant skills, e.g., digital marketing and content creation] align well with the requirements.

I would be incredibly grateful if you would consider writing a letter on my behalf. I have always valued your insights and guidance, especially during [specific experience, e.g., my time in your Marketing 101 class] where I learned [specific skill/knowledge].

The deadline for submitting the recommendation is [Date]. I have attached [mention attachments, e.g., my resume, a copy of the job description, and a personal statement]. Please let me know if you are able to write a letter by [date for their reply].

Thank you for your time and consideration.

Sincerely,

[Your Name]”

Providing the Necessary Information: Giving Your Recommender the Tools They Need

Once your recommender agrees, the real work begins. You need to provide them with the information they need to write a compelling recommendation. The more you give them, the better the letter will be.

Sharing Your Resume and/or CV

This is absolutely essential. Your resume provides a comprehensive overview of your professional and academic history. It allows your recommender to quickly refresh their memory of your accomplishments and contributions.

The Opportunity Details: Tailoring the Recommendation

Provide a copy of the job description, program requirements, or scholarship criteria. This helps your recommender understand what the selection committee is looking for and tailor their letter accordingly. Highlight the specific skills and qualities that are emphasized in the opportunity description.

Personal Statement or Application Materials: Show, Don’t Just Tell

If you have a personal statement or other application materials, share them. These documents offer valuable insights into your goals, motivations, and personality, allowing your recommender to provide a more nuanced and personalized recommendation.

Reminiscing About Your Relationship: Triggering Memories

Help them remember your interactions. Provide specific examples of your work, projects you collaborated on, and any particularly positive interactions you had. This jogs their memory and allows them to write a more detailed and authentic letter. “I remember when I was working on the [Project Name] and you were instrumental in…” is far more effective than a generic statement.

Setting the Timeline and Format: Clarity is Key

Clearly state the deadline for the recommendation. If there’s a specific format or submission method (e.g., online portal, email), provide those details as well. Make it as easy as possible for your recommender to submit the letter on time.

Following Up Graciously: A Gentle Reminder

After a reasonable amount of time, it’s appropriate to send a gentle reminder. Don’t bombard them, but a polite follow-up can ensure the letter is submitted on time.

The Timing: Striking the Right Balance

Wait about a week or two before sending a follow-up, especially if the deadline is still a few weeks away. If the deadline is approaching, you can send a reminder a few days before.

The Tone: Keeping it Positive

Your follow-up should be polite and appreciative. Something like:

“Dear Professor [Recommender’s Last Name],

I hope you’re having a good week.

I’m just following up on my request for a letter of recommendation for the [Opportunity Name]. The deadline is [Date].

I understand you’re busy, and I wanted to ensure everything is on track. Please let me know if you need any further information from me.

Thank you again for your time and support.

Sincerely,

[Your Name]”

Expressing Gratitude: A Sincere Thank You

Regardless of the outcome, always express your sincere gratitude. A heartfelt thank you goes a long way.

After the Recommendation is Submitted: The Importance of Acknowledgment

Send a thank-you email once you know the recommendation has been submitted (e.g., after the deadline has passed or if you received notification from the application system).

Beyond the Email: Personal Touches

Consider sending a handwritten thank-you note, especially if you have a close relationship with the recommender. This shows extra appreciation.

Avoiding Common Pitfalls: Mistakes to Steer Clear Of

There are several mistakes you should avoid when requesting a recommendation.

Last-Minute Requests: Respecting Their Time

Don’t wait until the last minute. Give your recommenders ample time to write a thoughtful and compelling letter. This also shows respect for their schedules.

Lack of Information: Don’t Make Them Guess

Provide all the necessary information upfront. The more you give them, the better.

Forgetting to Say Thank You: A Sign of Disrespect

Always express your gratitude, both initially and after the letter is submitted.

Assuming a Positive Response: Be Prepared for a “No”

Be prepared for the possibility that a recommender may decline your request. Respect their decision and thank them for their consideration.

Maximizing Your Chances of Success: Strategic Considerations

Beyond the basics, there are strategic considerations that can significantly impact your chances of a successful recommendation.

Choosing the Right Recommenders: Quality Over Quantity

Focus on quality over quantity. A single, strong recommendation from someone who knows you well is often more valuable than multiple generic letters.

Building and Maintaining Relationships: Investing in the Future

Cultivate strong relationships with potential recommenders throughout your academic and professional career. This makes it easier to ask for a recommendation when the time comes.

Proofreading Your Application: Attention to Detail

Ensure your application materials are polished and error-free. This reflects well on you and makes the recommender’s job easier.

FAQs: Addressing Your Specific Concerns

Here are some answers to common questions about requesting recommendations:

How much advance notice should I give a recommender? Ideally, give your recommender at least 4-6 weeks’ notice, but more is always better.

What if the recommender asks for an interview? Be prepared to answer any questions they may have about your application, goals, and qualifications.

Is it okay to ask for a recommendation from a former employer who I didn’t have a great relationship with? It’s generally not recommended unless you have a specific reason to believe they can write a positive letter.

Should I waive my right to see the recommendation? In most cases, yes. Waiving your right demonstrates trust and allows the recommender to be more candid.

What if I have a conflict of interest with a potential recommender? Disclose the conflict of interest upfront and let them decide if they can still provide a fair and unbiased recommendation.

Conclusion: The Power of a Well-Crafted Request

Requesting a recommendation is a delicate process, but by following these guidelines, you can increase your chances of success. Remember to be polite, provide ample information, and express your sincere gratitude. By crafting a well-written personal message to your recommender, you set the stage for a powerful endorsement that can significantly impact your future opportunities. The effort you put into this initial contact is an investment in your future, and the benefits can be substantial.