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Are you in need of a recommendation letter from a professor or lecturer for a scholarship, graduate school application, or a job application? If possible, it's best to ask directly. This allows you to clearly explain why you need the letter and suggest the details you would like them to include. However, if you're drafting an email request in English, here are some steps to follow that will help you maintain politeness, improve your chances of success, and ensure you receive the best recommendation letter possible.
Steps
Draft Your Email
Prepare Your Request Well in Advance. Send your email to the professor at least 5-6 weeks before you need the recommendation letter. The earlier, the better, if you have the time. Don’t wait until the last minute. Professors are typically busy, and you wouldn't want them to rush through writing a letter for you. Give them enough time to draft a thoughtful response.
Choose the right person for the recommendation. Before selecting a professor to ask for a letter of recommendation, ask yourself the following questions:
- Does the professor know my name?
- Have I ever spoken with this professor outside of class?
- Have I earned a 'B' or higher in their class?
- Have I taken more than one class with this professor?
Use the appropriate form of address in your letter. Even though this is an email, you want it to appear respectful. If you and the professor are on familiar terms (e.g., they prefer to be called by their first name), then address them by that name. Otherwise, use an appropriate title. For instance, if you're writing to Dr. Jones, an Anthropology professor, and you don't have a close relationship, start with 'Dear Dr. Jones,' followed by a comma or colon.
Set the subject as 'Recommendation for [your name]'. Always include a subject line in your email. This makes it clear to the professor what the email is about and helps them locate it later.
Begin the first paragraph by stating your request. Start with something like, 'I am writing to ask if you could kindly write a letter of recommendation for me.' Then, provide the following details:
- Your name
- The course you're referring to
- Your department
- The class or classes you've taken with the professor, including the dates and the grades you received
- Why you need the letter (e.g., you're applying for a particular scholarship, graduate program, or job)
- The deadline for submitting the letter
Give a brief overview of your relationship with the professor. In the following paragraph, explain why you are reaching out to this specific professor. Mention a bit about yourself and the reason you're interested in the scholarship, graduate program, or job you're applying for.
- Avoid practical reasons like 'I want to work here because the salary is the highest' or 'I want to study at this university because its credentials are highly regarded.'
- Be professional and say something like, 'I am applying to this museum because I am deeply interested in their tribal artifact collection.'
- Does your professor have any special connections with the company or institution? If it's a university, is the professor an alumnus? If so, make sure to mention it: 'I know that several artifacts on display were collected by you during your trip to the Amazon, and I would be thrilled to join the collection team to work with such an impressive collection.'
- If your decision was influenced by an experience with the professor, share it: 'I never considered a career in research until I took your Native American Archaeology class, which motivated me to pursue a summer program, and now I am eager to continue my research in graduate school.' However, don't fabricate a connection if it doesn't exist.
Use the third paragraph as an opportunity to subtly hint at what you'd like your professor to mention about you. You should emphasize key details in your conversation with the professor. Surely, there are aspects about you that the professor might not have noticed, and you'd like them to be included in the letter. Here are a few tactful ways to bring it up:
- "I believe that through our discussions and my dedication in class, you've likely noticed my passion for archaeology. I'll be completing my degree in Archaeology this June. I’ve also had the chance to work at a museum under Dr. Marcus Brody's supervision, I believe you know him. I also gained extensive experience in categorizing items during my internship."
- "The attached references highlight my academic abilities, but you are the only one who truly understands the effort I put into my thesis and the obstacles I faced. If possible, I would greatly appreciate it if you could mention how I overcame stress and dealt with setbacks, as these qualities are highly valued by the selection committee."
Provide necessary details. Where will the recommendation letter be sent? When do you need it? Is there a specific form the professor must fill out? If there are any documents they need, like a reference form, resume, or admissions essay, be sure to attach them to your email. You should provide clear and specific information.
- Make sure to mention if your professor needs to submit a handwritten letter or if they can submit it electronically. Many schools and programs now use online platforms for recommendations, so remind your professor to expect an email from the program you’re applying to with the necessary information.
- It might be helpful to compile your resume, personal statements from your admissions essays (if applying for an advanced program), and detailed instructions on how to submit the recommendation (including contact details) in one email with all attachments.
Finally, wrap up your email by letting the professor know how you will follow up on the progress. "This week, I’ll place a stamped, pre-addressed envelope in your mailbox. I will also send you a reminder email one week before the recommendation deadline. Thank you so much." Or, "I need the recommendation letter to be submitted by August 3rd. If possible, please let me know. I am happy to come by your office at any time to collect it personally."
- Make it easy for your professor. You’re asking them to set aside their own work to write a letter for you (they aren’t being paid for this). So, don’t make them go out of their way to send the letter or pay for postage. You want to minimize any inconvenience for them, so do what you can (and should) to make the process smoother. That way, you can rest assured the letter gets sent.
- If your professor offers to send the letter for you, let them. If they often forget small tasks like attaching files to emails or grading papers, you might want to mention that you’d prefer to send the letter along with the required materials yourself. This ensures you have everything in hand.
Thank your professor, regardless of whether they write the letter for you. "Thank you so much for taking the time to consider my request. Additionally, I want to thank you for the time I spent learning under your guidance. I truly enjoyed your Archaeology 101 class and can’t even begin to express how much I loved the course."
- If your professor was truly exceptional, you can praise them even more. "I will apply everything I learned in the field. Your mentorship has had a profound impact on my life, and I can’t thank you enough for that."
Follow through on your promises, like sending necessary materials and reminder emails. If you don’t hear back within a week or two, follow up with a call. Don’t assume anything until you’ve checked. First, find out if your professor received your email. If not, be prepared to make a direct request.
Take responsibility for confirming with the scholarship program, graduate school, or future employer that your recommendation letter has been received before the deadline. You must ensure that the letter has arrived. If it hasn’t, send a polite and concise reminder email to the professor and offer to cover the cost of expedited shipping.
- Be as courteous as possible. Professors are often very busy, so avoid coming across as negative. Instead, you might say: "Dear Dr. Jones, I’ve been informed that they haven’t yet received your recommendation letter. The deadline is approaching, so if it’s not too much trouble, I would be happy to cover the cost of expedited shipping."
Send a thank-you note to your professor once you’ve received the recommendation letter. As soon as you have the letter in hand, write a handwritten thank-you letter (avoid email). Not only is this the polite thing to do, but it can also benefit you in the future. You may need another letter down the road, or if you’re in the same field, the professor might be able to assist you later. If the letter helps you secure the position you were aiming for, be sure to call the professor and share the good news!
Advice
- Attach your resume or CV to the email and mention in the letter that you’ve included reference documents.
- Always proofread your email before sending. Ensure there are no spelling or grammatical errors. If you’re unsure, ask someone else to review it for you.
- Avoid rushing the professor by sending a reminder email one or two weeks before the deadline, letting them know the deadline is approaching.
- If you need a recommendation letter urgently, send a brief email asking if the professor has time to help and explain your situation. If they respond positively, you can send a follow-up email with the full details.
- Always express gratitude to those who help you and be ready to give back. For example, if you land a job at a museum and are offering a summer internship for students, call Dr. Jones to inform him so he can pass the news along to his students.
- Fill out the parts of any forms that require your input using a black ink pen or ballpoint pen (if applicable).
- While this guide focuses on how to ask for a recommendation letter, what you really need is a stellar letter about you. Read up on how to request an excellent recommendation letter.
- If possible, ask your professor to personally endorse you. This is generally more thoughtful and courteous.
Warning
- Some professors may feel uncomfortable when asked to write a recommendation letter via email. Consider visiting their office, scheduling an appointment, or calling them to show that you're willing to put in more time and effort than just sending an email.
- Remember, this is entirely voluntary. Professors have worked hard to build their reputations. When they write a recommendation letter, they are putting their credibility on the line. Generally, they will only write letters for students they truly believe in.
- Never list people as references without first obtaining their consent. This is a basic courtesy, even if you’ve worked closely with these individuals and are confident they would be willing to recommend you.
- DO NOT ask to read the recommendation letter before it’s sent. This is inappropriate, as the letter is meant to be a sincere evaluation from the professor without needing to justify it to the student. If you're concerned that the professor might not have enough positive things to say, ask if they feel they have sufficient information and impressions to write a letter that will be helpful for you.
- If a professor gives you a hint (such as sending an email before finalizing the letter) that their recommendation might not be as strong as you hoped, thank them for their consideration and let them know you’ve found another person to provide a reference.
