How to Write a Letter of Recommendation Request: A Comprehensive Guide
Getting a letter of recommendation is a crucial step for many academic and professional pursuits. But before you can receive one, you need to know how to write a letter of recommendation request. This guide will walk you through the process, ensuring you secure the best possible recommendation for your needs.
The Importance of a Well-Crafted Request
A well-written request significantly increases your chances of receiving a strong letter of recommendation. It demonstrates respect for the recommender’s time and expertise and provides them with the necessary information to write a compelling letter. A poorly written request, on the other hand, can lead to a generic letter or, worse, a decline.
Identifying the Right Recommender: Key Considerations
Before you even begin writing, the first step is identifying the right person to ask. Consider these factors:
Assessing Your Relationship
Choose someone who knows you well and can speak to your strengths. Have you interacted with them frequently? Did you excel in their class or under their supervision? A strong recommendation comes from someone who has a positive and detailed understanding of your capabilities.
Relevance to Your Goals
Select a recommender whose expertise aligns with your goals. For example, if you’re applying to a graduate program in engineering, ask a professor who taught you relevant engineering courses. Their insights will be far more valuable than a recommendation from, say, a literature professor, even if you did well in their class.
Their Willingness and Availability
Before sending a formal request, consider discreetly gauging their willingness to write a letter. A quick email like, “Would you be willing to write a letter of recommendation for me?” is perfectly acceptable. Also, inquire about their availability. Recommenders are often busy, so ensure they have the time to write a thoughtful letter before you proceed.
Crafting the Perfect Letter of Recommendation Request: Step-by-Step
Now, let’s dive into the specifics of writing the request itself.
Subject Line: Making it Clear
Your subject line should be clear and concise. Something like “Letter of Recommendation Request - [Your Name]” or “Recommendation Request for [Position/Program] - [Your Name]” works well. This allows the recommender to quickly understand the purpose of your email.
The Opening: Setting the Tone
Start with a polite and respectful greeting. A simple “Dear Professor [Last Name],” or “Dear Ms./Mr. [Last Name],” is appropriate. Briefly remind them of your connection. For instance, “I hope this email finds you well. I’m writing to you as a former student from your [Course Name] class in [Semester/Year].”
Providing Context: Why a Recommendation is Needed
Clearly state the purpose of the recommendation. Are you applying to a job, a graduate program, or a scholarship? Specify the exact opportunity and the deadline. Include the name of the program/company/scholarship and the application deadline. This information is crucial for the recommender.
Supplying Essential Information: The Details Matter
This is the most critical part. Provide the recommender with all the necessary information to write a strong letter. This includes:
- Your Resume/CV: Attach a current version of your resume or CV. This highlights your accomplishments and relevant experiences.
- Personal Statement/Statement of Purpose (if applicable): Sharing your personal statement allows the recommender to understand your goals and aspirations better.
- Application Materials: Provide links to online applications or hard copies of any application materials, such as the application form, job description, or program requirements. This ensures the recommender has all the necessary context.
- Specific Areas to Highlight (Optional): If there are specific skills, qualities, or experiences you want the recommender to address, feel free to mention them. However, don’t be overly prescriptive. For example, “I’d be grateful if you could highlight my leadership skills, as demonstrated in the [Project Name] project.”
Setting the Deadline: Respecting Their Time
Clearly state the deadline for the letter. Provide ample time for the recommender to write the letter. Aim to give them at least two to four weeks, or even longer if possible. This shows respect for their time and ensures they can produce a thoughtful recommendation.
Expressing Gratitude: Showing Appreciation
Conclude by expressing your gratitude for their time and consideration. A simple “Thank you for your time and consideration. I truly appreciate your support” is sufficient. You can also offer to provide any additional information they may need.
Formatting and Sending: The Finishing Touches
- Proofread Carefully: Before sending, proofread your request for any grammatical errors or typos.
- Use a Professional Email Address: Use a professional-sounding email address. Avoid using nicknames or informal language.
- Attach Documents Clearly: Attach all necessary documents (resume, personal statement, application materials) in a clear and organized manner.
- Follow Up (Gently): If you haven’t heard back within a week or so, it’s acceptable to send a polite follow-up email. However, avoid excessive reminders.
Examples of Effective Letter of Recommendation Request Templates
Let’s look at a few examples that you can adapt to your specific situation.
Example 1: For a Job Application
Subject: Letter of Recommendation Request - [Your Name]
Dear Mr./Ms. [Recommender’s Last 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]. The application deadline is [Date].
I worked with you in [Course/Project] during [Semester/Year], and I believe you are best suited to speak to my [Specific skills/qualities].
I have attached my resume and the job description for your review. I would be grateful if you could highlight my [Mention specific skills or experiences relevant to the job]. Please let me know if you require any further information.
Thank you for your time and consideration. I truly appreciate your support.
Sincerely,
[Your Name]
Example 2: For a Graduate Program
Subject: Letter of Recommendation Request - [Your Name]
Dear Professor [Recommender’s Last Name],
I hope this email finds you well. I am writing to request a letter of recommendation for my application to the [Graduate Program Name] at [University Name]. The application deadline is [Date].
I enjoyed your [Course Name] course in [Semester/Year], and I learned a great deal from you. I believe you are best suited to speak to my academic abilities and research potential.
I have attached my statement of purpose, resume, and a link to the online application. Please let me know if you require any further information.
Thank you for your time and consideration. I truly appreciate your support.
Sincerely,
[Your Name]
Addressing Common Concerns and Potential Issues
What if the Recommender Declines?
Be prepared for the possibility that a recommender may decline. They may be too busy, or they may not feel they know you well enough to write a strong letter. Thank them for their time and understanding and move on to your next choice.
What if the Recommender Asks for More Information?
Be prepared to provide any additional information the recommender requests. They may need more specifics about the opportunity or your goals. Respond promptly and provide the requested information.
Handling Multiple Requests
If you need multiple letters, be organized. Create a spreadsheet to track deadlines, senders, and the status of each request. This will help you stay organized and ensure you don’t miss any deadlines.
The Importance of Saying Thank You (Again!)
After the letter is submitted, send a thank-you note to the recommender. This can be an email or a handwritten note, and it should express your sincere gratitude for their support. Keep them updated on the outcome of your application, too.
FAQs About Requesting Letters of Recommendation
Here are some frequently asked questions to help further clarify the process:
What if I haven’t spoken to a professor in years?
It’s okay to reach out, but refresh their memory. Remind them of your name, the course you took, and anything else that might help them remember you. Include your transcript or assignments to help them write a letter.
Is it ever okay to provide a draft of the letter yourself?
While it’s generally not expected, in some cases, you might be asked to provide a draft, especially if the recommender is very busy. If this happens, be sure to write it in your own words and let them significantly revise it.
How do I know if the letter has been submitted?
Most programs and employers will notify you once they receive the letter. If you’re unsure, you can politely follow up with the recommender, but only after the deadline has passed.
What if I need the letter urgently?
While it’s best to give ample time, sometimes deadlines are tight. Communicate your urgent need clearly, but be prepared for a potential decline. Offer to provide as much information as possible to make the process easier for them.
Should I pay someone for a letter of recommendation?
It’s unethical to pay someone for a letter of recommendation. Recommendations should be based on a genuine assessment of your abilities and character.
Conclusion: Securing Your Success
Writing a compelling letter of recommendation request is a crucial skill. By following these steps, you can increase your chances of receiving a strong and supportive recommendation. Remember to choose the right recommender, provide all necessary information, and express your gratitude throughout the process. Taking the time to craft a thoughtful request demonstrates professionalism and respect, setting the stage for a successful application. This attention to detail will help you achieve your academic and professional goals.