Who to Ask for References
You’ve got a big step coming up, and getting the right person to vouch for you can make all the difference. Pick someone who knows you beyond your name, who can paint a picture of you that’s both flattering and honest.
When to Make Your Request
You can’t spring this kind of thing on people last minute and expect them to work miracles. Give them a heads-up early, so they aren’t rushed. This way, they can whip up a letter that captures all your best bits. Which means you want your request in their hands sooner, way before the deadline sneaks up.
Recommended Timeline
| Action | Suggested Timeframe |
|---|---|
| Initial Request | 4-6 weeks before the deadline |
| Follow-up Reminder | 1 week before the deadline |
| Express Gratitude | After submission deadline |
How Much Notice to Give
Don’t be that person who leaves everything to the eleventh hour. Give a heads-up at least a month ahead, maybe longer if you can swing it, so they aren’t scribbling it down in a hurry. Still, should you need one fast, ask and be real about needing it quickly—don’t forget to mention you’re sorry for being in a rush (University of the Potomac).
Notice Guidelines:
- Aim for 4-6 weeks notice.
- If time’s ticking away too fast, request ASAP and throw in an apology for the urgency.
Making the Request
In-Person vs Email Approach
Choosing how to ask for a recommendation letter—face-to-face or by email—comes down to how well you know the person and if meeting them is workable. Popping the question in person is usually the way to go. It lets you lay it out in a friendly chat, making it tougher for them to say no. If meeting up isn’t on the cards, giving them a ring at a decent hour works just fine.
| Recommender Type | Pros | Cons |
|---|---|---|
| Current Boss | Knows your recent work | May be biased |
| Former Supervisor | Offers professional insights | Might not recall details |
| Professor | Academic perspective | May have many requests |
| Past Colleague | Peer insights | Limited authority |
Can’t meet or call? An email isn’t a bad fallback. Just be super polite and clear about why they’re the one for the job. Make sure you don’t box them into an uncomfortable corner; leave room for backing out if they can’t swing it.
For more how-to smarts, check out our reference letter guide.
How to Ask for a Letter of Recommendation Email
When sending that email request for a letter of recommendation, make it short, sweet, and straight to the point. Here’s how to line it up:
- Subject Line: Get to the point, like “Request for Letter of Recommendation.”
- Greeting: Go with the formal approach, like “Dear Professor Smith,”
- Explain the Request: Briefly introduce yourself, and let them know why you need their thumbs-up.
- Provide Context: Tell them about the gig or program you’re shooting for, and why it catches your eye.
- Offer Additional Information: Say you’re game to hand over more info, like a resume or job details, to give them the full picture.
- Closing: Thank them for their time, let them know they can reach you easily.
Here’s a handy template:
Subject: Request for Letter of Recommendation
Dear Professor Smith,
Hope you’re doing great. I'm reaching out to see if you could help by writing a letter of recommendation for me. You may recall I was in your [specific course], and I believe your perspective on my academic skills would be invaluable.
I'm going for a [specific position or program], and having your backing would be a big boost. I’m happy to share my resume or any other info you might need to craft the letter.
Thanks a lot for considering my request. Let me know if you can take this on.
Best regards,
[Your Name]
Key Information to Include
When you ask someone for a favor as big as a recommendation letter, load them up with the good stuff they need to shine a bright light on you. Here’s what to hand over:
- Your Resume: Pass along your resume with all the highlights—school smarts, jobs, and whatever else you’re proud of.
- Job Description or Program Details: Share the scoop on the job or program you’re after. Point out what they’re looking for that you’re packing.
- Personal Achievements: Drop in what you nailed or how you dazzled when working with them.
- Deadlines: Give them the heads up on when you need it by, so they have plenty of time.
- Submission Instructions: Tell them how to get the letter where it needs to go—email, online, snail mail—you name it.
Here’s a quick table to wrap it all up:
| Information Type | Details |
|---|---|
| Resume | Academic achievements, work experience |
| Job Description | Specific roles, required skills |
| Personal Achievements | Notable contributions and accomplishments |
| Deadline | Submission date for the letter |
| Submission Instructions | How to submit the letter and contact info |
Lining up everything nicely sets your recommender up for success, getting a killer recommendation letter to boost your application.
What to Give Your Recommender
Getting a killer letter of recommendation starts by making sure your recommender has everything they need to talk you up. Sharing the right info helps them craft a letter that’s as solid and detailed as possible.
Your Resume and Achievements
Want a glowing recommendation? Give your recommender a peek at your resume or school records. If you’re a student, a “brag sheet” that lists your wins, academic highlights, and personal awesomeness can be a game changer.
| Item | Details |
|---|---|
| Resume | A rundown of your work history, education, skills, and biggest moves. |
| Academic Transcripts | Your official grades and school performance stats. |
| Brag Sheet | A list showing your wins, honors, activities, and any top skills. |
Job Description or Program Info
Getting into the nitty-gritty of the job or program you’re aiming for helps your recommender focus on what makes you shine. Whether it’s a job posting, scholarship requirements, or program details, your recommender needs to know what you’re trying to bag.
| Type of App | What to Share |
|---|---|
| Job App | The job ad, main duties, and must-have skills. |
| Academic Program | Program details, what courses are about, and what they look for. |
| Scholarship | What you need to qualify, who they’re looking for, and how they choose. |
When letters mirror exact requirements, they’re way more persuasive. For letter tweaks specific to various settings, read our article on recommendation letters for coworkers.
Deadlines and Instructions
Crystal-clear deadlines and instructions are a must when it comes to submitting recommendation letters. Let your recommender know exactly when and how to get that letter sent—be it via online portal, email, or snail mail.
| Item | Details |
|---|---|
| Deadlines | When the letter must be in, no ifs ands or buts. |
| Submission Instructions | How to send the letter—platforms, emails, or addresses. |
| Special Requirements | Special asks like format or forms to fill out. |
Laying out submission deets in a table may help your recommender keep track:
| App | Due Date | How to Submit |
|---|---|---|
| Job App | MM/DD/YYYY | Email it to [email protected] |
| College App | MM/DD/YYYY | Upload to university page |
| Scholarship | MM/DD/YYYY | Mail it to Scholarship Committee, 123 Main St, City, State |
Being organized and clear means you’re making it easy for your recommender and upping your shot at getting a timely, top-notch letter.
Email Templates
So you need a letter of recommendation? Time to impress your potential recommender with professionalism and just the right touch of charm. Let’s make this process as smooth as a kid on a water slide with these handy email templates for different situations.
Asking Your Current Boss
Subject: Request for a Letter of Recommendation
Hey [Boss’s Name],
Hope you’re having a great day. I’m reaching out because I could really use your help with a glowing letter of recommendation. I’m tossing my hat in the ring for [specific position/scholarship/program] and think having your perspective as my boss would seriously add some sparkle to my application.
The deadline’s set for [specific date]. I’ve attached my resume and the job description below to keep you in the loop. Definitely give a shout if there’s more you need from me.
I really appreciate you considering this request. Your guidance has always been top-notch, and it means the world to me as I try to take another leap in my career.
Thanks a lot,
[Your Full Name]
[Your Position]
[Your Contact Information]
Requesting from a Former Supervisor
Subject: Letter of Recommendation Request
Hey [Supervisor’s Name],
Hope all’s good with you. I’m reaching out to ask if you’d be up for writing a letter of recommendation. The time I spent under your leadership at [Company/Organization Name] was invaluable, and I think your insights would really make my application shine for [specific position/scholarship/program].
The deadline is swinging by on [specific date]. I’ve popped my resume and the necessary documents in this email for you to glance over. If there’s anything else you need, just let me know.
Thanks a ton for thinking about this. Your help would truly mean a lot to me.
Cheers,
[Your Full Name]
[Former Position]
[Your Contact Information]
Approaching a Professor
Subject: Request for Letter of Recommendation
Hello Professor [Professor’s Last Name],
Hope this finds you in good spirits. I’m writing to see if you could lend a hand with a letter of recommendation. I’m applying for [graduate program/scholarship/internship] and your insights on my academic journey would be invaluable.
The letter needs to land by [specific date]. I’ve attached my CV and a list of achievements to paint a fuller picture. Need any more info? Just give me a holler.
Really grateful for your time and help. Knowing I’ve got your support means a lot.
Thanks again,
[Your Full Name]
[Your Major/Department]
[Your Contact Information]
Reconnecting with Past Colleagues
Subject: Seeking a Letter of Recommendation
Hi [Colleague’s Name],
I hope this email reaches you happy and healthy. It’s been a while since our days at [Company/Organization Name], and I’m now going after [specific position/scholarship/program]. I’m reaching out to see if you’d be up for helping me out with a recommendation letter highlighting what we accomplished together.
The deadline is [specific date], and I’ve attached my resume and some other bits for reference. Need anything else? Just ping me.
Thanks a bunch for considering this. I’d really appreciate the help.
Take care,
[Your Full Name]
[Former Position]
[Your Contact Information]
These templates are built to clear the path for getting the letter you need, with less stress and more success. Keep your emails clear and provide all the goods, like deadlines and resumes. For even more tips, check out our article on recommendation letters for coworkers.
Following Up
So, you’ve asked for a letter of recommendation—now what? The key to getting that letter on time is a mix of gentle prodding and strategic timing. Let’s break it down on how to nudge, react to declines, and juggle more than one request.
When and How to Send Reminders
Want your recommendation letter to land when it’s supposed to? Then friendly reminders are your best bet. We’ve got a plan for you:
- After a Week: Shoot a nice note their way. Thank them for agreeing and offer any extra info they might need.
- Two Weeks Out: Nudge them again—but sweetly. Remind them of the deadline, but make sure they know you appreciate their time.
- One Week Left: Time’s ticking, so send a last gentle nudge. Let them know how important the deadline is to you.
Reminder Schedule You Can Follow
| Time Frame | Action |
|---|---|
| 1 Week After Request | Friendly reminder and offer of extra info |
| 2 Weeks Before Deadline | Gratitude and a tiny nudge about time |
| 1 Week Before Deadline | Final tender reminder with urgency vibes |
If Someone Declines Your Request
Rejection stings a bit, but no sweat—you got this. If someone turns you down, here’s the game plan:
- Take It Gracefully: Thank them anyway and let them know you get it.
- Shift Gears Fast: Have a backup in mind. Reach out quickly to someone else who can help you meet that deadline.
Sample Response: “Thanks for considering my ask. Really appreciate your honesty. I’ll look for another who can pitch in. Best!”
Managing Multiple Requests
Got a stack of applications? Keeping track of who’s writing what can get dizzying. Try these hacks:
- Stay Organized: Pop all the details into a spreadsheet—names, dates, and deadlines.
- Personal Notes: Tailor your reminders. Everyone loves a personal touch, plus it shows you care.
- Regular Check-Ins: Keep everything smooth with scheduled checkups from your spreadsheet.
Organize with This Tracking Template
| Recommender | Request Date | Deadline | First Reminder | Second Reminder | Final Reminder |
|---|---|---|---|---|---|
| Prof. Smith | March 1 | April 1 | March 7 | March 17 | March 24 |
| Ms. Johnson | March 3 | April 3 | March 10 | March 20 | March 27 |
By keeping things on track and keeping those reminders friendly but firm, you’re setting yourself up for success getting those letters in hand. Want to know more? Check our full reference letter guide for detailed advice. And if asking a coworker is on your agenda, see our scoop on recommendation letters for coworkers.
After You Get Your Letters
Thank You Messages
Got those glowing letters of recommendation? Sweet! Now it’s time to say a big thank you. Those folks put in effort just to help you out, and showing them some love matters.
Sending a thank you isn’t just about being polite; it keeps things peachy between you and your recommender. You never know—you might need another favor or a team-up down the road. Penning a heartfelt thanks reflects your professionalism and solidifies the great impression you left with your recommender.
When to Send Your Thank You Message
Don’t let dust settle on your thank you message. Write it shortly after you get the letter. A quick shout-out helps build a squad of supporters who are ready to vouch for your skills and potential in different spaces (AAMC).
| Time to Send | Why? |
|---|---|
| Within 1-2 days | Shows you’re prompt and appreciative |
| After hitting a milestone | Keeps them in the loop and flexes your progress |
Crafting Your Thank You Message
A solid thank you message can leave a mark and might just make your recommender keen to help you out next time. Here’s what to throw in your message:
- Show your gratitude: Start with a hearty thank you for crafting that killer letter.
- Point out specifics: Mention any parts of the recommendation that hit home or really stood out.
- Give an update: Let them know if there’s any update on your application.
- Offer a helping hand: Say you’re game to return the favor anytime they need.
Example Thank You Message
Check out this thank you note layout:
Subject: Thanks a Million for Your Recommendation Letter
Hey [Recommender’s Name],
Hope you're doing awesome. Just wanted to drop a line and say a huge thank you for writing me that fantastic recommendation letter. Your thoughtful words and insights into my skills really gave my application a boost.
I especially appreciate you highlighting my [specific skill or experience], which I think will seriously catch the admissions committee's eye. I’ve sent off my application and will keep you posted on what happens next.
Thanks again for your amazing support. If there's ever anything I can do in return, just holler.
Take care,
[Your Name]
Showing your appreciation in a polite and genuine way celebrates your recommender’s efforts while also strengthening your bond, setting things up nicely for future calls for backup. For getting the perfect letter, you can also use our free AI recommendation letter generator.