Asking for a recommendation letter is one of those small things people get needlessly anxious about. The ask itself matters almost as much as who you ask: give enough notice, hand over the right material, and make it easy to say yes. This guide covers who to approach, how and when, what to give them, and email templates you can adapt. If you're the one writing instead, see our reference letter guide.
Who to ask
Pick someone who knows your work well enough to be specific, and who'll write something honest rather than generic. A recent manager, a professor who taught you, or a colleague who worked closely with you all beat a senior name who barely remembers you.
| Recommender | Strength | Watch out for |
|---|---|---|
| Current manager | Knows your recent work | May feel awkward if you're job-hunting quietly |
| Former supervisor | Professional perspective | Might not recall specifics |
| Professor | Academic credibility | Likely gets many requests |
| Past colleague | Peer-level insight | Less seniority behind the letter |
When to ask, and how much notice
Don't spring this on people. Ask four to six weeks before the deadline so they're not writing in a rush. If you genuinely need one fast, ask anyway, be upfront about the timing, and apologise for the short notice (University of the Potomac).
| Step | When |
|---|---|
| Initial request | 4–6 weeks before the deadline |
| Follow-up reminder | About 1 week before |
| Thank-you | After it's submitted |
In person or by email?
If you can ask face to face, do — it's friendlier and easier to gauge their response. A phone call is a fine substitute. Email works when neither is practical; just be clear about why you're asking them specifically, and leave them an easy way to decline.
How to write the request email
Keep the email short and clear: a direct subject line, a formal greeting, a quick reminder of how they know you, the role or program you're applying for, an offer to send your resume and details, and a thank-you. Here's a template:
Subject: Request for Letter of RecommendationDear 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]
What to give your recommender
A good letter depends on good material. Hand over everything they'd need to write something specific:
| Item | What it covers |
|---|---|
| Resume | Your work history, education, and key achievements |
| Job or program details | The role, its requirements, and what to emphasise |
| Notable achievements | Specific wins, ideally ones they witnessed |
| Deadline | When the letter is due |
| Submission instructions | How and where to send it |
When a letter mirrors the role's actual requirements, it's far more persuasive. For workplace-specific guidance, see recommendation letters for coworkers.
Email templates
Adapt these to your relationship with the recommender.
Current manager
Subject: Request for a letter of recommendation — Hi [name], I'm applying for [role/program] and would value a recommendation from you as my manager. The deadline is [date]; I've attached my resume and the job description. Happy to provide anything else you need. Thank you for considering it. — [Your name]
Former supervisor
Subject: Letter of recommendation request — Hi [name], I'm applying for [role/program] and think your perspective from our time at [company] would strengthen my application. The deadline is [date], and I've attached my resume and the details. Let me know if anything would help. Thank you. — [Your name]
Professor
Subject: Request for letter of recommendation — Dear Professor [last name], I'm applying for [program/scholarship/internship] and your view on my academic work would be invaluable. The letter is due [date]; I've attached my CV and a short list of achievements. Glad to send more. Thank you for your time. — [Your name]
Past colleague
Subject: Seeking a letter of recommendation — Hi [name], it's been a while since [company]. I'm applying for [role/program] and would appreciate a recommendation reflecting what we worked on together. The deadline is [date], and my resume is attached. Thanks for considering it. — [Your name]
Keep every version clear and include the essentials — deadline, resume, and instructions. When you're ready to draft the letter itself, our free recommendation letter generator can help.
Following up
A couple of friendly reminders keep things on track without nagging:
| When | What to send |
|---|---|
| 1 week after asking | A thank-you for agreeing, plus any extra info |
| 2 weeks before the deadline | A gentle reminder with your appreciation |
| 1 week before | A short, final nudge noting the deadline |
If someone declines, take it gracefully — thank them and move quickly to a backup. And if you're juggling several requests, track them in a simple spreadsheet so nothing slips:
| Recommender | Requested | Deadline | Reminders |
|---|---|---|---|
| Prof. Smith | Mar 1 | Apr 1 | Mar 7 / Mar 17 / Mar 24 |
| Ms. Johnson | Mar 3 | Apr 3 | Mar 10 / Mar 20 / Mar 27 |
After you get the letter
Say thank you, and do it within a day or two. It's not just courtesy — these are people you may need again, and a genuine thank-you keeps the relationship warm (AAMC). Mention something specific you appreciated, share how your application turns out, and offer to return the favour. A short note is enough:
Subject: Thank you for your recommendation — Hi [name], thank you for writing my recommendation letter. I especially appreciated you highlighting my [specific strength] — it's exactly what this application needed. I've submitted everything and will let you know how it goes. I'm glad to return the favour anytime. — [Your name]
