How to Write an Email to a Professor About Letter of Recommendation

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Asking your professor for a letter of recommendation can be a stressful experience, but it's a normal part of applying for a graduate program, internship, or job. If you ask your professor far enough in advance, they'll likely be happy to help you. It's best to ask your professor in person with a written request. However, you might send an email if your professor is comfortable with digital communication.

Sample Emails

1. 1

   Write a salutation with their preferred title and name. Open your email the same way you'd start a letter. Use a professional opening, like "Dear." Then, write the professor's name.^[1]

   • You might write, "Dear Dr. Hamilton."
   • You can find their preferred title on your syllabus or their website.

2. 2

   Introduce yourself and remind them who you are. Write one or two sentences to refresh their memory. Give your name and which class(es) you've taken with them. Mention any one-on-one experience you have with them, as well.^[2]

   • You might write, "My name is Katie Williams and I took your fiction writing workshop my junior and senior year."

   Tip: Keep your refresher brief. You'll provide a longer explanation of your background and accomplishments in an email attachment.

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3. 3

   Explain your purpose in sending the email. Tell them you need a letter of recommendation. Then, provide details about the educational program, internship, or job you're applying for.^[3]

   • You could write, "I'm applying for graduate programs and hoped you'd write a letter of recommendation for me."

4. 4

   Tell them why you chose them to write the letter in the next paragraph. Share how they impacted your life, what you learned from them, or why you think their letter will hold more weight. This is a good place to add a little flattery in your request.^[4]

   • You might write, "Your classes helped me grow as a writer. Thanks to your help, my story has been accepted for publication. I'm grateful for having such a skillful, imaginative instructor there to offer me guidance."

5. 5

   State what you hope they'll say in a new paragraph. Tell them that you've attached information about your accomplishments, as well as your resume or CV. Let them know what type of information you've included, such as a list of classes you've taken, work you've performed, awards you've won, service you've completed, and activities you participated in.^[5]

   • You might write, "I've attached a copy of my resume and a bulleted list of my recent accomplishments. I'll also be happy to meet with you to discuss my work, if you'd like to speak in person."

6. 6

   Include a link or instructions about how to submit the recommendation. Provide the due date of the letter and where to send it. This might be a physical address or a digital address. If they're submitting it digitally, provide either the email address or a link where they can upload the letter.^[6]

   • For instance, "The letter of recommendation is due January 15, 2019. You can send it to myprogram@emailaddress.com."

7. 7

   Thank them for their consideration in your last paragraph. Let them know you value the time they spent reading your request, as well as the time they will spend writing the letter. Additionally, thank them for the guidance they've provided as your professor.^[7]

   • For example, "Thank you for reading this request and for everything you've taught me. I really appreciate the time and energy you spent guiding me. I hope you'll consider writing my letter of recommendation."

8. 8

   Sign the email with a complimentary close and your name. Use a professional close, such as "Sincerely," "Your former student," or "Best regards." Skip a line. Then, write your name.^[8]

   • You might write, "Sincerely, Katie Williams."

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1. 1

   Begin the process at least 2 months in advance, if possible. It's best to give your professor ample time to prepare your letter since they're likely very busy. You also need time to review your application materials and write a request for a letter of recommendation. If your first professor says no, you'll need time to ask another professor.^[9]

   Note: Only ask one professor at a time, unless you need multiple recommendation letters. Don't waste a professor's time if you don't actually need their letter.

2. 2

   Choose a professor who will give you a good recommendation. Your letter will be stronger if the professor has a personal relationship with you. Pick a professor who knows you well and seems to have a good opinion of you. Answer the following questions when choosing whom to ask:^[10]

   • Does this professor know me by name?
   • Are they familiar with my work?
   • Have I taken more than one class with this professor?
   • Did I perform well in their class(es)?
   • Have they worked with me outside of class?
   • Has this professor seen my growth as a student?
   • Did I act professionally and ethically while in this professor's class?

3. 3

   Check the due date. You'll need to provide the due date in your request. Make sure you're looking at the due date for your letter of recommendation, not for the application as a whole.^[11]

   • In some cases, all of the the due dates will be the same.
   • If you're submitting the letter along with your application, you might want the letter early so you can ensure you have all of your application materials to the program or job by the due date. Communicate this to your professor and give them a specific date when you need the letter.

4. 4

   Give your professor at least 5-6 weeks to write the letter, if possible. Your professor likely has a lot on their plate with teaching, grading, and handling requests from other students. You're more likely to get a positive response if you ask them well in advance of the due date. ^[12]

   • Since you want a professor who knows you well, you might choose a professor who taught you in a prior semester.

   Tip: The best time to ask your professor is near the beginning of the semester.

5. 5

   Review the application details to find out how to send in the letter. The application will tell you if the letter must be mailed in or submitted online. Some letters may be emailed to the school, while others must be uploaded with your application. It's important to know ahead of time how your letter will be submitted so you can tell the professor.^[13]

   • In most cases, your professor will want to send the letter directly to the program without you reading it. If you're the one who will be submitting the letter, make that clear in your request. They may be able to give you a reference letter in a sealed envelope with their signature over the seal. This will prove that you haven't opened the letter.

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1. 1

   Use a professional subject line that clearly states your request. Let the professor know up front that you are requesting a letter of recommendation. This tells them your email is timely and lets them know what to expect from your email.

   • Your subject line might read, "Request for a letter of recommendation for graduate school."

2. 2

   Include your written request in the body of the email. This makes it easy for your professor to read your request. Don't put the request in an attachment, which makes it harder for your professor to open and read it.^[14]

3. 3

   Attach a list of accomplishments and your resume or CV. No matter how well your professor knows you, it's unlikely they'll remember everything about you. Your professor will be able to write a better letter if they have a list of your achievements, work history, and educational background in front of them. Attaching them to your request allows your professor to review them along with your request.^[15]

   • You might also attach samples of your work and a draft of your application essay. This will help your professor tailor your letter to your application.^[16]

   Tip: Making a bulleted list makes it easier for your professor to skim it.

4. 4

   Attach a list of due dates and where to send the letter. Sending in your letter will be easier if your professor knows exactly when the letter is due and where to send it. Provide the address for a written letter or the digital link for an electronic letter.^[17]

   Note: If the program has a specific form to use for the recommendation, attach this form, as well. It's important to make the process as easy as possible for your professor.^[18]

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Add New Question

• Question

  I'm applying to a magnet high school, not college, and we're not allowed to choose the teacher who writes our recommendation. The teacher who's writing mine has been on maternity leave for most of the semester. What can I do?

  

  Tom De Backer

  Top Answerer

  Contact the school. When teachers are absent, their tasks must be transferred to others. Ask the school who will be providing that for you instead of the absent teacher.

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• Provide the professor with a copy of your resume or CV in an email attachment. Mention in your request that you've attached it for their reference.

• If you want to send your professor a reminder that the recommendation letter is due, send them a thank you note a week or two in advance that includes the due date.

• If you need a recommendation on short notice, it's best to ask in person. If you must ask in an email, make it clear that you understand if they can't write you a letter.

• If you can, ask your professors to recommend you in person. This is generally considered more personal and courteous.

Thanks for submitting a tip for review!

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• Remember that professors aren't obligated to write recommendation letters. They may only want to write letters for students they know well.

• Don't ask to read the letter before it's sent. This is considered inappropriate.

• Some professors may prefer being asked for a letter of recommendation in person. Consider your professor's preferences for communication.

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About This Article

Article SummaryX

To ask your professor for a letter of recommendation via email, start by including your name and the purpose of your email in the subject line, like "Recommendation for Sarah Smith." Then, start your email with something like "I am writing to ask if you would be willing to write a letter of recommendation for me," before explaining why you need the recommendation, when it's due, and where they should send it. At the end of your letter, thank your professor by writing something like "Thank you in advance for your time and assistance." To learn how to write the body of your email, keep reading!

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How to Write an Email to a Professor About Letter of Recommendation

Source: https://www.wikihow.com/Ask-Your-Professor-for-a-Letter-of-Recommendation-Via-Email

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