How (and Who) to Ask For a Letter of Recommendation

Asking for a letter of recommendation can be challenging, especially when applying for graduate school. A strong letter of recommendation can significantly impact your application, showcasing your academic abilities, personal qualities, and potential for success in your chosen field. 

To ensure you receive an outstanding letter of recommendation, follow these five key steps. 

Step 1: Choose who to ask

Selecting the right person to write your letter of recommendation is crucial. You want someone who knows you well, can speak to your strengths and accomplishments, and can provide specific examples of your work and character. Consider the following when choosing your recommenders:

1. Academic performance: Choose professors or instructors who have taught you in courses related to your field of study and in which you have excelled. They can attest to your academic abilities, work ethic, and potential for graduate-level work.
2. Research experience: If you have conducted research with a faculty member, they can provide valuable insights into your research skills, initiative, and ability to work independently or as part of a team.
3. Professional experience: If you have relevant work experience, a supervisor or mentor can speak to your professional skills, leadership qualities, and ability to apply your knowledge in real-world settings.
4. Personal qualities: Consider asking someone who can highlight your personal characteristics, such as your creativity, adaptability, communication skills, or commitment to your goals.

Remember to choose recommenders familiar with graduate school requirements and can write a compelling letter on your behalf.

Step 2: Reach out and request a meeting

Once you have identified potential recommenders, contact them to request a meeting. This initial contact should be professional and respectful, and it’s best to do it well before your application deadlines. Here’s an example of an email requesting a meeting:

Email example: Requesting a meeting

Dear Professor [Name],

I hope this email finds you well. I am [Your Name], a [current/former] student in your [course name/research lab]. I am writing to request a brief meeting with you to discuss my graduate school plans and ask for your guidance and support.

I am planning to apply to [graduate program] at [university] for the [semester/year] and believe that my experience in your [course/lab] has prepared me well for this next step in my academic journey. Your insights and advice would be invaluable as I navigate the application process.

If you are available, I would greatly appreciate the opportunity to meet with you for 15-20 minutes to discuss my plans and to ask for your support. Please let me know if any dates and times would be convenient for you.

Thank you for considering my request. I look forward to hearing from you.

Best regards,

[Your Name]

Step 3: Ask for a letter of recommendation

During your meeting, express your gratitude for their time and guidance, and formally ask if they would be willing to write a strong letter of recommendation on your behalf. Be prepared to discuss your academic and professional goals, why you have chosen the specific graduate program, and how their letter of recommendation would support your application.

If your potential recommender agrees to write a letter, provide them with the following information:

• Application deadlines
• Submission guidelines (online portal, email, or mail)
• Program requirements and prompts for recommendation letters
• Your resume or CV
• A summary of your achievements, research experience, and relevant coursework
• Any additional materials that may help them write a strong letter (e.g., personal statement, writing samples, or research papers)

After your meeting, send a follow-up email thanking them for their time and reiterating the important information they need to write and submit your letter of recommendation.

Email example: Requesting a recommendation letter

Dear Professor [Name],

Thank you for taking the time to meet with me today to discuss my graduate school plans. I greatly appreciate your willingness to support my application to [graduate program] at [university] by writing a letter of recommendation on my behalf.

As discussed, I have attached my resume, a summary of my accomplishments and experiences, and the relevant information for submitting the letter of recommendation. The application deadline is [date], and the letter can be submitted through the online portal at [link] or by email to [email address].

If you need any additional information or materials to assist you in writing the letter, please don’t hesitate to let me know. I am happy to provide further details or answer any questions.

Thank you again for your support and guidance. Your letter of recommendation will play a significant role in my graduate school application, and I am grateful for your time and effort.

Best regards,

[Your Name]

Step 4: Share your resume and other materials

After your recommender has agreed to write a letter on your behalf, provide them with your updated resume or CV and any other relevant materials that will help them craft a compelling letter. These materials may include:

• Personal statement or statement of purpose
• Writing samples or research papers
• Transcripts
• List of relevant coursework
• Descriptions of research projects, internships, or relevant work experience
• Awards, honors, or scholarships

Providing your recommenders with a comprehensive overview of your background, achievements, and goals will help them write a detailed and personalized letter highlighting your strengths and potential for success in graduate school.

Step 5: Remind your recommenders of upcoming deadlines

As the application deadlines approach, it’s essential to gently remind your recommenders of the upcoming due dates. Send a polite email a few weeks before the deadline to ensure they have all the necessary information and materials to submit their letters on time.

Email example: Sending a reminder

Dear Professor [Name],

I hope this email finds you well. I wanted to send a gentle reminder that the deadline for submitting your letter of recommendation for my application to [graduate program] at [university] is approaching. The letter is due on [date], and can be submitted through the online portal at [link] or by email to [email address].

I understand your busy schedule, and I greatly appreciate your time and effort in writing this letter on my behalf. If there is anything I can do to assist you or if you need any additional information, please let me know.

Thank you again for your support. Your letter of recommendation is an integral part of my graduate school application, and I am grateful for your willingness to advocate for me.

Best regards,

[Your Name]