Spencer Lanoue
Asking someone to write a letter of recommendation may seem intimidating, but it doesn't have to be. Whether you're applying for a job, a scholarship, or a graduate program, a strong recommendation can make all the difference. In the following sections, we'll break down how to craft a compelling request without feeling awkward or pushy. You'll learn practical tips and see relatable examples that can help you get the letter you need.
Identify the Right Person to Ask
The first step in requesting a letter of recommendation is choosing the right person to ask. This matters more than you might think. You want someone who knows you well and can speak to your strengths and achievements. But how do you decide who that should be?
- Think about your relationship: Consider teachers, mentors, or employers who have a good sense of your skills and accomplishments. If they've seen you shine in various situations, they can likely write a more personal and convincing letter.
- Consider their position: While it's great to have someone who knows you well, it's also helpful if they hold a respected position. A letter from a department head might carry more weight than one from a peer.
- Reflect on relevance: Choose someone who can relate your skills to the opportunity you're applying for. If you're applying for a research position, a professor who guided you on a related project would be ideal.
Once you've made your choice, it's time to move on to the next step. Making the request.
Timing: When to Ask for a Recommendation
Timing can be everything. Asking too late might inconvenience your recommender and result in a rushed letter. So, when should you ask?
- Plan ahead: Aim to ask at least a month before the deadline. This gives your recommender plenty of time to craft a thoughtful letter.
- Consider their schedule: Be mindful of their busy periods. If you know they have a big project coming up, give them even more notice.
Remember, everyone appreciates having enough time to do a good job. By asking early, you're showing respect for their time and effort.
How to Make the Request
The way you ask can set the tone for the whole process. So, how do you ask without feeling awkward?
- Be polite and direct: Start with a friendly greeting and get to the point without beating around the bush. Here's a basic template you can adapt:
Subject: Request for a Letter of Recommendation
Hi [Name],
I hope this message finds you well. I am reaching out to ask if you would be willing to write a letter of recommendation for me. I'm applying to [program/job] at [institution] and believe your insights into my work and skills would be invaluable.
Thank you so much for considering my request. Please let me know if you need any additional information to help with the letter.
Best regards, [Your Name]
Notice how the email is straightforward but still courteous. You're not just asking for a favor. You're highlighting why their perspective is uniquely valuable.
Provide Necessary Context
Even if your recommender knows you well, they might not remember all the details of your accomplishments or what you’re applying for. Making it easy for them to write the letter is a win-win.
- Share your goals: Let them know what you're applying for and why it matters to you.
- Highlight relevant experiences: Remind them of specific projects or achievements that could be useful for the letter.
- Offer supporting materials: Attach your resume or a list of your accomplishments to jog their memory.
Here's a quick example of what you might include when you follow up:
Subject: Follow-Up on Recommendation Request
Hi [Name],
Thank you so much for agreeing to write the letter. I've attached my resume and a brief overview of the project we worked on together, which might be helpful. I'm applying for [program/job] because [brief reason], and I think your perspective on [specific achievement] would be incredibly valuable.
Thanks again for your support.
Best, [Your Name]
By providing this information, you're making it easier for them to write a strong, detailed letter.
Be Grateful, Not Gushy
Expressing gratitude is crucial, but there's no need to go overboard. A sincere thank you can go a long way.
- Be genuine: A simple “Thank you for taking the time to do this” is often enough.
- Offer to help: Make it clear that you're available to provide any additional information they might need.
- Follow up: Once they've submitted the letter, a thank-you note or email is a nice gesture.
Here's a quick thank you message you might send:
Hi [Name],
I just wanted to express my gratitude for writing the letter of recommendation. Your support means a lot to me, and I appreciate your time and effort.
Thank you again!
Best, [Your Name]
Simple, right? It's about acknowledging their effort without making it awkward.
Handling Denials Gracefully
Sometimes, the person you ask might not be able to write the letter, and that's okay. Here’s how to handle a “no” gracefully:
- Don't take it personally: People have their own commitments and may not have the time or feel they can write a strong letter.
- Thank them anyway: Appreciate their honesty. Thanking someone for their consideration is always a good move.
- Have a backup plan: Consider other potential recommenders in advance, so you're not left scrambling.
An example response could look like this:
Hi [Name],
Thank you for letting me know. I completely understand and appreciate your honesty. Your guidance has always been valuable to me, and I’m grateful for the support you’ve given me in the past.
Take care, [Your Name]
This response keeps the relationship positive and open for future interactions.
What to Do After the Letter is Sent
After your recommender submits the letter, there are a few steps you can take to wrap things up nicely:
- Send a thank-you note: A handwritten note can be a nice touch, but an email works too.
- Keep them updated: Let them know the outcome, whether you got the position or not. They'll appreciate the follow-up.
Here's a quick example of a follow-up note:
Hi [Name],
I wanted to let you know that I was accepted into [program/job]. Thank you so much for your recommendation. It truly made a difference!
I really appreciate your support and guidance.
Best, [Your Name]
Keeping them in the loop maintains your relationship and shows them their efforts were worthwhile.
How Spell Can Help with Your Request
So, you're ready to write that request, but maybe you're struggling to find the right words. That’s where Spell comes in. Spell can help you draft and refine your request emails, ensuring they’re polished and professional in just a matter of seconds. Instead of spending hours agonizing over phrasing, you can let Spell do the heavy lifting.
Common Mistakes to Avoid
Even with the best intentions, it’s easy to make a few missteps when requesting a recommendation letter. Let's look at some common mistakes and how to avoid them:
- Being too vague: Avoid asking without context. Always provide details about what you're applying for and why.
- Waiting until the last minute: Procrastination can leave your recommender in a tight spot. Ask well in advance.
- Not following up: If you haven't heard back, a gentle reminder is okay. Just don’t be pushy.
By being clear, respectful, and proactive, you can make the recommendation process as smooth as possible.
Final Thoughts
Requesting a letter of recommendation doesn't have to be a daunting task. With the right approach, you can secure a letter that genuinely highlights your strengths. And remember, Spell can make drafting and refining your requests much easier, saving you time and stress. Good luck with your applications!
