Asking for a letter of recommendation can feel a bit daunting. You know you need one to land that dream job, get into your top university, or secure a scholarship. But how do you ask someone politely and effectively? How do you make sure they say “yes” and write a strong recommendation?

The secret lies in a well-crafted email. This guide will give you everything you need: step-by-step instructions, practical tips, and easy-to-use email templates you can copy and paste directly. We’ll help you write a clear, professional email that makes it simple for your recommender to support you.

Why You Need a Strong Recommendation

A recommendation letter (also called a reference letter) is a powerful tool. It’s a written statement from someone who knows you well—like a former boss, professor, or mentor—highlighting your skills, achievements, and character. It adds a personal and credible voice to your application, whether it’s for a job, internship, college, or scholarship. A strong recommendation can often be the deciding factor that helps you stand out from other candidates.

When and How to Ask for a Recommendation

Timing is everything when asking for a recommendation. Don’t wait until the last minute! Giving your recommender enough time is a sign of respect and helps them write a thoughtful letter. Aim to ask at least two to four weeks before the recommendation is due, or even earlier if possible.

Who should you ask?

• Former Supervisors/Managers: Ideal for job applications, as they can speak to your work ethic and skills in a professional setting.
• Professors/Teachers: Perfect for college or scholarship applications, as they can highlight your academic performance and intellectual curiosity.
• Mentors/Colleagues: Good for specific projects, freelance opportunities, or general networking, especially if they have seen you demonstrate particular skills.

Choose someone who knows you well, can speak positively about your abilities, and has seen your work firsthand.

Key Elements of a Perfect Recommendation Request Email

Every effective recommendation request email includes several core parts. Make sure yours has these:

Clear Subject Line

Your subject line should immediately tell the recipient what the email is about. Be polite and direct.

Examples:

• “Recommendation Request – [Your Name]”
• “Letter of Recommendation Request for [Your Name] – [Application Type]”
• “Recommendation for [Your Name] – [Deadline]”

Polite Salutation

Address the person formally, using their proper title (e.g., “Dear Professor Smith,” “Dear Mr. Johnson,” “Dear Ms. Davis”).

Remind Them Who You Are

Even if you know the person well, a quick reminder of your connection is helpful, especially if some time has passed since you last interacted. Mention the class you took, the project you worked on, or the period you reported to them.

State Your Purpose Clearly

Get straight to the point. Clearly explain that you are seeking a letter of recommendation and for what specific opportunity (e.g., a job, a graduate program, a scholarship).

Provide Necessary Information & Attachments

This is crucial! Make it easy for your recommender to write a strong letter by giving them all the details they need. Include:

• The specific position/program you’re applying for.
• The company/institution name.
• The deadline for the recommendation.
• How the letter should be submitted (e.g., online portal, email to specific address).
• Your updated resume/CV.
• The job description or program description.
• A short list of your key achievements or qualities you’d like them to highlight.
• Your personal statement or cover letter (if applicable).

Suggest a Deadline

Clearly state the deadline for submission. Remember to give them ample time!

Offer to Help

Let them know you’re happy to provide any further information or answer any questions they might have.

Express Gratitude

Always thank them for their time and consideration, whether they agree to write the letter or not.

Professional Closing

End your email professionally (e.g., “Sincerely,” “Best regards,” “Thank you”).

Step-by-Step Guide: How to Write Your Recommendation Request Email

Follow these steps to craft your perfect email:

1. Choose Your Recommender: Select someone who knows your abilities well and will write a positive letter.
2. Prepare Your Materials: Gather your resume, job/program description, and a brief list of points you want them to highlight.
3. Craft a Clear Subject Line: Make it direct and informative.
4. Write a Polite Introduction: Greet them formally and remind them of your connection.
5. State Your Request: Clearly ask for a recommendation and specify the opportunity.
6. Provide All Necessary Details: Attach relevant documents and list key information (deadline, submission method, what to highlight).
7. Offer Assistance: Let them know you’re available for questions.
8. Express Thanks: Show your appreciation.
9. Proofread: Check for any typos or grammatical errors before sending.
10. Send a Follow-Up (if needed): A polite reminder a week before the deadline is acceptable.

Copy-Ready Templates for Every Situation

Here are several templates designed for different scenarios. Remember to customize the bracketed information [ ] with your specific details.

Template 1: For a Former Professor (College/Scholarship Application)

Use this template when asking a professor for a recommendation for academic pursuits.

Template 2: For a Former Manager/Supervisor (Job Application)

This template is ideal for requesting a recommendation for a new job or internship.

Template 3: For a Colleague/Mentor (Networking/Freelance)

Use this when asking someone who isn’t a direct supervisor but can speak to your professional skills.

Template 4: Follow-Up Email (If No Response)

If you don’t hear back after a week, a polite follow-up is appropriate.

Tips for Success and Mistakes to Avoid

Beyond the templates, these tips will significantly increase your chances of getting a great recommendation.

Tips for Success

• Ask in Person First (If Possible): If you have an opportunity to speak with them face-to-face, it’s often more personal and effective. Follow up with an email afterward that includes all the details.
• Give Plenty of Notice: As mentioned, aim for at least 2-4 weeks. More time is always better.
• Make It Easy for Them: Provide all necessary information clearly and concisely. The less work they have to do, the more likely they are to write a strong letter.
• Follow Up Politely: A gentle reminder a week before the deadline is fine if you haven’t heard anything.
• Send a Thank You Note: Always send a thank you email or even a handwritten card after they submit the letter. It shows your appreciation and professionalism.

Mistakes to Avoid

• Asking at the Last Minute: This puts unnecessary pressure on your recommender and can lead to a rushed or declined request.
• Being Unclear About Your Needs: Don’t make them guess what you’re applying for or what qualities you want them to highlight.
• Not Providing Enough Information: Without your resume, job description, or specific points, they’ll struggle to write a detailed and relevant letter.
• Forgetting to Say Thanks: Politeness goes a long way.
• Asking Someone Who Doesn’t Know You Well: A generic letter is less impactful than one from someone who can speak to your specific strengths.

By following this guide and using our ready-to-use templates, you’ll be well on your way to securing the strong recommendations you need to achieve your goals. Good luck!

Internal Linking Suggestions

Consider linking to related articles such as “How to Write a Professional Resume,” “Cover Letter Guide for Job Seekers,” or “Effective Networking Strategies.”

FAQ

What is a recommendation request email?

A recommendation request email is a formal message sent to a former professor, manager, or mentor asking them to write a letter of recommendation on your behalf for a job, academic program, or scholarship application.

How far in advance should I ask for a recommendation?

You should aim to ask for a recommendation at least two to four weeks before the deadline. This gives your recommender enough time to write a thoughtful and detailed letter.

What information should I include in my recommendation request email?

You should include your name, the purpose of the recommendation, the deadline, how it should be submitted, and attachments like your resume and the job/program description. It’s also helpful to include a few bullet points about what you’d like them to highlight.

Is it okay to send a follow-up email if I don’t hear back?

Yes, it is perfectly acceptable to send a polite follow-up email if you don’t hear back within about a week of your initial request.

What should I do after my recommender submits the letter?

Always send a thank-you note or email to your recommender, expressing your gratitude for their time and effort.

Recommendation Request Email Sample: Your Easy Guide + Free Templates