A letter of recommendation request email template is used to compose a request letter endorsing your skills for an academic program, scholarship, or job application. It benefits the applicant by providing a standardized format to help ensure a clear and compelling request for a recommendation. A pre-written template can save time and effort, as it gives structure to the email and can help avoid errors or omissions. Additionally, a template can help ensure the request is respectful and professional, increasing the likelihood of receiving a positive response.
What Is a Letter of Recommendation Request Email Template?
A letter of recommendation request email template is a pre-formatted outline that an applicant can use to request a recommendation letter from a professor, advisor, or employer. It typically includes a polite greeting, a brief introduction of the applicant, a statement of the purpose of the email, a description of the program or opportunity for which the recommendation is required, and any necessary instructions or deadlines. The email should also include a request confirming the recommender’s availability and willingness to write the letter.
Fun Fact: Albert Einstein once wrote a letter of recommendation for Marie Curie.
Why Is Letter of Recommendation Request Email Template Important?
A letter of recommendation request email is a helpful communication tool that can impact your academic or professional career. Here are some reasons why having a well-crafted template for such emails is important:
- Structure: A template can provide a clear format for your email, making it easier for you to organize your thoughts and ensure all necessary information is included.
- Time: Having a template can save you time and effort, as you won’t have to start from scratch when you need to request a letter of recommendation.
- Professionalism: A well-written and organized email can increase your professionalism and make a better impression on the person you ask.
- Consistency: Using a template can ensure consistency in your communication, helping you to avoid errors or inconsistencies that could detract from the effectiveness of your request.
- Clarity: It can help you to convey your message clearly and concisely, ensuring that the person you’re asking understands what you need and how they can help you.
- Error Reduction: A high-quality template can also help the writer reduce common errors.
Important Note: A well-thought-out and professional request is vital, but so is choosing the correct writer. Pick someone who knows your skills and abilities and can write a strong endorsement.
Essential Elements of Letter of Recommendation Request Email Template
Including the following essential elements in your letter of recommendation request email template can help ensure that your emails are professional, effective, and well-received.
- Subject Line: A clear and concise subject line that indicates the purpose of the email.
- Professional Salutation: Address the recipient with a professional salutation such as “Dear [Name]” or “Dear Professor/Dr./Mr./Ms./Mrs. [Last Name].”
- Body: The email should be about three paragraphs. Include an introduction explaining why you are requesting a letter of recommendation, information about the program or opportunity you are applying to, and any relevant details the person may need to know.
- Advance Thanks: Thank the person in advance for their time and effort in writing the letter.
- Professional Closing: Close the email with a professional closing such as “Sincerely,” “Best regards,” or “Respectfully.”
- Name: Include your full name and signature at the end of the email.
- Contact Information: Provide your contact information so the person can reach you if they have any questions or need additional information.
Pro Tip: Create a subfolder in your email account dedicated to Letters of Recommendation to help you stay organized and ensure you follow up on everything in a timely manner.
Common Mistakes to Avoid in a Letter of Recommendation Request Email
When requesting a letter of recommendation, it’s important to approach the person you’re asking with professionalism and respect. Failing to offer support or phrasing things as a demand can be problematic. Here are some other common mistakes to avoid in a letter of recommendation request email:
- Professionalism: Avoid being too casual or informal in your email. Use a polite and professional tone throughout the email.
- Information: Make sure to provide the person with all the necessary information, such as the deadline for the letter, the purpose of the letter, and the required format.
- Notice: Give the person enough time to write the letter. Ideally, asking for the letter at least two to three weeks before the deadline would be best.
- Following Up: Following up is essential if someone hasn’t responded to your email. However, don’t send too many follow-up emails; this can be seen as pushy.
- Gratitude: Thank the person for their time and effort in writing the letter. A simple “thank you” can go a long way in showing your appreciation.
- Editing: Before sending the email, make sure to proofread it for errors and typos. A well-written and error-free email will make a better impression on the person you ask.
- Respecting Time: Remember that the person you’re asking is doing you a favor by writing the letter. Be respectful of their time and don’t make unreasonable demands or expect them to drop everything to write the letter.
Helpful Tip: Have another person or a text-to-speech program read your finished letter out loud to you before you send it so you can see how it will sound to the recipient.
If you last got in touch with a potential recommender a long time ago, it’s best to reach out and refresh their memory about your relationship and achievements. This can be done by sending an email or message that includes a polite greeting, a brief update on your recent activities and accomplishments, and a request for their availability and willingness to write a recommendation letter for you. Additionally, it’s crucial to provide them with any necessary information about the program or opportunity for which the letter is required and to thank them for their time and consideration.
You can ask for a letter of recommendation via a phone call or in-person meeting instead of an email. However, it’s important to remember that the recommender may need time to consider your request and compose the letter. Therefore, it’s best to provide them with the necessary information and deadlines as early as possible, regardless of the method of communication. Additionally, if you request the letter in person or over the phone, follow up with an email summarizing the conversation’s key points and confirming any necessary details or instructions.
If you receive a rejection or non-response to your recommendation request email, it’s essential to be polite and respectful. You can send a follow-up email or message acknowledging the recommender’s busy schedule and thank them for considering your request. If you receive a rejection, you must respect the decision and avoid taking it personally. You can ask for feedback on improving your future requests or applications. If you don’t receive a response, it’s appropriate to follow up one more time, but after that, it’s best to move on and seek recommendations from other potential recommenders.
It is appropriate to send a reminder email if you have not received a response to your initial recommendation request after a reasonable amount of time has passed. The appropriate timing of the reminder email may depend on the deadline’s urgency and the recommender’s schedule. A good rule of thumb is to send a polite and respectful reminder email after one to two weeks. In the reminder email, you can politely restate your request and ask if they need additional information or clarification. It’s important to express appreciation for their time and consideration and to avoid being pushy or demanding.
It may not be appropriate to request multiple letters of recommendation from the same person for different applications, especially if they are asked to write a new letter for each application. This can be burdensome for the recommender and may result in lower-quality letters. It’s better to prioritize your applications and only request letters from the most relevant and appropriate recommenders. However, if you have a strong relationship with a recommender and they are willing to write multiple letters for you, it’s important to space out the requests and provide them with all the necessary information and deadlines for each application.
A letter of recommendation request email template is a professionally structured format that an applicant can use to request a recommendation letter from someone who knows them well. The template generally includes a cordial salutation, a brief introduction of the candidate, an explanation of the purpose of the email, details about the program or opportunity for which the recommendation is needed, and any specific instructions or deadlines. Additionally, the email should include a request for confirmation of the recommender’s availability and willingness to compose the letter.