Asking for a letter of recommendation can feel awkward, but it's a crucial step in many applications, from jobs to graduate school. A well-crafted request significantly increases your chances of receiving a strong, supportive letter. This guide provides a step-by-step approach to ensure you make the best possible impression and maximize your chances of success.
Understanding the Importance of a Strong Reference
Before diving into the how-to, it's important to understand why a strong reference letter matters. A compelling letter goes beyond simply stating your qualifications; it paints a picture of your skills, character, and potential. A lukewarm or poorly written letter can significantly hinder your chances, while a strong one can be the deciding factor in a close competition.
What makes a strong reference letter?
- Specific examples: A strong letter highlights specific achievements and accomplishments, demonstrating your abilities with concrete examples.
- Positive tone: The letter should showcase your positive attributes and contributions.
- Relevance to the application: The letter should directly address the requirements and criteria of the position or program you're applying for.
- Credibility of the writer: The referee's experience and relationship with you should lend weight and authority to their assessment.
How to Ask for a Reference Letter: A Step-by-Step Guide
1. Choose the Right Referee:
Select someone who knows you well and can speak to your abilities relevant to your application. This might be a professor, supervisor, mentor, or even a volunteer coordinator. Consider their knowledge of your strengths and their writing ability.
2. Give Ample Notice:
Don't wait until the last minute! Give your referee at least two to three weeks' notice, ideally more, especially if it's a busy time of year for them. This allows them sufficient time to write a thoughtful and thorough letter.
3. Provide Comprehensive Information:
When you make your request, be prepared. You need to provide all the necessary materials, including:
- Your resume or CV: This helps them refresh their memory of your accomplishments.
- The application details: Share the specific job description, program requirements, or application instructions. Highlight the key skills and experiences they should emphasize.
- The deadline: Clearly state the deadline for submission.
- Contact information: Provide the contact information for the recipient of the letter (e.g., the admissions committee or hiring manager). Often, this is an online submission portal.
- A personal statement (if applicable): This allows them to see the context of your application and tailor their letter accordingly.
4. Craft a Professional Request:
Your request should be professional, polite, and respectful of your referee's time. Avoid generic emails; personalize each request. Consider the following structure:
- Opening: Start with a polite greeting and a brief reminder of your relationship.
- Context: Explain the opportunity you're applying for and why you're seeking their recommendation.
- Supporting Materials: Clearly state the materials you're providing.
- Deadline: Emphasize the importance of the deadline.
- Thank You: Express your gratitude for their time and consideration.
- Closing: Offer to answer any questions they may have.
5. Follow Up (Gracefully):
After sending your request, follow up a week or so before the deadline to check in. This is a courteous gesture and ensures they haven't overlooked your request. Be understanding if they're unable to meet the deadline—this happens sometimes.
Example Email:
Subject: Letter of Recommendation Request - [Your Name] - [Position/Program]
Dear Professor Smith,
I hope this email finds you well.
I'm writing to request a letter of recommendation from you in support of my application to [Position/Program Name] at [Institution/Company Name]. The deadline for submission is [Date].
I greatly appreciated your guidance in [Course Name] and believe your insights into my [Skills/Abilities] would be invaluable to my application. To help you write your letter, I've attached my resume, the program description, and my personal statement.
Please let me know if you are able to write a letter of recommendation for me by [Date - a week before the deadline]. If you're unable to, I completely understand.
Thank you for your time and consideration. Please let me know if you have any questions.
Sincerely,
[Your Name] [Your Contact Information]
Beyond the Email: Strengthening Your Chances
- Maintain Contact: Stay in touch with your referee throughout the process.
- Express Gratitude: Send a thank-you note after they submit the letter.
- Prepare a Draft: While not always necessary, offering a draft of your accomplishments can be helpful, especially for less familiar referees.
Following these steps will significantly improve your chances of receiving strong reference letters that will enhance your applications. Remember, effective communication and respect for your referee's time are key ingredients for success.
