i was terrified of doing this in undergrad, and now that iām asked to write them fairly often, i am fondly exasperated when my students donāt know how to ask for them. obviously thereās no single way, but hereās the way i usually do it.
(obviously ask in person if you can! but email is also fine.)
THE FIRST EMAIL
should be short & should mainly be asking whether theyāre willing to write you the letter
should provide only the basics - what the professor absolutely needs to know.
the position youāre applying for
when the letter would be due
optional: if youāre afraid they wonāt remember you, a quick line identifying yourself & your relation to them
i like to provide anĀ āout,ā in case they donāt want to or are unable to write the letter
SAMPLE Dear Professor X, Iām applying for a job as an English tutor at the University Student Resource Center, and was wondering if youād be willing to write me a letter of recommendation for the position. [optional identification: I really enjoyed taking English 300 with you in Winter 2016, and Iām hoping to develop and pass on those skills to other students through this job.] The letter would be due by September 1st - I know youāre very busy, so I completely understand if youāre not able to write one.Ā All best, Your Name
THE SECOND EMAIL
they said yes!! amazing.
this one can provide a little more information ā a link to the job posting, if there is one, or you can write a quick summary of the position, plus a sentence or two about why youāre excited/interested in the job.
also tell them where to send the letter!!Ā
directly to the recruiter for the job
to you, to add to your application packet
upload to an online LoR service or to an application website
99% of the time folks are fine with receiving electronic copies, but if they need to mail a hard copy, let them know up front.
SAMPLE: Dear Professor X, Thank you so much! I really appreciate it. Hereās the link to the job listing; the letter should be sent as a .pdf file to the email address at the bottom of the page, anytime before 9/1. Thanks again ā Iām hoping that this job will provide me with some teaching experience and the opportunity to work on my own writing. Please let me know if you need any more information! Best,Ā Your Name
WHEN TO SEND A FOLLOW-UP
these stress me out real bad but hereās the deal: most professors have a very shaky relationship to deadlines (especially when they have half a dozen more important ones than your piddly LoR).Ā
the upshot: do not be afraid to nudge them.Ā
often they need the nudge and are appreciative of it.
when that nudge happens is up to you and how much room youāve given them before the deadline, and itāll look different depending on your relationship with that professor.
GRAD SCHOOL LETTERS
i offered to send my professors essays that i had written for their classes, especially if i had taken those classes more than a year before asking them to write the letter, just so they could refamiliarize themselves with my work. you can also offer to send them your writing sample, if you havenāt already asked them to look it over for you.
honestly iād recommend asking for these in person bc itāll give you a chance to talk to them about their grad school experience and your own hopes & aspirations, which will help them write a more personal, fleshed-out letter.
one important note: if this letter is intended for use in grad school applications, do not stress out if itās a little late. most programs do not care, and pretty much all of them accept late letters without a problem. your professorās ability to meet deadlines does not reflect on you, and professors are intimately familiar with running late on LoRs. they really honestly donāt care. as long as it gets there before too long, youāll be fine.
thank-yous are up to you! keep in mind that many departments have policies about gift-giving. i did give thank-yous to my three major letter writers, but they were handwritten cards & homemade cookies, nothing store-bought or expensive.




















