Quick answer: To write a request for a letter of recommendation, ask the person informally first, then send a short, polite email that names what you are applying for, why you chose them, the deadline, and how to submit the letter. Attach your resume and key details, give a few weeks' notice, send a reminder, and thank them afterward.
Asking someone to write about how great you are is awkward. You are essentially saying, "Could you spend an evening praising me, for free, on a deadline?" Good news: most professors and managers expect these requests.
Letter of Recommendation vs. Reference: What's the Difference?
People mix these up constantly, so let's clear it up:
- A letter of recommendation is a written document your recommender prepares, usually for grad school, college, scholarships, fellowships, or some jobs. They often submit it directly through a portal.
- A reference is someone an employer contacts by phone or email during hiring to ask about your work.
This guide covers the written letter. If you need someone to take a call from a recruiter, read our guide on how to ask for a reference instead.
Who Should You Ask?
Choose people who know your work well and can give specific examples:
- Grad school: professors in your field, research supervisors, academic advisors
- College: teachers in core subjects and your school counselor
- Jobs: current or former managers, supervisors, or senior colleagues
- Scholarships: anyone who has seen the qualities the scholarship rewards
Most applications ask for one to three letters. Line up a backup or two, since not everyone will be available. Skip friends and family; their glowing praise will be read as exactly that.
How to Ask for a Recommendation Letter (Step by Step)
Step 1: Ask early
Give as much lead time as possible: a few weeks at minimum, a month or more for graduate school. Rushed letters tend to be generic.
Step 2: Ask in person or with a warm message first
Before sending a formal request, ask whether they feel they know you well enough to write a strong letter. If they hesitate, thank them and ask someone else. A lukewarm letter can hurt more than it helps.
Step 3: Send the formal request email
Once they agree, follow up in writing with all the details in one place (template below).
Step 4: Give them everything they need
Make their job easy. Include:
- Your resume or CV (for grad school, see our academic CV template)
- What you are applying for, with a link to the program, job, or scholarship
- The deadline and how to submit (portal link, email address, or mailing address)
- A short list of achievements or projects you'd like them to mention, plus any classes you took with them
- Your personal statement or draft essay, if you have one
Step 5: Send a reminder
A polite nudge about a week before the deadline is normal and appreciated.
Step 6: Say thank you
Send a thank-you note once the letter is in, and let them know how things turned out.
Leaving a job? Ask your manager for a letter before your last day, while your work is fresh in their mind. It pairs naturally with your resignation email conversation.
Letter of Recommendation Request Email Templates
Template 1: Professor (grad school)
Subject: Request for Letter of Recommendation – [Your Name]
Dear Professor [Last Name],
Thank you for agreeing to consider writing a letter of recommendation for my application to the [Program Name] at [University]. I took your [Course Name] in [Semester/Year], and my final project on [topic] is one of the main reasons I am pursuing this field.
The letter is due on [Date] and can be submitted through [portal link or instructions]. I have attached my CV, personal statement, and a short list of highlights from your class.
Please let me know if you need anything else. Thank you for your time and support.
Best regards,
[Your Name]
[Phone] | [Email]
Template 2: Manager or supervisor (job)
Subject: Recommendation Letter Request – [Your Name]
Hi [Name],
I hope you are well. I am applying for a [Job Title] role at [Company], and they have asked for a letter of recommendation. Because you supervised my work on [project or responsibility], I would be grateful if you could write one for me.
The letter is due by [Date] and should be sent to [email or portal]. I have attached my resume and the job description. It would be especially helpful if you could mention [specific skill or result].
If now isn't a good time, I completely understand. Thank you for considering it!
Best,
[Your Name]
Template 3: Short reminder
Hi [Name],
Just a friendly reminder that my recommendation letter for [Program/Job] is due on [Date]. Thank you again for your help. Please let me know if you need anything from me.
Best,
[Your Name]
Should You Waive Your Right to See the Letter?
(Switches to serious face.) Many US schools and application systems ask whether you waive your right to read your recommendation letters. Waiving signals to the committee that the letter is confidential and candid, which is why many advisors recommend it. Some recommenders only write confidential letters. Check your program's rules before deciding.
Frequently Asked Questions
How do you politely ask for a letter of recommendation?
Ask in person or with a short, warm message first, and give the person an easy way to say no. Once they agree, send a formal email with your materials, the deadline, and submission instructions.
How far in advance should I ask for a letter of recommendation?
Aim for at least a few weeks, and a month or more for graduate school or competitive programs. More time usually means a more thoughtful letter.
What should I send with my request?
Send your resume or CV, details about the program or job, the deadline, submission instructions, and a few achievements or examples you'd like highlighted. A personal statement helps for academic applications.
Is it okay to ask for a letter of recommendation by email?
Yes, especially if you can't meet in person. Keep it polite and specific, and avoid rushed, overly casual messages.
What if they say no?
Thank them and ask your next choice. A "no" is better than a weak or late letter.
Can I write my own letter of recommendation?
Some busy recommenders ask you to draft one. Keep it honest and let them edit and sign it.
Make Your Application Easy to Champion
A recommender can only praise what they can see. Hand them a polished, up-to-date resume and your strongest achievements, and their letter practically writes itself. Build yours in minutes with our Resume Builder.