Email Requests for Letters of Recommendation

Whether you’re applying for a job, a scholarship, or college admissions, chances are you are going to need letters of recommendation in addition to your highschool resume. Requesting someone write a reference for you can be a daunting task for even the most seasoned applicant, but it doesn’t have to be.

First, think about who you want to write you a letter. Obviously, this person should think highly of you and should respect you, but this person should also know you in a professional sense (i.e. not your aunt or your next-door neighbor) and should be able to speak extensively about your potential and ability.

Consider asking the following individuals:

• Teachers
• Coaches
• Directors (music and theater)
• Bosses
• Managers
• Troop leaders
• Club advisors
• Counselors
• Volunteer coordinators
• Administrators

It is certainly preferable to ask for a letter of recommendation face-to-face.This is generally more direct, professional, and mature. Additionally, it shows that you are willing to extend your time and energy (and possibly step outside of your comfort zone) in requesting the reference.

However, there are certainly reasons to ask via email instead. First, the individual may be difficult to track down due to busy schedules. Second, they may remember the details of the request more readily if it is on a computer screen in front of them. Third, maybe you live in a different state, or your schedules are in absolute conflict. And fourth, it may calm your nerves to be able to make a formal request via email rather than verbally.

When emailing a reference, it is absolutely imperative to send it with a strong, direct subject line. Be sure to include your name as well as the reason for the email. Consider the following options:

• Subject: Jane Doe Reference Request
• Subject: Recommendation Request: Jane Doe
• Subject: Letter of Recommendation for Jane Doe
• Subject: Jane Doe, Letter of Recommendation
• Subject: Reference Letter, Jane Doe
• Subject: Recommendation for Jane Doe
• Subject: Reference for Jane Doe?
• Subject: Letter of Recommendation Request for Jane Doe
• Subject: Reference Request — Jane Doe
• Subject: Jane Doe, LOR

Following the subject line, be sure to be as clear and concise as possible. First, clarify how the recommender knows you:

• “I have learned so much with you as my coach the last three years.”
• “I thoroughly enjoyed your expertise as my chemistry teacher last year.”
• “Your supervision as I completed my Eagle Scout project was much appreciated.”

After you have established your connection, request the letter of recommendation:

• “Because you have seen my leadership in action as National Honor Society president, I am hoping that you would be willing to write me a letter of recommendation.”
• “Since we met several times a semester for the past four years to review my five-year plan, I am wondering if you would be willing to write me a letter of recommendation.”
• “As my manager for the past 15 months and someone who has seen my leadership skills in action, I am hoping you would be able to write me a letter of recommendation.”

If the purpose of the letter is specific (i.e. a certain scholarship), let them know the title and perhaps provide a link. Otherwise, ask for a general reference. Additionally, give the recommender a time line:

“I am hoping to have my completed application, including letters of recommendation, sent in by February 1, 2018, which is approximately seven weeks away.”

Continue by offering to provide any additional information, perhaps even including a link to your resume or portfolio in this initial email:

“If you would be willing to write a letter and would like more information, please let me know. I would be happy to forward my cover letter, my resume, my transcript, etc. Additionally, if you would like to discuss this in person, please do not hesitate to let me know.”

Finally, be sure to thank your reference (and give them an out) and ask for a follow-up response:

“I know how busy you are and how much time it must take to write reference letters. I would greatly appreciate your help, but I completely understand if you are unable to do so at this time. Please let me know either way by Sunday, December 17, 2017.”

Sign your email appropriately, generally ending with “sincerely” followed by your first and last name.

Send!

When you hear back from your reference, be sure to send a message of gratitude: letters of recommendation take great time to write, and these individuals are extremely busy and are likely writing several reference letters. A kind note of thanks and appreciation will go a long way. Also remind your recommender of your offer to provide additional information as well as a pre-addressed, pre-stamped envelope in which they can place their finished letter.

Finally, if you have not received your letter (or notification that your recommender has sent the letter) with a few weeks to go, gently remind them again of the deadline with a follow-up email.

• Subject: Jane Doe LOR Follow-Up
• Subject: Follow-Up on Reference for Jane Doe

Be sure to thank them again — and yet again — for their willingness to support you in your future endeavors.

Cheers!