How to Email Your Professor for a Letter of Recommendation
Keep your professors’ contact information for future references and make sure to leave a good impression with them.
Step 1: Writing the Email
1. Greet your professor using their proper title
Begin your email just like you’d write a letter, and make a great first impression with a proper salutation like “Dear” or “Good afternoon.” Unless you’re on a first-name basis, it’s also good etiquette to address your professor by their professional title and last name.
2. Re-introduce yourself to refresh your professor’s memory.
Even if you and your professor are on good terms, use the first 1 or 2 sentences of your request to remind them who you are. Give them your name, the classes you’ve taken with them, and any extracurricular or one-on-one activities you’ve done together too. Keep this section concise and get right to the point!
3. Explain the purpose of your email and why you need a letter.
Tell your professor what you’re applying for, with details about the educational program, internship, or job, and let them know that the application requires a letter of recommendation. Avoid starting a tangent or talking about other unrelated things; stay on task and show your professor that you mean business.
For example, “I’m applying to UCLA’s graduate program for Film and Television, and I was hoping that you’d write a compelling letter of recommendation for me.”
4. Tell your professor why you want a letter from them.
Spend the next paragraph explaining how this professor impacted your life, what you learned from them, and why you asked them for a letter. You can also tell them a little more about yourself, why you’re applying for this particular position, and how you think their recommendation will help you get accepted.
5. Mention anything you want the letter of recommendation to include.
Start a new paragraph and tactfully let your professor know what information and experiences you hope they’ll discuss. Do this by bringing up the qualifications needed for the position or program you’re applying to and reminding your professor of instances that prove your abilities. That gives them a starting point when they begin the letter!
7. Inform your professor of the due date and how to submit the letter.
Submissions might be through a physical address or a digital address. If they’re submitting it digitally, provide either the email address or a link where they can upload the letter. Getting your application done in time will be much easier if your professor knows exactly when the letter is due and where to send it.
8. Thank your professor whether or not they write the letter.
In the last paragraph, let them know you value the time they spent reading your request and the time they’ll spend writing the letter. Thank them for their consideration, and tell them how much you appreciate their guidance thus far as your professor. No matter what happens, an earnest “thank you” is the polite thing to do!
9. Sign the email with a complimentary close and your name.
Below the final paragraph, use a closing statement like “Sincerely,” “Your former student,” or “Best regards.” Then, skip a line. Below that, write out your full name.
Step 2: Sending Email
Attach a cover letter and resume if you’re applying for a job or internship.
When your professor agrees to write the letter, they’ll need additional information about you and your qualifications. Write a cover letter, create a resume, and attach both so your professor doesn’t have to ask for them later on. Mention the attachments in your email, too.
Include a summary document listing the activities and courses you took.
Write a document that describes each course you’ve taken so far, your grades, any activities and clubs you’ve participated in, and awards you’ve received for your work. Then, attach it to the email so your professor can refer to the document while writing and better understand your qualifications.
Use a professional subject line that explains the purpose of your email.
Let your professor know up front that you’re requesting a letter of recommendation. They likely get a lot of emails, so a professional-sounding subject line will show your professor that the email is timely and important.
Step 3: Choosing a Professor & Timing Your Request
Pick a professor who knows you well and will write a good letter.
A letter of recommendation adds flavor and personality to your application. Where resumes offer a technical overview of your experience, letters of recommendation show who you are, what you can do, and what it’s like to work with you. Therefore, your letter will be stronger if the professor has a personal relationship with you.
Think of a backup plan if your first choice doesn’t work out.
Sometimes the professor might decline—not because they don’t want to, but because they feel like they know enough about you (or the position you’re applying for) to do the letter justice. That’s okay! Before sending out the first email request, brainstorm several professors you could ask for a letter. If anything happens, just send the next professor a request.
Make your request at least 4 to 6 weeks in advance, if possible.
Professors have a lot to do, from grading, teaching, and lesson plans to helping other students. You’re more likely to get a positive response if you give them plenty of time to write a letter! Ask them for the letter well before the due date so they don’t feel rushed and you have time to look for another reference if necessary.
Follow up with your professor 3 days before the letter’s due date.
Give your professor a few days to accept after sending your initial request. Then, once they do, set a reminder to reach out again 3 days before the letter’s deadline. If they haven’t sent over a letter of recommendation by then, check in with a polite reminder and ask them for an update.
For example, “I’m writing to touch base about the letter of recommendation for my internship application and ensure you have everything you need from me since the deadline is April 1st. Let me know if there’s anything else I can provide for you!”
