Asking a professor for a letter of recommendation can feel daunting, but with the right approach, you can significantly increase your chances of receiving a strong, supportive letter. This guide provides a step-by-step process to help you navigate this crucial stage.
Before You Ask: Laying the Groundwork
Before you even think about sending that email, consider these essential preparatory steps:
1. Choose the Right Professor:
- Strong Relationship: Select a professor who knows you well and can speak to your abilities. This is crucial; a lukewarm recommendation is worse than none. Did you actively participate in class? Did you seek out office hours? Did you excel in their course?
- Relevance: Choose a professor whose area of expertise aligns with your application. A recommendation from a chemistry professor won't help much if you're applying to a computer science program.
- Realistic Expectations: Don't ask a professor you barely interacted with. Respect their time and workload.
2. Check the Deadlines:
- Application Deadlines: Understand the application deadlines for scholarships, jobs, or graduate programs. Give your professor ample time – at least two to three weeks, and preferably more – to write a compelling letter.
3. Gather Necessary Materials:
- Resume/CV: Prepare an updated resume or curriculum vitae highlighting your relevant accomplishments and skills.
- Personal Statement/Essay: If applicable, share your personal statement or essay, allowing the professor to understand your goals and aspirations better.
- Application Materials: Provide any additional materials requested by the program or organization, such as transcripts or descriptions of the program.
Asking the Professor: The Request Itself
Now, it's time to make the formal request. Here's how to do it effectively:
1. The Email Approach:
- Professional Subject Line: Use a clear and concise subject line, such as: "Letter of Recommendation Request - [Your Name] - [Application]"
- Introduce Yourself: Briefly remind the professor who you are and which course(s) you took with them.
- Clearly State Your Request: Be direct and explain why you're seeking their recommendation. Mention the specific application (scholarship, job, graduate program).
- Provide Necessary Information: Include all the relevant deadlines and any required materials (resume, personal statement, application details).
- Respect Their Time: Acknowledge their busy schedule and thank them in advance for considering your request.
- Offer Assistance: Make it easy for them to help you. Offer to provide all materials digitally and well in advance of the deadline.
- Follow Up (if necessary): If you haven't heard back within a week, a polite follow-up email is acceptable.
Example Email:
Subject: Letter of Recommendation Request - John Smith - Graduate Program Application
Dear Professor Jones,
I hope this email finds you well. I am John Smith, a former student in your Advanced Physics course last semester. I am writing to request a letter of recommendation in support of my application to the graduate program in Physics at University X.
The application deadline is [Date], and I would be grateful if you would consider writing a letter on my behalf. To assist you, I have attached my resume, personal statement, and the program's requirements. Please let me know if you are able to fulfill this request. If you need any additional information, please do not hesitate to ask.
Thank you for your time and consideration.
Sincerely,
John Smith
2. In-Person Meeting (Ideally):
While email is often sufficient, a brief in-person meeting can demonstrate your seriousness and allow for a more personal interaction. This is a great opportunity to discuss your application in more detail and reiterate your gratitude.
After the Request: Maintaining Communication
Even after you've made your request, stay in contact to support the professor in writing a strong letter.
- Check-in (politely): A gentle reminder email a week or two before the deadline is acceptable, but avoid being pushy.
- Express Gratitude: After receiving confirmation, send a sincere thank-you note or email.
Following these steps will significantly increase your chances of receiving a strong letter of recommendation, a crucial element for your success in any application. Remember, respectful communication and thoughtful preparation are key.
