professors writing letter of recommendation

Risky Health among Adolescents and Young Adults

The dos and don’ts of asking professors for recommendation letters.

How should you ask a professor for a letter of recommendation?

By Isabella Lanza, PhD

• Identify all potential recommenders.

You should try to have about twice as many potential recommenders in mind than you actually need in order to give you some wiggle room (and less anxiety) if someone does not agree to write you a letter.

• Create a most-to-least preferred list.

Write down the names of those that you would like as a potential recommender. Now rank order those names in terms of whom you think will write you the strongest letter and ALSO who has the highest professional status for the programs you have chosen. Considering the status a recommender has in the field you’re planning to go into is important, and something that gets overlooked frequently. When I was a graduate student instructor I was asked many times to write letters of recommendation, and had to explain to students that my recommendation would weigh much less than a recommendation from a tenure-track faculty with research in the area of interest.

• Ask in an orderly fashion.

If you’re going to ask through email, don’t just send out the same email to all your potential recommenders at once. What if they all say yes? Ask one by one using your preference list. If you receive a no from someone early on, this will give you a chance to re-evaluate your method of asking before you move further down the list.

• Timing is everything.

Asking 6 weeks- 3 months ahead of time is generally the time frame professors like when planning out recommendation letters. Remember the less time you give a professor to write you a letter, the more likely they will say no to your request. Social psychology tells us that people are more likely to say yes to requests no matter what the nature if the task is far into the future.

• Take the time to either write a convincing email to your recommenders or visit their office hours/make an appointment to discuss the possibility of having them write a letter.

A two sentence email asking for a letter or a 30-second request made in person after class when other students have questions are not appropriate ways to ask for a recommendation. Show that you are serious about your future academic and career goals by asking for a personal meeting or coming to office hours to explore the possibility. If you can’t speak to the professor in person, write a thoughtful email. Either way, make sure you present 1) your career goals; 2) programs/school you anticipate applying to; 3) application deadlines; 4) WHY you think the professor could provide you with a good letter.

• Identify 2-3 strengths that you would like your recommenders to point out in their letters.

The first time I brought this up to my professional development students a few of them stated, ‘But you can’t tell a recommender what to put in your letter!’ Well I’m here to let you know that not only can you, but you should. The key is to present strengths, abilities, or other positive features about yourself that the professor has actually observed. Professors will appreciate that you are identifying a few positive attributes that they can expand on in their letter. With many students to attend to, our minds need a little help remembering all the things that make you great. Of course, be careful not to overstate your capabilities or strengths. I have found very few students overestimate themselves, so don’t worry too much about appearing arrogant.

• Prepare a document/package with all the information your professor needs.

Whether it’s over email or a hard copy, prepare one document/package your professor can quickly reference. This should include a list of the schools and programs you are applying to with deadlines, along with physical addresses of the programs (needed for the letter heading). Also, include a brief bio with career objectives and strengths you would like highlighted. Last, make sure you include all the information needed to send out the letters (weblinks or envelopes already addressed and stamped).

• Ask the professor ahead of time if he/she will want a reminder when the deadline approaches.

If you are going to feel anxious about the possibility that letters are not going to be sent out on time, ask your professor early on in the process if he/she would like email deadline reminders. Setting this up early on will make your life easier when you remember that your professor wanted a reminder email vs. just sending a reminder and hoping you don’t come off as annoying.

• Send the professor a thank you card.

A simple thank you card (not email!) can go a long way with anyone, especially someone that has devoted his/her career to teaching and mentoring others. Include a sentence or two stating your appreciation for their time and effort given to not just the letter but also enhancing your learning experience. Your legacy will live on longer when you express your gratitude with an actual handwritten card. Also, if you are going to give the professor a gift (the thank you card is completely sufficient but I know some students insist on gifts) wait until all letters have been sent; otherwise, it is an ethical dilemma.

• Keep in touch.

Besides letting professors know the outcome of the application process, send an email every now and then to let them know what you have accomplished professionally. Professors gain a deep sense of satisfaction knowing former students are achieving their career goals.

• Don’t just ask a professor because you received an A in his/her class.

With grade inflation running rampant, half or maybe more than half of your peers are receiving As. You really need to think about what makes you stand out from your peers in the class (or situation) the professor knows you from. If you don’t stand out in some way, this is a problem.

• Don’t ask a professor if he/she may not know who you are.

Yes, this happens. If you’re not sure if this applies to you, that’s a red flag right there. But if you want to confirm, try to visit the professor’s office hours and see his/her response to you. Is it an ‘Oh hi! How are you doing?’ or ‘ Hello. How can I help you?’ You’ll be able to tell right away if they have no clue.

• Don’t ask a professor just because he/she is nice or cool.

Big mistake. I’m known to be a very nice and friendly professor, but it doesn’t mean that I’m going to write you a good letter of recommendation. I’m judging you on your performance and effort. A nice/cool professor may be super friendly to ALL students, but behind closed office doors he/she is only writing superb recommendations for a few students. Keep this in mind: looks can be deceiving.

• Don’t ask a professor if you never said a word in class.

This should be self-explanatory, but apparently it’s not. If you were in a class with 40 or fewer students and never said a word in class or to your professor, the professor is going to assume you were not as engaged in the class as those who did speak up or came regularly to office hours. If you are shy about speaking class, visit the professor’s office hours more often. Also, discuss the reasons you are not as outspoken – you’ll be seen as making a greater effort to be an engaged student.

• Don’t ask for a letter to be written with less than three weeks notice.

I tell my students in my professional developmental seminar that poor planning will lead to an irate professor writing your letter. He/she may think you’re smart, ambitious, and ready for grad school, but your lack of planning also suggests you may not be as serious or prepared for what’s to come. There is a general consensus that 6 weeks – 3 months is an ideal amount of time to give professors notice that you would like them to write a letter for you. I personally prefer 2 months notice and no less than 3 weeks notice.

• Don’t ask for a letter to be written during finals.

No, just don’t. Do I even have to state why? You know how you’re going crazy in a sleep deprived state studying for 4 finals, 3 papers, and getting in some work shifts? Professors are also under a mountain of grading and stress to get other things done related to research or departmental tasks. There is no worse time to ask, so don’t even try!

• Don’t ask too early!

This is an odd don’t. It’s an issue I didn’t think I would ever encounter, but in the last year I’ve had two students ask me to write letters for applications 1-2 years away. I’m not sure what the cutoff is for asking ‘too early’ but I’m going to say past 6 months is a bit odd. If you’re close to the professor it might not be weird to ask way ahead of time, but for the majority of you breathe and remember that ‘patience is a virtue’.

• Don’t send an email for each letter to be written.

You are likely to be one of several students your professor is writing letters for in a given semester, so keep your communication with the professor minimal. One email (or one packet) detailing all the information needed to write and send out the letters is greatly appreciated. It’s great to have just one email or document to go back to for each student. Be as organized as possible. It will go a long way and make your letter that much better, especially when your professor is comparing you to less organized peers.

• Don’t be a stalker.

Yes, you want to make sure your professor is sending those letters out and on time(!), but tone down the frequency and severity of reminders. One email reminder a few days before the deadline is ok if you think the professor would appreciate a reminder. Some professors find them annoying, or even insulting. I like reminders, but only ONE. You could also just check-in once and kindly ask if anything else is needed to finish the letter. It’s a gentle way of reminding the professor to write and send out the letter. Bottom line: don’t overdo it!

• Don’t do the ‘wham, bam thank you ma’am’.

I can’t remember the last time a student wrote me about the outcome of his/her application process. I want to know what happened! Even if it’s not positive news, it’s still wise to send an update email to a recommender, especially if you are going to ask for a letter again. (2018 update: I’m happy to say most students now make contact with me to let me know the outcome of their application process. I hope this is a sign that students are becoming more savvy in sustaining professional relationships.)

We hope these tips will help as you prepare to ask for recommendation letters. Good luck!

Share this:

• Already have a WordPress.com account? Log in now.
• Subscribe Subscribed
• Copy shortlink
• Report this content
• View post in Reader
• Manage subscriptions
• Collapse this bar

Asking for Letters of Recommendation

Main navigation.

Potential employers, scholarship committees, and graduate school admissions committees depend heavily on recommendation letters to gain insight into applicants' personal strengths, character, and accomplishments. This kind of information cannot be readily gleaned from transcripts and test scores. So it is in your best interest to help your recommenders write the most accurate and detailed letters possible.

Start Building Relationships Early On

Even if you won't be applying for jobs, scholarships, coterms, or graduate school for quite some time, it never hurts to focus on building strong relationships with your professors from your very first year. After all, the strongest recommendation letters come from people who have known you a long time!

Smaller classes make it easier for you to get to know a professor. Consider applying to an IntroSem , which has a guaranteed small class size. If you're in a large class, you can still get to know your professor, but it may take a little extra effort on your part.

Whether you're in a large class or a small one, one of the best ways to build a relationship is by taking advantage of your professor's office hours . You can talk about the class they're teaching, about your shared interest in a particular field, or even about your professor's own career path and how they got to where they are today. We know that talking to faculty can be intimidating, so check out the additional tips at the links below if you're feeling nervous.

Once you're acquainted with faculty members through coursework, research, and other ways, don't let those relationships fade! Consider stopping by office hours once a quarter to discuss your interests and keep in touch. Faculty members often enjoy visits from former students and watching them develop over time, so don't feel self conscious about suggesting a catch-up!

Connecting with Faculty How to Email a Professor

Asking for Letters

When the time comes, you need not feel shy about requesting a recommendation. All faculty members had the same service done for them in the past and they regard this as a familiar process. Refer to the following guidelines for managing your letter requests.

Consider what you're applying for.  Coterms and graduate schools often want to see rec letters that come from people who have taught or mentored you in an academic setting. And they place the highest value on letters that come from tenured or tenure-track professors rather than TAs, lecturers, or instructors. On the other hand, jobs and fellowships may appreciate letters from professors, but may also be interested to see letters from your former employers. Check the application carefully for any guidance they may have on what kind of letters they would like to see.

Choose the people who know you best.  Many students wonder whether to ask a "big name" professor who knows only their face and final grade or a lesser-known professor who knows them better. Letters by famous people or well-known scholars only carry more weight if the famous person knows you well and can write a substantial, convincing recommendation. The more detailed and personalized a letter is, the more likely it is to make a strong impression on a selection committee. So ask your professors with the most extensive, personal knowledge of you and your work.

Ask early.  It is common courtesy to allow recommenders at least 3-4 weeks to prepare and submit their letters. We highly recommend involving them in the early stages of your application process, while you are deciding how to present yourself in the application materials. Their insights will prove invaluable and they will be well informed of your interests when they write their recommendations. Begin your request with a substantial conversation about your interests and goals and then ask them if they can write a strong letter of recommendation. Most likely they will say yes. However, in some cases the faculty member may say no or state that they can only write a recommendation citing certain qualifiers or weaknesses. In that case, you should accept their judgment graciously and consider asking for more feedback about your goals and plan for study.

Provide materials.  Once faculty have agreed to write your letters, provide them with copies of your application materials. The following items will help them write accurate and purposeful letters:

• Copies of key sections of the application brochure, describing the nature and purpose of the scholarship, internship, graduate program or other opportunity
• A copy (or a draft) of your application essays, or a summary of your career and educational goals
• A description of pertinent work or research experiences
• A copy of your transcript
• A list of your activities (sports, organizations, leadership and volunteer positions)
• If a number of quarters passed since you worked with a recommender, also provide a copy of your final paper or class project
• If not clear from the above, consider writing a paragraph for your recommender that explains why you are a good match for the opportunity and why you are interested in it. If there is relevant information your recommender needs to write a good letter, make sure that they have it  

Write out all submission instructions and deadlines.  There should be no question as to when and where to submit the finished letters. If the letters are to be sent physically, be sure to provide properly addressed, typed, stamped envelopes to your recommenders.

Consider using a dossier service.  Even if you don't plan on going to graduate school immediately, it's a good practice to ask your professors to write you letters of recommendation during or shortly after your time at Stanford, while their knowledge of you is still fresh in their mind. You can use a dossier service like  Interfolio  to store your recommendation letters and then send them out at a later date. If more than a year has passed, we recommend reaching out to your recommenders to ask if they might be willing to refresh your letter: at the least, updating the letter's date up top, and perhaps adding a line or two about what you've been up to since graduation.

Keep in touch with your recommenders . After submitting your application, send recommenders a thank-you note expressing your appreciation for their guidance and support. Update them on your progress throughout the stages of the application process and inform them whether you are selected or not. Should you need a recommendation in the future, this kind of follow-up communication will continue to foster a close, positive relationship with your faculty sponsors.

• Planning for Ph.D. Programs
• Planning for Medical School
• Planning for Law School
• Coterminal Degrees at Stanford

Return to the Advising Student Handbook

• Request Info
• Personal Support Center
• Admissions Overview
• International
• Admitted Students
• Commit & Deposit
• Cost & Aid
• Academics Overview
• Majors & Programs
• Academic Calendar & Catalog
• Career Services
• Tutoring and Accommodations
• Student Life Overview
• Student Central
• Clubs & Organizations
• Campus Ministry
• Student Experience
• Campus Police
• Counseling Services
• About Concordia University Texas
• Commitment to Belonging
• Our History
• Mission, Vision & Values
• Lutheran Identity
• President's Office
• Campus Maps
• Navigate for Student
• Employee Portal

A Guide to Asking Professors for Letters of Recommendation

Having a general letter of recommendation from a professor who thinks highly of you is something that you definitely want to keep for your credential files.

If you still have plenty of time left before you graduate and start applying for jobs, you might think that you don’t need to request these letters yet. You are wrong!

The best time to ask for a recommendation letter is when you are still fresh in the mind of the professor who thinks you’ve got it going on. While you’re still in their class, or shortly after you finish the course, is the right time to ask for the letter.

You might not have the same connections with the next semester’s faculty, so when you have that special bond, get the letter. Your professors are busy teaching classes and have several other students who might also be asking for these letters.

Here’s the right way to ask for a letter of recommendation to make it easiest for your professors.

Have a face-to-face discussion first

Ask your professor in person if they are willing to write the letter. It’s always best to make this kind of request face-to-face.

Make sure you give them ample time to complete the letter (another reason not to wait until the last minute to ask)!

Assuming they agree...

Send a prepared summary document

Before you even make the ask, having a summary document that lists each course you took with the professor that references any papers or projects that you did well on will make it simple for your professor to get inspiration for the letter.

Consider listing grades you received for individual projects, as well as the overall grade for the course (if you have reached that point).

Supply copies of any well received papers where your professor might have provided you with glowing feedback, too.

Include your resume

In order for your professor to be able to tailor your recommendation letter to your goals and qualifications, send a resume with your extracurricular achievements and your work experience listed.

Indicate the types of jobs you're interested in applying for.

Write a thank you letter

Don't forget to be respectful! A thank you letter, especially a handwritten one, goes a long way.

Be sure to send them the note less than one week after they write your recommendation.

Keep them posted on your job search progress

They deserve to know when you land your dream job! Take time to send them an email when you get that big offer.

Keep in touch with these special professors as you might want to use them as references in the future.

For more information on preparing for life outside college, visit the Center for Vocation & Professional Development !

• Academics Business
• Academics Computer Science
• Academics Education
• Academics Fine Arts
• Academics Nursing
• Alumni Stories
• Career Advice
• Faculty & Staff Stories
• Student Stories
• Tips & Tricks

If you’re wondering how to ask for a recommendation letter from a professor , then this article is for you.

We’re going to look at steps and examples of how to ask a professor to be a reference or write you a recommendation for grad school or getting a job.

We’ll also look at what to do BEFORE requesting anything to boost the chances of hearing “yes.” And we’ll look at whether you should make your request via email or in person.

Should You Ask via Email or In-Person?

If possible, it’s best to visit your professor’s office hours and ask in person for a recommendation letter or reference. This will make the best possible impression and show them that you’re making every effort possible on your end.

However, if you’re unable to visit them in person (for example, if you’ve already gone home for the year), or you’re dealing with a tight due date and need a rec letter faster, then email is fine.

We’ll look at samples of how to ask for this coming up soon.

The bottom line is: Your professor will appreciate you coming to make this request in person if you can. If you can’t do this, then asking a professor via email or a phone call is the next best option.

Also, asking through email will be more well-received if your professor already knows you to some degree (through visiting their office hours in the past, being engaged in class, etc.) So if you’ve done those things, then asking via email can be fine!

Samples of How to Ask for a Letter of Recommendation for Grad School

When asking for a recommendation letter for grad school, approach your professor and let them know that grad school is your next goal. Explain that you’re in the process of applying (including mentioning specific schools or the type of programs) and then ask if they’d be willing to write a recommendation letter to help you reach this next step in your career.

The more you tell them about the types of graduate programs you’re applying to, the better they’ll be able to write your letters of recommendation! So let your professor know some key details whenever possible.

Let’s dive into some example scripts now for how to ask a professor for a letter of recommendation.

Note that while these templates are written in email format, you can follow the same script in a face-to-face conversation.

Sample #1 to Request Letter of Recommendation:

Hello Professor <Last Name>, Thank you for your time this <semester/quarter/year> teaching <subject or class name>. The class was interesting! I’m applying to grad school to pursue <desired graduate degree/field of study> as a next step, and I wanted to ask if you’d be willing to write me a letter of recommendation. Is this something you’d be comfortable doing? I’m going to begin applying on <due date> so I’m hoping to have a letter ready before then if possible. Best regards, <Your Name>

It’s a good idea to let your professor know the exact type of graduate program you’re applying for. That way, they’ll be able to write a more detailed recommendation later that’s better-targeted for your exact goals.

Sample #2 to Request Letter of Recommendation:

Hello Professor <Last Name>, I hope you’re doing well. I’m applying to grad schools right now to pursue <desired graduate degree>, and I wanted to ask if you’d be willing to write me a letter of recommendation to help me reach this goal. I enjoyed your class this <semester/quarter/year> so I thought it made sense to ask you. I’m going to begin applying on <due date> so I’m hoping to have a letter ready before then if possible. Is this something you’d be comfortable doing? Thanks for your time! Sincerely, <Your Name>

Note: Mentioning the due date (as seen in both samples above) is a courtesy to let the professor know the general timeline you’re working with, and to save them from having to ask, “When do you need this by?”

It should NOT be used to pressure them! Don’t email a professor and give them a due date that’s very close while sounding demanding. They don’t owe you this rec letter; you’re requesting a favor!

So if you do need to email a professor last minute to get this letter of recommendation, then you should say something like, “I realize it may not be possible for you in such a short time frame, but I wanted to ask just in case. Thanks for understanding!”

Examples of How to Ask a Professor to be a Reference for a Job

If you’re looking for jobs, you’re likely going to need to request that your professor be available to speak to potential employers and serve as a live reference, which is a bit more of a time commitment than just requesting a letter.

Of course, you can also ask for recommendation letters for job searching. But many employers want to speak to references directly to ask them about your personality, work ethic, and more.

So to start your request, let your professor know what your goal is (to obtain a job), and then be clear about what you’re requesting: Permission to list them as a job reference.

As with the previous section, the following examples are structured in an email format, but you can use the same script to ask a professor to be a reference in person.

Reference Request Example #1:

Hello Professor <Last Name>, Thank you for your time this <semester/quarter/year> teaching <subject or class name>. The class was interesting! As a next step, I’m pursuing full-time employment in the field of <desired field of work>, and I wanted to ask if you’d be willing to be a reference in my job search. Are you comfortable speaking to a couple of employers on my behalf as my job search progresses? I’d only provide your information if I were sure an employer is interested in moving forward with me. Best regards, <Your Name>

Reference Request Example #2:

Hello Professor <Last Name>, I hope you’re doing well. I wanted to ask if you’d be willing to be a reference in my job search. I’m seeking full-time employment as a next step, and I enjoyed your class so I thought it made sense to ask you. I think employers in this field are looking for evidence of my ability to do <areas that you’d like the professor to talk about>, so anything you can speak to on that topic would be a huge help. Are you willing to speak to a couple of employers on my behalf, and/or would you be willing to write a recommendation letter? Thanks for your time and I look forward to hearing from you! Best regards, <Your Name>

When sending these requests, try to choose a professor who knows you relatively well. Also, only ask them to speak about traits that they’ve seen – like your work ethic, reliability, communication skills, ability to work on a team, etc.

Don’t request that they talk about your sales skills if they haven’t taught you anything about sales or seen you do anything with sales, for example. (Even if you want a sales job ).

Be Specific With Your Request

If you know you need one certain thing from the professor (like a written recommendation letter), just request that specifically. Be as exact as possible.

I made these templates above more general so you can customize and adjust them based on what you need, but on average, when cold-messaging , you’re going to have better results if you request one specific thing.

So think about what it is you need most from your professor, and ask for that.

As an example, if you know you need a professor to be able to speak to employers on the phone, and recommendation letters won’t be enough for you, then just ask for that instead of asking your professor for a letter, too.

Before Asking: Build a Relationship With Your Professor if Possible

You’re going to have more success getting teachers and professors to write a letter of recommendation if they know your name and recognize your face! So during the academic year, try to show up to class, ask a question or two in class, and stop by their office hours one time to ask a few more questions.

This can go a long way to make them feel appreciated and to show them that you’re engaged in the class and taking advantage of what they’re spending their time teaching you.

If a professor/teacher knows you well, they’ll write a much more convincing letter of recommendation.

Don’t worry if it’s the end of the school year and you haven’t done this, though, you can still use the strategies and templates above, and many professors will still help you out!

Make Your Request Early and Leave Plenty of Time

You’re going to have better results with all of the above if you ask as soon as possible and leave them with plenty of time to write the letter. Think weeks, not days.

Plus, they’ll probably be getting fewer requests if you do it early instead of requesting this at the last minute.

So get to know your professors now, ask a question or two in class or during their office hours, and then ask early on if they’d be willing to provide a reference or write a recommendation for you!

You now know how to ask your professor for a recommendation letter for grad school and how to ask them to be a reference for job searching.

No matter what path you’re taking after your undergrad degree, having a few references or letters from professors will help you succeed.

As a final step, make sure to thank your professors and keep them updated on the results if they do help you with this.

If you get accepted into graduate school or land a job, tell them! They’ll be excited to know that one of their students achieved their next goal.

Additional reading:

• How to get a job with no experience
• The 4 best jobs for recent college grads
• How to get a good job after college

About the Author

Read more articles by Biron Clark

Writing Letters of Recommendation: A Guide for Faculty 

A letter of recommendation should be an endorsement of a student’s application.  Should you feel uncomfortable writing a supportive letter on a student’s behalf, please consider declining the request for a recommendation.

The composition of a letter of recommendation is a matter of personal style. Many writers choose to include the following:

• An expression of pleasure at being able to recommend the applicant
• Capacity in which they know the applicant
• Length of time they have known the applicant
• Assessment of the applicant compared to other students (quantified, if possible)
• Discussion of the work the applicant completed in the courses, including grades, if applicable
• Assessment of the applicant’s qualifications, supported by evidence
• Evaluation of the applicant’s potential to succeed in and contribute to his or her chosen field

Depending on the nature of the application, you may wish to comment on the applicant’s:

• Intelligence/intellectual ability
• Originality/resourcefulness
• Capacity for hard work
• Leadership skills
• Communication skills
• Writing skills
• Analytical skills
• Foreign language skills
• Technical skills (lab and other)
• Extracurricular activities and achievements
• Personality/maturity/integrity/judgment
• Social skills/ability to get along with peers
• Teaching or research potential
• Motivation/initiative
• Knowledge of the field
• A reaffirmation of the recommendation and expression of confidence in the applicant
• An offer to answer additional questions as necessary

Please keep in mind:

You should not comment on a student’s appearance, family background, religion, health, or other personal circumstances, unless they are immediately relevant to the application.

It is not appropriate to ask a student to write their own letter of recommendation.  

Other reminders:

Please proofread carefully. Exercise special caution when cutting and pasting. Double-check the spelling of names, especially proper names, and do not forget to sign your letter.

Please use college letterhead stationary to print your letter. When hard copies are requested, seal envelopes and sign them across the flap. When submitting letters electronically, please be sure to send PDF files of signed letters.   

Keep a copy of the letter on file (electronic or hard copy). You may be asked to send out updated versions of your letter as the student needs them.  

A useful resource for letter writers is “Writing Recommendation Letters” by Joe Schall .  It includes sample letters for jobs, graduate schools, and major fellowships.  

Credit: This information has been adapted from Williams College’s guidelines of the same name. 

• PRO Courses Guides New Tech Help Pro Expert Videos About wikiHow Pro Upgrade Sign In
• EDIT Edit this Article
• EXPLORE Tech Help Pro About Us Random Article Quizzes Request a New Article Community Dashboard This Or That Game Popular Categories Arts and Entertainment Artwork Books Movies Computers and Electronics Computers Phone Skills Technology Hacks Health Men's Health Mental Health Women's Health Relationships Dating Love Relationship Issues Hobbies and Crafts Crafts Drawing Games Education & Communication Communication Skills Personal Development Studying Personal Care and Style Fashion Hair Care Personal Hygiene Youth Personal Care School Stuff Dating All Categories Arts and Entertainment Finance and Business Home and Garden Relationship Quizzes Cars & Other Vehicles Food and Entertaining Personal Care and Style Sports and Fitness Computers and Electronics Health Pets and Animals Travel Education & Communication Hobbies and Crafts Philosophy and Religion Work World Family Life Holidays and Traditions Relationships Youth
• Browse Articles
• Learn Something New
• Quizzes Hot
• This Or That Game
• Train Your Brain
• Explore More
• Support wikiHow
• About wikiHow
• Log in / Sign up
• Education and Communications
• Letter Writing

How to Email Your Professor for a Letter of Recommendation (Tips & Examples)

Last Updated: October 25, 2022 Fact Checked

This article was co-authored by Alexander Ruiz, M.Ed. and by wikiHow staff writer, Glenn Carreau . Alexander Ruiz is an Educational Consultant and the Educational Director of Link Educational Institute, a tutoring business based in Claremont, California that provides customizable educational plans, subject and test prep tutoring, and college application consulting. With over a decade and a half of experience in the education industry, Alexander coaches students to increase their self-awareness and emotional intelligence while achieving skills and the goal of achieving skills and higher education. He holds a BA in Psychology from Florida International University and an MA in Education from Georgia Southern University. There are 7 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 5,930,795 times.

Asking for a letter of recommendation can feel stressful, but don’t worry: we’ve got all the tips you need to craft a great email. Plus, applying to graduate programs, scholarships, internships, and jobs are all part of the college experience, so your professor is used to writing letters of recommendation. So long as you’re polite and give them plenty of advance notice, they’ll be happy to help you! Read on for a step-by-step guide to asking for a letter of recommendation via email, complete with examples.

Things You Should Know

• Begin your email with a polite greeting and introduction. Then, explain what you need, why you chose this professor, and the letter’s due date.
• Write a strong subject line that tells the professor why you’re emailing them and attach the cover letter and resume used in your application for their reference.
• Choose a professor who will most likely give you a glowing recommendation and contact them 5 to 6 weeks in advance.

Sample Emails

Writing the Email

• Begin an email request with “Dear Dr. Hamilton” or “Good morning, Dr. Johnson.”
• If you’re not sure what your professor’s preferred title is, look up your class syllabus on their website (or the school’s website).

• “My name is Katie Williams. I took your fiction writing workshop my junior and senior year, and you helped me outline my senior capstone project.”

• Use assertive and specific language to project confidence. Rather than asking, “Can you write a letter of recommendation?” ask your professor for the type of letter you want with words like “strong” or “compelling.”
• “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.”

• Add a little flattery to your request! Your professor might be more enthusiastic about writing you a letter as a result.
• “Your classes helped me grow as a writer. Thanks to your help, my story has been accepted for publication. I’m grateful to have such a skillful, imaginative instructor to offer me guidance.”

• “The employer is looking for someone with programming skills and a strong work ethic. I believe you can speak to my drive and commitment after I tackled the app-creation project in your Computer Science class.”
• “This internship calls for a candidate with strong drawing and painting skills. As my advanced painting professor, I was hoping you could speak about the projects I completed in your class.”

• “The letter of recommendation is due January 15, 2023. You can send it to [email protected].”

Note: If the program has a specific form to use for the recommendation, attach this form, as well. It’s important to make the process as easy as possible for your professor. [7] X Research source

• “Thank you for reading this request and for everything you’ve taught me. I really appreciate the time and energy you spent guiding me, and I hope you’ll consider writing my letter of recommendation.”
• Send a follow-up thank-you email when your professor agrees to write the letter, and let them know if you eventually get the job or get admitted. They’ll appreciate hearing from you.

• “Sincerely, Alex Hudson.”

Sending the Email

• “Below, I’ve attached my resume and cover letter for reference. If there’s any other information you need, I’m happy to provide it!”
• “With this email, you’ll find my resume, cover letter, and qualifications for the job. Let me know if there’s anything else you need from me!”

• You might also attach samples of your work and a draft of your application essay. This will help your professor tailor your letter to your application.
• Don’t include your formal request as a letter attachment. Write it directly in the body of the email and only attach additional key documents like the summary and resume.

Tip: Making a bulleted list makes it easier for your professor to skim it.

• Your subject line might read, “Request for a letter of recommendation for graduate school,” or “Request for a letter of recommendation for a summer internship.”

Choosing a Professor & Timing Your Request

• Pick a professor who has a good opinion of you, knows you by name, is familiar with your work, and has witnessed your growth as a student.
• It’s also a good idea to ask a professor that you’ve taken more than 1 class with and worked with outside of class; they’ve had more time to form an impression of you.
• Ask yourself: did I perform well in their classes? Did I act professionally and ethically as their student? If the answer is “yes,” go ahead and ask for a recommendation.

• Remember that it’s impolite to assume a professor will say “yes,” just because you ask. You never know if something will come up, and they won’t be able to do it.

• Double-check the letter of recommendation’s due date since you’ll need to include it in your request. Let your professor know if you’d like the letter sent to you a little early, too.
• Ask one professor for a letter at a time (unless you need multiple letters). It can be tempting to cast a wide net and ask several at once, but it’s better to be considerate of their time and only ask when you need to.

Tip: The best time to ask your professor is near the beginning of the semester.

• “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!”

Community Q&A

You Might Also Like

• ↑ https://voices.uchicago.edu/bridgetocollege/2020/05/28/132/
• ↑ https://sc.edu/about/offices_and_divisions/fellowships_and_scholar_programs/documents/letter_etiquette.pdf
• ↑ https://spu.edu/depts/eng/documents/RECOMMENDATIONLETTEREtiquette.pdf
• ↑ http://www2.umf.maine.edu/careers/graduate-school-resources/requesting-and-submitting-letters-of-recommendation/
• ↑ https://www.nshss.org/blog/how-to-properly-ask-a-teacher-for-a-letter-of-recommendation/
• ↑ https://emeritus.org/blog/how-to-ask-for-a-letter-of-recommendation/
• ↑ https://wp.stolaf.edu/english/how-to-ask-a-professor-for-a-letter-of-recommendation/

About This Article

To ask your professor for a letter of recommendation via email, start by including your name and the purpose of your email in the subject line, like "Recommendation for Sarah Smith." Then, start your email with something like "I am writing to ask if you would be willing to write a letter of recommendation for me," before explaining why you need the recommendation, when it's due, and where they should send it. At the end of your letter, thank your professor by writing something like "Thank you in advance for your time and assistance." To learn how to write the body of your email, keep reading! Did this summary help you? Yes No

• Send fan mail to authors

Reader Success Stories

Akanksha Kapoor

Jan 5, 2017

Did this article help you?

Chama Nduna Chunda

Apr 26, 2017

Erik Whargle

Aug 22, 2016

Dec 20, 2016

Sep 15, 2016

Featured Articles

Trending Articles

Watch Articles

• Terms of Use
• Privacy Policy
• Do Not Sell or Share My Info
• Not Selling Info

Don’t miss out! Sign up for

wikiHow’s newsletter

Explore Jobs

• Jobs Near Me
• Remote Jobs
• Full Time Jobs
• Part Time Jobs
• Entry Level Jobs
• Work From Home Jobs

Find Specific Jobs

• $15 Per Hour Jobs
• $20 Per Hour Jobs
• Hiring Immediately Jobs
• High School Jobs
• H1b Visa Jobs

Explore Careers

• Business And Financial
• Architecture And Engineering
• Computer And Mathematical

Explore Professions

• What They Do
• Certifications
• Demographics

Best Companies

• Health Care
• Fortune 500

Explore Companies

• CEO And Executies
• Resume Builder
• Career Advice
• Explore Majors
• Questions And Answers
• Interview Questions

How To Ask A Professor for A Letter Of Recommendation (With Examples)

• How To Ask For A Letter Of Recommendation
• Letter Of Recommendation Over Interview
• Ask A Professor For A Recommendation
• Thank You For Reference
• Ask A Friend For A Reference
• Reference Request Email
• Best Regards In Email
• Letters Of Support

Find a Job You Really Want In

As a student, a professor is a great person to write you a letter of recommendation, so it’s essential to know how to properly ask them. Before asking a professor, you should make sure you choose the right professor to ask and be sure to give them specifics on what materials you need and when you need them.

Whether you’re asking your professor in person or over email, we’ll go over how to ask a professor for a letter of recommendation, provide a sample request letter to professor, as well as some mistakes to avoid when asking.

Key Takeaways:

When giving the professor initial notice, it’s important to ensure you ask them if writing a review for you is something they feel they can do adequately. It’s also best practice to give your professor an opportunity to decline your request.

When asking a professor to write a letter of recommendation you should prepare a summary document of the courses you took with them, provide application details, and make sure to give a clear request.

Before asking your professor for a recommendation letter, it’s important to remember to be patient when waiting for their reply. They are busy and have many other students to handle.

Which professor should you ask for a letter of recommendation?

How to ask a professor for a letter of recommendation, examples emails asking for a letter of recommendation from a professor, how do you ask a professor you don’t know well, common mistakes to avoid when asking a professor for a letter of recommendation, professor letter of recommendation faqs, final thoughts.

• Sign Up For More Advice and Jobs

You should ask a professor who is familiar with your academic work and performance and you should choose someone you have had personal interactions with.

If possible, make sure your recommender can articulate your skills and provide personal anecdotes that aren’t reflected elsewhere, such as your ability to work well with a team, or your dedication to your chosen field of study.

We recommend choosing a professor who’s intimately familiar with your work ethic over a teacher whose class you aced but never met with. Professors from smaller class settings like seminars, as opposed to lectures, almost always make a stronger choice.

If you regularly attend a professor’s office hours and they got to know you well, that’s a good choice for your letter of recommendation (even if you didn’t ace their class).

To ask a professor for a letter of recommendation, you should prepare a summary document, provide your application materials, and then request a meeting with them. Here’s a detailed list of everything you need to know about requesting a recommendation letter from a professor:

Prepare a summary document. A summary document lists the courses you’ve taken over your time at school and references any projects or accomplishments that you are proud of completing. If you have copies of these, be sure to include them in your document.

Provide your application materials. Next, provide your up-to-date resume to give your professor an adequate summary of your achievements outside of school as well as any relevant work experience.

If you choose, including a cover letter can be helpful to provide your professor with the highlights of your classes or projects, where you believe you have showcased some of the skills that may be relevant for what you are applying for.

Request a meeting. If you’re still living on campus or can easily make it into the professor’s office hours, try to schedule a face-to-face meeting. You can cover a lot more ground in a 15-minute conversation than an email chain that could go on for a couple of weeks.

Give plenty of notice. Before your potential employer or program asks you for a letter of recommendation, reach out to your professor to ask if it’s something they would be comfortable with. You should begin seeking out potential recommenders the moment you start searching for and applying for opportunities.

As it gets closer to the end of the semester, professors may be inundated with grading papers and exams as well as other recommendation letter requests from other students.

It’s also common for students to ask for a letter of recommendation after graduation. Most students after graduation are either on the hunt for a new job or looking for their graduate school program and want to line some letters of recommendation up in preparation.

Make a clear request. Be direct about what you want — a letter of recommendation extolling your skills in…whatever skills you want highlighted that the professor can speak to.

If you’d like to also list the professor as a reference , be sure to confirm that they’re comfortable with this and expect a call or email from a potential employer/ program coordinator .

Give a pre-addressed envelope with postage. If you really want to make your professor’s life easy (something they’ll appreciate), provide them with pre-paid postage and an addressed envelope. That way, all they have to do is write the letter, put it in the envelope, and mail it.

Of course, this only applies if you know exactly when and where the letters are going.

Follow up. Don’t be afraid to follow up with your professor if you haven’t heard back from them in a timely manner. It’s possible they may have missed your note or forgotten about it due to other priorities.

Equally as important, be sure to follow up with them afterward and send them a thank-you note . It’s important to show your appreciation for their time and effort.

Here are two examples of emails for asking a professor for letter of recommendation:

Request letter for letter of recommendation to professor example

Dear Professor Anderson, I am reaching out to you today to request a letter of recommendation. I have greatly benefited from the courses I have taken with you over the past three years. I am hoping that you feel as though you know me well enough to consider my request. As you can see from the attached cover letter , I am applying for marketing positions in the software industry which require submitting a letter of recommendation. I hope to showcase both my technical prowess and passion for marketing to these potential employers I have included a summary sheet to consolidate my key accomplishments as well as a refresher on my end-of-year project. Additionally, I have attached my resume and transcript which will bring you up to date on my relevant work experience and extracurricular activities. Please let me know as soon as possible if you are comfortable writing a character reference for my time in your classroom. I am more than happy to answer any questions or concerns, or to schedule some time to meet in person to discuss this further. Thank you so much for the valuable time you’ve spent with me in your classroom and for your consideration of this request. Sincerely, Martha Wall

Dear Mrs. Hamilton, My name is Martha Wall and I am a student in your business marketing class. I was also in your Intro to Marketing class my junior year. I am currently applying for a variety of internships and they require a letter of recommendation. I was hoping you might write one for me. Your classes were eye-opening for me as a future marketing professional . I took great interest in social media marketing which is the field I hope to enter. I am so grateful for having such an informed and passionate instructor to offer me guidance. I have attached a copy of my resume as well as a summary of my accomplishments, grades, and extracurricular activities. I’d also be happy to discuss this further in person. The letter of recommendation is due on January 9th. You can send it to my email [email protected]. Thank you for taking the time to consider my request. I hope to hear from you soon! Sincerely, Martha Wall

If you don’t know a professor well it’s important to guide them along the way and provide them with more information than they might actually need.

Be sure you include any and all feedback you received from this professor during your time with them, as well as a transcript of your grades, if possible.

Be sure to try and dig up a personal anecdote from your class time together. It doesn’t have to be a specific interaction you had together, but rather a tidbit you may have found helpful during their lessons. For example, something like this will help them write about your engagement in their class:

I am hoping to get a letter of recommendation from you because I found your class to be extremely valuable for me and my studies. I felt that our class discussion about religious organizations showcased my ability to debate as well as my passion for theology.

You should avoid assuming your professor owes you a letter of recommendation and being impatient when they are writing one. Here are some other common mistakes to avoid when asking a professor for a letter of recommendation:

Assuming the professor owes you one. Professors are under no obligation to write recommendation letters for anyone. That being said, most teachers enjoy helping their former pupils achieve their goals, as they had a hand in your development.

Never assume that a professor is guaranteed to say yes to your request, and be graceful and polite if you’re declined. If you’d like to put the professor down as a reference, confirm that they’re comfortable and available to speak about your professional or academic capabilities.

Simply asking. It’s not enough to just ask for a recommendation letter. You need to do everything you can to make the process simple and straightforward for the professor.

That means collecting and presenting relevant information about yourself, like your resume, transcript, a brief summary of your career goals, and other details that are pertinent to the program or job you’re applying for.

Being impatient. Once your professor has agreed to write you a recommendation letter and is apprised of the deadline, be patient with them. Don’t keep pestering them with emails asking if/when they’ve sent the letter yet.

Can I ask a professor for a letter of recommendation over email?

Yes, you can ask a professor for a letter of recommendation over email. While asking in person is also an option, there is nothing wrong with sending a professor an email to ask them for a letter of recommendation, and some professors even prefer this method of communication.

Can I still ask a professor for a letter of recommendation if I don’t know them very well?

Yes, you can still ask a professor for a letter of recommendation if you don’t know them very well. Personalize the request as much as possible, and provide the professor with plenty of information and records about your time in their class.

Are letters of recommendation important?

Yes, letters of recommendation are important. Many employers will want to hear someone else’s opinion of you as part of the hiring process, usually in the form of letters of recommendation or other references.

Having a glowing letter of recommendation can be a great way to stand out to employers, and can help put a job application over the top.

How far in advance should I ask a professor for a letter of recommendation?

You should ask a professor for a letter of recommendation as early as possible. Ideally, you should ask a professor for a letter of recommendation as soon as you find out that you need one, to give them as much time as possible.

When you ask a professor for a letter of recommendation, be sure to specify to them the timeline for when you will need it to be completed.

How long should a letter of recommendation be?

A letter of recommendation should be about one page. The letter should consist of an opening paragraph, a body, and a closing. When asking a professor to write a letter of recommendation, you should provide them with your application materials, a pre-addressed envelope with postage, as well as any other information they may need to write the letter.

Asking a professor for a letter of recommendation can be daunting, but remember that most professors want to see their students succeed and are happy to write letters of recommendation.

That being said, you should still make every effort to be courteous and make the process as easy as possible. Give the professor plenty of notice before you need the letter of recommendation, and don’t pester or rush them to complete it.

Arizona State University – How to Ask for a Letter of Recommendation

How useful was this post?

Click on a star to rate it!

Average rating / 5. Vote count:

No votes so far! Be the first to rate this post.

Caitlin Mazur is a freelance writer at Zippia. Caitlin is passionate about helping Zippia’s readers land the jobs of their dreams by offering content that discusses job-seeking advice based on experience and extensive research. Caitlin holds a degree in English from Saint Joseph’s University in Philadelphia, PA.

Recent Job Searches

• Registered Nurse Jobs Resume Location
• Truck Driver Jobs Resume Location
• Call Center Representative Jobs Resume Location
• Customer Service Representative Jobs Resume
• Delivery Driver Jobs Resume Location
• Warehouse Worker Jobs Resume Location
• Account Executive Jobs Resume Location
• Sales Associate Jobs Resume Location
• Licensed Practical Nurse Jobs Resume Location
• Company Driver Jobs Resume

Related posts

Pre-Employment Drug Tests: What They Are All About

How To Follow Up After A Phone Interview

Post-Interview Checklist

How To Use Best Regards And Its Variations (With Examples)

• Career Advice >
• Post Interview >
• Professor Letter Of Recommendation

• Search Search Please fill out this field.
• Career Planning
• Finding a Job

How to Ask a Professor for a Letter of Recommendation

• Who to Ask for a Reference
• How to Ask for an Academic Recommendation
• What to Include in an Email

Recommendation Request Template

• Recommendation Request Example

Recommendation Request Email Example

• Remember to Say Thank You

Provide Updates on Your Job Search Progress

Whether you are completing undergraduate or graduate studies or recently earned your degree, you will likely want to ask a professor or academic advisor for a recommendation letter as you begin to apply for jobs. 

College professors, particularly those who have taught you in multiple classes, can provide powerful recommendations for employment and graduate school. After all, they have observed you analyze, write, articulate your views, and present to groups.

Professors can attest to the overall caliber and quality of your work.

Many professors have an abundance of contacts in the professional world, including ex-students and consulting clients, and they usually have a high degree of credibility with these contacts.

Review advice on who to ask for a reference, how to ask, what to include in your request, and examples of reference request letters and emails.

Who to Ask for an Academic Reference

People familiar with your academic work and performance are excellent choices to ask for recommendations as you begin your career. You may not have a lot of related work experience in your chosen field, and your professors can speak about the knowledge and skills you have demonstrated that will help you succeed in the industry you are targeting.

If possible, request a reference letter from a professor or advisor who knows you well and respects your work and character.

Don't request a reference from a professor if you were frequently tardy, absent from the class, or did not receive a good grade.

Ideally, choose someone who you've spoken to outside of the classroom—during office hours, for instance, or at departmental activities. 

Also, respect people's schedules—if possible, request a reference letter several weeks in advance of when the semester ends or when you'll need it.  

How to Ask for a Recommendation from a Professor

Even if you already have a positive relationship with your professor, it's important to be tactful when asking for a recommendation . You need to keep in mind that professors teach a great number of students.

Although they may have a very positive general impression of you, the most convincing references will require them to give a fair amount of detail to support their positive assertions. You can help them to accomplish this by supplying some of this detail when you make your request. 

Prepare a Summary Document

Prepare a summary document that lists each course you took with the professor and references any papers or projects you successfully completed. Include the grade for individual projects as well as the overall grade for the course.

If you saved a couple of papers that were well-received—those with glowing comments—supply copies of those documents.

Provide Your Resume

Share your resume to give the professor a summary of your extracurricular achievements and your work experience. Describe in writing the types of jobs you're looking for, and the qualifications you are focusing on. A copy of the job posting will make it easier for your professor to tailor their reference to the position.

Include a Cover Letter

Including a cover letter can help with this process. If possible, point to specific classes or projects where you may have showcased some of the core skills you would like the recommendation to emphasize.

Request a Meeting If Possible

If you're still in school or living near campus, try to arrange a face-to-face meeting with the professor. Ask if the faculty member would be comfortable endorsing you as a candidate for the types of jobs you're applying to, and then ask if you can stop in during office hours or chat over a cup of coffee to discuss the matter further. Then, follow up with an email or letter to your prospective faculty reference with the attached documents.

If that's not possible, a video conversation, phone call, or email exchange works well too.

Be Clear About What You Want

Make sure you state precisely what you are asking them to do, such as to write a general letter of recommendation for your credential file, to write a recommendation for a specific job, or seek their permission to list them as a reference. 

Give as Much Notice as You Can

Give your faculty members as much advance notice as possible. Toward the end of the semester, they may be busy grading papers and exams, as well as writing recommendations for many other students.

What to Include in an Email Request

When sending the email message, include your name in the subject line. (For example: "Joe Smith - Recommendation Request.") 

If you don't know the professor or advisor well, make your connection clear in the email.

For instance, you can say, "I enjoyed your class on XYZ, which I attended in fall 2021." It can also be helpful to include a summary of related coursework and school activities, along with your resume and cover letter. 

The more detailed the information you provide, the easier it will be for the reference writer to endorse you. 

Request for a Recommendation Example

Here's a sample letter asking a professor to provide a recommendation for employment. Download the letter of recommendation template (compatible with Google Docs and Word Online), or see below for more examples.

Kara Jones 123 Main Street Anytown, CA 12345 555-555-5555 kara.jones@email.com

March 19, 2024

Willow Lee Professor Acme University 123 Business Rd. Business City, NY 54321

Dear Professor Lee,

I have greatly enjoyed and benefited from the four classes that I took with you over the past three years. I was hoping that you might know me well enough and have a high enough regard for my abilities to write a general recommendation for my credentials file.  

As you can see from the attached cover letter, I am targeting positions in the publishing industry that will draw upon my writing and editing skills, as well as my organizational ability.  

I have included a summary sheet to refresh your memory about some of my key papers, including my senior thesis. I have also attached my resume, which will bring you up to date about some of my accomplishments outside the classroom.  

Please let me know if you are comfortable endorsing my candidacy for jobs in the publishing industry. I would be happy to answer any questions and provide further information that will help you write your recommendation. Can we meet during your office hours to discuss this further?

Thanks so much for all you have done for me and for taking the time to review this request.

Kara Jones (signature hard copy letter)

Subject:  Jessica Angel Recommendation Request

Dear Ms. Jones,

I am writing to you to request that you provide a reference for me as I begin my job search. As you know, I will be completing my graduate studies this spring, and have found several exciting opportunities that I am exploring.

As my undergraduate thesis advisor and mentor, I believe that a reference from you would provide a potential employer with information to recommend me as a school counselor.

If you need any additional information, please contact me via email or phone.

Thank you very much for your consideration and support.

Jessica Angel 555-123-4567 jessicaa@aaa.com

Remember to Say Thank You 

Once your professor writes the reference, make sure to send a  thank-you note to your reference provider, acknowledging the favor. You can either send a handwritten note or an email. 

Keep your faculty members up to date on your job search as it progresses. Make sure to let them know if an employer seems to be ready to conduct a reference check. You should also provide the professor with a job description and copy of your cover letter so they will be prepared should they receive a call.

When you get hired, update your recommender again. They will be thrilled to hear the news and will be more likely to provide a reference again in the future if they know their reference assisted with a positive outcome.

Key Takeaways

• College professors can provide strong recommendations for employment and graduate school.
• Provide faculty members with as much advance notice as possible when asking for a reference.
• Be sure to send a thank-you note and status updates to your reference provider.

Career Services

Writing letters of recommendation.

As faculty members, you are frequently asked to provide a letter of recommendation for graduate and professional schools, scholarships, or job applications. Below are some tips and best practices. 

• Start preparing students early.  Let students know very early on (e.g., early in a lecture course, early advising session) that they will end up wanting to get letters of recommendation, and so should think now about getting to know faculty, especially if the student is mostly taking large classes. 
• Inform the student you could write the letter based on your interactions but that since you only interacted X years ago or for X duration that they might consider asking someone who knows their work better.
• Inform the student that unfortunately you would be unable to provide them a strong letter. Briefly explain why and how to look for a suitable letter writer, even if that means that the student will have to start getting to know people.
• Please do not over-promise that you will be able to get the letter done on time.
• Provide the student direction . Direct the student to visit Canvas pre-grad or job application pages for what to provide you. There is a preview at the bottom of this page.
• Letterhead: Use college letterhead. When submitting letters electronically, send PDF files of signed letters. When hard copies are requested, seal envelopes and sign them across the flap. 
• Length:  It is typical and recommended to write only about things of which you have first-hand knowledge. The more specific the detail or examples, adds to the value of the letter, because that indicates the candidate is actually known to the writer.  Some letters might include succinct summaries of things you deem important or significant from the candidate’s CV, even if you do not have first-hand knowledge, but please recognize that the committees will receive the CV, so filling your letter with material from their CV dilutes your letter enormously. Of course, if there's something really significant that you want to draw attention to, even if you don't have direct knowledge of it, is absolutely fine if not overdone.
• Content:  Samples on  indeed.com . Some professors choose to include comparison statements. E.g. Candidate is among the top X% of students …
• Proofread:  Double-check the spelling of names, especially proper names, verify consistent use of the correct pronouns, and remember to sign and date your letter.
• Submit by the deadlines.  Again, double check the student’s name and program name before submitting. A bonus would be to notify the student this task is complete. 

Additional Tips

Work Efficiently.  Many faculty use templates. Make sure you have a clear naming convention and saving system. Keep an electronic copy of the letter. You may be asked to send out updated versions of your letter for a future application.  

Consider Cycles and Destinations. Recognize that if you typically send out letters for multiple candidates using the same template, the recipients will become used to your letters. Try to have the material relevant to the candidate not overly buried inside your templated material. Additionally, avoid contradicting yourself (e.g., claiming that more than one student was the "best" research assistant/TA you've had that year) especially when submitting to the same destination (e.g. medical schools). The letter readers will notice and it can undermine the goal of the letter. Co-Signing Letters.  If you are collaborating with another person (e.g., a graduate student that has more frequent contact, another coworker or faculty) make sure you have a clear understanding of who is going to write which part(s) of the letter and who will formally submit it. Even if others are not co-signing the letter, it is okay to include positive feedback second-hand in your letter when attributed.    Writing Letters for Medical School Applicants.  Highlight the AAMC  Core Competencies for Entering Medical Students  and provide specific examples of how you have seen the student demonstrate competencies you have observed. Please do not feel pressured to give a checking off of items from this list of 'competencies', and even be cautious of phrases like ".... and so demonstrated their competency in X". Far better to skim through that list and note if you have seen any of them displayed prominently by the candidate. Additionally, refer students to HPAC resources. Writing Letters for Law School Applicants.  You will be submitting through LSAC’s Letter of Recommendation Service.   Avoid Oversharing.  Do not comment on a student’s appearance, family background, religion, health, or other personal circumstances, unless they are immediately relevant to the application and the student has given you explicit permission. There may be situations where you might know of issues which could be relevant to the candidate's application, so if you felt comfortable talking about them with the student, it might be appropriate to find out it they would be (a) comfortable (b) willing for you to discuss those issues in your letter.  A Note on Sharing.  Students frequently waive their right to view the letter. Occasionally faculty may choose to share a snippet of positive feedback directly with the student or statement (e.g., “I was able to write a very positive letter speaking to your leadership skills”). This can go a long way in adding to a student’s confidence. Keep in mind that sharing an entire letter compromises the confidentiality, and could put the applicant in an awkward position if asked about content from a waived letter.

Confidential Letters.  Some students establish a credentials file, which is a repository for letters of recommendation and other documents. Keep in mind that generalized letters of recommendation, such as those sometimes written for credentials files, are not as effective as those composed by a writer with a specific field of study in mind. For more information on maintaining letters, visit  Interfolio.com . Resources.  “Writing Recommendation Letters” by Joe Schall . It includes sample letters for jobs, graduate schools, and major fellowships.  

• Majors & Careers
• Online Grad School
• Preparing For Grad School
• Student Life

How to Ask a Professor for a Letter of Recommendation for Grad School

It can be difficult to get your application noticed when trying to get into a very competitive grad school program. After all, the more competition there is, the higher the chances your application gets lost in the mix. Luckily, you can avoid this by doing a few things that can help your application stand out.

One of the best things you can do to make your application more interesting is to put together a great admissions essay. Another thing, of course, is to include a couple of really good letters of recommendation from your mentors or professors.

But just how do you get letters of recommendation for graduate school?

Getting a letter of recommendation is easy enough — all you have to do is ask for one. However, there are a few things to remember and a few things you can do to raise your chances of getting a glowing recommendation that can help you get accepted into your grad program of choice.

Here’s everything you need to know about how to ask a professor for a letter of recommendation for grad school!

Table of Contents

What’s a Grad School Letter of Recommendation?

At this point, you most likely already know what a letter of recommendation is. You most likely needed recommendation letters to apply for undergrad school, after all. Recommendation letters are typically the same whether you need them to apply for undergrad or graduate studies.

Recommendation letters  are documents that a reference writes. Your reference can be professional (i.e., your employers, former bosses, former research partners, etc.) or academic (your professors or adviser). The letters are meant to help verify your character traits, skills, and personal attitude, as well as your suitability for your desired program or role.

Why do you Need a Recommendation Letter for Graduate School?

These letters are also helpful in other ways — sometimes, you will be asked for a letter of recommendation when applying for financial aid or scholarships and grants. Recommendation letters may also help you gain employment as a research assistant or a teacher’s assistant at your grad school of choice.

Unless the program you’re applying for specifies otherwise, you don’t necessarily have to do anything special when submitting your letters of recommendation. They’re often simply included in your application packet when you send everything in (just remember to complete your application by the deadline!).

Even if you’ve already asked for letters of recommendation in the past, it usually doesn’t get any less nerve-wracking the second time around. If you’re still wondering how to ask a professor for a recommendation letter, we’ve broken everything down into simple steps that you can follow.

Build a Rapport with Your Professors

If you’re still in the planning phase of applying for grad school, now is the time to begin building a rapport with your professors. Before asking your professors for letters of recommendation, it’s important to build a relationship with them, as well as make a good impression. Show them your work ethic, leadership skills, and other qualities like punctuality, assertiveness, and efficiency.

Building professional relationships and making positive impressions from the get-go is important, as this sets you up for an easier time when the time you need to ask for recommendation letters comes. This will also help to ensure that you get a positive recommendation that will convince the selection committee to admit you into the program.

Decide Who You Want to Ask for a Letter of Recommendation

One of the first things you’ll have to do is decide who you want to ask for a letter of recommendation.

Although you can pretty much ask anyone , you’ll want to ask professors with whom you’ve built a professional relationship. There’s no point asking someone who doesn’t know you well enough to be able to write about how suitable you are for the program you’re trying to get into.

It’s a good idea to ask professors who have made an impact on you and from whom you’ve gained inspiration or significant knowledge and skills.

That said, here are a few questions you might want to consider when deciding who to ask:

• How well do they know me?  Ask yourself how well your professors know you. Have you ever interacted with these professors outside of class? Have you built any sort of professional relationship with them, and are they aware of your work ethic? How well do they know your goals and career aspirations? When considering a professor to ask, remember that you should want someone who can accurately represent your suitability for the program you’re applying for.
• Would this referrer be relevant to the program I’m looking to get into?  Just because you’ve built a good rapport with a certain professor doesn’t necessarily mean they’ll be the best referrer you can get. It’s also important to make sure that the professor teaches a subject relevant to what you’re applying for. It’s a good idea to consider a potential referrer’s credibility before asking them for a letter.

Choose a few professors you would like to ask. You’ll often need two to three letters of recommendation with your grad school applications (depending on the application guidelines), so it’s a good idea to have at least five or six professors you may want to ask. Having five or six professors lined up allows you to have a fallback just in case your initial choices say no.

How to ask for a Grad School Letter of Recommendation when You’ve been out of School

Even if you’ve been out of school for

Some professors may not feel comfortable writing a letter of recommendation to former students after a few years have passed, but it’s always worth asking.

If your former professors are unwilling to write you a letter of recommendation, you could also ask:

• Workplace supervisors or colleagues with seniority over you
• Professional mentors, as long as they know you well enough to make a recommendation
• Former classmates and fellow alumni

Make Your Formal Request

Once you’ve decided who to ask, it’s time to make your formal requests. Formal requests usually come in the form of a written letter. However, it’s not considered good etiquette to simply send your request letter to your potential referrers. It’s a good idea to try to schedule meetings with your chosen references so that you can ask them in person if they’d be willing to write a recommendation letter for you.

If it’s not possible to have an in-person meeting, you can ask them via e-mail or over the phone instead. If they agree, then  you can follow up with more details and send your formal written request.

The formal written request for recommendation helps maintain professional courtesy while also providing your references with the information they need to compose your recommendation.

Here’s an example of how to ask for a recommendation letter for grad school:

Dear Professor <their surname>

Thank you for taking the time to meet with me today. I’m grateful for your generous offer to write a recommendation letter for graduate school for me. The deadline for applications is <application deadline date>.

I am applying for a <program name> from <school name> with a hope to further my career in the field of <your discipline> and reach my goal <briefly state your main/next career goal>.

You can find more information about the program here: <link to program website>.

I would be very grateful if you could vouch for the skills and experience I gained through my studies in <name of course/subject> I studied with you. Please feel free to reach out to me if you have any questions.

Thank you again for your time and consideration.

Yours sincerely,

<your name>

Ensure You Ask Early Enough to Provide Them Ample Time to Write

When you make your request, make sure you let your references know when you would appreciate the letters of recommendation. Set a date that’s a few weeks (or even a month or so) ahead of your application deadlines. This gives a buffer in case they get too busy and give you your recommendation letters late.

It’s also important to remember that you should be asking your references early enough to provide them ample time to write. Don’t ask a few days before you want the letter — aim to send your formal request as early as a month ahead or more, depending on how busy you know they are. This way, you aren’t putting your references in a bind, and they’ll have a chance to compose a recommendation letter that accurately represents you.

Don’t Force It

When you apply for grad school, you want to be able to send the strongest application possible. This means you want the best possible recommendation letters that can positively represent your suitability for the program. Anything less than a glowing recommendation may potentially harm your chances of admission. Because of this, if anyone you ask for a recommendation says no, thank them and move on to the next one on your list.

Make Sure You Have Provided Them with Relevant Information

Part of getting a great recommendation letter is providing your references with the relevant information they need. The more they know about you, the better they can compose a great letter.

Remember to provide information about the programs and grad schools you’re applying for. Don’t forget to tell your recommenders if there are multiple!

Here are a few bits of info you might want to give your recommenders when you send them your formal written request. You don’t have to send all of them, only the relevant information you know will help them best.

• Why you chose to ask them, and what you have learned from them  – It may be a good idea to inform your recommenders of why you decided to ask them. This isn’t the time to pointlessly flatter them — aim to tell them what you’ve learned from them or gained from their guidance. Tell them if they’ve inspired you to seek an advanced degree in the field.
• Academic interests, goals, career aspirations  – If they don’t already know, you might want to tell your references about your academic interests, plans, and career aspirations. This tells them about your commitment to the graduate programs you’re looking to get into.
• Copy of your CV or resume and your transcript  – Send your recommenders a copy of your transcript and your resume or CV to inform them about your academic performance. Your CV/resume also tells them about any relevant experience you may have had in the field.
• Awards and honors received – Although awards and honors are often included in CVs and resumes, you may still want to mention any awards and recognition you’ve received through your education and career.
• Copies of admissions essays  – Sending copies of your admissions essays is optional, but doing so may help your references compose their letters of recommendation more easily.
• Abstracts/titles of past research work and documentation  – If you have any, it may be a good idea to send your recommenders the titles and abstracts of your past research work. This shows relevant knowledge and research experience in the field you’re going for.
• Any volunteer experience  – Often, educational institutions and institutions that provide scholarships and grants view past volunteerism positively. If you’ve done some volunteering and charity-related work in the past, it may benefit you to inform your references about it.

When you send your formal written request for a recommendation to your references, you may also want to send them a pre-addressed envelope (including proper postage).

Waiving Your Rights to View Recommendation Letters

Some grad school applications may ask you whether you want to waive your rights to view letters of recommendation. Waiving your rights means that you won’t see or access any recommendation letters you send in with your application. It’s often recommended to waive these rights so that your references can compose their letters without any bias. Knowing you won’t be able to see these letters allows them to be transparent in their compositions.

It’s up to you whether you want to waive your rights or not, but you should know that some educational institutions may disregard any letters of recommendation if you don’t. Some potential recommenders may also refuse to write you a recommendation if you haven’t waived these rights.

Write Thank-You Letters

Once all is said and done, you may want to write a quick thank-you letter to your recommenders. Doing this is an act of courtesy to thank someone who took time out of their busy schedule to write you a recommendation.

Another benefit is it may help you stand out and be memorable to the recommender. This may make it easier to ask them for another recommendation letter if you ever need it in the future.

You’re Done! But Don’t Hound Your Recommenders

That’s all there is to it — you’ve learned just about all there is to know about how to ask a professor for a letter of recommendation for grad school . If you’ve made sure to give them ample time to write your letters, you should be good to go by the application deadlines.

If you feel like you need to remind your references about a deadline coming up, be sure to send a gentle reminder. Don’t hound them , as this may negatively affect the letters they write for you!

If you’re looking to improve your application while you wait for your references to send their letters of recommendation, you may want to read this guide on how to write the best personal statement for graduate school .

Frequently Asked Questions

When should you ask a professor for a letter of recommendation for grad school.

Just as it’s good to start your application early , it’s always best to ask for a letter of recommendation as early as you can to give your professors as much time as possible to write the letter for you. You should give your recommenders at least several weeks notice before the application deadline, more if possible.

Should you ask for a letter of recommendation via email or in-person?

It’s always best to ask for a recommendation letter in-person, so try to schedule a meeting with your professor to make the request. If this is not possible, give them a call, or, as a last resort, send them an email. Regardless of how you make the request, you should always follow up with a formal written request that outlines all the information they need.

Can you get into grad school without letters of recommendation?

Some graduate programs require a minimum of two or three letters of recommendation and will not accept your application without these elements. In other cases, you may be able to submit an application without letters of recommendation, but this will weaken your application and make you less likely to be accepted for an interview  or progress to the next stage of the process.

How many letters of recommendation do you need for grad school?

This requirement  varies depending on the program you are applying to, so it’s important to check this with the admissions office. However, it’s always good to provide up to three recommendation letters if you can, even if they’re not required.

Chriselle Sy

Chriselle has been a passionate professional content writer for over 10 years. She writes educational content for The Grad Cafe, Productivity Spot, The College Monk, and other digital publications.  When she isn't busy writing, she spends her time streaming video games and learning new skills.

• Chriselle Sy https://blog.thegradcafe.com/author/chriselle-sy/ Graduate Certificate vs Degree: What’s the Difference? [2024 Guide]
• Chriselle Sy https://blog.thegradcafe.com/author/chriselle-sy/ The 18 Best Scholarships for Black Students in 2024-2025
• Chriselle Sy https://blog.thegradcafe.com/author/chriselle-sy/ The 25 Best Gifts for Nursing Students in 2024
• Chriselle Sy https://blog.thegradcafe.com/author/chriselle-sy/ Dissertation vs Thesis: Your 2024 Guide

How to Prepare for Grad School: Top Tips

Full-time vs part-time student: what’s the difference, related posts.

• Breaking Records: Yale Sees Most Selective Grad Admissions Season Yet

• 12 Best Laptops for Computer Science Students

• Is a Master’s Degree Worth It? [2024 Guide]

Graduate Certificate vs Degree: What’s the Difference? [2024 Guide]

What is a Good GRE Score?

BA vs BS: What You Need to Know [2024 Guide]

Full-Time vs Part-Time Student: What's the Difference?

Leave a reply cancel reply.

Your email address will not be published. Required fields are marked *

Save my name, email, and website in this browser for the next time I comment.

Recent Posts

• Grad Trends: Interest in Artificial Intelligence Surges
• Applying to Big Tech This Year? Here’s How to Ace It.

© 2023 TheGradCafe.com All rights reserved

• Partner With Us
• Results Search
• Submit Your Results
• Write For Us

Thanking a Professor for Writing a Recommendation Letter

A Professional Courtesy and Kind Gesture

Recommendation Letters

• Choosing a Graduate Program
• Tips & Advice
• Admissions Essays
• Medical School Admissions
• Homework Help
• Private School
• College Admissions
• College Life
• Business School
• Distance Learning
• Ph.D., Developmental Psychology, Fordham University
• M.A., Developmental Psychology, Fordham University

Recommendation letters are vital to your graduate school application . It's likely that you will need at least three letters and it can be hard to determine who to ask . Once you have professors in mind, they agree to write a letter, and your application is submitted, your next step should be a simple thank you note showing your appreciation.

Letters of recommendation  are a lot of work for professors and they are asked to write a number of them each year. Unfortunately, the majority of students don't bother with a follow-up.

Why Send a Thank-You Note?

At its most basic, taking a few minutes to send a thank-you note is a common act of courtesy for someone who has taken the time to do you a favor, but it can also work to your benefit.

A thank-you note helps you stand out from the other students and will help keep you in the writer's good graces. After all, you may need a letter again in the future for another school or a job.

An effective grad school recommendation letter explains the basis for the evaluation. It may be based on your performance in the classroom, your work as a research assistant  or a mentee, or any other interaction you had with faculty.

Professors often take great pains to write letters that honestly discuss your potential for graduate study. They will take the time to include specific details and examples that illustrate why you're a good fit for the graduate program. They will also highlight other personal qualities that are likely to make you a successful graduate student.

Their letters are not simply saying, "She'll do great." Writing helpful letters takes time, effort, and considerable thought. Professors do not take this lightly, and they're not required to do it. Whenever someone does something of this magnitude for you, it's nice to show your appreciation for their time and attention.

Offer a Simple Thank You

Graduate school is a big deal, and your professors are playing an important role in helping you get there. A thank you letter need not be lengthy or overly detailed. A simple note will do. You can do this as soon as the application is in, though you might also want to follow-up once you're accepted to share your good news.

Your thank you letter can be a nice email. It's certainly the quicker option, but your professors may also appreciate a simple card. Mailing a letter is not out of style and a handwritten letter has a personal touch. It shows that you wanted to spend extra time to thank them for the time they put into your letter.

Now that you're convinced that sending a letter is a good idea, what do you write? Below is a sample but you should tailor it to your situation and your relationship with your professor.

A Sample Thank You Note

Dear Dr. Smith,

Thank you for taking the time to write on my behalf for my graduate school application. I appreciate your support throughout this process. I will keep you updated about my progress in applying to graduate school. Thanks again for your assistance. It is much appreciated.

Other Information You Can Include in Your Thank You Note

Of course, if you want to write more to your professor, you should certainly feel free to do so. If, for example, your professor taught a course that was particularly important or enjoyable to you, say so. Faculty members are always delighted to hear that their students appreciate their teaching.

The thank you note can also be a place to thank your professor for guidance during the graduate school application process or advising during your undergraduate years. If you have had meaningful interactions with your professor outside of the classroom, show that you appreciate not just the letter the professor provided, but also the personal attention you've received during your academic journey.

• Don'ts for Getting Letters of Recommendation for Grad School
• How to Get a Recommendation Letter for Graduate School
• How to Ask For Law School Letters of Recommendation
• Dos and Don'ts for Requesting a Grad School Recommendation Letter
• Should You Write Your Own Recommendation Letter for Graduate School?
• How to Get Recommendation Letters for Grad School
• How to Write a Great Graduate School Acceptance Letter
• Writing Teaching Interview Thank You Notes
• Should You Ask a Teaching Assistant for a Recommendation Letter?
• Sample Graduate School Recommendation Letters
• The Timing of Requesting Graduate School Recommendation Letters
• Grad School Recommendation Letter by a Professor Sample Template
• Sample Graduate School Recommendation by a Professor
• College Recommendation Letter Do's and Don'ts
• When Your Grad School Recommendation Letter Doesn't Arrive
• Should You Get a Recommendation for Grad School from Your Therapist?

Get Wize with our Newsletter

News, tips, and resources to grow your business

You'll get the latest news, updates, and hiring resources every month.

• All Articles
• Career Advice
• Industry Insights
• People Management
• Talent Acquisition

How to Write a Letter of Recommendation (With Templates)

Table of Contents

What is a letter of recommendation, tips for writing a letter of recommendation, how to ask for a letter of recommendation, letter of recommendation templates , frequently asked questions.

A letter of recommendation is a snapshot of a person’s strengths, talents, and qualifications for potential employers. Typically requested from past supervisors, managers, and professors, these letters carry significant weight in hiring. The more personalized these letters are, focusing on a job seeker’s abilities, the more effective they become.

Access 350+ customizable job descriptions

Wizehire Quickstart lets you post a job in minutes with access to hundreds of industry-proven templates.

While employing a suitable template is helpful (and encouraged), here are some tips on how to make them effective.

Discuss the Letter With the Candidate

Clarifying the letter’s purpose up front helps shape your approach. If it’s for a character reference, you can emphasize the person’s qualities that showcase their integrity and trustworthiness.

For job applications, focus on achievements related to the role. Sharing a story about project leadership or successful client interactions makes a compelling case, and it will increase the job seeker’s chances of getting an interview.

The person requesting the letter should share supplemental information with you, such as their most recent resume, contact information for the recipient, the job description, and any specific details they want to include. You should also know of any deadlines so the letter can be sent accordingly.

Do Your Own Research

You may need to review your firsthand experiences with the person requesting the letter, mainly if it’s been a while since you shared a professional relationship with them. If you have access to employment or educational records, they can be a valuable source of information and may inspire some helpful talking points. 

If you don’t have these documents, reflect on your relationship with the person. Consider any projects or tasks they may have worked on with you. From there, pinpoint a few highlights, such as developing a novel solution to a challenging problem or completing a task before the deadline.

Personal attributes can also strongly impact recommendation letters. Remember to recall the person’s outstanding qualities, such as interpersonal skills.

Format Your Letter for Maximum Impact

There are specific details to include in your letter to make the best impression:

• Start with a welcome 
• State the purpose of the recommendation
• Include reasons for your support
• Share how the candidate has made an impact
• Wrap up the letter with an endorsement
• Add your contact information
• Close with a formal sign-off

How to Spot and Avoid Job Scams

Job seekers are often excited to apply for new job openings. However, there are some dishonest individuals who take advantage…

There are factors to consider for job seekers deciding who to ask for a letter of recommendation. The person should be well acquainted with you and your professional output and view your contributions favorably. While not mandatory, recommendation letters are more effective when they come from a supervisor or another authority figure. 

When requesting a letter of recommendation, politeness matters—mentioning specific qualities you admire in the person, such as solid leadership skills, can strengthen your request.

Also, give the person ample time to research and write the letter. The ideal time to discuss recommendation letters is when you leave a job or graduate from college. 

Also, remember that some people may not have the time or feel comfortable writing a letter. In this case, sincerely thank them for their time. Remember, empathy and understanding matter, especially when receiving news you don’t like.

How to Cultivate a Positive Company Culture

What sets your company apart from the rest? If your thoughts instantly jump to “company culture,” you’re on the right…

Below are two recommendation letter templates, each thoughtfully designed to help you articulate the job seeker’s strengths and achievements. These templates provide a solid foundation you can personalize to suit different purposes.

Template for Job Seekers

[Recipient Name]

[Recipient Title]

[Recipient Company/Organization]

Dear [Recipient Name],

Please accept my enthusiastic recommendation of [Candidate Name] for [Job Title/Position] at [Company/Organization].

My name is [Your Name], and I [worked/collaborated] with [Candidate Name] at [Company] for [length of time]. During that time, I [explain your professional relationship with the candidate] and was genuinely impressed by the contributions [they] made to the workplace.

[Candidate Name] exhibited [one to two qualities] and played an essential role in [work task/project]. Because of [their] contributions, [Employer/Organization] was able to [specific achievement], which might not have been possible without [Candidate Name’s] assistance.

Additionally, [Candidate Name] exhibits [specific quality] and proved to be a significant asset to [Employer/Organization]. I can easily say that [Candidate Name] is among the most [specific qualities] of all the [employees/collaborators] with whom I’ve been professionally acquainted.

Based on my experience, I’m confident that [Candidate Name] would make an outstanding addition to your [Company/Organization]. Please feel comfortable contacting me at [phone number] or [email] if you’d like to learn more about [Candidate name] and [their] impressive achievements.

[Your Name and Title]

Template for Students

Recipient Name]

Please accept my enthusiastic recommendation of [Student Name] for [Job Title/Position/Opening] at [Company/Organization]. 

My name is [Your Name], and I am [Title] at [Academic Institution]. [Student Name] was my [description of academic relationship] for [length of time]. During that time, I was genuinely impressed by the contributions [Student Name] made to [Academic Program/Project].

[Student Name] consistently exhibited [one to three qualities] in my class. While working on [Academic Program/Project], [they] was responsible for [specific achievement] that set the bar relatively high for other students working on [Academic Program/Project].

Additionally, [Student Name] stood out among my pupils thanks to [their] [specific quality/qualities] and remained a bright point of my academic career. I would be overjoyed to collaborate with [Student Name] in the future, and I know they’d make an outstanding addition to your team. 

Please don’t hesitate to contact me via [phone number] or [email] if you have further questions or want more information. 

Sincerely, 

 [Your Name and Title]

A well-crafted letter of recommendation provides concrete evidence that an applicant has made noteworthy achievements in professional or academic settings. It also illustrates that the person has forged lasting connections, which speaks to their character. These letters and a strong resume can boost a job seeker’s chances of snagging an interview.

It’s essential to consider the source when obtaining recommendation letters for a job application. While letters from co-workers can undoubtedly speak to your teamwork abilities, it’s best to seek out letters from managers or individuals in positions of authority whenever possible. These sources are better suited to provide a comprehensive assessment of your skills and job performance, which can be invaluable for hiring.

It’s perfectly acceptable to submit a letter of recommendation via email. In this case, double-check the email address to ensure the letter goes to the correct person. Perform the same due diligence if sending the letter in the mail, and make sure you have the correct suite or office number for the recipient. 

Stacie Adams is a seasoned writer with a passion for topics affecting modern workplaces, especially topics relevant to the restaurant and food industry. She’s written extensively on legal issues affecting businesses, including discrimination, contractual disputes, and safety code violations.

View all posts

Stacie Adams

Related articles.

Interpersonal Skills in the Workplace: The Ultimate Guide

Strong interpersonal skills in the workplace can significantly enhance one's ability to connect deeply with others, resolve conflict effectively, and collaborate on a team. Boosting these soft skills can help you get and keep your dream job.

How to Nail an Interview Checklist: 19 Steps

Landing your dream job starts with nailing the interview, as the first impression can make or break your chances. Our 19-step interview checklist is your ultimate guide for polishing your interviewing skills. Get ready to impress potential employers and make a lasting impression.

Job seekers are often excited to apply for new job openings. However, there are some dishonest individuals who take advantage of this enthusiasm by posting fake job listings on trustworthy platforms. These scammers waste your time and attempt to steal your personal information or money. It's important to learn how to identify and avoid these job scams to protect yourself and your valuable personal information.

Find your people. Grow your team. Meet your Wizehire.

How To Write A Thank You Email To A Professor

• Smodin Editorial Team
• Published: May 11, 2024

Having a great professor is one of the best feelings. In fact, there’s nothing quite like being taught by someone who is passionate, knowledgeable, and inspires a love for their subject.

But taking a moment to thank your professor for their hard work isn’t just polite – it’s also a great way to let them know how much you appreciate their support and invaluable guidance during your academic pursuits.

Whether it’s for their amazing lectures, helpful advice, or a recommendation letter, a simple thank you email can really make their day. So, let’s dive into how you can write one that really hits the mark. If you’ve never written a thank you email to any of your professors, or you’re simply looking for some inspiration, we’ve got you covered.

With these email writing tips, tricks, and even templates, you’ll be well on your way to wowing your professor.

Preparing To Write Your Email

Besides writing your email, one of the most important things you’ll want to do is to plan . A poorly planned email can seem sloppy and won’t have the impact you want. So, if you want to convey your thanks as sincerely as possible, you’ll want to take a few minutes to define the purpose of the email, add specific details and personal anecdotes, and set the right tone.

1. Define the Purpose

Before you start typing or prompting Smodin Writer to help you craft the perfect email, try to take a moment to think about why you’re writing the email in the first place.

Are you trying to express gratitude for their lecturing style? Or perhaps you want to thank them for going above and beyond to help you with a specific project or assignment. Either way, being clear about your purpose will help you structure your email more effectively.

2. Identify Specifics

Now, you’ll need to get into the nitty-gritty. What exactly are you thanking your professor for? When it comes to writing a thank you email, the details are really important.

Whether your professor offered insightful feedback on an essay or spent additional time helping you after office hours, you should try to pinpoint what made a meaningful difference to you. And, when you mention specific instances, it can make your email more sincere.

So, instead of opening a generic email from one of their students, your professor will know that you put a lot of time and effort into crafting your thank you.

3. Add Some Details

Next, think back on some specific interactions you’ve had with your professor. Perhaps there are a few standout moments or personal anecdotes you can share that hold meaning for you.

For example, your professor may have shared an inspiring story during class or offered you some encouragement when you were feeling overwhelmed. Generally, adding these personal touches can make your email seem more genuine and express your heartfelt gratitude more earnestly.

4. Use a Professional Tone

While it’s important to convey your gratitude as sincerely as possible, you always want to use a professional tone within your thank you emails.

Remember to keep things friendly but formal and try to avoid overly casual language or slang. After all, your email is still addressed to a professional educator. For this reason, you want to strike the right balance between warmth and professionalism.

The Do’s and Don’ts of Writing an Email to a Professor

Now that you know why you’re emailing your professor and you’re sure of what you want to say, you can start crafting your thank you.

As you’re writing, though, you’re going to want to keep some important tips in mind. These tips can help you to write an email that stands out and leaves a lasting impression on your professor.

The Do’s

• Be genuine: Always express your gratitude sincerely and genuinely. Your professor will appreciate hearing how their guidance or support has positively impacted you.
• Keep it professional: Besides avoiding using overly casual wording, remember to structure your email correctly and use proper greetings when you’re writing. Even though you may have a personal relationship with your professor, they are still in a position that deserves respect and professionalism.
• Personalize your message: Where it’s possible, mention specific instances where your professor has made a difference to you. This will make your email more memorable and meaningful when your professor receives it.
• Express future intentions: If you’re open to it, express your willingness to maintain a positive relationship with your professor. Whether it’s staying in touch for professional guidance or collaborating on future projects, you can use your email as a chance to express your eagerness to continue learning from them.
• Reflect: Take a moment to reflect on how your professor’s guidance or support has contributed to your academic (and perhaps personal) growth. Additionally, sharing specific examples of how you’ve developed as a student can make your email more effective.
• Highlight their impact: You can also articulate how your professor has impacted your academic journey. Tell them how their influence has made a difference in your studies and emphasize their role in your success.
• Be enthusiastic: You should always try to add some genuine enthusiasm and positivity into your thank you emails. A heartfelt expression of your enthusiasm can go a long way. In fact, it can even amplify your gratitude for their role as your teacher.

The Don’ts

• Don’t be too casual: When you’re writing a thank you email, remember that you’re sending it off to your professor and not to a peer or a friend. For this reason, you should avoid overly-casual language or abbreviations like “thx.”
• Don’t be overly familiar: While it’s okay to be warm and friendly in your email, you shouldn’t be too casual and overly familiar with your language. Rather, stick to formal greetings and avoid using nicknames unless your professor has explicitly asked to be referred to in a specific way.
• Don’t ramble: Remember to keep your email to the point. You don’t want to go off on any unnecessary tangents or include a bunch of irrelevant information, right? This could potentially detract from your message, so it’s best to know exactly what you want to stay and stick to that.
• Don’t delay: You always want to send your email in a timely manner. Send the email as soon as the event that you’re thanking your professor for has happened. That way, you can show your appreciation for their effort and how much you value their time.
• Don’t forget to proofread: Before you send your email, don’t forget to proofread it for spelling or grammatical mistakes. By combing through your email and making the necessary changes, you can show the amount of thought and intent behind your message. Once again, it’s also still considered a professional email, so this is a really crucial step to remember.

Why Is Writing a Thank You Email Important?

Although it’s easy to write off an email as being relatively unimportant, that couldn’t be further from the truth. There are actually several benefits to writing a thank you email to a professor.

So, if you’ve found yourself wondering if sending a thank you email is worth the effort, then the answer is a resounding yes .

Here’s why:

Building Relationships

Expressing gratitude through a thank you email to a professor is a really important way to nurture and strengthen your relationship with them. Your professor is sure to appreciate some form of acknowledgment of their efforts, and your email will show them how much you value their guidance and support.

Of course, this can lead to a more positive learning experience, as well as a more collaborative dynamic between you and your professor. This could also lead to opportunities for mentorship or academic collaboration in the future.

Professionalism

Crafting a well-thought-out email to a professor can show your professionalism and courtesy as a student. Additionally, it shows that you understand the importance of acknowledging others’ contributions and showcases your character as an individual.

Usually, in both academic and professional settings, communicating or expressing gratitude effectively can help further your reputation and relationships. This is a really valuable skill to learn as early as possible!

Academic Support

Professors are invested in helping students succeed. By acknowledging their contribution to your academic success, you can encourage them to continue giving engaging lectures and shaping the futures of other students.

When you actively show your gratitude toward your professors, you may also find that they offer you additional academic support. This is because professors are more likely to invest time in students who appreciate their efforts. In turn, this could be incredibly helpful for your future grades and professional path.

5 Sample Thank You Email Templates

If you’re struggling to find inspiration, you’re going to want to pay attention! Below are a few sample templates of how to write a thank you email to a professor. We’ve included several scenarios that may be helpful, but if you’re still unsure, you can also use our AI writing tool .

The templates below will also help you get started.

1. Thank You for the Course Experience

Subject line: Thank you for a wonderful semester

Dear Professor [last name],

I hope this email finds you well. I wanted to express my heartfelt gratitude for the wonderful experience I had in your [course name] class this past semester. Your passion for the subject matter and dedication to your students truly made a difference in my learning journey.

I particularly enjoyed [mention a specific aspect of the course]. Your teaching style challenged me to think critically and develop a deeper understanding of the course material.

Thank you for your guidance, support, and encouragement throughout the semester. I am grateful for the knowledge and skills I have gained under your mentorship.

Best regards,

[Your name]

2. Thank You for Your Mentorship

Subject line: Gratitude for your mentorship

I wanted to take a moment to express my sincere gratitude for your mentorship during [specific project or time period]. Your guidance and unwavering support have been invaluable.

Your insights and advice not only helped me navigate certain challenges but also inspired me to always pursue excellence in my academic and professional endeavors. I am deeply grateful for the time and effort you invested in my development.

Thank you for always being a source of inspiration and encouragement. I am fortunate to have had the opportunity to learn from you.

Kind regards,

3. Thank You for Your Recommendation Letter

Subject line: Appreciation for your recommendation letter

I hope you’re keeping well. I wanted to give you my sincere thanks for writing a recommendation letter on my behalf. Your support and endorsement played a crucial role in [mention specific achievement or opportunity].

I am truly grateful for your confidence in my abilities and for advocating for me. Your recommendation has opened doors for me and provided me with valuable opportunities for growth and advancement within [organization].

Thank you for your support and mentorship. I am honored to have had you as my mentor.

4. Thank You for Your Extra Assistance

Subject line: Grateful for your additional assistance

I am writing to express my sincere appreciation for the extra assistance you provided me during [mention a specific case where you needed assistance]. Your willingness to go above and beyond to help me succeed didn’t go unnoticed.

Your guidance, feedback, and constant encouragement were instrumental in helping me overcome certain challenges [optional: mention a specific challenge] and achieve my goals. I am truly grateful for your support and generosity.

Thank you for your dedication to your students and for making a difference in my academic journey.

5. Thank You for Engaging Lectures

Subject line: Thank you for your inspiring lectures

I am emailing with regard to your outstanding lectures on [course topic or name]. Your ability to explain complex topics and delve deeper into the subject matter truly inspired me. It also allowed me to gain insight into [topic], which has been invaluable to my studies.

Your passion and dedication are evident in your approach to your lectures, and your consistent teaching style was incredibly helpful in shaping my understanding of [subject].

I am extremely grateful to have had you as my teacher/instructor this semester. I look forward to having you as my professor once again for [course name] next semester.

When Is the Appropriate Time To Send a Thank You Email to My Professor?

The best time to send a thank you email to a professor is as soon as you can after the event for which you’re expressing your gratitude. The sooner you send the email, the better! This helps your message stay relevant and makes it more impactful.

Generally, if you’re thanking a professor for their contribution to your success within your course as a whole, you could do so at the end of the course. Or, if you only have them for a semester, you can thank them at the end of the semester. However, in other instances, you’re going to want to send your email within a week or so.

For example, imagine you approached your professor to ask for help after hours, and they spent time explaining the complex concepts or sections of work you were struggling with. In that case, you may want to craft an email at the end of the week to thank them for their help.

How Long Should My Thank You Email Be?

Generally, you should keep your thank you emails short and to the point. They should be as concise as possible but not so short that you aren’t able to express your gratitude efficiently. Opt for a well-structured email with a few paragraphs.

Usually, three to four paragraphs are sufficient to get your point across without seeming too long or drawn out.

You can include an introductory paragraph expressing your gratitude, a second paragraph that includes any details or anecdotes you may want to share, and a closing paragraph that reaffirms your appreciation for their hard work and dedication.

Final Thoughts

Although writing an email to a professor can seem daunting, it doesn’t have to be. Especially not when you’re writing to thank them for a job well done or for helping you with your coursework!

Of course, if you really want to make your thank you email stand out, why not check out Smodin? Our powerful writing tools will help you craft the perfect thank you email every single time!