Asking a professor for a letter of recommendation can feel daunting, but with the right approach, you can significantly increase your chances of receiving a strong, supportive letter. This guide provides a step-by-step approach to ensure you're prepared and respectful of your professor's time.
Before You Ask: Laying the Groundwork
Before you even think about sending that email, consider these crucial steps:
1. Choose the Right Professor:
- Strong Relationship: Select a professor who knows you well – ideally, one you've had in multiple classes or who you've interacted with regularly outside of class. A strong relationship shows them you're serious and capable.
- Relevant Coursework: Choose a professor whose expertise aligns with your application. If you're applying for a program in environmental science, a letter from your organic chemistry professor carries more weight than one from your introductory psychology class.
- Timely Request: Professors are busy. Requesting a letter well in advance (at least 2-3 weeks before the deadline, preferably more) shows respect for their workload. The more time they have, the better the letter will be.
2. Review Your Academic Performance:
- Grades: Be realistic. A professor who gave you a C is less likely to write a glowing recommendation. Focus on professors who you impressed in class.
- Participation: Active participation in class, insightful questions, and thoughtful contributions demonstrate your engagement and intellectual curiosity.
- Assignments: Did you exceed expectations on any papers or projects? These specifics can provide concrete examples for your professor to include in their letter.
The Ask: Crafting the Perfect Request
Now it's time to make your request. Here's how to do it effectively:
1. Email is Best: A professional email is the preferred method. Avoid in-person requests unless you have a very close relationship with the professor.
2. Clear and Concise Subject Line:
Use a subject line like: "Letter of Recommendation Request - [Your Name] - [Application Type]" (e.g., "Letter of Recommendation Request - John Smith - Graduate School Application"). This helps your professor quickly identify the purpose of your email.
3. Body of the Email:
- Introduce Yourself: Briefly remind the professor who you are and when you were in their class(es).
- State Your Purpose: Clearly state your goal (e.g., applying to graduate school, a scholarship, a job).
- Provide Context: Briefly describe the program or opportunity you're applying for. Include deadlines if applicable.
- Attach Your Materials: Attach your resume, transcripts, personal statement, and any other relevant materials the professor may need to write a strong letter. This allows them to refresh their memory and get a comprehensive view of your qualifications.
- Express Gratitude: Thank the professor for their time and consideration.
- Respectful Closing: End with a professional closing, such as "Sincerely" or "Respectfully."
Example Email:
Subject: Letter of Recommendation Request - Jane Doe - Graduate School Application
Dear Professor Smith,
I hope this email finds you well. I am writing to request a letter of recommendation from you in support of my application to the Master's program in Biology at the University of California, Berkeley. I was a student in your Ecology and Evolution course in the Spring of 2023.
I am attaching my resume, transcript, and personal statement for your review. The application deadline is [Date]. Please let me know if you are able to write a letter of support for me by [Date – give them a few days to respond]. If you are unable to, I completely understand.
Thank you for your time and consideration.
Sincerely, Jane Doe
4. Follow Up:
- Check In: Send a brief follow-up email a week or two after your initial request. This is a polite reminder and gives you a chance to provide any additional information they might need.
- Thank You Note: After receiving confirmation, send a heartfelt thank you note, either by email or in person.
After the Letter: Maintaining Professionalism
Remember that a letter of recommendation is a significant favor. Always express your sincere gratitude, and be mindful of your professor's time and efforts.
By following these steps, you can increase your chances of receiving a strong letter of recommendation that helps you achieve your goals. Remember, preparation and respectful communication are key.
