Let us learn how to write a letter of recommendation email to the professor with examples in this article. A letter of recommendation is one important document that is often required while applying for scholarships, for a job at any company, to get admission to universities, and for another similar purpose. It is very important to be focused when requesting a recommendation letter from any of your superiors. There are a few things that are very important to make your recommendation letter request successful. Factors like who to contact for a recommendation letter, when to contact, and how to contact affect the success ratio. And these factors can be achieved by writing a properly formatted email asking for a recommendation letter. There is a proper professional format for writing such emails that need to be followed. A sample format will be shown below.
Important guidelines while writing the email:
When you want to request a recommendation letter via email you should take care of the following things to get a positive response from your professor.
1. Asking the right person:
It is a great matter of concern that you are asking for a letter of recommendation from whom. And to get to the right professor, you need to be sure what is the purpose of a recommendation letter. If you are a student and want a recommendation letter for applying to any university or for scholarships, you should contact the professor who has taught you and knows you in person because only then he can evaluate your performance and would be interested in providing you the letter. In addition to this, if you are applying for any specific major, you should request a professor who excels in that domain because this can strengthen your application. If you are requesting a recommendation letter to be submitted for a job, even then ask those professors who have spent some time with you and know your abilities.
2. State the purpose of the recommendation letter:
To get a relevant recommendation letter that not any speaks about your character but also your academics, you should mention where you want to present this letter. This will give insight to the professor that what a recommendation letter should portray. This will make your recommendation letter stand out.
3. Choosing the right time:
It is suggested to email for the recommendation later at least a week before the submission. This will save you from last-minute chaos. And it will also give the professor the right amount of time to prepare your recommendation letter. Also, don’t forget to mention the date by which you need the recommendation letter delivered to you. It is also suggested to consider if the time is right for the professor, he may not be busy with his students or assessments and has time to compile the letter.
4. Recommendation letter from high school/college:
If you email your high school professors for a recommendation letter, it would be great because that will also highlight your reputation at high school. It will support your documents.
Tips for writing a recommendation letter email:
- Be early: Make sure to send an email at least a week before the required time so that if you receive it late, there won’t be much problem.
- Performance record: Professors tend to spare time for only a few selected students who are outstanding in academics and co-curricular. Make sure to maintain a good performance record so that professors are compelled to write a recommendation letter for you.
- Concise and straightforward: Do not exaggerate a lot in the email. It should be brief and to the point.
- Sharing a portfolio: To let the professors recall your academic record, it is suggested to attach something as a portfolio. For instance, if you are applying for a job and you need a recommendation letter for that, you may attach your resume which also has a link to your LinkedIn profile. You can also include a cover letter. Similarly, if you have only your high school record, make a folder of all your accomplishments and attach that.
- Thanking remarks: Make sure to show gratitude to the professor regardless of whatever choice he makes regarding writing a recommendation letter.
- Avoid: Make sure to not request a recommendation letter email from any professor who doesn’t know you or someone in whose cohort, you were not able to stand out well.
Format for writing an email:
- Subject: To directly let your professor, know your motive for emailing, you should put the purpose of the email in the subject line. One such example can be a ‘Request for recommendation letter’. In this subject line, you can also add your name or class title. The purpose of the recommendation letter can also be added.
- Salutation: This is part of any email, letter, or application. This is to show respect. A few examples can be:
- Respected Sir
- Dear James
- Dear Professor
Following this, you can also send your greetings. But most often greetings are omitted from formal emails.
- Main body: The main body can contain 2-3 short paragraphs. The introductory paragraph should be about yourself, letting your professor who you are and whichever class you have taken with him. Following this, you should briefly mention the purpose of writing this email. Mention the reason why you need this recommendation letter. It is a good practice to mention the institute for which you need this recommendation letter. Also if you have any notice or letter asking for a recommendation letter, you should attach that. If you need the letter to be in any particular format, attach a sample format as well.
- Concluding remarks: For this part, you can write that you’ll be waiting for the response to this email. One such example can be ‘Looking forward to your response’. You should also ask the latter if they have any questions or restrictions.
- Closing: Make sure to end the letter with the following reserved words: sincerely, regards, best regards.
An example of a Recommendation letter email to the professor:
Subject: Request for Recommendation letter for University of Michigan
Respected Sir,
I am writing this email to you as your student from the previous batch of 2020, from the department of Telecommunications Engineering. I attended the course Data Structures and Algorithm under your instructions.
I’m planning to apply to the University of Michigan, the UK for my Masters in Data Science. The one utmost requirement of the application process at this institution is a recommendation letter from any of my mentors.
I opted to request this recommendation letter from you because you taught me one of the subjects related to Data Science, and you do know my progress in that course. I score an A+ in this course. And along with that you also marked all my assignments and projects. I think you will be the most suitable person to track my performance.
I’m also attaching my transcript, and project grades so that you can have a brief look. Also, I’m attaching a letter that was issued from the University of Michigan which not only asks for a letter but also includes a recommendation letter format.
I’ll be looking forward to your response. If you need me to further brief you about any other things, do let me know. I need the recommendation letter by next week. I’ll be waiting for your response.
Thank you for sparing your time.
Best Regards,
[Name]
Conclusion:
Whenever a person is on a new academic venture, a reference indicating the prior performance is helpful. A recommendation letter is one such reference. Asking for recommendation letters via email is one most common practices in this remote world. But to get a positive response from professors, they are several tips to keep in mind regarding the email timing and the concerned person. In this article, the dos and don’ts for writing a recommendation letter email to a professor have been discussed thoroughly along with a sample email attached. Following these rules, one will be able to compel their professors to write a recommendation letter.
Frequently Asked Questions:
- Does the email format remain the same no matter for what purpose one wants to request a recommendation letter?
The format mentioned here is a standard format and can be used in several places. Only one needs to change a few titles and the documents attached.
- Is it a good practice to send greetings at the start of the email?
Requesting a recommendation letter is a professional-level email and such emails are formal. So greetings are often not part of such emails as it is considered an informal practice.
- Is it necessary to let yourself remind to Professor at the beginning of the email?
Yes, it is necessary because most professors are dealing with many students. Introducing yourself in the beginning and sharing your few records makes it easy for the professors to know about you.
- Is a recommendation letter required for applying to internships?
It merely depends on the organization where you are applying if it is a requirement from them. But most of the institutions do ask for a recommendation letter.