Asking for a reference letter can feel awkward, but it's a crucial step in many job applications and academic pursuits. A well-crafted request significantly increases your chances of receiving a strong, supportive letter. This guide will walk you through the process, ensuring you're prepared to ask for a reference letter effectively.
Before You Ask: Choosing the Right Referee
Before you even think about crafting your request, consider who would be the best person to write your letter. Ideally, your referee should:
- Know you well: They should have observed your skills and abilities firsthand. This could be a professor, supervisor, mentor, or other professional contact.
- Be able to speak positively about you: Choose someone who can highlight your strengths and achievements relevant to your application.
- Be willing to write a strong letter: Don't ask someone who's too busy or who might hesitate to give you a glowing recommendation.
Crafting the Perfect Request: Email vs. In-Person
The best approach depends on your relationship with the potential referee. Both methods have their pros and cons:
The Email Approach: Professional and Efficient
An email allows you to clearly and concisely present your request. Here's a template you can adapt:
Subject: Reference Request - [Your Name] - [Application/Position]
Dear [Professor/Mr./Ms./Dr. Last Name],
I hope this email finds you well.
I'm writing to request a letter of recommendation in support of my application for [position/program] at [institution/company]. The deadline for submission is [date].
To help you write the most effective letter, I've attached my resume and a personal statement [or other relevant documents]. [Optional: Briefly mention key skills or experiences you'd like them to highlight].
Would you be willing to write a letter of recommendation for me? Please let me know by [date – give them a reasonable response time] so I can make alternative arrangements if needed. Thank you for your time and consideration.
Sincerely,
[Your Name] [Your Phone Number] [Your Email Address]
The In-Person Approach: For Stronger Relationships
If you have a strong relationship with your potential referee, an in-person request can be more personal and effective. This allows for immediate clarification and a chance to build rapport. Remember to:
- Schedule a meeting: Don't ambush them. Respect their time and schedule a brief meeting in advance.
- Be prepared: Have all your materials ready (resume, personal statement, details about the application).
- Express your gratitude: Thank them for their time and consideration.
What to Include in Your Request (Regardless of Method)
No matter how you ask, be sure to include these key elements:
- Your contact information: Make it easy for them to reach you.
- The position/program you're applying for: Provide details about the opportunity.
- The deadline: This is critical.
- Supporting materials: Attach your resume, personal statement, and any other relevant documents.
- Specific requests (optional): You can gently guide them by mentioning specific skills or experiences you want highlighted. However, avoid being overly directive.
- A backup plan: Have alternative referees in mind in case your first choice is unavailable.
After They Agree: Staying in Touch
Once your referee agrees, follow up:
- Send a thank-you note: Show your appreciation.
- Provide any additional information they request: Respond promptly and completely.
- Send a reminder (if appropriate): A gentle reminder closer to the deadline is acceptable, but avoid being pushy.
Following these steps will dramatically increase your chances of receiving a strong letter of recommendation that will help you achieve your goals. Remember, showing respect for your referee's time and providing them with all the necessary information are key to success.
