Asking a professor for a letter of recommendation can feel daunting, but with a thoughtful and organized approach, you can significantly increase your chances of receiving a strong and supportive recommendation. This step-by-step guide will walk you through the process, ensuring you make a positive impression and maximize your opportunities.
Step 1: Choose the Right Professor
Don't just pick the professor who gave you the best grade. Consider these factors:
- Strong Relationship: Did you actively participate in their class? Did you attend office hours to discuss the material or your academic goals? A genuine connection significantly improves your chances.
- Relevant Coursework: Did you take a course from this professor that directly relates to your application (e.g., graduate program, scholarship, job)? The more relevant the course, the better they can speak to your qualifications.
- Their Expertise: Does the professor's area of expertise align with your future aspirations? A professor who understands your field will write a more informed and compelling letter.
- Reasonable Request: Are they known for writing many letters of recommendation? If they're notoriously busy, consider your chances realistically.
Step 2: The Initial Inquiry (In Person is Best!)
Ideally, approach your professor in person during their office hours. This allows for a more personal conversation and demonstrates your initiative. If in-person isn't feasible, a well-crafted email is acceptable.
Here's what to include:
- Polite Introduction: Remind them who you are and which class(es) you took with them.
- Context: Briefly explain the purpose of the letter (e.g., graduate school application, scholarship application, job application). Mention the deadline.
- Respectful Request: Clearly state your request for a letter of recommendation.
- Materials: Offer to provide them with all necessary materials well in advance of the deadline (resume, transcripts, personal statement, application details).
- Their Time: Acknowledge their busy schedule and express gratitude for their time and consideration.
Example Email:
Subject: Letter of Recommendation Request - [Your Name] - [Application]
Dear Professor [Professor's Last Name],
I hope this email finds you well. I am writing to you as a former student in your [Course Name] class during the [Semester/Year]. I greatly enjoyed your course and learned a great deal from your lectures and discussions.
I am applying to [Program/Position] at [Institution/Company] and would be honored if you would consider writing a letter of recommendation on my behalf. The application deadline is [Date].
I have attached my resume, personal statement, and the application requirements. Please let me know if you are able to write a strong letter of support given your schedule. I understand this is a significant commitment, and I appreciate your consideration.
Thank you for your time and attention to this request.
Sincerely,
[Your Name]
Step 3: Provide Necessary Materials
Gather all required materials and present them in a well-organized manner. This shows respect for the professor's time and ensures they have everything they need to write a strong letter. Include:
- Resume/CV: A polished and updated version.
- Transcripts: An official or unofficial copy depending on their request.
- Personal Statement/Writing Sample: Anything that highlights your skills and experiences relevant to the application.
- Application Details: Provide specific instructions (e.g., application link, required submission format, specific questions they should address).
- Deadline: Clearly state the deadline—and ideally, provide a slightly earlier deadline to give the professor ample time.
Step 4: Follow Up (Subtly)
A polite follow-up email a week or two before the deadline is appropriate. This is not to pressure them, but simply to check in and ensure they have everything they need. Keep it concise and respectful.
Step 5: Express Your Gratitude
Once you've received confirmation that they submitted the letter, send a heartfelt thank-you note or email. Express your sincere appreciation for their time, effort, and support.
By following these steps, you’ll significantly increase your chances of receiving a strong letter of recommendation and demonstrate your professionalism and appreciation for your professor’s time and expertise. Good luck!
