Adobe Acrobat
How to ask for a letter of recommendation: Steps, email templates and tips.
Whether you’re looking for a job or trying to get into graduate school, a reference letter can help your application stand out from the pack.
A quick guide to asking for a letter of recommendation.
Asking for a letter of recommendation can feel intimidating, but with the right approach, you can make the process smooth for both you and your letter writer. Requesting a letter of recommendation can be a delicate process, but it’s also one of the most important steps in strengthening your job, scholarship, or graduate school application. A strong letter of recommendation is a valuable leg up in the application process, and giving your writer the right information, at the right time, makes all the difference.
What people use recommendation letters for today
Recommendation letters support far more than college applications. Students and professionals now request them for:
- Job applications and promotions
- Graduate school and fellowship programs
- Internships and research positions
- Scholarships and academic awards
- Professional certifications
- Visa applications
- Portfolio or grant submissions
People also frequently use AI tools to help them:
- Describe their achievements clearly
- Rewrite a draft to sound more professional
- Personalize a generic recommendation letter
- Create a strengths‑based summary for their writer
- Turn a resume into bullet points for a recommender
1. Approach your letter writers in person (or with a warm message)
Start by reaching out informally to gauge interest. A quick conversation helps you understand whether they feel comfortable writing a strong, positive letter.
If you can’t meet in person, send a short message such as:
Hi Professor Lee, I’m applying for the Data Science Fellowship and would love to ask if you’d feel comfortable writing a strong letter of recommendation for me. I really valued your course and the feedback you gave on my final project.
If they agree, follow up with a formal email request.
2. Give your writers plenty of time.
Most writers prefer 2–4 weeks of notice. The more time they have, the more thoughtful and detailed your letter will be.
Start identifying potential writers as soon as you begin the application process, and reach out early. Send a gentle reminder one week before the deadline.
3. Use a recommendation request email template
If you’re unsure how to phrase your message, start with a template and personalize it.
Email template:
Hello [Name],
Thank you again for agreeing to write a recommendation letter for my [job/graduate school/scholarship] application. I’ve attached my resume, a short list of achievements, and details about the program. The deadline is [date], and the submission instructions are below. Please let me know if there’s anything else I can provide. I truly appreciate your support.
You can e‑sign your request or attach supporting documents using Acrobat’s Fill & Sign tools.
4. Give details about what you’re applying for.
When you send your official letter of recommendation request, be sure to include some additional information about the school, job, or program you’re applying for in order to give the letter writer some context for what they should talk about.
Example paragraph:
I’m applying for the Marketing Analyst role at BrightWave. They’re looking for strong communication skills, data literacy, and experience managing projects, all areas where your class and mentorship helped me grow.
5. Include a personal statement and your achievements.
If there are certain achievements or aspects of your character that you want your letter writer to mention, don’t be afraid to provide that information to them with your request. This could include:
- Academic transcripts, including your GPA
- Your updated resume and relevant work experience
- A professional portfolio that showcases your best work
- Your proudest achievements
- A list of extracurricular activities you’ve participated in
- A description of your volunteer work
- Your interests and how they apply to your goals in life
6. Request a letter of recommendation before you need it.
If you’re leaving a job or finishing a semester, consider asking for a letter while your performance is fresh in your writer’s mind. These “evergreen letters” can be used later for:
- Job applications
- Graduate school
- Scholarships
- Professional opportunities
Once you have your letter, gather other documents you may need, such as a letter of interest or updated resume.
7. Say thank you.
The last and most important thing to include in your request is a heartfelt and genuine thank-you. Writing a good recommendation takes time and effort, and you should make a point of showing your appreciation for that.
Thank‑you template:
Thank you so much for taking the time to write this letter. I truly appreciate your support and guidance.
What to give your professor or manager to help them write your letter
To make the process easier, and to ensure your letter is strong, specific, and personalized, provide your writer with:
- Your updated resume
- A short list of your achievements
- Your GPA or academic transcripts (if relevant)
- A brief personal statement or career goals
- The job, program, or scholarship description
- Skills or qualities you’d like highlighted
- Deadlines and submission instructions
- A sample letter (optional but helpful - an AI reference letter generator can help)
Who should you ask to write a letter of recommendation?
Choose people who know you well and can speak to your character, work ethic, and accomplishments. Good options include:
- Teachers or professors
- Academic advisors
- High school counselors
- Former managers or supervisors
- Research mentors
Avoid asking friends or family members, admissions officers and hiring managers prefer unbiased perspectives.
Aim to identify at least three potential writers. Not everyone will have time, so having multiple options increases your chances of receiving strong letters.