How to email teacher for letter of recommendation?

If your career plans include graduate school or research, there’s a good chance you’ll need a few recommendation letters from your professors. While you probably asked high school teachers to write letters for you, asking a professor to write one is slightly different. How?

In this guide, we’ll help you learn how to ask for a letter of letter recommendation by covering:

Before you decide who to ask for a letter of recommendation, consider what you need the letter for. Are you applying to an MBA or MFA program? Medical or law school? Will you use the letter for an internship, research opportunity, or a job?

“A student would be well-advised to consult with a career counselor and/or advisor to brainstorm and discuss who they should ask to write on their behalf,” says Mark Peltz, department head of the center for careers, life, and service at Grinnell College. In general, the person writing the letter should know you well and have direct experience with your performance.

“A professor with whom you’ve had multiple classes or worked closely with on a research or creative project are likely those in the best position to speak to your strengths and qualifications,” says Peltz. “Similarly, others who have observed or supervised your work can make good reference writers.”

You’ll likely need more than one recommendation letter. However, asking everyone you know to write one is unlikely to work in your favor. “Writing an impactful letter of recommendation takes time, so be thoughtful about who you ask and be courteous of their time,” says Peltz.

For example, if you need two recommendation letters, identify the top two people you’d like to ask. Then select two to three alternates in case your top two choices aren’t available. But don’t ask your entire list to write letters for you to cover your bases.

If nothing else, part of asking for a letter of recommendation means you keep track of who’s submitted them. And no matter how good your tracking system is, more letter writers means more for you to track … and possibly lose track of.

You can ask a professor to write a letter of recommendation for you any time. However, with application deadlines looming, fall is the most popular time to ask for one. Peltz advises students to plan ahead and ask their top choices at least six to eight weeks ahead of the due date.

“Professors are commonly writing multiple letters of recommendation for current and former students,” and this timeline gives you a large enough buffer to follow up with reminders and nudges if you need to.

Discover if this is the right career path for you with a free virtual work experience.

Learn more

Once you’ve identified a list of two to four top choices, here’s how to ask for a letter of recommendation.

Peltz advises students to request a meeting via email. “This provides both parties the opportunity to have a conversation about the student’s goals, where they are submitting applications, and other relevant matters.”

If an in-person meeting is impossible, then a phone call will do. But Peltz says you should try for some kind of face-to-face interaction whenever possible. “It gives the student an opportunity to pick up on any nonverbal cues. If the professor hedges and doesn’t respond favorably to the request, this is useful information and you may want to consider identifying an alternate reference.”

A crucial component of your ask is explaining why you are selecting this individual to write a recommendation letter for you. Though it may be obvious to you why you’re asking, you cannot assume the professor has the same understanding. Even if the reason is evident to both parties, a detailed explanation makes it clear that you’ve “given this some serious thought and there is substantive reason and motivation behind the request,” says Peltz.

In other words, you want to be precise about why you’re asking this individual, so it’s clear you aren’t asking anyone and everyone.

Not every professor may have the time to write a letter of recommendation for you or they might not be comfortable doing it, for whatever reason. Give them the chance to decline your request easily and gracefully, so it’s not awkward for either party and doesn’t damage your relationship.

Once someone agrees to write a letter of recommendation letter for you, make their task easier. Provide the letter writer with your current resume or curriculum vitae or put together a highlight sheet with the hard and soft skills you’d like them to mention, along with your short and long-term goals. Having something to reference while the professor writes your recommendation letter will help them create a document that’s specific to you.

And if there are specific criteria that must be included in the letter, pass that information along. “Failing to do so can have a major impact on the overall quality of your application,” warns Peltz.

Build the confidence and practical skills that employers are looking for with Forage virtual work experiences.

Sign up for free

Below are two sample emails you can send to someone to ask them for a letter of recommendation. The first one is asking for a meeting. The second one is asking for the letter of recommendation when meeting in person is not an option.

In both cases, start with a clear subject line (Request for Letter of Recommendation is a good choice). Then introduce yourself or refresh their mind — especially if you haven’t been in their class recently. Then briefly but clearly explain what you’re asking for, and why, and give the professor a way to gracefully decline your request.

Here’s what that looks like:

Sample 1:

Dear Professor :

My name is . I took your . I’m applying to , and I’d like to ask you to write a letter of recommendation for me.

I’m happy to meet with you at your convenience to discuss the details and can give you a copy of and anything else you need.

And, of course, if you can’t write a recommendation letter for me, I completely understand. Please do not feel obligated to say yes.

Thank you,

Sample 2:

Dear Professor :

My name is . I took your . I’m applying to , and I’d like to ask you to write a letter of recommendation for me.

I’m asking you because and think your letter would be a strong addition to my application. I can provide my to help refresh your memory.

If you can write the letter, it’s due by . Once completed, you can . I will also need .

By: Yara Oliveira

Writing an email to teachers or professionals can be scary, especially asking for a favor, but don’t worry with this guide, you’ll crush any email you have to send. When applying to colleges through the Common App or any individual school application system, they will ask for at least 2 letters of recommendations. These are crucial for your admissions counselor to see another perspective of you that can’t be conveyed through your own essays. When picking who to ask, make sure it is a trusted professional who knows you well. The first two required letters will usually have to be from core teachers (English, Math, Science, or Social Studies). Make sure who you’re asking knows your work ethic and can speak to some of your accomplishments and goals. If you don’t know the teacher well enough, consider also attaching your resume and a statement about your goals to the email. Teachers are often eager to write these letters so you don’t have to be scared! There is also an optional third letter that the Common App and Coalition Application allows for. This can be for your boss, mentor, or any professional in your life that can speak to your values and personality. The third letter is by no means necessary, but it can’t hurt so if you have someone in mind, go ahead and send them an email asking for one! If possible, you can also ask your recommender in person. You can follow this template either way.

Now that you’ve picked who you’re going to ask, let’s get to the email! When writing, remember that your recommender is a busy person so keep it short, kind, and to the point.

BAM you just mastered the email. Of course it depends on who you are emailing and what it is about but the more you practice, the better you’ll be. If they agree to write the letter of recommendation, send a follow up email with the logistical details (date its due, where to submit) so the teacher is aware. Remember to give teachers plenty of time to write the letter so it is beautifully crafted and they aren’t rushed. Good luck and have fun!

When you apply for admission to a university, a job, or a scholarship, you may be asked to include letters of recommendation. These letters, typically written by teachers, counselors, or managers, are meant to vouch for your qualifications and character.

A strong recommendation allows the person reviewing your application to get to know you beyond your resume, giving a more complete picture of who you are and what motivates you.

Letters of recommendation frequently appear as a requirement on college applications. You’ll usually need one to three of these reference letters when you’re applying for an undergraduate program or, sometimes, graduate school.

Job applications more commonly require a list of references, rather than a reference letter, but you may see this requirement show up from time to time. Even if a job application doesn’t require a recommendation letter, attaching one to your cover letter or application could give you a competitive edge over other applicants.

Watch this to learn more about what a letter of recommendation is, and what makes a letter effective.

It’s totally normal to feel nervous about asking for a letter of recommendation. While it may feel uncomfortable at first, it’s a normal part of the application process. With a bit of preparation, you can maximize your chances of getting stellar recommendations.

The most effective recommendation will come from someone who knows you well and can speak to your character on a personal level. Make a list of several people who you could ask. You’ll probably only need three, but it’s always a good idea to have backups in case something falls through.

If you’re applying to college, consider asking a teacher and your high school guidance counselor. Choose teachers of classes where you performed well (and who you had good rapport with). Teachers you had during your junior or senior year will have the freshest memories of you (and are likely more accustomed to writing such letters).

Many college applications require at least one letter from your guidance counselor. If you don’t know this person well, don’t be afraid to make an appointment so they can learn more about you.

If you’re working on a grad school application, your letters will likely come from one or more of your professors. Ideally, ask professors who are in the same field as the program you’re applying to. If you’re a working professional currently applying to go back to school, your options include bosses and mentors, colleagues, or former professors with whom you had a good relationship.

When you’re applying for a job, your former managers or supervisors often make the best letter writers. The closer the former job aligns with the role you’re applying for, the better.  If you decide to ask a current or former coworker, try to choose someone with more years of professional experience than you. They’ll be able to endorse you with greater authority.

One of the best ways to get a strong recommendation is to make it easy for the person doing the writing to highlight your accomplishments and personal strengths. One easy way to do this is by providing a copy of your academic transcripts and resume to the person writing your letter.

If you’re still in school and don’t yet have a resume, you can make what’s called a brag sheet instead. This is a concise list that highlights your qualifications and best characteristics. Make sure to include:

While it might feel a little awkward to brag about yourself, remember that this is the time to show off your hard work and celebrate your wins.

Read more: How to Write an Effective Resume

Before you send a formal, written request for a letter of recommendation, speak with each individual in person. Preparing what you’ll say ahead of time can help you feel more calm and confident. Explain what it is you’re applying for and why you’re asking this person to recommend you.

You’re asking for a favor, but the people who know you well probably want you to succeed and will gladly do what they can to help. Teachers and professors in particular are used to writing these letters—it’s sometimes even a part of their job description.

After you’ve confirmed your request in person, email a formal written request to each individual who has agreed to write your recommendation. Feel free to use the template below to guide your writing. When you send your request, also include:

Follow up with a polite reminder a week or two before your letters are due. This is a good opportunity to thank them for writing the letter and offer to send any additional information they may need.

It’s common courtesy to send a short thank you note to each individual who wrote a letter on your behalf. Express your appreciation for their support with a mailed handwritten note or email. And be sure to update your recommenders with the good news when you’re accepted to the role.

Teachers and faculty members sometimes get inundated with requests to write recommendation letters around the time when college application deadlines roll around. Asking well in advance will allow them to spend some time and attention on your letter. For professional recommenders, try to ask three weeks in advance.

There are many reasons someone may not feel comfortable writing a letter of recommendation for you. And it may not have anything to do with you or your qualifications. This person might not feel like they know you well enough or cannot speak to the skills and qualifications of the role you’re applying for.

You want letters of recommendation that vouch for you without hesitation. If someone hesitates or turns down your request, you’re better off asking someone else who can write you a strong recommendation.

This is especially if you had a positive working relationship with your manager. Get a letter now while the memories of the impact you’ve made are still fresh in your manager’s mind. You’ll have it ready to submit to potential employers.

Use this template to get you started on your letter of recommendation request. You can download the template here.

Dear Ms./Mr. ,

I hope you’re well. I’m in the process of applying to and want to ask if you feel comfortable writing a strong letter of recommendation on my behalf.

I thoroughly enjoyed my time as . As my , I believe you could honestly and effectively vouch for my I’ve demonstrated during our time together.

I appreciate you considering my request. The deadline for submitting the letter is . I’ve attached an updated version of my , as well as the and details on how to submit the letter. If you need any additional information, don’t hesitate to contact me.

Thank you for your time and support.

Sincerely,

If you are applying for a job, an internship, or a graduate program, it is inevitable that you will need to ask one of your professors for a letter of recommendation.

While it a necessary thing, it can still be a stressful and daunting experience. It can almost be as anxiety-inducing as asking your crush to be your prom date.

Luckily, unlike your crush, your professors are accustomed to being asked for letters of recommendation, and they will be happy to help push you closer to your academic or career goals, so you don’t have a lot to worry about.

When it comes to requesting for a letter of recommendation from your professor, the best approach is to ask the professor in person.

If you are unable to ask in person, however, you can still do it via email.

Email is also a good option if you know that the particular professor is comfortable with digital communication.

Before we get into how to request a recommendation letter via email, the first thing you need to do is to make sure you are asking the right person.

In order to determine the best person to ask, you first need to understand the purpose of a recommendation letter.

Normally, the recommendation letter is meant to accompany your resume, cover letter, and any other material that you send as part of your application.

But why is it really required?

The other documents that form part of your application are a factual summary of your academic qualifications, your skills, and your other accomplishments.

While they give a good picture of who you are and what you can do, someone cannot really tell what you are like as a person, or what it is like working with you.

This is where your recommendation letter comes in.

The recommendation letter adds personality to your resume and cover letter.

It discusses things that cannot go into your resume, such as your personality, your ambition, your character traits, how well you connect with other people and so on.

Since the recommendation letter talks about your personality and character, this means that you should ask for a recommendation from a professor who knows you well and can point out specific incidences in your life to highlight various aspects of your personality and character.

Many recommendation letters are usually filled with generic praise that could apply to anyone, and therefore, the more specific your letter of recommendation is, the more likely it is to sound genuine, and the more likely you are to get noticed and appreciated.

Of course, if a professor does not know you well, they cannot write a recommendation that is specific to your personality and characteristics.

Therefore, if you want a strong letter of recommendation, you should choose a professor who has a personal relationship with you and has a good opinion of you.

Before requesting the professor, ask yourself the following questions:

If you can answer positively to all the above questions, then you have the right person to request for a recommendation letter.

Aside from ensuring that the professor knows you personally and has a favorable opinion of you, you should also go for professors who have a reputation for writing the strongest recommendation letters.

Aside from asking the right person, you also need to make sure that you send the request at the right time.

Your professor are most likely very busy with teaching, grading, and even handling other similar requests from other students.

In addition, writing a great letter of recommendation takes some time and thought.

Therefore, you need to give your professor ample time to work on your letter.

At the very least, you should send the request about a month before the application deadline, and if possible, send it even earlier.

Aside from giving the professor enough time to write your letter, this also ensures that you have enough time to ask another professor in case the first one declines your request.

In addition to sending your request in time, you should also make sure to include the due date for the recommendation letter.

This way, the professor will be aware how much time they have to work on your letter.

Like I just mentioned above, professors are busy people with a lot on their table.

They have to prepare lectures and tests, deal with other departmental issues, handle requests from students, and so on.

Therefore, unless you want to get ignored, you should keep your email to your professor short and sweet. You should be focused on one key thing – getting them to agree your letter of recommendation.

Therefore, don’t include any unnecessary information and details in the email.

Just get straight to the point. If they agree to write the letter of recommendation and need more information from you, they will ask for it.

They might even request for an in-person meeting to review your resume, therefore you can save all the extra details for later.

One of the biggest mistakes many students make is to send an email to the professor with the assumption that the professor knows who you are.

The professor interacts with many students every single day, and unless you communicate with the professor via email on a regular basis, then you should remind the professor who you are.

This avoids confusion and ensures that the professor has a good idea who they are writing the recommendation for.

You don’t want to simply ask the professor if they can write you a letter of recommendation for you. Of course, the professor can write a letter of recommendation!

Making such a weak request will only result in an ordinary recommendation letter that might not help your application in any way. Instead, you want to be specific about the kind of recommendation letter you want.

Therefore, instead of saying “can you write me a letter of recommendation?” say something like, “would you be willing to write me a strong letter of recommendation that will help me get considered for this position?”

Of course, being specific and assertive does not mean that you should be cocky or demanding. That will only get your request ignored.

When writing your email to the professor, never make the mistake of assuming that the professor will automatically agree to your request.

The professor is under no obligation to write the letter of recommendation for you.

By agreeing to write it, they are just doing you a favor. Therefore, when writing the email to your professor, it should be in the form of a request that gives the professor room to deny the request.

The professor will be more likely to grant your request when you ask graciously, compared to when they feel like you are demanding for the letter of recommendation.

In case the professor denies your request, I know it might hurt a little. However, don’t read so much into it. Having a professor deny your request does not mean that you are a bad student.

The professor might have denied your request because they either feel they don’t know well enough to write a great letter, or perhaps they might not have enough knowledge about the position you are applying for to write an effective letter.

Therefore, if a professor denies your request, don’t hold it against them. Simply ask another professor.

With that out of the way, let’s now go into writing the actual email.

Below are the steps to follow when writing an email to request a letter of recommendation from your professor.

Your professor may have a lot of emails in his or her inbox, therefore you want them to know from the onset what your email is about. You should make this clear in the subject line.

If your subject line does not make it clear what they should expect from the email, there is a chance that your email might get ignored.

Below is an example of a great subject line:

“Request For Letter Of Recommendation”

Start your email with a proper salutation, just the way you would on a formal letter. Unless you are on a first name basis with the professor, address them using their professional title.

For instance, let’s assume you are writing the request to Dr. Robert Langdon, who was your molecular biology professor. In this case, you should use the salutation “Dear Dr. Langdon.”

If you are on a first name basis with the professor, however, it is okay to address them by their first name in the email, in which case the salutation would be,

“Dear Robert.”

After the salutation, you should start by introducing yourself to the professor and writing a few sentences to help the professor remember who you are. Keep this section brief.

One or two sentences will do. A great way to do this is to state your name and mention the classes which of the professor’s classes you have taken.

If you have had a one-on-one interaction with the professor, you can also mention it briefly. Below is a great example of how to introduce yourself:

“My name is Sienna Brooks. I took your class on molecular biology in my senior year, and you helped me with my project on genome sequencing.”

After introducing yourself, you want to quickly move to the purpose of your email. If you keep talking about irrelevant things, the professor might stop reading your email.

Make it clear that you are requesting for a letter of recommendation and let them know why you need the letter. Below is an example of how to explain the purpose of the email:

“Since we will be breaking for summer at the end of the semester, I’m applying for an internship position at the Centers for Disease Control and Prevention (CDC), and I was hoping you would be willing to write a strong letter of recommendation for me.”

With the purpose of your email out of the way, use the next paragraph to explain why you chose them specifically to write the letter of recommendation for you.

There are several different ways to approach this section.

You could talk about your relationship with this professor, what you have learnt from them, and how they have impacted your life.

Alternatively, you could tell a little more about yourself, why you are interested in the position for which you are applying, and why you think this particular professor’s recommendation will go a long way in helping you secure the spot.

If the professor has a connection with the organization you are applying to, you can mention it here.

Remember, keep your reasons professional.

However, you are allowed to use some little flattery here. As the saying goes, a little flattery can get you everywhere.

Below is an example of how to explain why you chose this particular professor:

“Your classes have helped me learn about all the awesome possibilities that can be achieved through molecular biology.

After your classes, I became particularly interested in genome sequencing, and I feel that an internship at CDC would really help me become more versed with this interesting topic.

Considering that you helped me on my genome sequencing project, I feel that your recommendation would go a long way in helping me secure this position.”

Alternatively, you could say:

“Honestly, I had not considered a career in pathogen genome sequencing, but after taking your classes and reading some of your works on the subject, I have become greatly interested in the subject, and I feel that interning at CDC will provide me with the basis I need to pursue a career in this field.

Considering your extensive contribution to this field, and seeing as you have partnered with CDC in many of your research projects, I feel that a recommendation from you would be really helpful.”

When explaining why you chose the professor, always use a genuine reason.

The professor might easily spot a made up story, especially if they know you well, and this might hurt your chances of getting a good recommendation from them.

If you don’t mention what you want your professor to include in your recommendation, then you have no way of ensuring that they actually talk about what you want.

Therefore, you should briefly mention a little of what you expect your professor to talk about.

If there is some information about you that the professor does not know, yet you want it mentioned in the letter of recommendation, you can also slip it in at this point.

However, you have to do this tactfully. Don’t explicitly tell the professor what you want them to say. Instead, you should mention it as a subtle suggestion.

Below is an example of how you could do this.

“Having worked with you on the genome sequencing project, I believe you have a good idea of how hard I worked on that project and some of the challenges I encountered during the project.

I was hoping you could talk about my commitment to delivering high quality work and my ability to deal with challenges, since these are some of the qualities the employer is looking for.”

In case the professor accepts your request, they will need some more information about you. You don’t want them to start emailing you back and forth asking for this information or the other.

To make things as easy as possible for the professor, attach other relevant documents in the email, such as your resume, a list of the classes you’ve taken, activities you might have taken part in, any awards you might have won, and so on.

Once you attach them, mention it within your email with a statement like:

“You will find attached a copy of my resume and a list of some of the activities I have participated in and the awards I have won. In case you need more information or want to meet in person to discuss something, I will be happy to meet and share the information.”

In most cases, the professor is required to upload or submit the letter of recommendation by themselves.

If this is the case, you should provide your professor with the instructions on how to submit the letter of recommendation as well as the due date so they don’t submit it too late.

Below is an example of how to write this part.

“The letter of recommendation is supposed to be submitted before the 1st of April, 2019. You can upload it through this link.”

The final paragraph of your email should thank the professor for their consideration, whether they write the letter or not.

Let them know that you appreciate their taking the time to read your email, as well as for the effort that will go into writing the letter.

In addition, express your appreciation for everything you have gained from having them as your professor.

Below is an example of how to do this:

“Thank you in advance for taking the time to read this request and for your consideration. I also want to thank you for everything I have learnt under your instruction. I know the things I have learnt from you will be very helpful in my future career, and I cannot be grateful enough.”

Remember that this is a professional email, therefore you should close it professionally.

Don’t leave the email hanging. You could close with something like “Best regards, Sienna Brooks.”

That’s it. With those few steps, you will have crafted a very professional email requesting for a letter of recommendation from your professor.

Once you are done with the final step, your email should look as follows:

To: RLangdon@xyz.com

From: SiennaBrooks@abc.com

Subject: Request For Letter Of Recommendation

Dear Dr. Langdon,

My name is Sienna Brooks. I took your class on molecular biology in my senior year, and you helped me with my project on genome sequencing. Since we will be breaking for summer at the end of the semester, I’m applying for an internship position at the Centers for Disease Control and Prevention (CDC), and I was hoping you would be willing to write a strong letter of recommendation for me.

Honestly, I had not considered a career in pathogen genome sequencing, but after taking your classes and reading some of your works on the subject, I have become greatly interested in the subject, and I feel that interning at CDC will provide me with the basis I need to pursue a career in this field. Considering your extensive contribution to this field, and seeing as you have partnered with CDC in many of your research projects, I feel that a recommendation from you would be really helpful.

Having worked with you on the genome sequencing project, I believe you have a good idea of how hard I worked on that project and some of the challenges I encountered during the project. I was hoping you could talk about my commitment to delivering high quality work and my ability to deal with challenges, since these are some of the qualities the employer is looking for.

You will find attached a copy of my resume and a list of some of the activities I have participated in and the awards I have won. In case you need more information or want to meet in person to discuss something, I will be happy to meet and share the information.

The letter of recommendation is supposed to be submitted before the 1st of April, 2019. You can upload it through this link.

Thank you in advance for taking the time to read this request and for your consideration. I also want to thank you for everything I have learnt under your instruction. I know the things I have learnt from you will be very helpful in my future career, and I cannot be grateful enough.

Best regards,

Sienna Brooks

The letter of recommendation is a crucial document when you are applying for a job, an internship or a graduate program.

If you find it awkward asking for the letter of recommendation in person, or if your professor is comfortable with digital communication, you can request for the recommendation letter via email.

When it comes to sending the request via email, remember to keep it short, refresh your professor’s mind, make your request assertive and specific, and let go of the assumption that the professor will automatically accept your request.

With that in mind, and if you follow the instructions shared above, you will have no problem requesting for letters of recommendation via email.

In this guide, we’ll help you learn how to ask for a letter of letter recommendation by covering:

A letter of recommendation is exactly what it sounds like. It’s a letter someone writes on your behalf specifically recommending you for something. That “something” could be graduate school, a research fellowship, an internship, or even a job.

What makes recommendation letters unique is that they speak to the specifics about you and your abilities as they relate to the position. So, for example, if you’re applying to an MBA program, the recommendation letter will discuss your academic achievements and why you’ll be an excellent addition to the program.

But letters of recommendation are also confidential. They’re usually written and delivered directly to the admissions or hiring committee, so you’ll probably never know what the letter writer said about you.

A reference letter is similar to a recommendation letter but with a few differences.

First, though a reference letter also talks about your skills and abilities, it tends to be more general. The letter writer may talk about your achievements and accomplishments, but they won’t be able to explain, for example, how you’ll contribute to that particular school or company.

Second, reference letters (and references in general) are usually provided after you’ve applied for a job, not before. Most companies don’t ask for them unless they’ve made you a verbal offer. And, because they come after the offer, reference letters are almost never a part of a school application.

Before you decide who to ask for a letter of recommendation, consider what you need the letter for. Are you applying to an MBA or MFA program? Medical or law school? Will you use the letter for an internship, research opportunity, or a job?

“A student would be well-advised to consult with a career counselor and/or advisor to brainstorm and discuss who they should ask to write on their behalf,” says Mark Peltz, department head of the center for careers, life, and service at Grinnell College. In general, the person writing the letter should know you well and have direct experience with your performance.

“A professor with whom you’ve had multiple classes or worked closely with on a research or creative project are likely those in the best position to speak to your strengths and qualifications,” says Peltz. “Similarly, others who have observed or supervised your work can make good reference writers.”

>>RELATED: How to Get an Internship Without Work Experience

Though you’ll likely need more than one recommendation letter, asking everyone you know to write one probably won’t work in your favor. For starters, the person writing the letter should be familiar with your academic track record. And whoever writes your letter needs to be able to give it the time and attention it deserves. “Writing an impactful letter of recommendation takes time, so be thoughtful about who you ask and be courteous of their time,” says Peltz.

So, if you need two recommendation letters, identify the top two people you’d like to ask. Then select two to three alternates in case your top two choices aren’t available. But don’t ask your entire list to write letters for you “just in case.”

If nothing else, part of asking for a letter of recommendation means you keep track of who’s submitted them. And no matter how good your tracking system is, more letter writers means more for you to track — and possibly lose track of.

You can ask a professor to write a letter of recommendation for you any time. However, with school or internship application deadlines looming, fall is the most popular time to ask for one. Peltz advises students to plan ahead and ask their top choices at least six to eight weeks ahead of the due date.

“Professors are commonly writing multiple letters of recommendation for current and former students.” Giving the professor and yourself that long gives you a large enough buffer to follow up with reminders if you need to.

Once you’ve identified a list of two to four professors you’d like to approach, here’s how to ask for a letter of recommendation.

Peltz advises students to request a meeting via email. “This provides both parties the opportunity to have a conversation about the student’s goals, where they are submitting applications, and other relevant matters.”

If an in-person meeting is impossible, then a phone call will do. But Peltz says you should try for some kind of face-to-face interaction whenever possible. “It gives the student an opportunity to pick up on any nonverbal cues. If the professor hedges and doesn’t respond favorably to the request, this is useful information and you may want to consider identifying an alternate reference.”

>>MORE: How to End an Email Professionally (With Examples)

A crucial component of your ask is explaining why you are selecting this individual to write a recommendation letter for you. It may be obvious to you why you’re asking this person but you can’t assume the professor has the same understanding. Even if the reason is evident to both parties, as Peltz notes, a detailed explanation makes it clear that you’ve “given this some serious thought and there is substantive reason and motivation behind the request.”

In other words, be precise about why you’re asking this individual, so it’s clear you aren’t asking anyone and everyone.

Not every professor may have the time to write a letter of recommendation for you. And sometimes, professors have reasons for not writing recommendation letters. To avoid any awkward situations and keep your relationship intact, give the professor the space to decline your request gracefully.

Once someone agrees to write a letter of recommendation letter for you, make their task easier. Provide the letter writer with your current resume or curriculum vitae or put together a highlight sheet with the hard and soft skills you’d like them to mention, along with your short and long-term goals. Having something to reference while the professor writes your recommendation letter will help them create a document that’s specific to you.

And if there are specific criteria that must be included in the letter, pass that information along. “Failing to do so can have a major impact on the overall quality of your application,” warns Peltz.

Below are two sample emails you can send to ask for a letter of recommendation. No matter which email you send, start with a clear subject line (Request for Letter of Recommendation is a good choice). Introduce yourself or refresh their mind — especially if you haven’t been in their class recently. Then briefly but clearly explain what you’re asking for, why you selected them, and give the professor a way to gracefully decline your request.

Here’s what that looks like:

Requesting an in-person meeting:

Dear Professor :

My name is . I took your . I’m applying to , and I’d like to ask you to write a letter of recommendation for me.

I’m asking you because and think your letter would be a strong addition to my application. I’m happy to meet with you at your convenience to discuss the details and can give you a copy of and anything else you need.

And, of course, if you can’t write a recommendation letter for me, I completely understand. Please do not feel obligated to say yes.

Thank you,

When an in-person meeting is not an option:

Dear Professor :

My name is . I took your . I’m applying to , and I’d like to ask you to write a letter of recommendation for me.

I’m asking you because and think your letter would be a strong addition to my application. I can provide my to help refresh your memory and am available to speak on the phone if you’d like.

If you can write the letter, it’s due by . Once completed, you can . I will also need .

And, of course, if you can’t write a recommendation letter for me, I completely understand. Please do not feel obligated to say yes.

Thanks so much,

Looking for more ways to develop your skills? Sign up for a free personal development job simulation.

I'm applying to [name of school and program], and I'd like to ask you to write a letter of recommendation for me. I'm happy to meet with you at your convenience to discuss the details and can give you a copy of [my current resume/CV/highlight sheet] and anything else you need.