How to Appropriately and Professionally Request Letters of Recommendation - May 2023

Sep 15, 2026

Requesting strong letters of recommendation becomes easier when applicants plan ahead, communicate respectfully, and prepare supporting materials. The guidance explains that writers must spend time verifying grades, correcting student details, and producing customized content, so students should schedule meetings early and avoid inappropriate first-contact emails. It outlines what to provide, including transcripts, CV, program details, personal statements, submission identifiers, and realistic internal deadlines. It also covers what to discuss during the on-time meeting.

LanguageEnglish

CategoryLetters

FormatPDF

Pages3

Reading Time1 min

AccessFree to download

How to Appropriately and Professionally Request Letters of Recommendation

Planning the request

Providing complete applicant information

Attending the meeting and next steps

How to *Appropriately and Professionally* Request Letters of Recommendation Letters of recommendation are not only required for professional or grad school applications. Very often, scholarships, research opportunities or internships require the recommendation(s) of a professor, advisor or professional within a given field as part of the application package. Letters of recommendation are not simple tasks for letter writers, and it’s very important for students who are requesting one to understand the difficulty of what they are asking. If an instructor, for example, uses a “form” letter that essentially lists how well a student did in a given class (e.g., 9th in a class of 200) with a few statements about general demeanor as a student, that instructor will still have to spend time looking up old class rosters/grades, and proofreading the form letter to make sure that they have the right student information on the letter and that the pronouns match. Even something this basic can take an hour or more. But most writers do not use form letters. Most writers, being either professors or field professionals, know very well how critical letters of recommendation are to an application package. They understand that there is such a thing as a ‘weak’ letter, and most don’t want to write one. It helps letter writers a great deal if you can provide them what they need to write a good one. How do you make it easier for them to write that strong letter? Step One: Make an appointment. Meet directly with the person you are asking to write the letter. Unless the person is on sabbatical or out of state, it is not recommended to have your initial conversation via email. Corresponding via email to schedule the first meeting is fine. REMEMBER: you’re asking a huge favor; talk face to face. Typing this in an email: “Hey, can you write me a letter of recommendation?” is completely inappropriate. • The appointment needs to be a MINIMUM of one full month before the deadline, if it’s for a scholarship or an internship of some kind. Six weeks is preferable. • If the letters are for a professional school application process, you should approach your letter writer for an appointment at least 2 months before they need to submit—for example: ask by March 31 for a letter that must be submitted by June 1. Keep in mind that some professors may get more than a hundred requests for a letter of recommendation. Make sure you give these letter writers plenty of notice! • If possible, get their business card! Filling out information about letter writers on forms is much simpler if you have a business card for reference. Step Two: Provide your recommender as much information as necessary for them to have a complete picture of you and your accomplishments. Not every letter writer will need or want all of the items below; use your discretion. • A copy of your transcript(s) . This doesn’t need to be official, but you should have something. Letter writers will need to have an idea of what your entire academic record is to write a strong letter. • A resume or CV that lists your work and volunteer experience; any awards you may have received; any certifications you have earned; and any publications you can list. Letter writers need to know about your overall experience. • Information about the scholarship/internship/research opportunity or application service that the letter is being written for (e.g., a Dean’s scholarship, a paid internship, graduate/medical school admission.) The more information you can provide your letter writers about the audience, the more specific they can be. • A personal statement from you, explaining why you are interested in a particular scholarship, etc. If this is for a professional school application cycle, the best option might be a copy of the personal statement you are providing as part of your primary application. (Draft versions should be marked as such.) • A preemptive deadline. Tell your letter writers

FAQs

When should an applicant schedule the first meeting to request a recommendation letter?

Schedule at least one full month before the deadline for scholarships or internships, with six weeks preferred. For professional school applications, approach the writer about two months ahead and provide ample notice.

What information should applicants provide to help letter writers write a strong letter?

Provide transcripts, a resume/CV with work and volunteer history, awards and certifications, details about the opportunity, a relevant personal statement, submission and identification information (such as student/applicant IDs), and a clear preemptive deadline.

What should applicants be prepared to discuss during the appointment?

Discuss why the writer is the best person for that specific letter, the applicant’s overall goals and progress, challenges faced and how they were handled, and confirm the writer has everything needed to submit to the correct destination.

Sep 15, 2026

Uploaded by Olivia Brown