How to Ask Faculty for a Letter of Recommendation

Asking for a letter of recommendation can be one of the most nerve-wracking aspects of the graduate school application process.

It’s the part of your application that you have the least control over and can significantly impact on your admissions decision.

Getting a good letter of recommendation is as much about strategy as it is about your relationship with the faculty member.

If you ask the right person, at the right time, and give them the right information, chances are you will end up with a great letter for your application.

Here’s how to ask faculty for a letter of recommendation:

1. Choose the right faculty member to ask

2. Know when to ask for a letter of recommendation

3. Meet with faculty to ask for a letter of recommendation

4. Give detailed information before they write

5. Follow up to ensure the letter is submitted on time

6. Thank you note after letter submission

Note for working professionals: If you have been out of college for a few (or more) years and are not confident in getting a letter of recommendation from a faculty member, reach out to the admissions representative for the program and ask about acceptable alternatives (ex. a work supervisor or manager of a volunteer program you work with). Be direct in asking if not having a faculty letter will negatively affect your application for reviewers. The answer may differ by program and university.

#1. Choose the Right Faculty Member to Ask

Question: Who do you want to write your letter of recommendation?

Answer: The person who knows you and can write a strong letter about your academic abilities. Do not ask someone with a high title who barely knows you.

I have written 100+ letters of recommendation and read 10x that. When I open a letter, I can immediately tell if it’s good simply by the length and formatting.

How do I know this?

Most faculty keep a template letter of recommendation and make edits every time they are asked to write a new one.

The template is usually simple, with a brief introduction paragraph, a paragraph describing which class they had the student in or how they know them, and a sentence or two sharing how strongly they recommend the person.

When you ask for a letter of recommendation, make sure you ask someone who:

• Knows you well, or who has time to hear more about your academic intentions

• Cares about people and their futures

• Has the bandwidth to write an good letter (you can ask this directly before they agree to write for you)

Ideally, the faculty member will be from a course related to what you are planning to study in graduate school. That said, as a reviewer I was more excited to read a solid letter of recommendation from an educator who spoke to an applicant’s skills as a student - even if the class they had together was unrelated to my program.

#2. When to Ask Faculty for a Letter of Recommendation

Pro Tip: If possible, ask during the third week of the semester. Classes are underway and faculty will have a little more time to meet and hear about your academic and career plans.

One benefit to asking a faculty member for a letter of recommendation is that their schedules are fairly predictable. This helps you to approach them at the right time where they are more likely to say yes.

Ask your potential recommender at least 4-6 weeks before the application deadline.

This gives enough time for them to: 

• Fit letter-writing into their schedule

• Ask you questions and get a response

• Write a detailed, thoughtful letter

Keep in mind that a lot of faculty will write and submit your letter at the last minute.

It’s not personal, I promise.

Pro Tip: If the thought of having one of your recommendation letters submitted a day before the application deadline gives you anxiety, you can give them an earlier “due date.”

When people asked me for letters of recommendation, I told them to give me the date they wanted it to be submitted, not the real due date.

The reason?

It reduced the number of follow-up emails to see if the letter had been written yet, which was beneficial for both of us.

#3. Meet with Faculty to Ask for a Letter of Recommendation

Here are the basic steps:

• Email to request a meeting

• Meet and share your intentions for graduate school

• Follow up with a thank you and details about your application

Email to request a meeting.

Of the 100+ letters I’ve been asked to write over the years, I have been the most enthusiastic about saying yes to people who have scheduled time to meet with me and discuss in person or over a video call.

Why?

Because I can hear and see their excitement for applying to graduate school, which gets me excited to help them along the way.

If possible, schedule a meeting to discuss your academic plans and formally ask them to write a letter of recommendation for you.

Pro Tip: Contact the academic administrator for the department and ask when that faculty member usually holds office hours or is available for meetings. When you reach out to request a meeting, you can offer one of those times.

Meet and share your intentions for graduate school.

After exchanging pleasantries, thank the faculty member for taking the time to meet with you. If it’s been a while since you were in their class, remind them which class you took (and the year); bonus points if you reference a concept you remember, especially if it ties to your future academic plans. 

Tell them how long you’ve been thinking about graduate school, what type of programs you’re applying to, and which universities. Share your career goals post-graduation and how this next degree will help you reach those goals.

See if they have questions at this point.

(Faculty are lifelong learners and will likely be interested in asking about the programs where you’re applying).

Transition to sharing details about the application process, specifically the timeline and when your letters of recommendation are due.

Ask them if they are willing to write a strong letter of recommendation for you by a specific date.

When they say yes, let them know you will email more information to help them write their letter.

Follow up with a thank you and details about your application.

Keep in mind that faculty teach hundreds of students per semester, and potentially writing a dozen letters of recommendation. It is vital to share clear, concise details to help them when they finally sit down to write your letter in the next month.

#4. Give Detailed Information Before They Write

After the faculty member confirms they will write a letter of recommendation for you, you can make that job a lot easier. 

In your follow-up email thanking them for agreeing to write a letter, provide the following information:

• Your resume.

• Your personal statement or application essay (if it will be ready in time).

• A few sentences about why you’re pursuing this degree, what strengths you’ll bring to the program, and what you hope to get out of it to achieve your career goals.

• A list of points you think they could highlight (examples: a project you did, your participation in class, anything related to your academic abilities or achievements) - this will remind them who you are and what is notable about you.

• (Optional) A copy of your transcript. I rarely asked for or was given a transcript when writing a letter of recommendation, but some faculty may ask for it to see your academic track record.

Most importantly, also send:

• Instructions on how, when, and where to submit the letter (will they email directly or submit to an online portal?)

• A primary contact name, job title, and physical mailing address for the specific program - this is used in typical form letters

By giving all of this information at the onset of the process, the faculty member will be able to focus more on writing than figuring out details of what to include and where to send it.

#5. Follow Up to Ensure the Letter is Submitted on Time

Most applications include an online portal where you can see which parts of your application have been submitted, including letters of recommendation.

Depending on how far in advance you asked, you can respectfully check in about a week before the due date you gave them (remember, this can be earlier than the actual application due date).

The best approach is to email and let them know you have submitted all parts of your application. Ask if there is anything else you can provide for their letter of recommendation. You might include the submission instructions again, too.

This is a friendly reminder they agreed to write a letter for you without being demanding.

Again, some faculty will wait until the absolute last minute to submit their letters.

It’s not meant to stress you out; they might have a lot on their plate and the last minute is when your letter jumps to the top of their priority list.

#6. Thank You Note After Letter Submission

Once your full application is submitted, your initial instinct might be to avoid thinking about it for a few weeks to recuperate from the application process.

That’s a great plan for your mental health after you thank the people who wrote your letters of recommendation. 

At a minimum, write a thank you email.

The better plan is a handwritten thank you note. This can be mailed to the academic department’s office with the faculty member’s name on it.

If someone wrote you multiple letters of recommendation, you might consider a small gift. This is not expected or necessary, though. A thoughtful thank you note acknowledging their time and energy helping you to achieve your academic and career goals is appreciated more than you’d think.

Finally, keep the faculty member updated on your admissions status. When you get an acceptance, make sure they are one of the first people you tell after family. Send an enthusiastic email so they can share in your joy!

Quick Recap

Here is the strategy again for how to ask faculty for a letter of recommendation:

1. Choose the right faculty member

2. Ask at the right time in the school year

3. Set up a meeting to ask for a letter of recommendation

4. Provide detailed information to help faculty write your letter

5. Follow up respectfully to ensure the letter is submitted on time

6. Send a written thank you note

7. Bonus: Remember to update your graduate school application tracker throughout the process.

When you approach the right person, at the right time, and give them the right information, they will be happy to write an amazing letter of recommendation to help you reach your career goals.

Good luck, you've got this!

Follow Dr. Jena on LinkedIn for honest insight and helpful tips on your journey to graduate school as a working professional.

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