A letter of recommendation is often a necessary component of applications for universities, jobs and scholarships. It should ideally be written by a respected professional in a relevant field and should demonstrate why you are well-suited for the opportunity or position you are pursuing.
A strong letter of recommendation can be an instrumental tool in influencing the decision-making of admissions boards and employers. It can give insights into your character, academic abilities and skillset that a CV and application alone cannot.
As a result, it’s important to find the right person to write your letter of recommendation, preferably a professor or academic tutor. Making a well-prepared and thoughtful request is also crucial. Read on for our top tips for requesting a letter of recommendation from a professor.
Table of contents:
- Building relationships early
- When to ask for a letter of recommendation
- How to choose the right professor to ask
- How to ask a professor for a letter of recommendation
- What to provide to your professor
- Following up and expressing gratitude
- Common mistakes to avoid when requesting a letter of recommendation
Building relationships early
A letter of recommendation should be from someone who knows you well enough to provide meaningful comments about your character and suitability for an opportunity. So, it’s advisable to establish connections with professors in advance.
This way, you can choose the professor most suited to the opportunity you are applying to, and they will know you well enough to provide valuable insights.
Top tips for building a strong academic relationship with your professors include:
- Engage academically with your professor to demonstrate your commitment and interest in their subject.
- Ask questions and seek your professor’s opinions on interesting, relevant matters.
- Engage in class discussions.
- Take part in research opportunities.
- Make use of office hours. Most professors set aside dedicated time outside of class to meet with students to discuss course content or seek guidance.
- Respect your professor’s time and show appreciation for their efforts.
It's valuable to maintain contact with professors after the semester ends. Staying connected allows you to network and preserve academic relationships beyond the classroom. This ongoing communication keeps your professors informed about your aspirations and achievements, enabling them to write more meaningful letters of recommendation for you.
When to ask for a letter of recommendation
It’s a good idea to ask for a letter of recommendation as early as possible and well in advance of the application deadline. Ideally, you should allow your professor at least three to four weeks to prepare and submit their letter of recommendation.
If you are asking during a busy time, such as exam season or when they have research deadlines, it’s best to allow extra time.
Common deadlines for university and scholarship applications around the world include:
- UK: End of January (undergraduate); June to July (postgraduate)
- USA: 1st – 15th January (regular decision); 1st – 15th November (early decision)
- Australia: October to November (February intake); April to May (July intake – less common)
- Canada: December to March (September intake); September to November (January intake)
- Ireland: June to July (September intake); November (January intake – less common)
- New Zealand: November (January intake); May (July intake)
Keep in mind that deadlines differ between universities and the courses you are applying for. Some courses may have multiple entry points through the year. Be sure to familiarise yourself with the relevant deadlines at the start of the application process.
How to choose the right professor to ask
When requesting a letter of recommendation, choose a professor who knows you well and understands your character, strengths and abilities. Consider selecting someone with whom you've had positive interactions, who can provide insights into your class performance and involvement in research projects.
Ideally, the professor of your choice should be closely related to your particular area of study or professional field. Choosing a professor with relevant expertise will make their letter of recommendation more impactful, as they can offer a deeper understanding of how you are especially suited for the role and how your skills will benefit the organisation you are applying to.
How to ask a professor for a letter of recommendation
It's beneficial to ask for a letter of recommendation in person, as this adds a personal touch and allows you to provide more detail about the opportunity and how the letter will support your application. Following your in-person request, you can then send a follow-up email to ensure your professor has everything they need.
However, it's not always possible to ask in person. In such cases, it's acceptable to make your request via email.
In your initial enquiry, clearly explain what you are asking for, including your rationale and the reasons you have chosen this particular professor. Keep your tone friendly and professional, and avoid attaching any additional documents until they confirm their willingness to write the letter.
Regardless of how you request a letter of recommendation, ensure you ask politely and express gratitude for your professor’s time and consideration. Remember that you are asking for a favour, so if your professor declines, thank them anyway.
What to provide to your professor
Once your professor has agreed to write a letter of recommendation, follow up promptly via email and provide all the necessary details and any supplementary documentation, such as:
- Details about the job, course or scholarship you are applying for.
- Qualification certificates, transcripts or records of relevant coursework, highlighting any key areas you would like to emphasise in your application.
- A personal statement or summary of your academic and career aspirations.
- Past assignments of projects that showcase your strengths.
- A short explanation detailing why you are a good match for the opportunity.
- Submission instructions (where and how they should submit the letter of recommendation).
- Submission deadlines.
- Any other specific requirements for the recommendation.
If your professor asks for any additional information, be sure to provide this promptly and courteously.
Following up and expressing gratitude
Professors are busy professionals, often with packed timetables and long to-do lists, which is why you must approach them in plenty of time. It’s advisable to politely ask your professor to confirm once they have submitted the letter, so that you are kept up to date with progress.
Sending a reminder
If a long time passes and you are worried your letter may have been forgotten or lost, follow up with your professor politely. Do not leave it too close to the deadline to make contact though— a minimum of 10 days is a good rule of thumb to allow them plenty of time to write and submit a letter.
Top tips for sending a reminder about a letter of recommendation:
- Maintain a professional and respectful tone.
- Avoid language that may seem pushy or impatient.
- Reattach any relevant documents for their convenience.
- Gently remind them of the deadline.
- Express your appreciation for their time and support.
Following up with your professor
After they’ve submitted your letter, don't forget to thank your professor for their time and support.
If you’d like to maintain an academic connection, consider asking if they’d be open to staying in touch or connecting on a professional platform like LinkedIn.
If your application is successful, updating them on the outcome is a great way to nurture an ongoing professional relationship.
Common mistakes to avoid when requesting a letter of recommendation
When asking for a letter of recommendation, avoid making these common mistakes:
- Don’t wait until the last minute.
- Don’t assume your professor will say yes—ask them properly.
- Don’t be vague—clearly explain what you need.
- Don’t forget to provide relevant details and supporting documents.
- Don’t just drop off forms or email attachments without a proper conversation.
- Don’t forget to follow up if you don’t receive a response.
And most importantly, once you've received your letter, take the time to thank your professor for their support.
Final thoughts
A strong letter of recommendation can make a big impact on your application, so choosing the right professor is key. Build relationships early and plan ahead to give both you and your professor enough time to prepare. This will help ensure a well-crafted letter is submitted on time, reducing stress for both parties.
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