Requesting a letter of recommendation is an important part of the admissions process.
The best way to ask for a recommendation is in person, creating a face-to-face connection that allows your recommender to remember exactly who you are and what you have done in the past. If the situation, however, does not allow you to arrange a personal meeting with your potential recommender, you should write a letter or email that creates that same experience, making sure the recipient remembers who you are and establishing a meaningful personal connection.
Instructions
1. Begin with a salutation. Depending on the nature of your relationship with the person you can be more or less formal, but make sure you are being respectful. Standard salutations like "Dear Dr. Smith" are always appropriate, but you can omit the person's title or last name if you usually addressed them by another name.
2. Remind the person how you know them, especially if he is busy and hasn't seen you in a long time. Statements like "I hope your project has gone well since I left the lab last August" serve to establish a connection and place you in the person's memory.
3. Establish a connection. Depending on the nature of your relationship with the person, you can choose to include an anecdote that he will remember fondly, or simply discuss what the relationship has meant to you or to your career. Sentences like "My time in the lab was enormously fruitful and has determined many of my academic interests since," are usually well received.
4. Transition to a request for a letter. Begin by updating the person on your plans and why you need the letter of recommendation. If the person knows you well, he will be interested in knowing what you are up to, so do not be afraid to elaborate. Keep the tone friendly and upbeat. After providing the context, state that you would like a letter of recommendation.
5. Allow the person to decline. You want a letter of recommendation written by a person who has the time and interest to do so. Clearly state that you understand if he does not have enough time at the moment to write a letter, allowing him to politely decline if he can't produce something that will help you get into the program you want.
6. Provide complete details on the process. Inform the person of exactly what you need and when you need it by. Including complete contact information for yourself in case he has any questions.
7. Thank the person for his time. Finish the letter cordially, even if he cannot ultimately write your recommendation.
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