Etiquette when Requesting a Letter of Recommendation
Choose well. Request recommendations from those who know you, since they will be better equipped to write
a compelling recommendation for you.
Ask your potential recommender, “Do you feel you know me well enough to write a letter of recommendation
for me” for this particular position/program/school/scholarship/etc. Rather than saying, “Will you write me a
recommendation,” asking if they feel comfortable writing one is a better approach and gives them a way out if
they don’t.
Identify what function your recommender should have. Who can write the best recommendation
for you for this particular position/program/school/scholarship/etc.?
• It is appropriate to ask a faculty member for a recommendation addressing your academic accomplishments
and experiences, and when applying to graduate/professional school, for scholarships, academic internships, and
research assistantships.
• If you need a reference for a non‐academic position (i.e., a summer job), it is more appropriate to ask a
counselor, T.A., current or former supervisor, RA/HA, church leader, volunteer coordinator, etc. for a reference
unless a professor/instructor letter is specifically requested.
• If you aren’t sure, ask an OFSP staff member to help you decide who to ask for a particular recommendation.
Start early. Ideally, give the person three to four weeks, but never less than two weeks to complete the
recommendation. Most faculty and staff are very busy and have numerous recommendations to write, so you
want to be courteous. Plus, rushing them might lead to a recommendation that isn’t as polished or as positive as
it could be.
If you are truly concerned about your recommendation being completed on time, and you have
given your recommender ample time, consider doing one or all of the following:
• Give your recommender an early deadline. Either let them know that you will pick up their recommendation
early in order to send it as part of a complete application packet, or ask them to send the recommendation by a
certain date.
• Follow up at least one week before the letter is due in person or via email to check in and see if your
recommender needs any additional information from you.
• Ask to be notified by email once the recommendation has been sent, if possible/applicable.
Provide full information. Often, faculty and staff will need some specific information from you in order to
write an effective recommendation. Help us help you. Provide all of the following information*:
• About the position/program/scholarship/etc.*
o
The name of the position/program/school/scholarship/etc. and a description or brief
relevant information about it
o
The name and title of the person who will receive the completed letter, if known. “To
Whom It May Concern” is impersonal, and the inappropriate use of Miss, Mrs., Ms, Mr.,Dr, etc. can
be offensive.
o
The address or website
o
The date by which you need the recommendation, and if you will pick up the