Hey friends! Have you ever asked someone for a letter of recommendation and wondered how to follow up without sounding pushy? Or maybe you're unsure of what to write when checking in on your request? Well, you’re not alone! Following up gracefully can make all the difference. That’s why today I’m going to show you how to craft effective, polite, and professional follow-up emails for a letter of recommendation. Let’s dive in!
Why Sending the Right Follow-Up Email Matters
Picture this: You’ve asked your professor, supervisor, or mentor for a recommendation letter. It’s been a week, and you’re eager to know if they need anything else or if they’ve started working on it. Some might hesitate to reach out, fearing they appear impatient. But the truth is, a friendly follow-up shows professionalism, respect, and genuine interest. It can even help ensure your recommendation letter gets completed on time!
Key Components of an Effective Follow-Up Email
Before jumping into sample emails, let’s understand what makes a great follow-up message:
Definition List:
- Follow-Up Email: A courteous message sent to remind or check on the status of a previous request, in this case, a letter of recommendation.
- Politeness: Showing respect and appreciation for the recipient’s time.
- Clarity: Clearly stating your purpose and any relevant details.
- Conciseness: Keeping the email brief and to the point.
Main Features:
- Friendly tone
- Clear subject line
- A reminder of your initial request
- Express gratitude
- Mention a deadline if applicable
- Offer to provide additional info
Sample Follow-Up Email Templates
Here, I’ve curated several sample emails tailored to different situations. Remember, personalize them to suit your relationship with the recommender.
1. Gentle Reminder (No deadline approaching)
Subject: Following Up on My Recommendation Letter Request
Hi [Recommender’s Name],
I hope you’re doing well! I just wanted to check in and see if you had a chance to work on my letter of recommendation for [program/job/scholarship]. No rush— I truly appreciate your support and help.
Thanks again for your time and assistance!
Best,
[Your Name]
2. Politely Requesting an Update (Deadline approaching)
Subject: Quick Follow-Up on Recommendation Letter for [Your Name]
Dear [Recommender’s Name],
I hope everything is going smoothly. I wanted to kindly follow up regarding the letter I requested for [program/job] — the deadline is coming up on [date], and I wanted to see if there’s any further information you need from me.
Thanks so much for your support!
Warm regards,
[Your Name]
3. Offering Assistance / Additional Info
Subject: Happy to Help with Recommendation Letter
Hello [Recommender’s Name],
Just checking in to see if there’s anything I can do to make the process easier — maybe more information or clarification? I really appreciate your help and am happy to provide anything you need.
Thanks again!
Best,
[Your Name]
When To Send a Follow-Up Email
| Timing Scenario | Recommended Action |
|---|---|
| No response after 1-2 weeks | Send a gentle reminder |
| Deadline approaching in less than a week | Send a polite, urgent reminder with a deadline mention |
| You’ve already followed up once | Wait a few more days before sending another, if necessary |
| The recommender agreed but requested more info | Send the additional info promptly |
Common Mistakes and How to Avoid Them
| Mistake | How to Prevent It |
|---|---|
| Being too pushy or impatient | Keep your tone friendly, polite, and avoid urgent language |
| Forgetting to mention the deadline | Always include important dates clearly in your email |
| Sending a very lengthy or vague message | Be concise and to the point; highlight only key details |
| Not expressing gratitude | Always thank your recommender for their time and effort |
| Sending multiple follow-ups without reason | Limit follow-ups; wait at least a week before sending another |
Variations You Might Use
Depending on your situation, here are different types of follow-up messages:
- Casual check-in: Friendly and informal tone
- Formal reminder: Suitable for professional or academic settings
- Expressing urgency: When deadlines are tight but still polite
- Offering new information: When you’ve received additional achievements or updates
Why Use Follow-Up Emails for Recommendation Letters?
Using follow-up emails shows professionalism, respect for your recommender's time, and ensures your request stays on their radar. It can also smooth communication, clarify any questions, and increase the chances of getting that glowing recommendation letter on time!
Real-Life Examples of Different Categories
Here are 15 categories to help you customize your follow-up:
| Category | Example Sentence |
|---|---|
| Personality traits | "Thank you for highlighting my leadership skills in your recommendation." |
| Physical descriptions | "Please let me know if you'd like details about my recent internship experience." |
| Professional roles | "Your support as my professor truly means a lot during this application process." |
| Academic achievements | "I wanted to update you — I’ve scored in the top 5% of my class since we last spoke." |
| Volunteer work | "I also volunteered at the local shelter last semester; let me know if you'd like am extra note." |
| Skills | "My proficiency in data analysis might be worth mentioning in the letter." |
| Extracurricular activities | "I participated in the debate club, which I believe strengthened my communication skills." |
| Personal goals | "This recommendation will help me pursue my goal of becoming a researcher." |
| Work experience | "Since we last spoke, I completed an internship at XYZ Company." |
| Character qualities | "Your insights into my perseverance will add value to the letter." |
| Unique traits | "My passion for environmental science is something I’d like to highlight." |
| Cultural background | "As someone from a diverse background, I value your perspective." |
| Specific achievements | "I recently received the Dean’s Award for academic excellence." |
| Future aspirations | "This application aligns with my goal of becoming an engineer." |
| Personal anecdotes | "Remember when I led the team project? That experience shaped my skills." |
Practice Exercises
To make sure you really master this, try these exercises:
1. Fill-in-the-blank
Hi [Recommender’s Name], I wanted to follow up on my ____________ (recommendation/request) for the ____________ (program/job). The deadline is ____________ (date).
2. Error Correction
Original: “I just want to check if you needs my additional information for the letter.”
Corrected: “I just want to check if you need my additional information for the letter.”
3. Identification
Read this sentence. Is it an appropriate follow-up? Why or why not?
"Hey! Just checking if my letter is ready. I need it by today."
Answer: It’s too informal and urgent. A more polite, professional tone is necessary.
4. Sentence Construction
Construct a polite follow-up sentence expressing gratitude and offering help.
Example: “Thank you so much for agreeing to write my recommendation. Please let me know if there’s anything I can provide to make the process easier.”
5. Category Matching
Match the category with the correct sample sentence:
| Category | Example Sentence |
|---|---|
| Personal traits | "Your words about my resilience truly mean a lot." |
| Academic Achievements | "Since our last chat, I’ve earned a place on the Dean’s List." |
| Extracurricular | "Participating in student government showed my leadership skills." |
Bonus Tips for Success
- Send your first request early — at least 3-4 weeks before the deadline.
- Be polite and appreciative in every email.
- Keep your tone friendly but professional.
- Always proofread your follow-up for errors.
- Include important details like deadlines and what you’re applying for.
- Stay organized: Keep track of your requests and follow-up dates.
Wrapping Up: Action Points
Remember, crafting an effective follow-up email isn’t just about nudging someone — it’s about maintaining professionalism and building good rapport. Keep it polite, clear, and appreciative. And if you follow the templates, tailor them to your needs, and stay organized, you’ll greatly increase your chances of getting that top-notch recommendation letter!
So, next time you send a recommendation request, don’t forget—follow up smartly. It’s a key step towards your success!
Looking to master more writing tips? Stay tuned, practice these strategies, and you’ll handle recommendation requests like a pro in no time!
