Phase 1: Initial Request (Ideally 2-3 weeks before deadline)
* Clear and concise email: Don't bury the request in a long email. Get straight to the point.
* Include all necessary materials: Attach the prompt or instructions, your CV/resume, and the application details (deadline, portal link if applicable).
* Express gratitude: Thank them sincerely for agreeing to write a letter.
* Set a realistic deadline: Give them ample time, but be clear about when you need the letter.
* Offer support: Let them know you're happy to answer any questions and provide additional materials if needed.
Example Email (Phase 1):
Subject: Letter of Recommendation Request - [Your Name] - [Application/Position]
Dear [Professor/Employer Name],
Thank you so much for agreeing to write a letter of recommendation for me in support of my application to [Program/Position] at [Institution/Company]. I truly appreciate your support.
To help you write your letter, I've attached my CV, the application instructions, and the program description. The deadline for submitting the letter is [Date]. Please let me know if you require any additional information.
Thank you again for your time and consideration.
Sincerely,
[Your Name]
Phase 2: Gentle Reminder (1 week before deadline)
* Short and sweet: A brief email is sufficient.
* Reiterate deadline: Remind them of the approaching deadline.
* Offer continued assistance: Reaffirm your availability to answer questions.
Example Email (Phase 2):
Subject: Gentle Reminder: Letter of Recommendation - [Your Name] - [Application/Position]
Dear [Professor/Employer Name],
This is a friendly reminder that the deadline for submitting my letter of recommendation for [Program/Position] at [Institution/Company] is [Date]. Please let me know if you have any questions or need anything further from me.
Thank you again for your help!
Sincerely,
[Your Name]
Phase 3: Final Check (2-3 days before deadline)
* Direct but polite: Be more assertive, but remain respectful.
* Mention consequences of delay: Gently mention the potential impact of a late submission.
* Offer alternative solutions (if appropriate): If it's truly impossible, discuss whether a shorter letter is acceptable or if you can withdraw the request.
Example Email (Phase 3):
Subject: Following Up: Letter of Recommendation - [Your Name] - [Application/Position]
Dear [Professor/Employer Name],
I hope this email finds you well. I'm writing to follow up on my letter of recommendation request for [Program/Position] at [Institution/Company]. The deadline is [Date], and I wanted to check in to see if you've had a chance to submit it yet.
Late submissions may impact my application, so I wanted to make sure everything is on track. Please let me know if there's anything I can do to help.
Thank you again for your support.
Sincerely,
[Your Name]
Important Considerations:
* Respect their time: Don't bombard them with emails.
* Be understanding: They may have competing priorities.
* Track your emails: Keep records of when you sent reminders.
* Choose the right communication method: Email is usually best, but consider a phone call if you have a close relationship with the writer and haven't heard back.
* Don't be afraid to withdraw the request (as a last resort): If it's clear they won't be able to submit on time, it's better to withdraw the request than risk a late or rushed letter hurting your application.
By using this phased approach, you can effectively remind your letter writers without being overly demanding or causing offense. Remember to always be appreciative of their time and effort.