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Letter of Recommendation Etiquette

How to Ask Professors and Employers for Strong Recommendations

Introduction

Letters of recommendation are among the most important components of scholarship and graduate school applications. A strong recommendation can distinguish you from equally qualified candidates. However, many Pakistani students struggle with how to approach potential recommenders. This guide will help you navigate this process professionally.

Who Should Write Your Recommendations?

Academic References

Professors, thesis supervisors, or lecturers who have directly taught you or supervised your research. The best academic references come from:

  • Your thesis or final year project supervisor
  • Professors in whose courses you performed well
  • Faculty members with whom you conducted research
  • Academic mentors who know your work and potential

Professional References

Supervisors, managers, or senior colleagues who can speak to your work abilities. Choose recommenders who:

  • Directly supervised your work
  • Can provide specific examples of your contributions
  • Hold positions of authority that will carry weight

Tip: A specific letter from someone who knows you well is far more valuable than a general letter from a famous professor who barely remembers you.

When to Ask

  • Request letters at least 6-8 weeks before the deadline
  • For multiple applications, give even more advance notice
  • Avoid asking during exam periods or other busy times
  • If asking a former supervisor, reconnect before making the request

How to Ask: Step by Step

Step 1: Make Initial Contact

If you are not currently in regular contact with the person, reach out first to reestablish the relationship. Do not immediately ask for a letter.

Example: "Dear Professor [Name], I hope you are well. I wanted to update you on my progress since completing [course/project] with you. I have been working on [brief update]. I would appreciate the opportunity to discuss my future academic plans with you."

Step 2: Make the Request

Ask clearly whether they can provide a strong recommendation. Give them an opportunity to decline gracefully.

Example: "I am applying for [specific program/scholarship] and I am looking for recommenders who can speak to my [relevant qualities]. Based on our work together on [specific project/course], I believe you could address these aspects. Would you be willing and able to write a strong letter of recommendation for me?"

Step 3: Accept the Response

If they agree: Express gratitude and proceed with providing materials.

If they decline or seem hesitant: Thank them for their honesty. A reluctant recommender will not write a strong letter. Move on to another potential referee.

What to Provide to Your Recommenders

Make the process as easy as possible. Prepare a recommendation package including:

  • Your updated CV
  • Your personal statement or motivation letter drafts
  • List of programs you are applying to with deadlines
  • Specific details about what each program is looking for
  • Summary of your work with this recommender
  • Key points you hope they can address
  • Clear instructions on how to submit the letter
  • Pre-addressed envelopes if physical letters are required

Sample Request Email

Subject: Request for Letter of Recommendation - [Your Name]

Dear Professor [Name],

I hope this message finds you well. I am [Your Name], and I took your [Course Name] course in [Semester/Year] and worked with you on [project/thesis topic].

I am currently applying for [specific program or scholarship] at [University/Organization] for [degree level and field]. The deadline is [Date].

Given our work together, particularly on [specific example], I believe you could speak to my [relevant skills or qualities]. Would you be willing to write a letter of recommendation for my application?

If you agree, I will provide you with my CV, statement of purpose, and specific details about the program's requirements. I am happy to meet at your convenience to discuss the application further.

I understand you are busy, and I would be grateful for any support you can offer. Please let me know if you need any additional information.

Thank you for your consideration.

Respectfully,

[Your Full Name]

[Your Contact Information]

Following Up

After your recommender agrees:

  • Send the recommendation package within 2-3 days
  • Send a gentle reminder one week before the deadline
  • Thank them after they submit the letter
  • Update them on your application outcome

Reminder email example:

"Dear Professor [Name], I hope you are doing well. I wanted to kindly remind you that the deadline for my [Program] recommendation is [Date]. Please let me know if you need any additional information from me. Thank you again for your support."

Common Mistakes to Avoid

  • Asking at the last minute
  • Not providing enough information about the program
  • Assuming the recommender remembers all details of your work
  • Asking someone who cannot write a strong letter
  • Failing to follow up or express gratitude
  • Using the same generic request for all recommenders

After the Process

Regardless of your application outcome:

  • Send a thank-you note after they submit the letter
  • Inform them of your results
  • If successful, acknowledge their role in your achievement
  • Maintain the relationship for future opportunities

Important: In Pakistan, some recommenders may ask you to draft the letter yourself. While this is common, a letter you draft may sound less authentic. If possible, provide a detailed brief instead and request that they write in their own words.

Strong letters of recommendation build over time through genuine academic and professional relationships. Invest in these relationships throughout your career, not just when you need something.