At some point in life you will be needing a letter of recommendation. Whether it’s for grad school, an internship, or your dream job, chances are you’ll be asking one of your professors for help. The good news? Professors are used to this! The trick is to approach the request respectfully, professionally, and in a way that makes their job easier.
Here’s a step-by-step guide to writing that email so you can ask with confidence and (hopefully) get a strong “yes.”
1. Start with a proper greeting
First impressions matter—even over email. Avoid a casual “Hey” and go with something respectful like:
Dear Dr. Johnson,
Good afternoon, Professor Lee,
If you’re not sure of their title (Dr., Professor, etc.), check your syllabus or the school website.
2. Re-introduce yourself
Professors teach tons of students, so it's normal that the can't instantly remember you. In the first line, remind them who you are:
“My name is Katie Williams, and I took your Fiction Writing Workshop my junior and senior year.”
If you worked on projects together, participated in class discussions, or were involved in their research, mention it. This refreshes their memory and shows you had a real connection.
3. Be clear about what you need
Don’t beat around the bush, let them know exactly why you’re reaching out.
“I’m applying to UCLA’s graduate program for Film and Television, and I would be grateful if you could write me a strong letter of recommendation.”
Notice the word strong—it signals confidence and tells them you’re serious about your application.
This part is important. Professors want to know why they specifically were chosen. Mention what you learned from them, how they influenced your work, or why their perspective would strengthen your application.
“Your classes helped me grow as a writer, and thanks to your guidance, one of my stories was published. I’d be honored if you could share your perspective in a recommendation letter.”
A little thoughtful flattery goes a long way.
Professors appreciate when you make their job easier. Share what you’d like highlighted in the letter—skills, projects, or qualities relevant to the program.
“The program is looking for candidates with strong problem-solving and programming skills. I thought you might reference the app project I completed in your Computer Science class.”
This gives them a starting point so they don’t have to guess.
6. Share the logistics (deadlines + submission info)
Be clear about when and where the letter needs to go:
“The letter is due January 15, 2023, and can be submitted via this link: [link].”
This way, there’s no back-and-forth confusion.
Whether they say yes or no, thank them sincerely. Professors put real time into writing these letters, and showing appreciation is just good manners.
“Thank you for considering this request and for everything I’ve learned in your class. I truly appreciate your support.”
And don’t forget to follow up later to let them know the outcome, professors love hearing where their students end up!
Bonus Tips for a Smooth Process
Attach your resume & cover letter: This gives them more to reference.
Send a summary of courses/projects: A simple list of classes, achievements, or extracurriculars helps jog their memory.
Use a clear subject line: Example: Request for Letter of Recommendation – Graduate School Application.
Ask early: Give them at least 4–6 weeks before the deadline. Rushed letters rarely turn out great.
Have a backup plan: Not every professor will feel comfortable writing one. That’s okay—line up a few options.
Send a reminder: About three days before the deadline, follow up politely to confirm everything’s on track.
Asking for a letter of recommendation doesn’t have to feel awkward or intimidating. Be polite, be specific, and give your professor everything they need to write you a glowing review. Most importantly—don’t forget to say thank you!
With the right approach, you’ll make it easy for them to say “yes” and even easier to cheer you on as you take the next big step.
