In the competitive world of professional and academic advancement, knowing how to follow up on a letter of recommendation after no response can be crucial.

You’ve thoughtfully selected a recommender, politely made your request, and waited with anticipation for their response. But as days turn into weeks, you’re left wondering: what should you do when you receive no reply?

Following up on your request for a recommendation letter can be a delicate matter. It's important to balance the need for a timely response with respect for the other person's time and commitments.

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Asking for a letter of recommendation email

How to follow up on a letter of recommendation after no response?

When is the appropriate time?

Allow at least one to two weeks after your initial request before sending a follow-up. This timeframe gives the person enough time to read and respond, considering their busy schedule.

If the deadline for the recommendation is approaching soon, a shorter wait might be appropriate.

How to write a follow-up email for a letter of recommendation?

Your letter of recommendation follow-up email should be respectful and professional.

Avoid any language that could be interpreted as impatient or demanding.

Express understanding that their schedule might be hectic. This shows that you respect their time and effort.

Begin by acknowledging that the person might have other commitments. For example, you might say, "I understand that you have a lot on your plate and that writing a recommendation letter is an additional task."

Clearly remind them of the details of your original request.

Include:

  • The purpose of the letter (e.g., a job application, graduate school, scholarship).
  • The deadline for submission.
  • Why you value their recommendation (mention specific qualities or experiences you have had with them that make their recommendation particularly valuable).

Ensure your email or message is concise and to the point. Busy professionals appreciate brevity and clarity. Avoid adding unnecessary information or long-winded explanations.

What to include in the follow-up email for recommendation letter?

Subject line

A clear and specific subject line ensures that the recipient understands the context of the email at a glance, which is particularly important if they receive many emails.

Examples of subject lines for a letter of recommendation request email:

  • Follow-Up: Request for Recommendation Letter
  • Gentle Reminder: Recommendation Letter for [Your Name]
  • Checking In: Status of Recommendation Letter
  • Reminder: Recommendation Letter Request for [Application/Position]
  • Update on Recommendation Letter Request
  • Kind Reminder: Pending Recommendation Letter
  • Status Update: Recommendation Letter for [Your Name]
  • Follow-Up on Recommendation Letter Submission
  • Request for Recommendation Letter – Follow-Up
  • Polite Reminder: Recommendation Letter Needed by [Date]

Email body

1. Greeting

It’s important to use the recipient's correct title and last name to show professionalism and courtesy. A polite greeting like "Dear Dr. Smith," acknowledges their role and frames the rest of the email in a respectful manner.

2. Express gratitude

By thanking the professor again, you reinforce your appreciation and make them feel valued. This section is not only about being polite but also about showing that you understand the effort they are putting into writing your letter.

3. Provide deadlines

This part of the recommendation letter request email must provide essential information.

Clearly state the submission deadline, method, and purpose to help ensure there’s no ambiguity about what is required.

Providing these details minimizes the chances of delays or confusion.

4. Offer additional information

Proactively suggest that you can send your resume, personal statement, or any other relevant documents. They can help the recipient have everything they might need to create a strong and personalized letter.

This part is about ensuring that the person has access to all relevant details that might support their writing.

Closing

Use a formal sign-off such as "Best regards" followed by your name and contact information. This provides a clear end to the communication and makes it easy for the recommender to reach out to you if needed.

Asking for a letter of recommendation sample emails

Follow-up on your letter of recommendation email template:

  • Subject: Follow-Up on Letter of Recommendation Request

    Dear [Recipient's Name],

    I hope this message finds you well. I am writing to follow up on my previous email regarding a letter of recommendation for [purpose, e.g., my application to the Master's program in Computer Science at my University].

    I understand you have a busy schedule, and I appreciate your consideration of my request. If you require any additional information or if there's anything I can provide to assist with the letter, please let me know. The deadline for submission is [date], so if you could provide an update on the status at your earliest convenience, it would be greatly appreciated.

    Thank you once again for your time and support.

    Best regards,
    [Your Full Name]
    [Your Contact Information]

Polite reminder after a week:

Subject: Follow-Up on Letter of Recommendation Request

Dear Dr. Smith,

I hope this message finds you well. I wanted to follow up on my previous request for a letter of recommendation for my application to the Master’s program in Environmental Science at Stanford University. I understand that you have a busy schedule, and I truly appreciate your time and effort in helping me with this.

If you need any additional information or materials from me to complete the letter, please let me know. I would be happy to provide any details you may need.

Thank you once again for your assistance.

Best regards,
Emily Johnson
emily.johnson@email.com

Follow-up after two weeks with additional information:

  • Subject: Checking In: Letter of Recommendation Request

    Dear Professor Brown,

    I hope you are doing well. I am writing to follow up on my request for a letter of recommendation for my job application at Federated Corporation. I wanted to ensure that my initial email reached you and see if there is any additional information I can provide to assist you.

    Please let me know if there are any materials or details you need. I understand you have a lot on your plate, and I greatly appreciate your support in this matter.

    Thank you very much for your time and help.

    Best,
    Michael Lee
    michael.lee@email.com

How to send a follow up email for a letter of recommendation with an upcoming deadline:

Subject: Urgent: Follow-Up on Letter of Recommendation Request

Dear Ms. Davis,

I hope this email finds you well. I am following up on my request for a letter of recommendation for my scholarship application for the Fulbright Program, as the deadline is approaching on August 15th.

If you are unable to complete the letter by this date, please let me know as soon as possible. I will try to make alternative arrangements. If you need any additional information or assistance, I am more than happy to provide it.

Thank you so much for your time and consideration.

Sincerely,
Sarah Adams

How to email a professor for a letter of recommendation with an offer to meet:

  • Subject: Follow-Up on Recommendation Letter Request

    Dear Dr. Martinez,

    I hope you are having a great week. I wanted to check in regarding the letter of recommendation I requested for my application to the MBA program at Harvard Business School. I understand that you may be busy, and I am more than willing to discuss this in person or provide any additional information you might need.

    Would it be possible to set up a brief meeting to discuss this further? I am available at your convenience.

    Thank you for considering my request, and I look forward to hearing from you soon.

    Warm regards,
    Alex Thompson

FAQ on how to follow up on a letter of recommendation

What should I do if I don’t hear back after following up?
If your professor is not responding to email letter of recommendation within a week of your follow-up, it’s acceptable to send a polite second reminder. If still no reply, consider reaching out in person or through another contact method.
Can I follow up with an email asking for a reference too many times?
Yes, excessive follow-ups can be seen as pushy. Limit follow-ups to 2-3 times.
How should I handle a situation where the recommender is unable to complete the letter?
If it seems that your recommender is unable to meet the deadline or write the letter at all, thank them for their time. Consider asking for a letter of recommendation email someone else. It’s important to find an alternative promptly to ensure your application remains on track.
Is it okay to offer a draft letter for my recommender?
Yes, providing a draft can be helpful, but make it clear it’s just a suggestion and they should feel free to modify it.
Should I send a thank-you note after the letter is completed?
Yes, always send a thank-you email to show your appreciation for their time and effort.
Is it appropriate to follow up with a recommender who is out of town?
Yes, just be sure to acknowledge their absence and be patient with their response time.
Can I ask someone else to follow up on my behalf?
It’s best to handle letter of recommendation follow-up emails yourself to maintain a personal touch and ensure clear communication.

Conclusion

Navigating how to follow up on an email requesting letter of recommendation with no response requires a blend of patience, professionalism, and persistence.

By approaching the situation thoughtfully, you can gently remind your recommender of your request without causing any inconvenience.

Remember to be courteous and understanding in your communications, and always express your gratitude for their time and effort.

These steps and examples will help you with the follow-up email for recommendation letter and ensure that you receive the document you need. It's important to maintain positive relationships with those who support your academic and professional journey.