How to Ask for a Letter of Recommendation (Example Included!)

Congratulations! You've made it to the final interview rounds, and the recruiter requested a letter of recommendation. Names of people who know your qualifications and accomplishments start to pop into your head; they'd be perfect for this task. There's only one hurdle: You don't know how to ask for it.

Maybe you're wondering about the right approach or the best channel to make the request. Should you send an email or should you make a call? But stress no more. Asking for a recommendation letter is way simpler than it seems.

To prove it, here's an easy-to-follow tutorial on how to ask for a letter of recommendation—including a template and example to guide you through it.

Why employers ask for a recommendation letter

As you may already know, a letter of recommendation is a document written by someone who can attest to your professional or academic qualifications. When a recruiter asks for it, they usually want to see if you have a past employer or professor who can vouch for you and support your application.

In the U.S., employers typically request a list of references rather than letters of recommendation. However, some hiring managers might ask for one—especially for internships or entry-level positions—so it's better to be prepared. 

How to ask someone for a letter of recommendation

Asking for a letter of recommendation is just another part of the job seeking process. There's nothing to worry about. Professors, managers, and bosses are used to receiving these kinds of requests—and if you have a good relationship with them, they're likely to be willing to help.

To maximize your chances of getting a response and a good letter of recommendation, here's how to ask for it:

1. Choose who you're going to ask

Hopefully, you have a list of people that would gladly vouch for you. But it's important to be strategic. “The best people to ask for a letter of recommendation are those who know you well and can attest to your quality of work, accomplishments, and work ethic,” says Kristine Knutter, Muse career coach and founder of Express to Impress.

Go for people who have seen you do your job well and with whom you've built a good relationship. It's also a good idea to choose someone who was your superior. “Former managers, supervisors, or colleagues are ideal,” says Knutter. 

For example, if you opt for a colleague, pick one who held a decision-making position in your former company or department.

2. Make the request in person (if possible)

Thinking about sending a text message or Instagram DM? Forget about it. “It's best to ask for a letter of recommendation in person or over a video call, which allows for a more personal connection,” says Knutter.

If you live nearby, invite the person for a coffee or lunch. If they're not available for an outing, schedule a video call instead. Go prepared to “explain why you are asking for a letter of recommendation, how it will be used, and share deadlines and requirements.” 

4. Provide them with important information

After the first in-person or virtual request, it's recommended to send a formal request via email. It should include all the relevant information they need to craft your letter, such as:

• The role you're applying for 

• Your updated resume

• Your relevant achievements and qualifications

• The deadline and to whom the letter should be submitted

“Offer to share information about your accomplishments, experiences, and any qualities or skills you would like them to highlight. While many will likely take you up on your offer, others may even ask you to write the first draft, which you can do if it's within your comfort level,” says Knutter.

5. Prepare to follow-up

Email sent? Time to sit back and wait for a response. Give them a couple days to reply. Then, set a timeline for when you're going to make the first follow-up contact. It's OK to reach out and politely send a reminder two to three days before the deadline if they haven't finished the letter by that point.

6. Express your gratitude

After they finish writing your recommendation letter, it's good etiquette to send a thank-you email. This person did you a favor, and the least you can do is express your gratitude—whether you get the job or not. If you do get hired, it's even better. Share the good news and thank them for their support throughout the process.

What not to do when asking for a recommendation letter

When asking for a letter of recommendation, you want to avoid these mistakes at all costs to get the bests results and land your next job:

1. Don't ask only one person: You never know what someone's response will be. Some people may be too busy, or feel unqualified to recommend you, while others may agree at first and then just leave you hanging. To be safe, get in touch with up to five different people.

2. Exclude the people who hesitate: If you sense some hesitation in their response, it's better to go for someone else. It's possible that they feel uncomfortable or unequipped to do it—and, in this case, their recommendation letter probably wouldn't be as strong anyway.

3. Make the request weeks in advance: You want to give the person enough time to craft a strong and well-written letter. “So, be sure to ask with plenty of advanced notice, at least two weeks,” says Knutter. This also leaves room for you to deal with any unexpected change (i.e: someone not being able to write it anymore).

How to ask for a letter of recommendation via email

Now, you know exactly what to include in a recommendation letter request—and what to avoid. It's time to craft your email. Keep reading to find a sample email and a handy template to fill in with your information:

Asking for a letter of recommendation: Template

Dear [Recommender Name],

I hope this email finds you well. I'm reaching out to ask if you could write me a letter of recommendation. I'm currently applying for [job position] at [company name] and am in the process of gathering recommendations from people who can attest to my qualifications and achievements.

I deeply appreciate the time we worked together at [company name] as part of the [team/department title]. We had an amazing experience as colleagues, and you were the [manager/supervisor] with whom I had the most contact on a daily basis. With that in mind, I believe that you would be a great person to vouch for my experience in [relevant expertise area] and my capability to secure [key results/accomplishments].

I appreciate your consideration of my request. I've attached my updated resume, along with the job requirements details and instructions on how to submit the letter. The deadline for submission is [date].

Please let me know if you need any additional information or if you have any questions.

Kind regards,

[Your Name]

Asking for a letter of recommendation: Email sample

Here's how the template looks once the information is filled in. It fits any type of job; you just need to personalize it by adding or removing what's necessary.

Dear Anne Brown,

I hope this email finds you well. I'm reaching out to ask if you could write me a letter of recommendation.  I'm currently applying for Client Manager at Great Agency and am in the process of gathering recommendations from people who can attest to my qualifications and achievements.

I deeply appreciate the time we worked together at New Agency as part of the Marketing Department. We had an amazing experience as colleagues and you were the manager with whom I had the most contact on a daily basis. With that in mind, I believe that you would be a great person to vouch for my experience in client management and assistance, and my capability to secure new business and deals.

I appreciate your consideration of my request. I've attached my updated resume, along with the job requirements details and instructions on how to submit the letter. The deadline for submission is April 3rd.

Please let me know if you need any additional information or if you have any questions.

Kind regards,

Marie Oliver

Should I always send a letter of recommendation?

Letters of recommendation are not always necessary. “You should send it if a hiring manager or employer requires one, but you should not send an unsolicited letter of recommendation,” says Knutter. 

“You can bring up the topic in an interview, sharing that you have a great recommendation letter and that you'd be happy to share it. If they show an interest, then you should share it. A glowing letter of recommendation can certainly help you stand out!,” she adds.