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The application process for graduate school, scholarships, or a new job is filled with deadlines. You’ve polished your resume, perfected your personal statement, and now you’re waiting on one crucial element: your letters of recommendation. Watching the deadline creep closer while a letter remains unsubmitted can be incredibly stressful. You don’t want to be a pest, but you also can’t afford a late submission. So, how do you politely remind your recommenders about a deadline?
This guide will walk you through the entire process, from understanding the right time to send a reminder to crafting the perfect email. Following these steps will help you secure your letters on time while maintaining a positive and professional relationship with your recommenders.
Why Sending a Reminder is Not Just Okay, It’s Necessary
The first hurdle to overcome is the feeling that you’re being annoying. It’s important to reframe your mindset. Your recommenders—be they professors or former managers—are busy people with packed schedules. They are juggling teaching, research, meetings, and likely writing letters for several other students or employees. It’s highly probable they haven’t forgotten, but your gentle reminder can serve as a helpful nudge to move your letter to the top of their to-do list.
A polite reminder is not a demand; it’s a professional follow-up. It shows that you are organized, proactive, and serious about your application. Most recommenders expect and appreciate a reminder, as it helps them manage their own time and ensures they don’t accidentally let a deadline slip.
The Golden Rules of Sending a Recommendation Reminder
Before you start typing, keep a few core principles in mind. These rules ensure your communication is effective, respectful, and gets the desired result without causing any friction.
- Timing is Everything: Don’t wait until the day before the deadline. A well-timed reminder gives them plenty of time to act without feeling rushed. The ideal window for a first reminder is one to two weeks before the due date.
- Be Incredibly Polite and Grateful: Always lead with gratitude. They are doing you a significant favor. Your tone should be appreciative and respectful throughout the entire email.
- Make Their Job as Easy as Possible: When you send a reminder, re-attach all the essential documents they might need. Don’t make them search through old emails for your resume or the submission link.
- Keep it Brief and Direct: Your recommender’s inbox is likely overflowing. A long, rambling email is less likely to be read carefully. Get straight to the point in a concise and clear manner.
Crafting the Perfect Reminder Email: A Step-by-Step Guide
A well-structured email is easy to read and act upon. Follow this simple framework to build your reminder message, ensuring all key information is front and center.
Step 1: Write a Clear Subject Line
The subject line should be immediately recognizable. Include your name and the purpose of the email. Avoid vague subjects like “Checking in.”
Examples:
- Following Up: Recommendation for [Your Name]
- Recommendation Letter Reminder for [Your Name]
- Quick Question about [Program/Job] Recommendation
Step 2: The Polite Opening
Start by greeting them warmly and immediately thanking them again for agreeing to write a letter on your behalf. This sets a positive tone for the rest of the email.
Example: “Dear Professor [Last Name], I hope this email finds you well. I’m writing to follow up on my request for a letter of recommendation for my application to the [Program Name]. Thank you again so much for your willingness to support my application.”
Step 3: The Gentle Nudge
This is the core of your email. State the reminder clearly but gently. Phrasing is key to avoid sounding demanding.
Example: “I just wanted to send a gentle reminder that the deadline for submission is approaching on [Date of Deadline]. Please let me know if there is any additional information I can provide to assist you.”
Step 4: Re-Provide All Essential Information
This is the most helpful part of your email. Use a bulleted list to make the information scannable and easy to digest.
- Program/Job Title: [Name of Program/Position] at [University/Company]
- Deadline: [Day of the Week], [Date], [Time, including Time Zone]
- Submission Method: [e.g., “Via the online portal linked here: [Link]”]
- Attached Documents: [e.g., “I have re-attached my CV and personal statement for your convenience.”]
Email Templates You Can Adapt
Sometimes, seeing a full example is the best way to get started. Feel free to adapt these templates to fit your specific situation and relationship with your recommender.
Template 1: The First Gentle Reminder (1-2 Weeks Before Deadline)
Subject: Following Up: Recommendation for [Your Name]
Dear Dr. [Recommender’s Last Name],
I hope you are having a good week. I’m writing to send a polite reminder regarding the letter of recommendation for my application to the [Program Name] at [University Name].
The deadline for submission is [Date of Deadline]. I have re-attached my CV and personal statement for your easy reference. The letter can be submitted directly through the application portal here: [Insert Link].
Thank you again for your time and support. Please let me know if you need any other materials from me.
Best regards,
[Your Name]
Template 2: The Final, Urgent Reminder (2-3 Days Before Deadline)
Subject: Final Reminder: Recommendation for [Your Name] due [Date]
Dear Professor [Recommender’s Last Name],
I hope you’re having a productive week. I’m just sending a final, brief reminder that my recommendation letter for the [Program Name] is due this [Day of the Week], [Date of Deadline].
The submission portal shows that the letter has not yet been received. Here is the direct link to upload it: [Insert Link]. For your convenience, I have once again attached my application materials.
I sincerely appreciate you taking the time to do this for me. Your support means a great deal.
All the best,
[Your Name]
Conclusion
Asking for a letter of recommendation is asking for a significant favor, and following up is a natural part of that process. By approaching the reminder with politeness, gratitude, and a helpful attitude, you can navigate this tricky situation with professionalism and grace. Remember to plan ahead, make the process as simple as possible for your recommender, and communicate clearly. This thoughtful approach will not only help you meet your deadlines but also strengthen the professional relationships you’ve worked hard to build.
Frequently Asked Questions (FAQs)
How far in advance should I ask for a letter of recommendation in the first place?
You should ask for a letter of recommendation at least one month before the deadline, and even earlier if possible (6-8 weeks is ideal). This gives your recommender ample time to write a thoughtful and detailed letter without feeling rushed, and it provides a comfortable buffer for you to send reminders if needed.
Is it okay to call my recommender if they don’t respond to my reminder email?
This depends on your relationship with the recommender. If it’s a professor you know well or a manager with whom you have a close rapport, a very polite, brief phone call might be appropriate, especially if the deadline is just a day away. However, for most situations, it’s best to stick to email. If you do call, be extremely apologetic for the intrusion and frame it as you “just wanting to make sure the emails were going through correctly.”
What should I do after my recommender submits the letter?
Once you receive confirmation that the letter has been submitted, you must send a thank-you note. An email is great, but a handwritten card is even better. This small gesture shows your immense appreciation for their time and effort. Additionally, be sure to keep them updated on the outcome of your application. They invested in your success and will be happy to hear about it!
