How to Write a Follow-up Email for a Letter of Recommendation

Have you ever felt nervous sending a follow-up email, wondering whether it's the right time or tone? Crafting a follow-up email for a letter of recommendation is an important skill, especially if you're dealing with busy professionals who may have forgotten your initial request. In this guide, we'll dive deep into how to approach the follow-up tactfully, ensuring your request is both polite and effective.

Why Sending a Follow-Up Email Matters

Imagine this scenario: You've asked for a letter of recommendation, and a week has passed without any response. What do you do? Do you send a follow-up email, or should you wait? When done right, a follow-up email serves as a gentle nudge, reminding the person of your request without coming across as demanding.

First, consider the timeline. Depending on the urgency of your request, the follow-up should ideally be sent 7-10 days after your initial request. If the deadline is closer, it might be appropriate to send the email sooner, but always be mindful of the person's schedule and workload.

The Key Elements of an Effective Follow-Up Email

1. A Gracious Opening
   Always start by thanking them for their time and the initial consideration of your request. You don’t want to dive right into the follow-up without first showing appreciation. Example:

   Subject Line: Friendly Reminder for Letter of Recommendation

   Dear [Recommender's Name],

   I hope this email finds you well! I wanted to first thank you again for agreeing to write me a letter of recommendation. I greatly appreciate your support and time in helping me with this process.

   This opening sets a positive tone, letting them know you are considerate of their time and effort.

2. Mention the Original Request
   In the next part, gently remind them of the original request you made. Be clear but concise, as they might have forgotten amidst their busy schedule. Reference the previous communication without sounding accusatory.

   I understand that you are likely very busy, and I just wanted to follow up on the letter of recommendation I requested on [date of original email].

3. Express the Importance of the Deadline
   If there is a deadline approaching, mention it kindly, but don’t make it sound urgent to the point of stressing the person. A great way to phrase this is:

   The application deadline is [insert date], and I wanted to check if there’s anything I can do to assist in the process or provide additional information.

   This makes the email sound collaborative and considerate, offering help rather than just demanding action.

4. Provide Contact Information and Offer Flexibility
   Finish the email by making it easy for them to ask questions or provide feedback. Include your phone number or other preferred contact information, so they can reach you easily. Also, give them the opportunity to decline gracefully, in case they are unable to help.

   Please feel free to reach out to me if you have any questions or need further details about the application. I truly understand if you are unable to assist at this time due to other commitments.

   Close with a polite, appreciative note, and make sure your sign-off is warm and respectful.

   Thank you again for your time and consideration!

   Best regards,

   [Your Full Name]

Avoid Being Pushy or Repetitive

When crafting this email, it’s crucial to strike a balance between being proactive and respectful. Following up too frequently or in an overly direct manner may annoy the person, while being too passive might result in no action being taken. You want to be assertive without being pushy.

An ideal follow-up schedule involves sending just one email after a reasonable period of silence (typically 7-10 days), and, if necessary, a final reminder if you still receive no response. However, if the deadline is very close, a more timely second follow-up might be warranted.

How to Handle a Non-Response

If you’ve sent a follow-up and still haven’t received a response, it can feel frustrating. But before assuming the worst, consider the possibility that the person may be overwhelmed with other responsibilities. In such cases, sending a final, gentle reminder is appropriate.

Example of a final follow-up:

Subject Line: Final Follow-Up: Letter of Recommendation Request

Dear [Recommender’s Name],

I hope you're doing well! I understand how busy things can get, and I just wanted to follow up one last time regarding the letter of recommendation for [specific purpose, e.g., my graduate school application]. I completely understand if you are unable to assist, and would be more than happy to find someone else if it is too much of a time commitment at this moment.

Thank you again for considering my request!

Warm regards,

[Your Name]

This allows the person to bow out gracefully if they simply don’t have the time, while still keeping the door open for a response.

Consider Offering a Draft

For some people, writing a recommendation letter might seem like a daunting task, especially if they’re unsure what to say or how to structure it. Offering to provide a draft or key points can alleviate some of this burden.

Here’s a tactful way to offer a draft:

If it would be helpful, I’m happy to provide a draft of the letter or key points that might be useful as a reference. I know how busy things can get, and I’d be more than willing to make this as easy as possible for you.

Offering a draft shows that you are proactive and considerate of their time, which could increase the likelihood of them completing the letter.

Closing Thoughts on Professional Follow-Up Emails

Sending a follow-up email is always a delicate balance between being persistent and being polite. As long as you remain respectful and understanding, a well-timed follow-up can make all the difference. It demonstrates professionalism, consideration, and gratitude—traits that will leave a positive impression on your recommender, even if they are unable to help.

Remember, a recommendation letter can significantly impact your future opportunities, so don’t hesitate to follow up if needed. Just be sure to approach the situation with the right mindset and tact.

2222:How to Follow Up on a Letter of Recommendation