Recommendation letters

Ask for a recommendation letter, on time

Enter your deadline to see when to ask, when to send your materials and when to send a gentle reminder. Then copy the request email and add every step to your calendar.

Your timeline

The request email

To

Subject

Open in mail app

Follow-up emails

Reminder Final check Thank-you

To

Subject

Open in mail app

How the timeline is worked out

The planner counts back from your deadline. The best time to ask is about six weeks before it, and four weeks is the usual minimum. Once they say yes, send your materials within two days. A friendly reminder goes out two weeks before the deadline and a final check three days before, but only if the portal doesn't show the letter yet. The day after the deadline is for a thank-you note.

If you're already inside the four-week window, the plan starts today. With the weekend option on, steps that land on a weekend move to the Friday before (or the Monday after, if Friday is in the past). The deadline never moves.

Materials checklist

Send these in one email once they agree, so your recommender has everything in one place:

Your CV or résumé
An unofficial transcript
Your personal statement or statement of purpose (a draft is fine)
The list of programs, each with its deadline and how to submit
A short summary of your work with them: courses, grades, projects, papers
Anything the program asks the writer to address, and any forms

These boxes are just for you; they aren't saved.

Some applications ask whether you waive your right to read the letter. Decide before you ask, and tell your recommender what you chose.

FAQ

How far in advance should I ask for a recommendation letter?

At least four weeks before the deadline, and six is better. Writers often have several letters to write at the same time of year. If you have less time, ask anyway, mention the short notice openly and make it easy for them to say no.

Should I ask in person or by email?

Asking in person or in office hours is friendlier if you can, but always follow up by email with the details: what it is for, the deadline, how to submit, and your materials. Many students simply ask by email, which is fine too.

Is it rude to send a reminder?

No. A short, polite reminder about two weeks before the deadline, and another a few days before if the letter hasn't arrived, is normal and usually appreciated.

What does the calendar file contain?

One all-day event for each step in your timeline, with a short description and, if you choose, a reminder alert at 9:00 that day. The file is created in your browser; import it into Google Calendar, Outlook or Apple Calendar.