Introduction
When requesting a letter of recommendation, following up politely is crucial. Whether you are asking a professor, employer, or mentor, a well-crafted follow-up email demonstrates professionalism, respect, and gratitude. However, crafting the perfect follow-up email can be challenging.
This article provides 13+ follow-up email samples for various scenarios, including formal, professional, and casual tones. Additionally, you’ll learn how to strike the right balance between persistence and politeness when following up.
Let’s dive into the best email templates for following up on a letter of recommendation.
Best Practices for Follow-Up Emails
Before looking at the examples, here are a few key points to consider when following up:
Be Polite – Your recommender is doing you a favor, so always express gratitude. Be Clear – State the purpose of your email concisely. Be Patient – Give them enough time before following up (typically 7-10 days). Be Respectful of Their Time – Keep the email short and professional. Provide Necessary Details – Include relevant deadlines and submission instructions.
13+ Samples of Follow-Up Emails for a Letter of Recommendation
1. Polite Follow-Up Email (General Reminder)
Subject: Gentle Reminder: Letter of Recommendation Request
Dear [Recommender’s Name],
I hope you’re doing well! I wanted to follow up on my request for a letter of recommendation for [specific purpose, e.g., a job application, graduate school, scholarship].
I completely understand how busy your schedule is, and I truly appreciate your time. If you need any additional details or assistance, please let me know.
The deadline for submission is [mention deadline], but please let me know if you need more time. I sincerely appreciate your help!
Best regards,
[Your Name]
2. Professional Follow-Up Email (Deadline Approaching)
Subject: Follow-Up: Letter of Recommendation Deadline
Dear [Recommender’s Name],
I hope you’re having a great week. I wanted to check in regarding my letter of recommendation for [specific application]. The deadline is approaching on [date], and I wanted to see if there’s anything I can do to assist.
If you need more information or a refresher on my background, I’m happy to provide it. I truly appreciate your support and time in writing this letter.
Looking forward to your response.
Best,
[Your Name]
3. Casual Follow-Up Email (For Someone You Know Well)
Subject: Quick Check-In on My Letter of Recommendation
Hey [Recommender’s Name],
I hope you’re doing well! Just wanted to follow up on the letter of recommendation I requested for [specific purpose]. Let me know if you need any info from me.
I know you have a lot on your plate, so I really appreciate your time and help with this!
Thanks so much,
[Your Name]
4. Second Follow-Up Email (No Response Yet)
Subject: Quick Follow-Up on My Letter of Recommendation
Dear [Recommender’s Name],
I hope this email finds you well. I wanted to follow up on my letter of recommendation request from [mention date]. I completely understand how busy things can get, so I just wanted to check in.
If there’s anything I can do to assist or make the process easier, please let me know. I truly appreciate your time and support!
Best,
[Your Name]
5. Follow-Up Email (One Week Before the Deadline)
Subject: Reminder: Letter of Recommendation Deadline Approaching
Dear [Recommender’s Name],
I wanted to send a quick reminder that the deadline for my letter of recommendation is coming up on [date]. If you’ve already sent it, thank you so much! If not, please let me know if you need any details from me.
I really appreciate your time and effort in writing this. Let me know if I can provide anything to make it easier for you.
Thanks again!
[Your Name]
6. Expressing Gratitude While Following Up
Subject: Thank You & Quick Follow-Up
Dear [Recommender’s Name],
I just wanted to express my sincere gratitude for taking the time to write my letter of recommendation. I understand your schedule is busy, and I truly appreciate your support.
If you’ve already submitted the letter, thank you! If not, please let me know if you need any further details from me. I appreciate your help.
Warm regards,
[Your Name]
7. Friendly Follow-Up Email for a Mentor
Subject: Checking In on My Letter of Recommendation
Hi [Recommender’s Name],
I hope you’re doing well! I just wanted to check in and see if you need any additional info from me regarding my letter of recommendation. I know you’re busy, so I really appreciate your help with this.
Looking forward to hearing from you!
Best,
[Your Name]
8. Follow-Up Email with a Soft Deadline Extension
Subject: Quick Follow-Up & Flexible Timeline
Dear [Recommender’s Name],
I wanted to follow up regarding my letter of recommendation for [specific purpose]. The initial deadline is [original date], but if you need a bit more time, I completely understand and can accommodate that.
I truly appreciate your time and effort in helping me with this. Please let me know if you need anything from me.
Best regards,
[Your Name]
9. Urgent Follow-Up (Last-Minute Reminder)
Subject: Urgent: Letter of Recommendation Deadline Today
Dear [Recommender’s Name],
I hope you’re doing well! I wanted to send a final reminder that the deadline for my letter of recommendation is today, [date].
If you’ve already submitted it, thank you so much! If not, I completely understand if things got busy. Please let me know if there’s anything I can do to assist.
I truly appreciate your help!
Best,
[Your Name]
10. Follow-Up Email After Submission
Subject: Thank You for Your Recommendation Letter!
Dear [Recommender’s Name],
I just wanted to send a heartfelt thank you for taking the time to write my letter of recommendation. I truly appreciate your support and kindness.
Your recommendation means so much to me, and I’m grateful for your help in this process.
Best regards,
[Your Name]
11. Follow-Up for a Job Recommendation Letter
Subject: Follow-Up on Job Recommendation Letter
Dear [Recommender’s Name],
I wanted to check in regarding the letter of recommendation for my [job position] application. The submission deadline is [date], and I truly appreciate your time and effort in writing it.
Please let me know if there’s anything I can do to assist!
Best,
[Your Name]
12. Follow-Up Email for a Scholarship Recommendation
Subject: Checking in on My Scholarship Recommendation Letter
Dear [Recommender’s Name],
I hope you’re doing well! I just wanted to follow up on my scholarship letter of recommendation request. The deadline is [date], and I appreciate your support in this process.
Let me know if you need any further details from me!
Best,
[Your Name]
13. Lighthearted Follow-Up Email for a Close Contact
Subject: Quick Reminder – Letter of Recommendation
Hey [Recommender’s Name],
Just sending a quick nudge about my letter of recommendation. I know you’ve got a lot going on, so I really appreciate your time! Let me know if you need any info from me.
Thanks a ton!
[Your Name]
Conclusion
Following up on a letter of recommendation request can feel awkward, but with these polite and professional email templates, you can ensure that your request is seen and completed on time. Always express gratitude,
