Timeline for Requesting a Letter of Rec

Written By Alma Olaguez

  • Ideally, this process begins at least a year before your application is due. Once you know that you are applying to graduate school, begin to build relationships with your potential letter writers. 

  • To learn more about who you should be asking for a LOR and how to build relationships with your professors, read this blog post: Link 

  • 2 months before the first deadline 

    • Ask the Professor if they are willing to write you a letter, most prefer to be asked via email to allow them to fully consider their decision. 

    • Template: “Dear Professor ________, I am applying for masters programs in __________ this fall. Would you be able to write me a strong letter of recommendation to support my application? If you do have the time, I can provide more background to help inform your letter and additional information on the submission requirements.”

    • Notes: 

      • Most applications require 3 letters, preferably all from professors 

        • It is possible to include 1 letter from a supervisor if your job includes transferable skills (e.g., Behavioral Specialist) to a graduate program. The letter should highlight your potential for graduate study and any responsibilities that reflect your future role as a graduate student. 

      • Every professor has guidelines and expectations that help guide their decision about whom to write a letter for. Keep in mind that you are asking whether you meet those requirements in order for them to write a strong letter on your behalf. 

      • Let them know if you are seeking feedback on your application materials. It is important for letter writers to know how involved you expect them to be in this process, they might have additional requirements for this step. 

      • Depending on the type of program you are applying to, the admissions committee might prefer letters from professors who also hold a Ph.D. (this indicates a similar level of training/expertise). 

      • Professors expect students to waive their right to review the letter. This encourages professors to be honest in their letter and when students waive their right, it signals trust and confidence in the letter writer. 

      • Professors do not have to be from the same discipline that you are applying to. It is more important to include letters from professors that know you rather than professors in that discipline. 

  • 1 month before the first deadline (once they agree to write you a letter) 

Send the following information in one email: 

  1. List of programs and corresponding deadlines

2. Draft of application statements (personal statement or research statement)

3. CV/Resume 

4. Short summary (3-4 sentences) of your experiences with the professor and how you have distinguished yourself from other students. 

    • If you have taken any courses with them, include the name of the course, final grade, and the semester. 

  • Note: If the list changes because you added additional programs or the deadline has changed, provide them with an updated list asap. 

  • Items 2-4 on the list are important because they provide additional information about you to the letter writer. Professors usually review these documents for additional information that they can include in your letter. 

  • If you are seeking feedback on your statements/cv, make it clear to your letter writer that you would like feedback. It is best to set up a meeting to discuss your drafts. 

  • Having drafts of these materials 1 month before the deadline indicates the student’s level of preparedness when applying to a graduate program. Professors may refuse to write letters for students who are rushing to complete the application too close to the deadline because it suggests the student is submitting a low quality application. 

    • The farther in advance these materials are drafted, the higher quality the application is, and the higher the likelihood of being accepted! 

  • 2 weeks before the first deadline 

    • Complete the information on the application portal in order to send the links to the letter writer 

      • It is best to send all links within 1-2 days for consistency 

      • Some applications will not allow you to send the links to your letter writers until you submit all of your files. In these instances, it is best to let your letter writer know when you expect you will submit your application 

      • It would help to resend your list with any updates 

      • Sending the links in advance of the deadline allows your letter writer to submit your letter when they have time in their schedule. Application season is very busy and your letter writer will likely be working on letters for multiple students. 

  • 1 week before the deadline

    • Send a reminder about the upcoming deadlines with the names of the schools to prioritize 

  • 2-3 days before the deadline 

    • If you have not received confirmation that your letters have been uploaded, check your portals to make sure they are still pending. Send an urgent reminder email with specific information about the upcoming deadline.

  • Post submission

    • Send them a thank you email once all of your letters have been submitted. 

    • If you received an interview notice or an acceptance, professors want to know! It helps reassure them that their efforts were recognized and most want to stay informed of your academic journey. 

Alma Olaguez
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