Should You Follow Up on a Reference Letter Request?

Introduction

Applying to a master’s program is an involved and stressful process. One crucial component of this process is securing strong reference letters from professors or supervisors. However, sometimes these requests can fall through the cracks – especially when other commitments arise. In this article, we will discuss the etiquette of following up on reference letter requests and provide guidance to help you navigate this common challenge.

Considering When to Follow Up

Whether or not you should follow up on a reference letter request depends on several key factors, including the time elapsed since making the request and the approaching deadlines of your application process. If you have already waited well beyond the original deadline and your application deadline is imminent, it may be appropriate to make a follow-up contact with your reference provider. This is because missed deadlines can be detrimental to your application standing. However, if reasonable time has passed and you have not received a response, it is generally acceptable to send a polite follow-up email.

Strategies for Following Up

Here are some effective strategies to employ when following up on a reference letter request:

Be Timely: If you are nearing the deadline, consider sending a gentle reminder to your reference provider about 1-2 weeks before the final date. This shows your appreciation and ensures the reference letter is completed in time.Express Gratitude: Acknowledge the time and effort your reference provider is undertaking by expressing genuine gratitude. This not only reassures them but also helps maintain a positive relationship.Be Specific: Clearly state why you are reaching out and provide any necessary details that can help in the writing process. This includes having the most recent update on your application, such as the exact date by which the letter is needed.

Example of a Follow-Up Email

Here is a sample template you can use for your reference letter follow-up email:

Subject: Follow-Up on Reference Letter Request

Dear [Professor's Name],

Hi [Professor's Name],

I hope this email finds you well. I am writing to check-in regarding the reference letter I requested for my application to the [Program Name] at [University]. I understand that you have many responsibilities, and I wanted to express my sincere appreciation for your time and effort. Please let me know if you have had the chance to work on the letter or if there is any additional information I can provide to assist you.

Thank you for your support and understanding. If you have any questions or need further information, please don't hesitate to reach out.

Best regards,

[Your Name]

Additional Tips for Requesting Reference Letters

Lastly, here are some additional tips to ensure you receive the reference letters you need:

Start Early: To avoid the pressure of a last-minute request, ask for references well in advance. Starting the process months before your application deadline will give your reference providers ample time to complete the task.Ask for Multiple Letters: Aim to secure more references than the program requires. This provides a buffer in case one or more references do not materialize by the critical deadlines.Follow-Up Promptly: If you are awaiting a response and the deadline is approaching, consider following up to ensure your request is not forgotten.

Conclusion

Follow-up on reference letter requests is a delicate matter, but it can be crucial in securing your place in a master’s program. By understanding when and how to follow up, you can demonstrate your commitment and professionalism. Remember, these letters are a testament to your capabilities and character, so it is worth putting in the effort to ensure they are completed promptly and professionally.