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How to Write a Professional Email: How to write a email letter of recommendation

Email is the most common way to communicate and conduct business. It is the first impression you may have on some so you want to make sure you do it correctly. Here are a few tips on how to write a professional email.

Do's

  • Pick an instructor whose class you did well in
  • Address your instructor professionally
  • Greet your instructor (Dear, Good morning, or their name)
  • Remind the instructor of who you are and when you took their course
  • Briefly explain what and why you would like for them to write the letter of recommendation
  • Offer that you would like to come their office hours to discuss the recommendation
  • Inform them of the deadline
  • End the email with a "Thank you in advance"
  • Be courteous

Don'ts

  • Pick a instructor whose class you did not excel in
  • Address the instructor as your friend
  • Assume the instructor remembers you
  • Get off topic and forget to mention the purpose of this email
  • Wait until the last minute to ask for a letter of recommendation
  • End the email in a "text message" sign off
  • Email the instructor constantly
  • Be rude

Examples

DO NOT SEND THIS EMAIL

Dear Jessica,

You might remember me, I’m John from Psychology 101, like 2 semesters ago. I sat in the third row in the 2nd seat. Remember me now? Anyway, I wanted you to write me a letter of recommendation for this position on Debby Allen’s test study research. The deadline is this Wednesday. I thought your class was pretty cool bcus you had the easiest test and all you gave little homework. I can’t stand homework. I remember this one time I didn’t feel like doing it so I paid Frank Oglesby to do it. I got an A on that homework but I got a D- out of your class. I still don’t understand that but hey, the past is in the past. You’re pretty cool so that’s why I want you to write it. I’ll come by tomorrow to pick it up.

 Outtie 3000,

 John “Cool J” Smith

jsmithistheman@aaa.edu

DO SEND THIS EMAIL

             Dear Dr. Ford,

My name is John Smith and I am a junior majoring in Psychology. I took your Psychology 101 course in fall of 2014 and finished with an A in the class. I will be applying for a position on Dr. Allen’s test studies research team, and the application is due by December 3. While I was in your class, I became fascinated with the fundamental processes of life that happen on a cellular level. In your class, I discovered my love for Psychology, and that has led me to apply for a position on Dr. Allen’s team.

If you are willing to write me a recommendation, please let me know and I will stop by your office with the required paperwork.

Thank you in advance for your time and assistance. I enjoyed your class, and it helped when I was trying to figure out what I wanted to do after college.

   Best,

John Smith

jc-smith@aaa.edu