How to Politely Remind Someone About a Recommendation Letter

A great recommendation often affects admission decisions, hiring outcomes, and scholarship approvals. But even if you send a request early, a professor or supervisor might forget the deadline or just run out of time during a busy period. That situation puts applicants in a tough spot. You need the letter, but you also want to be respectful.

The best way to address this without creating tension is to send a polite reminder about a letter of recommendation. This follow-up is usually seen as a professional courtesy, not as pressure. So, if you write your reminder the right way, you show respect for the writer’s time while also protecting your own deadlines.

This article explains how to remind someone about a letter of recommendation and provides templates you can use.

What Is a Follow-Up on a Letter of Recommendation Request?

A follow-up on a letter of recommendation is a short message you send after your initial request for checking the status of the letter or to remind the writer about an upcoming deadline. Most applicants use it when the submission date is getting close or when they have not received a confirmation that the letter was sent.

This message does not need to be long. A few sentences usually work. State your name, state the program or position, repeat the deadline, and thank the writer again for agreeing to support your application. The goal is simple. Keep the request visible and thank the writer for their help without appearing demanding.

A follow-up can also give you a chance to send useful information again. For example, you might attach your resume, personal statement, or the submission link again so the writer does not have to search for earlier emails.

When Should You Send a Follow-Up to a Letter of Recommendation?

The timing of a reminder matters just as much as the wording. If you follow up too soon, the reminder can feel unnecessary, but waiting until the last minute leaves little room to act if the letter still hasn’t been submitted. Most applicants find that one or two follow-ups before the deadline work well.

A good approach is to space reminders based on the submission date rather than sending frequent messages. This gives the recommender enough time to complete the letter without feeling hurried or pressured.

You can use this general timeline:

• First reminder: about 10-14 days before the deadline
• Second reminder: about 5-7 days before the deadline
• Final reminder: 1-3 days before the deadline (if needed)
• Day-of reminder: only if the deadline is strict and the status is still unknown

Before sending a reminder, check the application portal or submission system. In some cases, the letter may already be submitted but not yet reflected in your status tracker.

Academic programs and scholarships usually follow fixed deadlines, while some employers may allow slightly more flexibility. If your recommender mentioned a preferred reminder date when they agreed to write the letter, follow that guidance.

Whenever possible, request a recommendation at least three to four weeks before the deadline. Early requests give the writer enough time to prepare a thoughtful letter so you don’t need last-minute follow-ups.

What to Include in Your Follow-Up to a Recommendation Letter?

A follow-up email should quickly remind the writer about your request and give them the information needed to submit the letter. Keep the message brief and focused on the deadline and submission process.

Most reminders should include:

1. Your name and a short reference to your original request
2. The program, job, or scholarship name
3. The submission deadline
4. The submission link or instructions
5. Any latest documents (resume, personal statement, transcript if relevant)
6. A short thank-you note

If the application uses an online portal, it also makes sense to mention how the letter must be submitted, such as through a direct upload or email link.

A simple reminder usually works best. The easier you make the process, the faster the writer can complete and submit the letter.

How to Write a Reminder Email for a Letter of Recommendation?

As mentioned above, your reminder email should repeat your request, mention the deadline, and make it easy for the writer to submit the letter.

Email Subject Line

Your subject line should immediately show the purpose of your message.

Examples of subject lines:

• Recommendation Letter Reminder - Michael Brown
• Follow-Up on Recommendation Request - MBA Application
• Friendly Reminder - Letter of Recommendation Due March 15
• Recommendation Letter Submission Reminder - Marketing Internship

A direct subject also reduces the chance that your email gets overlooked or mistaken for a new request.

Respectful Greeting

Open your email with a professional greeting and a short reminder of your earlier request. Mention when you asked for the letter so the writer can quickly place your request.

Dear Professor Reynolds,

I hope you are doing well. I wanted to follow up on my earlier request regarding a letter of recommendation for my graduate school application.

Deadline and Purpose

State the exact due date and the name of the school, company, or program.

The letter is for the application to the State University Master’s program, and the submission deadline is April 10.

Submission Instructions

Include the submission link or explain how the letter should be sent. If the system requires a portal upload or email submission, say so directly.

The letter can be submitted through the application portal via this link: [link]. The system should also have sent you an automatic submission email.

Supporting Documents (If Needed)

Mention that you may resend your resume, transcript, or personal statement. Of course, if needed. You can also attach them again to save time.

I have sent my resume and personal statement again in case they are helpful. Please let me know if you would like any supplementary information.

Close Your Letter

Finish your email with a short thank-you and your contact details. A simple ending keeps your message professional and polite.

Thank you again for your valuable time and support. I honestly appreciate your help.

Best wishes,
Alexander Carter

Letter of Recommendation Reminder: Email Example

Here is a simple example of a polite reminder email that you can change to fit your situation.

Subject: Recommendation Letter Reminder (Michael Turner)

Dear Professor Adams,

I hope you are doing well. I wanted to follow up regarding the letter of recommendation you kindly agreed to write for my law school application.

The submission deadline is December 15, and the letter can be uploaded through the application portal using the link they previously sent to you. Please let me know if you need me to re-send the submission instructions.

I have also attached my resume and personal statement again in case they are helpful. If you require more information, I would be glad to provide it.

Thank you again for your time and support. I truly am grateful for your help with my application.

Best regards,
Michael Turner

Follow-Up to a Recommendation Letter Request (Template)

Recommendation Letter Follow-Up - [Your Name]

Dear [Mr./Ms./Dr. Last Name],

I just wanted to follow up about the recommendation letter for my application to the [job title] position at [company name]. Thank you again for agreeing to support my application. I know you have a busy schedule, so I really appreciate you taking the time to help me with this.

The submission deadline is [date], and the company asked that letters be sent to [email address] with [your name or application ID] included in the subject line. If you would like me to resend the original request or any instructions, I can forward them.

I’ve also attached my [resume / job description / other materials] again in case it helps while you prepare the letter. If there is anything else that would be useful, please feel free to let me know.

Thank you again for your time and consideration.

Sincerely,
[Your full name]
[Your phone number - optional]
[Your email - optional]