How To Politely Remind Professor Of Recommendation Letter – (Best 10 Sample Reminder Letters)

As students, professionals, or job seekers, securing a recommendation letter from a professor can be a crucial step in advancing our academic or career pursuits. However, once we’ve requested this favor, we may find ourselves wondering how to politely remind our professor without coming across as pushy or impatient. In this comprehensive guide, we’ll explore effective strategies for sending a gentle reminder and provide you with ten sample reminder letters to ensure your request remains respectful and yields the desired results.

How To Politely Remind Professor Of Recommendation Letter – (Best 10 Sample Reminder Letters)

  1. The Gentle Nudge
  2. The Appreciation Reminder
  3. The Progress Update Request
  4. The Clarification Seeker
  5. The Upcoming Deadline Mentioner
  6. The Student Success Story
  7. The Reminder with a New Development
  8. The Gratitude Expresser
  9. The Friendly Catch-Up Request
  10. The Encouraging Reminder

1. The Gentle Nudge:

Purpose: This letter serves as a subtle reminder to your professor. It gently conveys your appreciation for their willingness to write the recommendation.

Tone: It maintains a courteous and respectful tone, showing understanding for their busy schedule.

Usage: Use this when your professor has agreed to write the letter but hasn’t provided a clear deadline or confirmed receipt of your request.

2. The Appreciation Reminder:

Purpose: Expresses gratitude for your professor’s support in advance, making them feel valued.

Tone: This reminder letter radiates appreciation and respect for their effort.

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Usage: Appropriate when you want to remind your professor while ensuring they know their assistance is genuinely appreciated.

3. The Progress Update Request:

Purpose: Requests an update on the letter’s progress, indicating your commitment to the application process.

Tone: Maintains a professional and proactive tone, showing that you’re actively involved in the process.

Usage: Ideal for situations where you’re unsure of the letter’s status or if there have been delays.

4. The Clarification Seeker:

Purpose: Seeks clarity on the timeline and process for the recommendation letter while expressing your enthusiasm.

Tone: It balances curiosity with respect, ensuring your professor knows you value their guidance.

Usage: Suitable when you need more information about the letter’s progress or if there’s confusion about deadlines and submission.

5. The Upcoming Deadline Mentioner:

Purpose: Politely mentions the approaching deadline to ensure your professor is aware of the time constraints.

Tone: Conveys a sense of urgency without being demanding or impatient.

Usage: Useful when the deadline is nearing, and you want to gently remind your professor to ensure timely submission.

6. The Student Success Story:

Purpose: Shares a recent achievement or milestone in your academic or professional journey and links it to the recommendation.

Tone: This letter is celebratory and expresses enthusiasm about the professor’s role in your success.

Usage: Employ this when you’ve had a notable achievement that reinforces the need for their recommendation.

7. The Reminder with a New Development:

Purpose: Updates your professor on a recent accomplishment or development in your academic or professional life and gently reminds them of the recommendation.

Tone: It combines excitement about your progress with respect for their role.

Usage: Appropriate when you’ve had a significant development since the initial request that enhances the recommendation’s relevance.

8. The Gratitude Expresser:

Purpose: Expresses heartfelt gratitude for your professor’s support and kindly requests an update on the recommendation.

Tone: This letter emphasizes appreciation and respect for your professor’s willingness to assist.

Usage: Use when you want to remind your professor while reaffirming your sincere gratitude for their help.

9. The Friendly Catch-Up Request:

Purpose: Suggests catching up with your professor and discusses the recommendation letter in a friendly, non-intrusive manner.

Tone: Strikes a balance between professionalism and a friendly tone, fostering a positive relationship.

Usage: Ideal when you have a close rapport with your professor and want to maintain a friendly and professional connection throughout the recommendation process.

10. The Encouraging Reminder:

Purpose: Encourages your professor and expresses your confidence in their recommendation.

Tone: It conveys optimism and trust in their abilities.

Usage: This is suitable when you want to motivate your professor and reassure them that their recommendation will be impactful.

Each of these reminder letters is designed to cater to various scenarios and preferences. Choosing the right one depends on your relationship with your professor and the specific context of your recommendation request. Remember, regardless of the letter you choose, maintaining a polite, appreciative, and respectful tone is crucial to achieving your goal while preserving a positive relationship with your professor.


Requesting a recommendation letter is a significant step toward your academic or career goals. When it comes to politely reminding your professor, it’s all about striking the right tone—respectful, appreciative, and understanding of their time constraints. These ten sample reminder letters offer various approaches, ensuring you can choose one that aligns with your unique situation and professor’s personality.

By employing these strategies and selecting the most suitable sample reminder letter, you can follow up on your request without causing any discomfort. Remember, a well-crafted reminder not only ensures your letter gets written but also maintains a positive and professional relationship with your professor.


1. Why do recommendation letters matter?

Recommendation letters serve as endorsements of your skills and character, influencing scholarship committees, admissions officers, and employers.

2. When is it appropriate to send a reminder to a professor about a recommendation letter?

It’s generally appropriate to send a reminder if the agreed-upon deadline is approaching, and you haven’t received confirmation or the letter itself.

3. How do I ensure my reminder remains polite and respectful?

Express gratitude, show understanding of their busy schedule, and avoid sounding demanding or impatient.

4. Can I use the sample reminder letters as they are, or should I customize them?

You should customize the sample letters to fit your specific situation, professor’s personality, and the nature of your relationship.

5. Is it advisable to remind a professor in person, via email, or both?

Email is often the preferred method, as it provides a written record and allows your professor to respond at their convenience. However, in-person reminders can be appropriate if you have a close relationship.

6. How much time in advance should I send a reminder before the deadline?

Sending a reminder one to two weeks before the deadline is generally a good practice, but this may vary depending on your professor’s preferences and the urgency of the situation.

7. What should I do if my professor hasn’t responded to my reminder?

If you haven’t received a response after sending a polite reminder, consider sending a follow-up email. It’s essential to maintain professionalism and patience throughout the process.

8. Can I send a reminder for multiple recommendation letters at once?

Yes, you can send reminders for multiple letters, but make sure to personalize each reminder based on your relationship with each professor.

9. How can I express my gratitude in a reminder letter effectively?

You can express gratitude by thanking your professor for their support, highlighting the importance of their recommendation, and acknowledging their time and effort.

10. Is it appropriate to include any updates or achievements in a reminder letter?

Yes, including updates or recent achievements can serve as a polite reminder and help your professor write a more tailored recommendation. However, keep it relevant and concise.

Qasim Zahid
Qasim Zahid is a skilled and experienced writer and SEO expert who excels in creating engaging content and optimizing it for search engines. With a passion for crafting persuasive narratives and a deep understanding of SEO strategies, Qasim has established himself as a go-to professional for businesses and individuals looking to enhance their online presence. His ability to combine captivating writing with effective SEO techniques makes him a valuable asset for anyone seeking to improve their website's visibility and connect with their target audience. Qasim's commitment to delivering high-quality results sets him apart as a trusted resource in the digital marketing field.


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