How to ask for a professional reference letter

Whether you're applying for a new job, seeking a promotion, or entering a new industry, a professional reference letter can provide that extra layer of credibility employers are looking for. However, asking for a reference letter can be intimidating, especially if you’re unsure of how or whom to approach.

In this article, Remote shares how to ask for a reference letter through email. We also give you tips on what to ask for to make sure it reflects your professional strengths.

What is a professional reference letter 

A professional reference letter (also called a reference letter or recommendation letter) is a document written by someone who can vouch for an individual’s skills, character, and work ethic in a professional setting. It is typically written by a former supervisor, colleague, or manager who has firsthand knowledge of the person's abilities and achievements. A strong reference letter provides specific examples of the applicant's strengths, highlighting qualities that make them a valuable addition to a team or organization.

Types of reference letters

Before asking for a reference letter, understand what type of reference letter you need. Here are some types of reference letters and why each can be valuable in different professional scenarios.

• Employment reference: Written by a current or past employer, this type of letter focuses on your job performance, skills, and accomplishments. It's ideal for job applications.

• Academic reference: Often written by a professor or academic advisor, this letter is relevant if you’re applying for further studies, grants, or specific roles in research.

• Character reference: This letter highlights personal qualities and is useful in roles requiring specific skills and personal traits.

In this article, we’ll focus on how to request an employment-related reference letter from a supervisor or mentor who can vouch for your work ethic, skills, and achievements.

When and whom to ask for a reference letter

Deciding on who and when to ask for a reference letter is your first step to securing one.

When deciding on your referee, ask someone who knows your work and can provide specific, positive examples of your skills and accomplishments. This might include:

• A direct supervisor or manager

• A team lead or project manager with whom you’ve collaborated closely

• A mentor who has guided you in professional growth

After deciding on a referee, ask for a reference letter well in advance when you need one. This gives the referee more time to work on your reference letter. You can also be proactive and ask for a reference letter during the following times 

• After completing a successful project or role

• When you’re moving on from a position and wish to maintain a professional connection

• During performance reviews or after achieving notable milestones

How to ask for a reference letter (step-by-step)

Be respectful when asking for a reference letter, and your referee is more likely to help you. Here’s a step-by-step guide to help you request a reference letter professionally and effectively.

1. Prepare before asking

Take a moment to reflect on your recent work, projects, or contributions. Writing down bullet points on your achievements will help you communicate the highlights you’d like your referee to include.

2. Make it easy for your referee

Make it clear to your referee why you need the letter and what you’d like highlighted. For instance, if you’re applying for a project management role, ask them to focus on your organizational and leadership skills, and mention major milestones during your career.

3. Make the request 

When asking for a reference letter via email, keep your message polite, clear, and professional. Here’s a template you can use.

Subject: Request for a Reference Letter

Dear [Referee’s Name],

I hope you’re well. I’m reaching out to see if you would be open to writing a reference letter for me. I’m currently applying for [specific job or program], and I believe your perspective on my experience at [company/project] would be incredibly valuable.

If you’re comfortable, it would be wonderful if you could highlight my work on [specific project or responsibility]. I would be happy to provide any additional information you might need to make this as convenient as possible.

Thank you very much for considering this request. I truly appreciate your support.

Warm regards,  

[Your Name]

4. Follow up and thank them

If your referee agrees to write a reference letter, make sure to follow up with a sincere thank-you note. It’s also a good idea to update them if the letter helped you secure a new opportunity.

What to ask for in a reference letter

Be specific when asking for a reference letter. You can guide your referee to create a letter that stands out and meets your unique needs. Offering information and context to your request also makes it easier for the referee to write one for you.

Here’s what to ask for to create a recommendation letter that highlights your strengths. 

• The nature of your working relationship

• Your specific skills or achievements

• Any awards or recognitions you earned during your role

• A closing statement of endorsement

To help your referee, provide them with key phrases like:

• I witnessed [your name]'s leadership in [specific project], where they demonstrated [specific skill].

• [Your name] is a reliable and trustworthy team member. They achieved [specific project] through [your skillsets]. 

Mistakes to avoid when asking for a reference letter

To ensure your request is well-received, avoid these common mistakes when asking for a reference letter.

• Being vague or generic: Specificity is key. Tailor your request and offer context to make their task easier.

• Timing: Don’t wait until the last minute. Give your referee at least two weeks to prepare the letter.

• Assuming a yes: Politely ask rather than assume your referee will write a letter for you. Give them the option to decline if they’re unable‌ to.

Frequently Asked Questions

Here are some common questions about reference letters and best practices.

Should I offer to draft the letter?  

In some cases, busy professionals may appreciate an offer to draft the letter, which they can then modify as they see fit. This is particularly helpful if you have a close relationship with the referee.

How far in advance should I ask?

Aim to ask at least two to four weeks before you need the letter. This gives your referee time to craft a thoughtful response.

What if they say no?

If someone declines, thank them politely and move on to another potential referee. Respect their decision‌ — ‌they may be unable to give the time or specific endorsement you need.

Stand out with Remote Talent 

Requesting a reference letter doesn’t have to be intimidating. By choosing the right person, communicating clearly, and showing gratitude, you can secure a letter that reinforces your professional strengths and helps you reach your goals. 

Remote Talent helps you stand out to top global employers with or without a reference letter. We make it easy to find real remote opportunities that you’re actually looking for. Filter for remote or hybrid positions, locations, and pay ranges so you can apply for only the companies you truly want to work with — meaning there’s bigger potential for a good match.

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