How to ask for a meeting via e-mail

[strongboy2005]

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I have read and been told that it is not seen in a good light if you e-mail asking for letters of recommendation. Instead, these sources suggest that one should meet in person to ask face-to-face and also to be able to provide the letter writer with a packet (CV, personal statement). However, most letter writers are very busy and a meeting time needs to be arranged in advance. The main way of setting up this meeting is via e-mail. So do you ask for a meeting but then don't tell them what it is going to be about? Or, instead, do you simply say, "I would like to meet with you sometime at your convenience regarding a letter of recommendation".

I am a much more direct kind of person and would probably prefer the second request if I were in their shoes, but at the same time I don't want to come off as "asking" for the letter of recommendation over e-mail. I would still like to "ask" for the letter in person. The issue is getting the meeting in the first place.

What do you do?

 

[Raryn]

I have read and been told that it is not seen in a good light if you e-mail asking for letters of recommendation. Instead, these sources suggest that one should meet in person to ask face-to-face and also to be able to provide the letter writer with a packet (CV, personal statement). However, most letter writers are very busy and a meeting time needs to be arranged in advance. The main way of setting up this meeting is via e-mail. So do you ask for a meeting but then don't tell them what it is going to be about? Or, instead, do you simply say, "I would like to meet with you sometime at your convenience regarding a letter of recommendation".

I am a much more direct kind of person and would probably prefer the second request if I were in their shoes, but at the same time I don't want to come off as "asking" for the letter of recommendation over e-mail. I would still like to "ask" for the letter in person. The issue is getting the meeting in the first place.

What do you do?

I sent one to all the folks I asked that basically said:

Dr. X,

I hope that you are doing well. I'm planning on applying for <specialty> residencies this coming cycle, and I was hoping that you would be able to write me a letter of recommendation for my residency application after our time together last <month we worked together>.

If you feel like you could write me a strong letter, I would be happy to meet with you sometime in the next few weeks, if you have any availabilities.

I've attached a copy of my CV and personal statement to this email. I also have my transcript and third year evaluations available if you would like to review any of those as well. If you would not feel comfortable writing a strong letter for any reason, I would just like to thank you for your time and consideration.

Thank you again,
Name
Schoolname, Class of 2013

Trust me, all of your professors have been working in academia for a while, and are quite used to being asked to write letters. It isn't an unusual request at all. (That said, if there were professors I thought I might ask for a letter later, I usually brought the subject up with them during my final feedback session at the end of our time together. They won't start on them until a reminder early 4th year either way, but it's a good thing to do)

 

[strongboy2005]

That was very helpful, thank you.