How to Ask a Professor for a Recommendation Letter: Chinese and English Templates, Structure and Tips

How to Ask a Professor for a Recommendation Letter: Chinese and English Templates, Structure and Tips

How to Structure a Recommendation Request, with Chinese and English Examples | Professor Recommendations, Study Abroad Applications

When you prepare study-abroad applications, recommendation letters are a hurdle almost everyone faces. However well you know your professor, a clearly structured, well-judged request email is the first step in showing professionalism and sincerity. In this post I draw on my own experience to break down, step by step, how to write a recommendation request, with examples in Chinese and English you can use directly.

When I applied to graduate schools in the UK, I asked three professors for recommendation letters at the same time. I found that, however busy they were, a well-organized email with clear key points made professors much quicker and more willing to reply. Here is the four-part structure I put together from that experience:

Paragraph 1: Greeting + who you are
Paragraph 2: What you are applying for
Paragraph 3: The request + a note on the attachments
Paragraph 4: Thanks + an easy way to decline

This structure makes the email easy for the professor to read and also shows that you are thoughtful and polite.

Sample Request Emails for Professors You Know Well and Not So Well | Recommendation Templates, Application Tips

Chinese sample email (for a professor you know well)

Subject: Request for help with a study-abroad recommendation letter
Dear Professor Chen,
I'm Pin-Hsuan Wang, a student in your Marketing Case Studies class last year. Thank you for your guidance on our project report at the time. I learned a lot about analysis and teamwork, and it made me more certain about the direction I want to pursue in further study.
I am currently applying for the master's in Marketing Analytics at the University of Bath in the UK, and I would be very grateful if you were willing to write me a recommendation letter. Your class had a big influence on me and gave me more confidence to keep exploring data and strategy in graduate school.
I've attached my résumé, transcript and list of schools for your reference. Some schools require the letter to be printed on university letterhead or sent to them from your university email account, so I've attached those instructions as well.
If you have the time, I would be very grateful; if it isn't convenient, I completely understand. Thank you for all your guidance and encouragement. If you need any other materials from me, please let me know at any time.
Best wishes,
Pin-Hsuan Wang

English sample email (for a professor you know well)

Subject: Request for Recommendation Letter for MSc Application
Dear Professor Chen,
I hope you have been doing well. I truly enjoyed working with you on the Marketing Case Study Project last semester. It was an inspiring experience that strengthened my interest in marketing analytics.
I am currently applying for the MSc in Marketing Analytics at the University of Bath and would be very grateful if you could write a recommendation letter for my application. Your class had a strong influence on my academic interests and helped me develop essential analytical and teamwork skills.
I’ve attached my resume, transcript, and a list of schools with their deadlines for your reference. Some universities require the letter to be printed on official university letterhead or submitted from your university email account, and I’ve included those details in the attachments.
Thank you so much for your time and continued support. Please let me know if you need any other information.
Best regards,
Michelle Wang

Chinese sample email (for a professor you don't know well)

Subject: Request for help with a study-abroad recommendation letter
Dear Professor Miller,
I'm Pin-Hsuan Wang, a student in your Applied Securities Analysis class last semester. I really enjoyed the class discussions on portfolio management, and thank you for your feedback on my AT&T stock valuation report, which taught me a lot about how to approach financial analysis.
I am currently applying to several finance-related master's programs and would like to ask whether you could write a recommendation letter for me. I've attached my résumé, transcript and list of schools for your reference. Also, a few schools require the letter to be printed on university letterhead or sent from your email account, so I've attached those instructions too.
If you have the time, I would be very grateful; if it isn't convenient, I completely understand. Thank you for taking the time to read this email, and all the best.
With best wishes for your teaching,
Pin-Hsuan Wang

English sample email (for a professor you don't know well)

Subject: Request for Recommendation Letter for MSc Finance Application
Dear Professor Miller,
I’m Michelle Wang, your student from FINA 4101 Applied Securities Analysis last semester. I truly enjoyed your class, especially the discussion on portfolio management. My final presentation on AT&T’s stock valuation received your feedback, which helped me improve my analytical and research skills.
I am currently applying for several MSc Finance programs and would be very grateful if you could write a recommendation letter for my applications. I’ve attached my resume, transcript, and a list of universities with their deadlines for your reference.
Some schools require the recommendation letter to be printed on official university letterhead or submitted from your university email account. I’ve also attached detailed instructions from each school.
Thank you very much for your time and consideration.
Best regards,
Michelle Wang

If you don't know the professor well, be sure to add more detail to your email. For example: "The topic of my class presentation was an AT&T stock analysis, and after class I asked you about how to structure the model in my report." Details like this help the professor remember you and make it easier to write a substantive letter.

Tips for Tricky Situations and a Process Recap | Professor Recommendations, Application Process

What if the professor is nice but too busy?
- Keep the email short and clear, and send all attachments at once.
- You can attach the school's sample so the professor sees the format right away.
- For example: "I've attached the sample recommendation letter the school sent, for your reference on the format."

The professor doesn't remember you well, but you did good work
- Use specific numbers or results to jog their memory.
- For example: "In the final project, I was responsible for designing the financial model and received the second-highest score in the class."
(In the final project, I was responsible for the financial model design and received the second highest score in class.)

What if the professor rarely replies to email?
- Mention it in person first, in office hours or after class, and then send the email. Professors are usually more receptive that way.
- For example: "Professor, there's something I'd like to ask for your help with. I'll send you an email shortly."

What should you say if you are applying in a different field?
- Explain in the email how the professor's class connects to what you are applying for.
- For example: "I hope to extend my marketing background into data analytics, which is why I am applying for a master's in Marketing Analytics."
(I hope to extend my marketing background into data analytics, which is why I am applying for the MSc in Marketing Analytics.)

Sample follow-up email (send 7–10 days before the deadline)

Subject: Checking whether you received the recommendation upload link
Dear Professor Chen,
I wanted to check whether you received the recommendation upload link from the school (the system email usually comes from the school's official address). There's no rush; I just want to make sure it didn't end up in your spam folder. Thank you again for taking the time to help.
Best wishes,
Pin-Hsuan Wang

Sample thank-you email (after the professor has uploaded the letter)

Subject: Thank you for writing my recommendation letter
Dear Professor Chen,
Thank you so much for taking the time to write my study-abroad recommendation letter, and for all your guidance and support. I'll share the news with you once I hear back about admissions. Thank you again for your help.
With best wishes for your teaching,
Pin-Hsuan Wang

Key points of the process

1. Ask early: send your email at least four weeks in advance so the professor has time to plan.

2. Send everything: résumé, transcript, school list, deadlines and letterhead requirements, all at once.

3. Be polite and clear: explain what the letter is for and when it is due, and show professionalism.

4. Remind at the right time: if there's no reply, follow up politely; once it's done, always say thank you.

I went through every one of these steps myself. They really do raise professors' response rates a lot and make the whole application go more smoothly.

Final Thoughts and References | Recommendation Requests, Study Abroad Applications

A recommendation letter is more than just a letter. It reflects the impression you have left in your studies or at work. If you prepare well, write naturally and are sincere, most professors are happy to help. Act early, explain clearly and offer material up front: do these three things and your request is already halfway there.

I was very nervous at first, but writing these emails got easier and easier, and I found that as long as you are structured and polite, professors are very willing to help. I hope this post helps you get your recommendation requests done, and good luck with your applications and studies!

References:
Study UK - How to ask for a reference letter