If you're not sure whether you should ask a particular professor (or instructor, or graduate assistant) for a letter of recommendation, I would encourage you to just ask. The worst thing that can happen is that they say "no," and you are no worse off than before.

Say what program(s) you are applying to, and include links to them. Try not to overload the professor; you can easily say something like "I am applying for various Masters programs." The most important thing to include is the letter deadline (or the earliest deadline among all the programs to which you're applying). For example:

Dear Dr. X,

I am applying to Program Y and I am writing to ask if you would be willing to write me a letter of recommendation. The deadline for the letter is MONTH DD, and below is a description of what kind of information the program is looking for.

If you are willing, I will send more information and material, including some drafts of my application materials, in case they are helpful.

Thank you very much for your time.

MY NAME.


Or:

Dear Professor X,

I am applying to various programs and fellowships in the coming months, and I am writing to ask if you would be able to write me a letter of support. The earliest deadline is MONTH DD, and attached is a spreadsheet with the names of programs, their deadlines, and links to program websites.

Please let me know, and I will send along more information and material, including some drafts of my application materials, in case they are helpful.

Thank you very much for your time.

MY NAME.

If you are applying to multiple programs, you should send the professor a spreadsheet (for example, an Excel sheet, or a link to a Google Spreadsheet) listing all the programs along with their deadlines (and, if you have space/time, a link to each program's website). This will help us make sure we've sent your letters to every program. Some other material that may eventually be helpful are your CV/Resume and other application material including any (drafts of) essays.

• Ask early. It is hard for most professors to write a letter within a month of the deadline. But if you end up asking for a letter close to the deadline, just acknowledge it in your e-mail -- "I sincerely apologize for my late request," for example -- and you should still ask. As I wrote above, it doesn't hurt to ask.
• You should try to write as professional an e-mail as you can, especially if you don't know the professor so well. There are plenty of websites you can find online about how to write professionally. Simple grammatical errors can really turn off some professors.
• In some occasions, it may be appropriate to let the professor know that they could speak to certain aspects that other professors may not. For example, "I think you have especially seen me grow as a scholar over the last few months," or "I am hoping you can speak specifically to my hard work and dedication," are all things you can write in your initial e-mail if you feel it is an accurate depiction of what your professor can speak to.
• What *not* to expect: Professors typically do not cater every letter to the specific programs to which you are applying. For example, if you are applying to five programs, the programs may all receive the same letter. Don't worry. This is very, very typical, and most programs will be completely fine with this.

You now have to go to the application websites for all the programs, and make sure to enter the professor's information on the website. Make sure that you type in the professor's information correctly (contact e-mail, phone number if necessary, title/position--including Assistant Professor vs Associate Professor vs Professor vs Lecturer vs Instructor). Most of the necessary information is readily available on the department's website, so try not to hassle your professor for this information unless it's necessary.

Once you enter this information into an application website, an e-mail will (typically) be automatically sent to the professor. If you want, at the end of all your information-entry, you can e-mail the professor to let them know that you've added them as letter-writers to all your applications, and to please let you know if they didn't receive e-mails from the programs. (At this stage, you can see why it's helpful for you to send them, or to have sent them, a spreadsheet of all the programs so they can cross-check as necessary. However, many professors won't even try to cross-check, so make sure on your end to double-check that all the information has been entered correctly to the application website.)

In each e-mail that is automatically sent to the professors, there will typically be instructions on how to submit a letter. But every now and then, the instructions won't be clear, so the professor may e-mail you to ask you how they should submit a letter. It is then *your* job to figure out the details of how to submit the letter as best you can. It may need to be mailed via the postal service, it may need to be faxed, or it may need to be uploaded to a website. In some scenarios, you may even need to call a particular office to get this information. But *you* need to do it if a professor can't figure out how to submit their letter, and the few minutes of inconvenience it causes you *will be worth it.* This will not be the last time that you need to hunt for bureaucratic information in your life, so it's best to feel like you can do it and to keep things in perspective.

You can send a kind courtesy e-mail to professors a week or so before the deadline, as a small reminder that the letter is due soon. But try not make it sound like you are rushing or nervous; professors have a lot going on! Always try to sound respectful of their time. Typically, once a professor writes a letter for the earliest deadline, they will go ahead and letters for all the programs.

Just send a professor letting them know, and asking again. "Dear Dr. X., I have decided to apply to some additional programs, listed below. The first deadline is MONTH DD. Would you be willing to also write me a letter for these programs? Sincerely, NAME."

If a professor doesn't respond for three weeks, send them a polite e-mail, or mention it to them in-person if you have the chance. (If you contact them via e-mail, it will be helpful to reply to your own e-mail in the same thread.) If another week passes and there is no response, you should move on. Yes, it is unfortunate that the professor never even responded, but don't get hung up on it. We don't know what may be going on in that professor's life, and your goal is to get into a program, so you want to move on quickly.

Well, now that you've asked for some letters of recommendation, here are some tips for the next time you'll have to ask. First, you should try to have your instructors and professors get to know you earlier in the semester. Going to Office Hours, writing e-mails with questions, participating in class, and being yourself will help. Remember, you want letter-writers to have more to talk about than just your grades. The interactions at office hours, or the e-mails you send your professors with questions, will all inform your professor as they write your letter. You should also feel free to ask instructors and professors if they might have any research opportunities, or know of resources in the department that can help you further your studies and develop as a scholar or a scientist. Professors often like to see this kind of initiative, so such interactions might also improve the quality of your letter.