Getting a recommendation letter from one’s boss can be a jittery experience because you’re not sure of the repercussions that could follow that request. And with good reason, because they may not take the fact that you’re leaving the workplace kindly. Or if you’re applying for a promotion at work, you’re aware that your boss knows your weaknesses and strengths. They’ve also witnessed your failures as equally as your victories. Will they really agree to back you with their name, position, and reputation?
Even with those fundamental questions, it’s doable. In this article, we’ll focus on how to go about it and get it right. Here are tips to guide you on how to approach your boss for a recommendation letter:
Pick the right person
When thinking of a person who will write a recommendation letter for you, pick someone who will do a stellar job. Don’t pick a random person because you may fail to meet your objective. What criteria should I use? Now you’re asking the right questions.
1. Choose someone who knows you
The person you choose should be someone who has had a professional relationship with you. Amongst your supervisors and team leaders, who have you worked with more? Choose the one who knows your work and with whom you’ve had a cordial working relationship.
2. Choose someone reputable
The school or the company that you’re moving to I assume is a reputable one. Therefore they will do their background checks before they accept you. That’s why it’s crucially important for you to ensure you pick a recommender who’s known and respected in the industry. This will greatly boost your image and case. Your preferred recommender should be someone who has proven himself/herself over time.
3. Choose someone you trust
Your recommender should be someone whom you have built a rapport with and you’re confident that they will give a fair and good recommendation. Therefore as you work you need to ensure that you build long-lasting relationships with people at work.
Of course, it’s not possible to agree with everyone, most especially your bosses. However, there is probably one or two with whom you get a rhythm and a semblance of a working relationship that even goes beyond the workplace.
When they’re called by your next employer they will vouch for you from a place of goodwill as opposed to duty. That will cement your credibility and professionalism and acing the next opportunity will be easier than ABC.
Shortlist people who can write your recommendation letter
Now that you’ve gotten the full picture of the kind of person who can recommend you, come up with a shortlist of all the supervisors and bosses who can be your recommenders. It’s important to have a wide pool because not all of them will agree to do it for you. Or secondly, some will be willing but they might not meet your deadline due to their tight schedules. Having a shortlist allows you the leeway to spread risk so that you can meet your goals and objectives with ease and in good time.
Organize a meeting
When you have your shortlist, approach your leaders one at a time according to your preference and priority. This can be done via email or a face-to-face encounter. For example:
“Hello Amadi. This is Kiarie from the procurement department. I’m currently moving to a different company/have been shortlisted for an internal promotion. I kindly request that you write a recommendation letter in my favour testifying to my work ethic, habits, skills and talents. If you do agree, I’d like to set up a meeting with you so that we can have a conversation about what is required and the time limits we have to complete the letter. Kindly tell me what day and time works for you so that I can send you a calendar invite.”
The moment the recipient responds and you both agree on a time you can meet, send them a calendar invite. Should the meeting be face-to-face or online? The best way should always be a physical meeting because then you can relay the message and see their reactions. Additionally, they’ll take you more seriously when you meet them physically.
However, if a face-to-face meeting is not possible, you can have an online meeting via Zoom, Google Meets, Cisco Webex, Microsoft Teams, or any other online platform.
During the meeting
When you meet you can brief your recommender on the purpose of the letter and why you chose them to write a recommendation letter. Give them specifics on what is expected of them in the letter. For example, you need to tell them the number of words, and the tone, update them on your latest accomplishments and educate them on the intended audience of the letter.
Once those crucial specifics are agreed upon and you’ve ensured that your boss has fully understood the assignment then by this time you can gauge if they are fully on board. If they are, you’re in luck. But if they’re not –because they’re not obligated to do it and that’s okay- you can refer to your shortlist and look for someone else. Agree on a deadline and wait for your letter.
Details that you should furnish your boss with
If you’re applying to a school:
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Details of the programme
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Your updated resume/CV
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Your contact information
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Reason for applying for the program
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Contact information of the school
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Should the letter be emailed to you or the school directly?
If you’re applying for a job or promotion:
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Details of the position
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Why you want the role
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Why you feel you’re qualified for the role
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Your updated CV/resume
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Your latest accomplishments and education
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Projects you worked on together and they were a success etc.
When the recommendation letter is sent to you
When your recommender submits your letter within the deadline as agreed. You should follow up with a thank you note. You can either choose to call them or write them a detailed letter of gratitude. In the message, you should appreciate them for taking time out of their busy schedules to slot your requests in.
For example,
"Hello Kimani, I’d like to register my appreciation to you for your kindness and willingness to write a recommendation letter for me. You have quite a busy schedule but you took the time to grant my request. The letter will go a long way in helping me achieve my objectives and I have you to thank for that. Have a nice day."
Read also: How to Quit Your Job Without Burning Bridges
Conclusion
It’s all about relationships. Getting a recommendation letter from your boss might be a pensive experience. But when you establish a cordial relationship with your seniors it will make it easier for you to approach them for such a momentous request. Regardless, don’t be scared. Focus on your dreams and goals. They will motivate you to approach your supervisor for your recommendation letter.