Send recommender reminders

Overview

As deadlines approach, send polite reminders to teachers about submission deadlines. Do this 2-3 weeks before each deadline.

Why Reminders Help

Teachers Are Busy

• Multiple recommendations
• Fall semester workload
• Other priorities
• Easy to forget

Your Timeline

• Deadlines approach
• Processing time needed
• Submission confirmation

Professional Courtesy

• Shows respect
• Helps teacher
• Builds goodwill

When to Send Reminders

3-4 Weeks Before

• First gentle reminder
• Mention specific deadline
• Offer to help

2 Weeks Before

• More direct reminder
• Specific request for submission
• Offer materials if needed

1 Week Before

• Urgent reminder (if not yet submitted)
• Follow up in person
• Contact counselor if needed

How to Send Reminders

Professional Email

Subject: Friendly reminder - Recommendation for November 1 deadline

Dear [Teacher Name],

I hope you're doing well. I wanted to follow up on my college recommendation for applications due November 1.

The deadlines for the schools where you're my recommender are:

If you need any additional materials, please let me know. I'm happy to provide more context or details about specific achievements you might want to mention.

Thank you so much for your time and support!

Best, [Your name] Class of 2026

Verbal Reminder

In person (more informal):

"Hi Ms./Mr. [Teacher Name], I just wanted to thank you again for writing my recommendation letter. I saw the deadline is coming up - please let me know if there's anything more I can provide."

Content of Reminders

Include

• Specific deadline (not general)
• School name
• Any special instructions
• Offer to help

Don't Include

• Demanding tone
• Pressure tactics
• Blame
• Multiple reminders in short time

What to Do If Not Submitted

After 1 Week Overdue

• Check Common App status
• Contact counselor
• Email teacher directly

After 2 Weeks Overdue

• Escalate to counselor
• Consider alternative recommender
• Talk to admissions if needed

After Deadline

• Some schools extend briefly
• Communicate with admissions
• Professional resolution

Alternative If Teacher Can't Submit

Contact Admissions

• Explain situation
• Request alternative
• Provide replacement quickly

Replacement Recommender

• Another teacher
• Employer
• Coach
• Mentor

Accept Consequences

• Some schools won't review without letter
• Missed opportunity
• Move forward with other applications

Tracking

Spreadsheet

| Teacher | School 1 | School 2 | School 3 | Submitted? | Reminder Sent? |

Common App Portal

• Check status weekly
• Confirm submissions
• Note dates

Follow-Up Emails

• Keep copies
• Track patterns
• Professional record

Handling Stress

Your Anxiety

• Normal to feel anxious
• Trust teacher
• Verify submission
• Focus on what you can control

Their Stress

• Understand teacher workload
• Be patient
• Offer help
• Don't add pressure

Balance

• Reminder without nagging
• Professional without pushy
• Firm without disrespectful

Common Scenarios

Teacher Never Responds

• Escalate to counselor
• Consider new recommender
• Don't panic
• Move forward

Last Minute Submission

• Some teachers work on deadline
• Don't panic
• Verify after deadline

Multiple Schools

• Different deadlines
• Same teacher for all (usually)
• One letter distributed
• Monitor all deadlines

ED/EA Specifically

• Earlier deadlines (November 1)
• Earlier reminders needed
• Prioritize with teacher

After Submission

Thank You

• Immediate thank-you email
• Verbal thank-you in person
• Small gift or handwritten note
• Lasting appreciation

Update Teacher

• Share college decisions
• Let them know where you got in
• Share where you're going
• Maintain relationship

Future References

• These teachers may help again
• Graduate school
• Scholarships
• Job references

Professional Etiquette

Respectful Tone

• Always polite
• Not demanding
• Professional
• Grateful

Understanding Context

• Teacher has other students
• Personal life
• Other responsibilities
• Patience matters

Clear Communication

• Specific deadlines
• Specific schools
• Specific needs
• No ambiguity

If a Teacher Declines

Gracious Response

• Accept decision
• Don't pressure
• Move on professionally
• Find alternative

Understanding Why

• Workload
• Personal reasons
• Not knowing you well
• Other commitments

Alternative Plans

• Another teacher
• Counselor perspective
• Application still strong
• Move forward

Special Situations

Teacher Illness

• Understanding required
• Offer flexibility
• Contact counselor
• Find alternative if needed

Teacher Leaving School

• Coordinate timing
• Get letter before they leave
• Backup plan

New Recommender Needed

• Approach carefully
• Explain context
• Provide adequate time
• Gratitude

Long-Term Relationship

Beyond College

• Stay in touch
• Update on college
• Maintain connection
• Lifelong network

Professional Development

• These teachers become mentors
• Professional references
• Networking opportunities
• Lifelong relationships