Question about reminding profs of due dates

[alkaline262]

I have a question about reminding my recommending profs that some of the deadlines for their reference letters are approaching. I applied to 12 schools with due dates ranging from Dec 1^st through Feb. I was last in contact with my professors on Oct 26 when I sent them additional information about one more school I decided to apply to. Should I still send out a brief reminder about the due dates, and if so when?

I was thinking about sending something in two weeks saying:

Dr. X,

I just wanted to let you know that the application process for some of the programs I applied to will be coming to a close soon in the beginning of December. I know this is also a very busy time for you with the end of the semester, but I just wanted to get in touch with you to see how letters are going. Please let me know if there is any additional information you need to complete the process.

Thank you,

Student

[Bearcat1]

I've been thinking about the same thing. I sent a spreadsheet with all the due dates for the programs to which I'm applying, but that was weeks ago. Most of the applications have a place to resend the requests to recommenders, so I was thinking of writing something like this:

Dear So-and-so,

Just a quick reminder that the first of the application deadlines for the programs to which I'm applying is coming up on December 1st. I know the requests were emailed a while ago, so if it would be helpful for me to resend them please let me know and I can do that right away. Thank you again for your help with the application process; your time is very much appreciated.

Sincerely,

Me

I have fairly close relationships with all three of my recommenders, but that could be more formal if necessary. I figure the point is to remind them because I know they probably aren't paying close attention to due dates like I am, and it's very likely those emails will be a pain for them to go back and locate, so I'm hoping straight to the point is a good approach. I'm also hoping that once I remind them of the December 1st deadline, they'll just send them all and I won't have to do that every week(ish) for two months.

[iowaguy]

Are you sending this reminder through the online application system (ApplyYourself is what most of my schools are using) or are you sending an email through your personal email? I was wondering if the ApplyYourself might be preferable as it presumably has a link to the eval included in the email?

[TakeruK]

If you have a good relationship with your supervisor, then don't be extra formal for no reason. My profs basically told me to badger them everyday once it got close to the deadline. But if you are afraid of being "bossy" (and to be honest, the deadline is over 1 month away!!), instead of reminding them of the deadline, you could say something like...."here's one more school please, and please let me know if you want me to remind you about each school's deadline as it comes up", or something like that.

I asked my profs for LORs about Oct, and sent the actual requests about this time last year. I followed up with an email reminder about 2 weeks before the deadline and again 2 days before the deadline. If they didn't submit it (only happened to one prof once), I emailed them again 2 days after the deadline to make sure everything was okay. Usually, LOR deadlines are not as strict as getting your own application in!

[alkaline262]

I like the idea of asking them in the letter if they would like future reminders as other due dates approach. I applied to twelve schools, and I am afraid some will get forgotten.

[thenerdypengwin]

Ask them, do you need anything extra from me? it's better to assume that they haven't forgotten or are in any way irresponsible... but the friendly reminder does just that. Also, if they are into research (or are really better), it's better to get right to the point: short and sweet. They know you know they're busy, and they know it. No need to beat around the bush. Just say it nicely and don't waste their time with having to read a whole paragraph. 3 sentences, max.

[fuzzylogician]

If you're friendly with your recommenders, ask them what reminder system works for them. Some will want you to remind them periodically, some will be on top of things and not want your extra email in their inbox. If you're unsure, a polite email like was suggested in several posts above will do the trick. I'd go for 2 weeks for before the deadline, then if you get no reply and no letter is submitted, a week before the deadline and the day before. As part of the reminder, to ease your mind, ask your recommender to acknowledge that they still intend to write the letter - otherwise you might be left wondering whether or not your email was received and whether your recommender is still on board with writing the letter. Do this 2 weeks before the deadline so that if something comes up, you still have time to find a replacement before it's too late.

[emmm]

I sent reminders until I got the confirmation from the application websites that the letters had been received. No one seemed to mind the reminders and two of my recommenders actually thanked me for them. The other was consistently prompt getting his letter in and got sent very few reminders :-)