POSSIBLE EMAIL RESPONSE TO A LAST-MINUTE REQUEST FOR A LETTER OF RECOMMENDATION

Dear XXX,

_______ sounds like a good opportunity. Yes, I do need a couple things in order to write a recommendation letter for an internship.

1. I would like to see a description of the internships - printed and photocopied, or you could come in with information about the opportunity and explain it to me face to face. Either way I need something in writing.
2. I need to know if you will be writing a statement or not. I need a copy of your statement if you will be including a personal statement. If not, let me know if there is anything specific you will be including in your application that I could make reference to in my letter. I like to shape my letters to reinforce what you say on your application, so is there anything you will be highlighting regarding why they should choose you?
3. Do they ask for a generic "letter of support" or do they direct the letter writer to focus on anything in particular? I will need a copy of the directions for the recommendation letter.
4. I need the name of the person I should be writing the letter to and an address. To be honest, the best process with me is to drop me off a couple of pieces of information and an addressed (does not have to be stamped) envelope - it speeds up my end of the process a great deal. Any time the person who will be deciding on you is named, I prefer to personalize the letters.
5. I need the deadline by which the letter needs to be mailed. While I recognize that sometimes oppotunities present themselves and you have little time to respond, it's best to ask me (and others) with several weeks' lead time. A month is a common courtesy.
That's my best advice - this is for this time around and for all the other letters I will write for you in your future, because we both know you are going places!

Best,

T. Professor