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Original poster

How long to give lecturer to reply to email?

52 replies

academias · 22/10/2020 16:02

I graduated a year ago and recently emailed my undergraduate dissertation supervisor to ask if she would be able to be one of my academic references for some applications.

I emailed last week to ask this which was four weeks before the deadline. It has been exactly a week and I have not yet had a reply and now that puts it at three weeks before the application deadline.

This lecturer is the one who knows me best academically as they were my supervisor, work in the area I am hoping to go into and they taught me during all the relevant modules. However they are also very senior and very busy so I was anticipating there would be a delay in their response and I completely understand.

When would it be polite to send a reminder? Should I just forward the original email or write a new one?

OP posts:
RatSoup · 22/10/2020 17:02

Hi, Well, for many of us workloads are utterly unmanageable right now, so it isn't surprising the odd email gets missed. If it has been a week, I'd send it again, / forward it, and attach your CV (and anything else which might make it easier for her / him to remember you and make writing a reference a little faster). You could say something like'If I haven't heard from you in a week, I'll assume it is ok to put you down' or something similar. Or give them a ring; I have my office phone transferred to my mobile for WFH.
Good luck!

ApolloandDaphne · 22/10/2020 17:04

I know at our uni it is our Independent Learning week and also the local school holidays. Is it possible she is on holiday at the moment? Maybe wait until Monday and ring them or e mail again.

Original poster
academias · 22/10/2020 17:45

@RatSoup

Hi, Well, for many of us workloads are utterly unmanageable right now, so it isn't surprising the odd email gets missed. If it has been a week, I'd send it again, / forward it, and attach your CV (and anything else which might make it easier for her / him to remember you and make writing a reference a little faster). You could say something like'If I haven't heard from you in a week, I'll assume it is ok to put you down' or something similar. Or give them a ring; I have my office phone transferred to my mobile for WFH. Good luck!
I know it's such rubbish timing, this lecturer is quite senior so I can imagine her workload is unbearable right now. I feel guilty adding to their workload by asking for a reference but as they were my supervisor they are the member of staff that knows me best.

I think I will just presume they missed it and will resend it.

OP posts:
Submariner · 22/10/2020 17:47

Just to give an alternative experience, when I had to get a reference for my MSc application (admittedly 10 years later!) one person just never replied and didn't have an out of office on. I just tried someone else who answered quickly and was able to help. Is there anyone else you can try?

Original poster
academias · 22/10/2020 17:47

@ApolloandDaphne

I know at our uni it is our Independent Learning week and also the local school holidays. Is it possible she is on holiday at the moment? Maybe wait until Monday and ring them or e mail again.
I just checked and it isn't reading week yet. I think it is just usual term-time busyness coupled with coping with the added workload due to COVID.
OP posts:
MissMarplesGlove · 22/10/2020 17:48

We are really busy so make it as easy as you can for her to write the reference - send all the information she will need: a CV , and your application, plus any job specs etc.

Original poster
academias · 22/10/2020 17:51

@Submariner

Just to give an alternative experience, when I had to get a reference for my MSc application (admittedly 10 years later!) one person just never replied and didn't have an out of office on. I just tried someone else who answered quickly and was able to help. Is there anyone else you can try?
There is but it would be a big drop in the quality of the reference.

I need two references so I have asked my university tutor (who has said yes) and then my dissertation supervisor.

The next person I could ask would be a lecturer who also ran seminars. They know me but wouldn't be able to speak about my research skills unlike my supervisor.

OP posts:
Ffsnosexallowed · 22/10/2020 17:51

Could you call her instead of emailing?

qudylogra · 22/10/2020 19:08

Most academics won't be working in their offices on campus but from home, so unless you know personal phone number you won't be able to reach by phone.

Poppingnostopping · 22/10/2020 19:09

I know everyone is busy but it still needs doing- I would just apologise for asking again and ask again! Things slip down my email and I actually appreciate a reminder. I'd also appreciate a CV and a paragraph relevant to the application- or bullet points of the main skills to cover. Make it super- easy. If you haven't heard after another week, I'd email the admin person of the dep't and actually check they aren't sick or something, and then ask the other person with a nice 'emergency' help email.

We have to at least answer student emails in 2 working days, even if we didn't do the ref straight away. Good luck with the application!

movingonup20 · 22/10/2020 19:12

If you haven't heard back from a second request I would simply list them, my exh gets reference requests all the time without prior warning

MotherOfCrocodiles · 22/10/2020 19:50

I am a lecturer. I tell my students that if I have not acknowledged their email by the end of the next working day, please resend as it may have slipped the net. I also tell them to remind me a week before the deadline for things like references.

I'd suggest if it's been a week send them a polite email saying you just wanted to check that they are willing to be listed, the deadline is x date, you attach your cv and application letter.

MotherOfCrocodiles · 22/10/2020 19:51

If they supervised your dissertation it would be very unusual to say no.

Premiumbond · 22/10/2020 19:56

The academic you've emailed could be on sick leave / hospitalised. Have you factored that in?

gnomeisland · 22/10/2020 20:00

It might be worth finding out if they are still working for the University. Staff move on, or are absent for illness etc and it's not unknown for internal systems to take a considerable time to update their systems.

Original poster
academias · 22/10/2020 20:52

Thank you all for the replies. I know she definitely still works there as she is listed on the university webpage which is kept up-to-date. I recall when I was a student and I would email her she would take around three days to respond unless it was something she could quickly reply to. So it's not completely out of character for replies to take a little while.

I think I will resend the email tomorrow and if I don't hear by Tuesday I will email someone in the department offices and ask.

OP posts:
Fink · 22/10/2020 20:58

I couldn't get hold of my first choice of tutor for a PhD reference so I used someone who'd only taught me for one module so didn't know me anything like as well. He wrote the most glowing reference ever, it was amazing. If I were you I'd send one follow up, but start thinking of a second choice at the same time. Worst case scenario: you end up with an extra reference.

Original poster
academias · 27/10/2020 12:02

I've still not had a reply, even after a follow-up email so I just presume it's a no. I'm now in a blind panic as I didn't anticipate this as I got on really well with my dissertation supervisor and got high grades in my dissertation and all of the modules she taught. It is probably because she is incredibly busy but it's hard not to take it personally/as a hint she thinks I'm not capable enough to do a PhD (I know that sounds silly).

I'm worried as my nearest deadline is 12th November - is this too soon to ask someone new?

Then the rest require three references and I have no idea who to ask for the third reference. It looks like I will have to ask random lecturers and hope one of them is willing to write a reference for someone who was just a face in a crowded lecture theatre.

OP posts:
Original poster
academias · 27/10/2020 12:17

I just noticed that my supervisor now has a personal assistant, would it be acceptable to contact her and ask her whether my supervisor would be able to provide a reference?

Alternatively, if my supervisor is quite senior does that mean they would no longer provide references for previous students?

Sorry for all the questions, just feeling a little overwhelmed as I know the clock is ticking.

OP posts:
MissMarplesGlove · 27/10/2020 13:30

Definitely contact the PA.

It is very rare for academics to have PAs. My Dean shares one with 3 other colleagues, for example, and they are running a large Faculty.

It means that your former supervisor is extremely busy and needs someone to filter things for her.

GreyishDays · 27/10/2020 13:34

Check that you really need three. If you don’t have three, you don’t have them. Not unusual if you’re young.

Original poster
academias · 27/10/2020 13:36

@MissMarplesGlove

Definitely contact the PA.

It is very rare for academics to have PAs. My Dean shares one with 3 other colleagues, for example, and they are running a large Faculty.

It means that your former supervisor is extremely busy and needs someone to filter things for her.

Ok, thank you for your reply I will email the PA.

How should I phrase the email, would something like

"I have been trying to contact Dr. X to ask if she would be able to provide a reference. Please can you advise if she would be able to do so"

be ok or should I go into more depth? Should I mention I have emailed Dr. X directly but not had a reply?

I've never had to go through a PA before so not sure how to phrase it.

Sorry for all the silly questions, I am definitely overthinking all of this. Blush

OP posts:
MissMarplesGlove · 27/10/2020 13:45

Yes you are overthinking it! Grin Send your first version - short, to the point, easy to answer.

Do you have a back up referee? Just in case ...

MedSchoolRat · 28/10/2020 20:03

I was gonna say PHONE the lecturer. But hopefully the PA will have sorted this for OP. I often chase my boss (busy Prof) for other people. This is fine. His PA used to do the same job.

Original poster
academias · 02/11/2020 08:29

Just wanted to update everyone, I have had a reply now and they are happy to provide a reference for PhD applications. :)

The issue I am now having is I want to get a job in my field for over the next year whilst I apply and that will require a reference from my university. I feel cheeky asking her for another reference now for job applications after having just asked for one for PhD applications. Is it cheeky to ask again? Or should I try and ask someone else? This academic knows me the best over the longest period of time which is why I would like to ask her but could ask someone else if necessary.

What is the etiquette for asking for references and when does it get into being cheeky?

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