Let’s talk about that awkward but super common situation:

You asked someone for a letter of recommendation weeks ago… maybe even months ago… and you’re still waiting. Every time you open your email, you’re hoping it’s finally that notification from CASPA saying the letter has been submitted. But nope. Still nothing.

If this is you, you are not alone. And don’t worry—we’re going to walk you through exactly what to do when your letter writer is taking forever, how to follow up without sounding pushy, and what your backup plan should be (just in case).

First: Take a Breath

This happens way more often than you’d think. Most LOR writers—especially professors, PAs, or supervisors—are juggling a million things. They probably have every intention of writing your letter, but it’s gotten lost in the chaos of their inbox or never made it to the top of their to-do list.

It doesn’t mean they don’t support you. But it does mean you need to be proactive.

Then: Double Check Your Timeline

Take a look at when your schools start reviewing apps and what their deadlines are. CASPA allows you to submit your application even if your letters haven’t all been received yet, but here’s the catch: many PA programs won’t consider your application complete until everything is in—including your letters.

So if you’re getting close to that deadline, it’s time to follow up.

How to Follow Up Without Feeling Awkward

Here’s a simple email you can copy and paste to gently remind your letter writer:

Subject: Quick Follow-Up on My PA School Letter of Recommendation

Hi [Name],
I hope you’re doing well! I just wanted to follow up and check in on the letter of recommendation for my PA school application. I know your schedule is incredibly busy, and I completely understand if things have been hectic.
My CASPA application is ready to go, and your letter is one of the final pieces I’m waiting on. If there’s anything I can do to make the process easier (like sending over my resume again or re-sending the CASPA request), just let me know.
Thanks again for your support—it truly means a lot to me!
Warmly,
[Your Name]

This message is polite, appreciative, and still makes it clear that you need to get this wrapped up soon.

When to Ask Someone Else

If you’ve followed up once or twice and still haven’t heard back—or they’ve told you they’re too busy—it’s totally okay to ask someone else. Don’t wait so long that you’re forced to submit a strong application that ends up flagged as “incomplete” because of a missing letter.

A solid, supportive letter from someone who actually has the time to write it is always better than waiting on someone who might never hit submit.

How to Avoid This in the Future

This kind of situation is frustrating, but it’s also fixable and avoidable in the future. A few quick tips:

• Ask early—way earlier than you think you need to
• Give your writers everything they need: your resume, personal statement, CASPA deadlines, and a short list of what you’d love for them to highlight
• Follow up about 2–3 weeks before your target submission date
• Always have a backup writer in mind, just in case

You’ve Got This

Waiting on someone else to submit something so important feels stressful—but don’t let it keep you stuck. You’re the CEO of your own application. Be polite, be clear, and don’t be afraid to pivot if needed.

And if you’re not sure if your current letter writers are your strongest option—or you just want expert feedback before you hit submit—this is exactly the kind of thing we walk you through in our Application to Acceptance Course. You don’t have to figure this all out alone.