Strong letters of recommendation are very important to a student’s likelihood of landing internships, scholarships, admission to graduate and professional schools, and even jobs. But it takes planning to make those strong letters possible.
By the way, that delicious photo of seasonal fall pies accompanying this article must be credited to Ann Valentine, a flikr contributor. She named the picture “A Trio of Pie Amazingness,” which definitely fits.
Keeping our cooking metaphor going, here are those seven ingredients you will need to obtain and combine in order to cook up those helpful letters of recommendation.
Ingredient #1: Build relationships with professors.
Build relationships and rapport with professors before you ask for a letter of recommendation! How? By attending and participating in class, asking questions after class, and visiting during office hours for starters. If you ask a professor you have never previously spoken with for a letter of recommendation, you are likely to get a “no” for an answer!
Ingredient #2: Choose your recommenders carefully.
The best recommender varies somewhat depending on the application, but it is always best to ask someone who knows you well. A professor who taught you in several courses, or served as your research mentor, or who hired you as an undergraduate teaching assistant will know you well enough to write a letter on your behalf for graduate or professional school. If you are applying for a job as a camp counselor, a staff person in Residential Life who supervised your work as an RA could be an excellent choice.
INSIDE TIP: For graduate school recommendations, you will want to choose faculty members in your major to serve as recommenders. Permanent, full-time faculty members are particularly desirable for this role, but only if they know you and your work.
Ingredient #3: Ask early!
Allow at least 2 months prior to the deadline for the application for graduate school. Anything less than 6 weeks is an imposition. For certain internships and small scholarships, a shorter turnaround time may be necessary, but always give the letter-writer as much time as you possibly can. Asking potential recommenders 3-6 months ahead if they would be willing to write a letter gives them a chance to get used to the idea. Then you circle back when the details are available.
INSIDE TIP: Usually, if the faculty member seems hesitant to commit, it is best to back off and ask a different recommender. However, if you know the faculty member well and have performed well in classes taught by him or her, ordinarily they should be willing to write a letter if you have given adequate notice.
Ingredient #4: Ask in person, face to face, and not by e-mail.
E-mail is OK to set up an in-person appointment or a telephone conference. But the “ask” itself needs to be in person if at all possible, with telephone as backup. There are many reasons for this, including: (1) it emphasizes how important the letter is to you; (2) it gives you an opportunity to provide context and answer questions; (3) it gives the letter writer a chance to remember you.
Let me be clear: many faculty members are offended by a request to write a letter of reference that comes in the form of an offhand and vague email such as the following:
Hey Dr. King,
How are you? Long time no see. I’m writing because I am applying for an internship at the Walters Art Gallery and I need a letter of recommendation. Can you do this for me?
Thanks,
Maria
Better E-Mail
Dear Dr. King,
As you may remember, I am a Visual Arts major in the Art History concentration and one of your advisees. I am writing to set up an appointment to discuss my plan to apply for a competitive summer internship at the Walters Art Gallery. Would it be convenient for me to come by during your office hours on Thursday or is there a better time? I am on campus every day but Fridays and generally available after 11 am.
Thank you in advance for your interest and assistance. I hope to hear from you soon.
Sincerely,
Maria Delgado
Campus ID xxxxxxx
E-mail del2@umbc.edu
Ingredient #5: Give the letter-writer everything they need to do the job.
The letter writer needs, in writing, so they can refer to it later:
1. Facts about you
2. Facts about the position or program you are applying for
3. Facts about exactly what you want him or her to do and when
Often it is helpful to provide a copy of your resume and your unofficial transcript. The transcript reminds them what courses you took with them and the grades you earned and gives an overall picture of your academic program. If the application requires you to write a “personal statement,” it is very helpful to provide a draft of your statement to the recommender.
It is critical to provide the logistical details; if it is an on-line reference, is there a form to complete, and where do they send the letter? Your goal is to make the process as simple and painless as possible for your recommender.
Ingredient #6: Be very clear about any deadlines.
Build a “fudge factor” into the deadline you give the recommender. If possible, suggest a deadline that is several weeks earlier than the final “drop dead” deadline. Be very, very clear about the deadline and then send gentle “nudge” e-mails to remind the letter-writer that the deadline is 2 weeks away, 1 week away, etc. Then, if the deadline is a few days away and you do not have confirmation that the letter has been produced and submitted, go to see the professor in person and courteously inquire about the status. Keep nudging until the professor confirms that the letter has been submitted.
Ingredient #7: Send a thank you in writing to any person who has written a letter on your behalf.
An e-mail is good; a hand-written note is even better.
Additional Resources:
Graduate School Application Guide, Career Center Website
Writing Letters of Recommendation, Joe Schall, Penn State Univ.
EXTRA CREDIT DISCUSSION QUESTION
Have you usually found your professors willing to write letters of recommendation? Share your thoughts and experiences in the comment section below!
