You are a busy bee, as are your professors. Save yourself and them time by being organized and prepared when you approach them to request letters of recommendation.  Here are the top five ways to BEE successful at this task.

1.Bee early.

2.Bee professional.

3.Bee clear. 

4.Bee complete.

5.Bee thankful.

OK, we could just stop there.  That’s our message.  But maybe we should say just a smidgeon more about each of these?  Give a few examples?  

But first, our photo credit:  feast your eyes on a solitary Anthidium florentinum (bee) feasting on pollen from Lantana (perennial flowering plant), courtesy of Alvesgaspar on Wikimedia Commons! Any entomology enthusiasts reading this will know immediately that bees do not “feast” on the pollen, but carry it dutifully in “baskets” from here to there…   

Give the letter-writer at least a month minimum.  Longer is better.  Adjust (“fudge”) the deadline slightly so even if the letter is a tiny bit later than your deadline, it will still meet the program’s deadline.

Ask courteously in person if at all possible.  A casual e-mail requesting a letter of recommendation is NOT ACCEPTABLE.  A brief, professional e-mail setting up an appointment to discuss the request is much, much better. And if the professor or other individual seems reluctant, consider asking someone else who can be more enthusiastic about your prospects.  And when it comes time to write any gentle “nudge” e-mails to make sure the letter was sent, be sure those are indeed gentle and professional. 

Here is a casual e-mail that you DON’T want to send:

And here is a much better and more professional e-mail that you DO want to send.

Bee  very clear about what is needed, in what form, and by what deadline.  

Bee very clear about what is needed, in what form, and by what deadline.

Bee very clear about what is needed, in what form, and by what deadline.

Got it?

Provide the recommender with a packet of information that contains everything needed to complete the task.  The letter writer needs:  

1. Facts about you

2. Facts about the position, program, or scholarship you are applying for

3. Facts about exactly what he or she needs to do and when  (See BEE Clear above!)

Here are the typical documents you will want to provide:

• Your resume

• Your unofficial transcript, highlighting courses taken with this professor

• Bullet points about your features and accomplishments that might be relevant to this recommendation (beekeeping only if you are applying for an entomology program)

• A description of the program or scholarship you are applying for and a link to a website with more detail

 

• Any narrative statement you are submitting as part of the application

• All logistical details about format, how to submit, and the address to which a letter should be mailed if U.S. mail is called for and time frame/deadline. 

5. BEE THANKFUL

An e-mail is good; a hand-written note is even better.  This is very important. It takes time to write a good letter of recommendation and acknowledging the assistance is essential and expected.

Here’s a link to words of wisdom from UMBC professor and administrator  Dr. Renata Tull on letters of recommendation:

Graduate School Application Guide, Career Center Website

Writing Letters of Recommendation, Joe Schall, Penn State Univ.