The first thing to know is that professors expect to write letters of recommendation for their students. It is part of their role. In fact, they are even happy to do it if you have been a strong student, if they know you, and if you ask in the right way. The same applies to staff members, such as academic advisors, student life professionals, staff who supervised you as a student worker, coaches, etc.
Here are some FAQs to help you get started:
When should I ask for letters of recommendation?
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.
Who are the best people to ask for letters?
This varies a bit, depending on the type of application, but it is always best to ask someone who knows you well. A professor who has taught you several times, or served as your undergraduate research mentor, or who taught you in a small class with a lot of interaction will know you well enough to recommend you. If you are applying for a graduate program in History, a History professor would be ideal. If you are applying for a summer job as a camp counselor, a staff person in Residential Life who supervised your work as an RA could be an excellent choice.
How do I go about asking? What if I fear rejection?
If you have a good record, you should not be fearful. Also, if you have been getting to know your professors all along, you will have a rapport with some professors. A main point here is to ask in person! Unless you or the faculty/staff member are out of the country for months, you need to ask face to face and not via e-mail. (Telephone is second best.) E-mail to make an appointment or visit the faculty member during posted office hours.
What information should I provide the letter-writer?
The letter-writer needs three types of information: (1) facts about you; (2) facts about the position or program you are applying for; and (3) facts about exactly what you want them to do. Provide all this in writing, so they will not have to memorize it. It can be extremely helpful to give the letter writer a copy of your resume, your transcript (if appropriate), a summary of accomplishments, and reminders about what courses you took with him/her and what grades you earned on major papers and projects. Be sure they have clear instructions about to whom to address the letter, any instructions for the letter, any form that needs to be a cover to the letter, etc. Make it as simple as you can for them.
How do I make sure they meet the deadline?
If possible, suggest a deadline that is several weeks earlier than the actual “drop dead” date established by the program. Whatever deadline you set, be very, very clear about it. Then, send gentle “nudge” e-mails to remind the letter-writer that the deadline is 2 weeks away, 1 week away, etc. Then, when the deadline is a few days away and you do not have confirmation that the letter has been produced, go to see the professor in person and courteously inquire about the status.
Should I expect to be given a copy of the letter?
If the letter-writer wants to give you a copy, accept it cheerfully, but never ask for a copy. Often there is a requirement that the letter be kept confidential—not shared with the student. In theory, this allows the recommender to be more candid.
What do I do once the letter has been submitted?
Write a note of thanks to every individual who submitted a letter on your behalf. This is very, very important. An e-mail is fine; a handwritten note is even better.
For even more tips for letters of recommendation, click on the link at the bottom of this article.
EXTRA CREDIT BONUS QUESTION:
What makes someone a good choice to write a letter of recommendation for you?
