At some point in your academic career, you will find yourself in need of letters of reference, whether for study abroad programs, internships, entrance into professional organizations, graduate school, jobs, etc. When the time comes for you to request a recommendation from me or another faculty member, please consider the following:
- Writing a strong recommendation letter takes time. Give your recommender at least two—preferably three—weeks notice before the deadline. If you request a letter any later, be sure to explain and apologize for the short notice.
- Faculty teach multiple classes each semester, and you’d be amazed by how quickly memories of former students begin to fade. Be sure to remind your recommender in what class and academic term you were enrolled.
- Even if the application doesn’t require you to do so, always waive your right to read your recommendation. Not only does this ensure your recommender will be more candid, but it will also encourage those people reviewing your application to take the material more seriously.
General Timeline
3 weeks before your deadline
- Write to inquire whether or not the chosen faculty member would be available and willing to write for you.* In this initial correspondence, be sure to include the following:
- Reminder of what term/class you took with the professor
- Brief overview of the program to which you’re applying.
- Do not simply provide a link and expect your potential recommender to research the position for herself.
- Explanation of why you think this person, in particular, would be the best person to write for you.
- Keep in mind that your enrollment in a small class does not necessarily mean the instructor can speak to your individual strengths. Consider how often you interacted, contributed to class discussion, attended office hours, etc.
- An offer to provide any additional materials, such as a copy of your resume and/or your final project for the course, should they choose to write for you.
* Even if you choose to ask for a letter in person, be sure to follow up in writing. For many faculty, a deadline isn’t a deadline until it’s in their inbox and on their calendar.
1 week before your deadline
- Send a friendly email asking if your recommender needs anything else in order to write your letter. This email has the benefit of reminding her that the deadline is fast approaching.
Immediately following receipt of the letter
- Send a thank-you note to your recommender that includes a promise to let her know the outcome of your application. And remember, while an email may be acceptable, a handwritten note is often more meaningful.
Once you receive feedback from the organization, company, university, etc.
- Send an email announcing your acceptance or rejection. Again, writing letters takes time. Demonstrate your appreciation of that time by letting your recommenders know that their work (and yours!) paid off. And don’t be embarrassed to write if you don’t get accepted. Everyone faces rejection at some point in life. And who better to commiserate with than someone who’s already proven an advocate for you and your work?
Virginia Garnett 