Asking for Letters of Recommendation

Suggestions for Students1

Asking someone to write you a letter of recommendation is asking for a big and important favor, so it’s critical to take the time to be clear, professional, and appropriate.

1Some of the material and language on this handout was taken from the following resources:

CSU Long Beach: http://web.csulb.edu/~psy301/lettersrec.html

St. Olaf College: http://wp.stolaf.edu/english/how-to-ask-a-professor-for-a-letter-of-recommendation/

University of North Carolina, Pembroke:

https://www.uncp.edu/sites/default/files/Images_Docs/Academics/Colleges_Schools_and_Departments/De

partments/English_Theatre_and_Foreign_Languages/letter_of_recommendation.pdf

2.22.17

1. Make good choices about whom to ask for a recommendation. Ask people who know you well: Faculty members who know your work; instructors and others who can write about your academic performance and/or other qualities. You don’t need to have gotten an “A” in a class to ask a faculty member for a recommendation, but it is important that the instructor knows a bit about you and your effort: Did you go to office hours? Did you participate regularly in class? Did your academic performance improve throughout the semester? Did you act professionally and appropriately in class? People who agree to write recommendations for students want to say positive things about your academic abilities and other qualities, so choose someone who can do this easily.

2. Ask well in advance of deadlines. Letters of recommendation take time to write, so be considerate of what you are asking: give instructors at least two weeks to write and submit recommendations, and more time, if possible.

3. If possible, schedule time to ask in person. Go to office hours or make an appointment with an instructor to make your request. Asking an instructor before or after class means that you may not have time to ask politely and/or may put the person into an awkward position. During the appointment, be prepared to discuss why you want the recommendation, what makes you suited for the thing you are applying for, and any special criteria of evaluation the recommender should know about for individual jobs/scholarships/grad schools, etc.

Stanford University: https://undergrad.stanford.edu/academic-planning/engage-faculty/asking-letters-

recommendation

2.22.17

2 If you aren’t able to meet an instructor in person, write a short, professional email to ask if the instructor would be willing to write a recommendation for you. If the faculty member says yes, prepare a separate email with appropriate information (see below).

4. Prepare beforehand and provide your instructor with materials that will make his/her job easier. You can do this with hard copies or electronic versions. Here’s a checklist of what materials will likely be included:

□ the recommendation form itself

□ background information about what you are applying for (a graduate program? a specific scholarship? an internship?)

□ a copy of your transcript (an unofficial transcript is fine), your resume (if you are applying for something work related)

□ a statement of purpose or application essay (depending on what you are applying for)

□ additional documents that will help your instructor write a strong letter on your behalf (for example, a paper that you wrote for his/her class, a list of extra- curricular activities that you are involved in, creative work that relates to what you are applying for).

If you are giving these materials to your instructor in electronic form (in an email, for instance), be sure to provide a clear and brief cover letter that explains what you have included and why.

5. Double check all of your forms and provide clear submission instructions and deadlines. If you are requesting a paper recommendation, make sure you have:

□ filled out the information you must submit

□ signed the form as requested. If you are requesting online submissions, make sure that you:

□ register the professor with the recommended portfolio/application service

□ make it very clear when and where the recommendations should be submitted

2.22.17

3 □ put this information in bold in an email or include it in brief cover letter. Most faculty members will want to submit letters of recommendation directly to the school or program you are applying for; do not ask the faculty member to send the recommendation directly to you.

2.22.17

4 6. In your materials, especially in correspondence with your instructor, take care to write professionally. If you email your instructor: . provide an appropriate salutation (“Dear Professor ______”) . be brief and clear in what you are asking (“I am following up from our meeting with the recommendation form and other materials we discussed”) . be specific about what your needs are (“This letter of recommendation should be submitted electronically to _____ no later than ______”) . proofread your email for clarity, grammar errors, and typos.

7. Other important tips: . It’s a good idea to send a reminder to your instructor about one week before the recommendation is due, asking if the letter-writer needs any additional information. . If you change your mind about needing a letter of recommendation, let your instructor know right away as s/he is probably putting several hours of time into helping you.

8. Follow up. After submitting your application:

□ send an email or handwritten card to the faculty member who helped you out,

to thank them for their time and guidance.

□ Be sure to also let the faculty member know of the outcome of your application, whether or not you were accepted.

Keeping in touch with a faculty member after you learn the outcome of your application is also a strategic move: you may need to request additional support for this instructor and s/he will be much more agreeable about helping you out again if you have reported on how the previous application went.

2.22.17