Guidelines for Requesting Letter of Recommendation

Introduction

Here is a PDF file with these instructions.

Are you applying to graduate school or seeking a letter of recommendation for a job? Good for you! I would like to do anything I can to help. But in order for me to write you a letter or provide a phone recommendation that will actually help you, you need to plan ahead and do some additional preparation. Before we get to specific instructions, please consider the following:

  • Letter writers should have something constructive to say beyond observing that you are capable of following instructions or completing assignments on time. Virtually all letters of recommendation are positive, so a generically positive letter will not help you (and faint praise might even be considered to be negative). If you did not do very well in one or more of my classes, please consider carefully whether or not you want me to write a letter of recommendation for you. I will do my best to emphasize your talents and achievements, but I have to be honest when asked to compare you to other students, assess your readiness for graduate-level work, and discuss your ability to find novel solutions to difficult problems. I am also likely to be asked to comment on weaknesses.
  • The strongest letters for admission to a graduate program generally will be from faculty, not from professional supervisors. This is because faculty know what words and phrases other faculty want to hear about prospective graduate students. Hopefully, you made a point of doing well in courses taught by faculty who can comment on your determination, creativity, maturity, and technical acumen.
  • I and other faculty who may write your letters of recommendation are likely to be very busy, particularly during the time when your letters are due. In order for us to write positive letters and get them submitted on time, you need to plan ahead, provide clear and concise instructions, and follow up to make sure that the process moves smoothly.
  • If you want to list me as a reference on a job application, please give me an updated CV/resume, and tell me about each job to which you are applying so that I am not surprised by getting a phone call from someone in Human Resources.

With the above in mind, here are some guidelines and instructions, including information on timing. If you are not prepared to follow the guidelines and schedule below, please don’t ask me for a letter of recommendation. When you contact me asking for letters, you will be asked to confirm that you have read the guidelines below and are prepared them. Please take your time to read this information carefully. This information (or something close to it) is likely to apply to other letter writers as well.

The information below is focused on applications to graduate school, but many of the concepts also apply to applications for professional employment.

Notes if you want help with selecting potential schools/programs/advisors

  • If you want to talk to me about what schools to apply to, please suggest several days/times when we might speak in person or by phone, or show up during regular office hours. This will be a conversation, not a list of programs in response to an email. This conversation will be most useful if we have it 3+ months ahead of the date when you ask me for letters of recommendation, so you have a chance to do some research, consider your academic and career goals, make initial contacts by email and phone, etc.
  • Please do some preparation before you contact me. Look into several potential graduate programs, find out about entrance requirements, which faculty are doing what kind of research, coursework requirements, TA opportunities, etc. You should have some ideas about what kind(s) of program you might be looking for. Your approach should be simultaneously ambitious and realistic. For example, if you plan to apply to an engineering program, you should have taken (or plan to take) additional math, physics, programming or other technical courses, as engineering programs will expect. Be ready to talk about this with me and in preparing your application(s). Think about whether you want a M.S. or a Ph.D., whether you want a “science” program or a “studies” program, etc.

How to Request a Recommendation

To facilitate a smooth recommendation process, please adhere to the following guidelines and schedule:

  1. Initial Contact:
    • When to Reach Out: Ideally, contact me between October and November for applications due in late December to early February. Earlier discussions, even in spring or summer, are encouraged.
    • What to Provide:
      • Your full name and any previous names (if changed)
      • Specific classes you took with me, including quarter and year
      • Your graduation date and a brief update on what you have been doing post-graduation, especially if it includes academically or technically challenging activities.
  2. Detailed Request:
    • Once I’ve agreed to write a letter, provide a detailed list for each program you’re applying to, including:
      • The full name of the institution and program
      • The degree you are pursuing
      • Potential faculty contacts you’ve made
      • The deadlines for both your application and my recommendation
      • Submission method (electronic or hard copy) and complete address details for each program. Even though I will write and submit mostly electronic letters, they will need to be formatted like a standard business letter. I need the address for the specific programs to which you plan to apply.
      • You should provide this information at least four (4) weeks in advance of your letter submission deadline(s).
      • It will be best if you can send information in a single email, either as text or as a single attachment. Please don’t make me slog through multiple emails to find all of your materials. Also, please name any files you send as attachments in a way that makes them readily identifiable. A file called, “Letters.pdf” is not much help. Better to name the file, “LastName_RecLetterInfo_YYMMDD.pdf.”
      • I will be preparing a custom letter for each institution, sent directly from me, so please don’t ask me to send you a single letter that you can use for all applications. Generic letters are virtually worthless, as are letters that originate with the applicant.
  3. Supporting Documents:
    • I will be able to write better letters if you give me copies of your (draft) application materials. Ideally these will be attached to the email discussed in step (3), but you could also follow up with a (single) additonal email/letter contining this information. Your draft application will help me to focus my letter, using words that connect your achievements and goals to the specific programs to which you are applying. One draft application will usually be sufficient, unless you are applying to widely varying programs (e.g., M.S. in Hydrology and Ph.D. in Ecology). You can send me a resume if you think I need to see it to write a proper letter, but I really should have a look at your draft application. You can send me other documents as well, as you wish, but please avoid sending multi-megabyte attachments unless there is a very good reason. You should provide this information at least three (3) weeks in advance of your letter submission deadline(s).
    • Unless I have a lot of lead time and am unusually unobligated, I am not likely to be able to comment on your application (edit, provide suggestions). Of course, the more I know about you prior to receiving your request (e.g., as a lab assistant, having had you in multiple classes, you being a frequent visitor during office hours, etc.), the more likely I am to find time to comment on your application essays. But you can always ask.
    • While it is increasingly rare, some institutions have a hard copy form that must be completed, so be sure to provide this if necessary. Others want letters on letterhead with answers to specific questions. Make sure I know about what questions should be addressed.
  4. Submission Details:
    • Confirm whether I need to complete any specific forms or answer particular questions as part of the recommendation.
    • Ensure all information is sent in a single, clearly labeled email attachment to avoid confusion and delays.
  5. Final Checks and Reminders:
    • Many institutions that use electronic submission systems will send an email prompt to your recommenders. However, this prompt will not be sent out in some cases until your application is complete, or until you reach a point in the application process where recommendation letters are requeseted (e.g., might require that you upload draft application materials). This can create a problem for your letter writers if you attempt to submit your application at the last minute and need your recommenders to follow up immediately with their letters. Many faculty set aside blocks of time, perhaps 1-2 times per week, for preparation of letters of recommendation and other administrative tasks. If your application is submitted at the last minute, sparking an electronic request for a letter of recommendation for which there is little time available, there is a good chance that I and your other recommenders will not submit your letters in time. This can result in rejection of your application! You may not worry about meeting the application deadline at the last minute, but I may be trying to prepare many other letters (10-20 is not unusual) and have other deadlines that require my immediate attention. Because application deadlines often occur close to AGU, near the end of the Fall quarter, close to the winter vacation period, and/or near the start of Winter quarter, there is the real possibility that I may be unable to meet your deadline even if you warn me well in advance. In order to avoid a scheduling problem, I should receive the electronic prompt to submit your letters (having already received all other information needed to do so) at least two (2) weeks in advance of the letter submission deadline. In fact, it would be better if I had the prompt and all necessary information three (3) or four (4) weeks in advance, particularly if this occurs over the holiday break.
    • A reminder a few days before each deadline is helpful and appreciated.
  6. Emergency Requests:
    • There may be a good reason why you need to request an “emergency” letter with just a few days notice. Being unprepared until the last minute is not a good reason. You can ask for a rapid letter, but I may be unable to comply, and you might get a nasty-gram in response.

Acknowledgment of Understanding

When you request a letter, please confirm that you have read and understood these guidelines by including the following statement in your email: “I have read the information on letters of recommendation at your web site and will follow the instructions carefully, paying particular attention to providing complete information in a timely way.”

Conclusion

Requesting a letter of recommendation is a significant step in your academic and professional journey. It is part of my role as a faculty member to assist you, and I take pleasure in helping you achieve your goals. Please keep me updated on your progress and the outcomes of your applications!