Letter of Recommendation Guidelines & Tips

What is a Letter of Recommendation?

A letter of recommendation is a written document provided by a third party recommender (e.g., professor, employer) that outlines the positive attributes of a person and provides feedback on their suitability for a given program or position. In many cases letters of recommendation are required to obtain admission academic programs such as master's degrees.

Recommendations can play an important role in your application. A strong letter of recommendation can help an applicant stand out from the crowd and increase their chances of being accepted into a program of interest. They can also be instrumental in helping you gain access to scholarships and other opportunities.

Advanced Preparation

If you’re looking to get a good letter of recommendation from your professor, there are a few steps you can take.

• Actively participate in class
• Demonstrate a solid work ethic in class
• Go to office hours

Who to Ask

Choose professors that know you well. Ideally the person writing your letter of recommendation will know your work in a variety of contexts. The more your recommender knows about you the more specific the letter of recommendation will be. You may find the following questions helpful when deciding who to ask for a letter of recommendation:

• Does this professor know my name?
• Have we spoken outside of class?
• Have I taken more than one class with this professor?
• Can they speak to my knowledge and skills?

The answer to all of these questions does not necessarily need to be yes. They are designed to get you thinking about how much the professor can write about you as a student, researcher, and/or leader.

When to Ask

A general guideline is to ask for a letter of recommendation at least two months in advance. Do not wait until the last minute to ask for a letter of recommendation. Generally, if the recommender has more time to write the letter, it will be of higher quality. Asking earlier also gives you time to find a backup recommender if your first choice is unable to write a letter on your behalf. Professors have very tight schedules and need ample time to write a thoughtful and distinctive letter.  Additionally some may limit the number of letters they will write a year so it is important to ask early.

How to Ask

Often the easiest way to ask for a letter of recommendation is through email. You can also request a meeting to ask in person, which may be helpful if you haven’t taken classes with the professor for some time. If you send an email, include your name and “Letter of recommendation request” in the subject line. 

What to Include

When emailing a professor for a letter of recommendation, there are several things that a recommender might find helpful. Consider providing the following for your recommender:

• Your full name and contact information.
• A brief description of the opportunity you are applying to.
• Information about why you are applying to this particular opportunity.
• Your updated resume.
• A draft of your cover letter and/or statement of purpose.
• A list of the course(s) you completed with that professor (by name and quarter) and a summary of your performance in it/them. You may wish to highlight and summarize one or two assignments per class that are exemplars of the caliber of your work.
• Any details about what you would like them to highlight in their letter. 
• For graduate school applications, include a list of all the programs where you are applying along with their deadlines.
• An unofficial transcript. This usually isn’t necessary, but some faculty may request it.
• A list of your other references. If the professor knows who else is writing a letter on your behalf, he or she can calibrate the letter to play up certain strengths that the other references may be less familiar with. You may request which qualities you would like each letter-writer to stress.

Follow Up

• Double-check that the letter has arrived by the deadline. If not, contact the professor. Letters can be lost in the mail or in the application shuffle.
• Send the writer a thank-you note. Faculty can spend several hours constructing a single letter; it’s nice to be acknowledged. Let them know whether you got the position or were accepted into the graduate program.

Common Mistakes to Avoid

• Double check the number of letters of recommendations needed.  Some graduate applications may require two and some may require three.
• Never assume that the professor will be willing to write a letter. Always ask first, even if the professor has written a letter for you in the past. You should also ask for permission to list a professor’s name as a reference on an application, even if no letter is required.
• If a professor denies your request, it may sting a little; but don’t assume this means you’re a bad student. Professors may have inadequate experience with you to write an effective letter, or they may have insufficient knowledge about the position or institution, or they may feel that your skills are better suited to different schools, positions, or career paths.
• Don’t repeatedly email professors about whether they have sent the letter yet, unless they ask you to send a reminder. You may request that the professor send you an email to confirm that the letter is sent.