Practical Guidelines: How to Ask for a Letter of Recommendation
Susan M. Kies, Ed.D.
University of Illinois College of Medicine at Urbana-Champaign
Introduction
To get the best Letter of Recommendation from a faculty member, administrator or mentor it is imperative that students be organized and timely. The following lists will enable the letter writer to focus on the task of writing the letter, instead of trying to decipher logistics. This will help the letter writer to complete the task, with a minimal degree of frustration, thus increasing the chance of producing timely, positive, and well-written document.
Students will notice that forwarding their curriculum vita to the letter writer is not recommended. Experience has shown that some letter writers will simply regurgitate the information within the curriculum vita adding no new information into their letter. If one provides a 'bullet list' of pertinent information and other qualities the student would like emphasized, the overall letter will be stronger.
Who: Selection of letter writers
The person(s) asked to write a letter will depend on the kind of letter needed.
For a scholarship, those familiar with the academic record should be asked. These include deans in the Office of Student Affairs, academic advisors, or those who have taught the student in a graded setting such as a professor. For a job/summer research opportunity a former boss or anyone with whom the student has conducted research, or discussed research ideas could be approached.
For residency match, students will need at least three letters to accompany the National Residency Match Program application. Medical Scholar students’ applications should include a letter from the research advisor. Students interested in a 'medicine' discipline should have a letter from the Internal Medicine Department Head and the medicine clerkship director. In addition, these students will need a letter from a preceptor within the chosen specialty. Students interested in a 'surgical' discipline, will need a letter from the Surgery Department Head and the clerkship director. Any additional faculty, with whom the student has an especially good relationship, even if they do not practice in the chosen field, should be included. It is recommended that students approach clinical faculty at the end of the clinical experience. If a student waits, faculty may be less inclined to remember their interaction.
When: Timeline
Start this process AT LEAST 3 weeks before the letter is needed.
How: To ask for the Letter of Recommendation
Follow these steps when asking for a Letter of Recommendation
- Approach the writer in person and ask if s/he would be willing to write a letter for you. Explain the purpose (scholarship, fellowship, residency match, job application, etc.)
- Give the letter writer the checklist with completed information in. Also, tell the letter writer you will provide the information via e-mail.
- Send the letter writer an e-mail that states, "Thank you for your willingness to help me by writing a letter of recommendation for the XYZ Scholarship. Below you will find the information that you will need. Please let me know if you have any questions."
- Be sure to include all the information outlined in the following checklists, with the descriptors of each item.
- One week before you need the final letter, e-mail the letter writer and say, "This is a gentle reminder that I will need your letter of recommendation on (date). Thank you, again, for your help." Include the information from the checklist, again. (Skip if letter is completed.)
- Once your letter is received, thank the writer. E-mail is sufficient, but it is always nice to receive a hand-written note.
- Let the letter writer know the outcome of the process. If your application is granted, tell the writer and thank them again.
Checklist for Scholarships/Jobs/Summer Research Opportunities
BEFORE YOU approach a letter writer prepare the following:
- List the name of the Scholarship/Job/Research Opportunity.
- List the criteria for selection.
- List any specific topics the letter of recommendation should include.
- Make a bullet list of information about your background that would be helpful to the writer.
- For scholarships, give a brief description of pertinent scholarly work, possibly including GPA or other information that would be helpful.
- For research, give a brief description of pertinent research or research interests. Be sure to include any publication citations.
Letter Logistics:
- List your name and/or any identifying information the scholarship fund requires.
- To whom should the letter be addressed? List the address.
- Include mailing information: Should the letter be mailed directly, or placed in an envelope, sealed and signed? (Will you mail the entire package in one envelope?)
- Give the letter writer a date by which you need the letter.
Checklist for Residency
BEFORE YOU approach a letter writer prepare the following:
- Tell them this is a letter for residency match.
- List the discipline/specialty choice you want the writer to address.
- List any specific topics/experiences/presentations the letter should include.
- Make a bullet list of information about your background that would be helpful to the writer.
- For Residency it is helpful to give a brief description of any pertinent research and papers on topics relative to specialty choice. If a medical scholar, you may want to give the writer a brief description on how your graduate degree will integrate into your practice plans.
- It may be helpful to include your personal statement with information you give the writer. This is a judgment you will have to make. Caution: it is always easier for the writer if you summarize, give bullet information and/or brief descriptions of your research.
Letter Logistics:
- Give the writer the information sheet from the Student Affairs Office if available.
- Give the letter writer a date by which you need the letter.
On-Line Resources
On-Line Services:
Many on-line services exist to aid students regarding seeking references and letters of recommendation. These are easily accessible on the web. Some of the links you may find useful include:
ResumeEdge.com: http://www.boxfreeconcepts.com/reco/#Asking%20for%20a%20Recommendation
Resume Minors:
http://www.resumeminers.com/Letter-of-Recommendation/Asking-for-a-Letter-of-Recommendation.htm
Write Express:
http://www.writeexpress.com/recommendation-letters.html
Academic Institutions:
Several academic web pages contain information for students seeking letters of recommendation:
University of California at Berkeley, Career Center (regarding medical school):
http://career.berkeley.edu/Health/MedSoph.stm#letters
From Dickenson College: Dave Richardson:
http://www.dickinson.edu/~richesod/letterofrec.html
From California State University at Long Beach:
http://www.csulb.edu/~psy301/lettersrec.html
Worcester Polytechnic Institute:
http://www.wpi.edu/Academics/FS/letters.html
Massachusetts Institute of Technology: Michael Ernst:
http://pag.csail.mit.edu/~mernst/advice/request-recommendation.html
The University of Chicago:
http://www.college.uchicago.edu/academics/grad_prof_letters.shtml
University of Pennsylvania, Career Services:
http://www.vpul.upenn.edu/careerservices/credentials/howtoask.html
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