Requesting a letter of recommendation

by Michael Ernst (mernst@cs.washington.edu)
October, 2002

(Also see my advice on writing recommendation letters.)

Advancement in your professional career (such as obtaining a job or fellowship) often requires that you obtain letters of recommendation from previous colleagues, supervisors, etc. In general, letters tend to be more important in academic jobs than for industrial ones. You shouldn't feel that you are imposing when you ask for such letters: the letter-writers recognize that it is part of their professional responsibility. However, you should also do everything in your power to ease the burden on your references.

Choose carefully. The ideal letter-writer is knowledgeable about you, about the place you are applying to, and about the norms of letter-writing. Knowledge of you permits the letter to include specific examples and anecdotes, which are much more powerful than generic bromides or undifferentiated praise. Knowledge of the place you are applying permits the letter to specifically play up your strengths and qualifications. Knowledge of the norms of letter writing prevents the letter from being ignored because it is completely inappropriate. A good letter-writer also should not have a conflict of interest (such as being the advisor of another applicant). You should only request letters from people who will write you a good letter; you probably know whether this is the case but may want to double-check. Many applications request 3 letters. Including 4 strengthens your application; however, it's better to have 3 very strong letters than to have 4 letters, only 3 of which are very strong. Don't omit obvious people such as past supervisors and advisors from your list; these glaring omissions will lead those evaluating your recommendation to the conclusion that things did not work out and that person would have written a negative recommendation. Do try to include people with multiple backgrounds or who have seen you in multiple lights (corporate and academic supervisors, and teachers), but remember that people most similar to the letter readers will be able to write most persuasively — they understand, and can speak to, the needs of the job. For a corporate job, your industrial bosses will provide the most compelling recommendations. For an academic or research job, focus on academics and researchers (in your research area) as references. For example, suppose that you are applying to graduate school in computer science, and you have done programming for a biology lab on campus. A biology professor does not know what it takes to succeed in a computer science graduate program, and does not have wide experience with many computer scientists. Such a letter won't carry much weight, unfortunately.

Start early. Give letter-writers a minimum of two weeks, and preferably a month or more, to write letters. (This is particularly true for the crucial job recommendation letters.) The letter-writers have other responsibilities and deadlines, and you don't want them to do a shoddy rush job or to resent a demand for immediate gratification.

Provide full information.

• Write a brief description of the position or honor (and possibly provide a URL or a pamphlet), so that the letter-writer can provide the correct variety of detail. If you have not been in recent contact with the letter writer, you should provide an update on what you have been up to recently. (Actually, in that case you should consider getting letters from others who know you better.)
• Provide a filled-out form, a pre-addressed, stamped envelope, and any other necessary materials: don't impose on the letter-writer to get that minutia correct. (With electronic applications, this point is less relevant.)
• Provide your resume or c.v. Provide your personal statement, if one is required for the application. (Obviously, you should never send Word (.doc) files, which can be a hassle to print and which tend to format differently using different software. PDF is much better.)
• Tell your references all the places you are applying, so they can calibrate their letters. For instance, when writing letters for multiple people to the same place, they can put both in the best light. Don't blindside them with requests for additional letters later on. Another reason to provide a full list of all programs to which you are applying (and their addresses, etc.) is that it lessens the letter-writer's logistical burden: it's easier to send out lots of letters at once rather than in small batches.
• Remind your references of any specific details that might be helpful or that are more appropriate for a letter of recommendation than for your personal statement. For instance, I had once drafted a (positive) letter for someone who reminded me that I had nominated him for a special pay raise; I was able to include that detail in the final letter, which buttressed my case that he was a top performer. (It's easy to say in a letter that someone is a top performer, but specific details may convince the reader that it is actually true.)
• Some people will ask you to write the letter for them, and they will (possibly) modify and sign it. You should do so if requested, but this is not such a good idea in general. First, it indicates that the letter writer is not enthusiastic enough about your application to write his or her own letter. Second, you may not know the hidden language of letters of reference, so you may inadvertently err by commission or omission. Third, the letter won't sound like the person's other letters. Fourth, the letter won't add much to your own statement, and this homogeneity will make your application less compelling: it's better for the evaluators to have multiple perspectives on your personality and accomplishments.

Don't read the letter. You may be asked on an application whether you waive your right to view the letters of recommendation. You should always agree to waive that right. There are two reasons. First, if you don't waive the right, then whoever is reading the letter will assume that the letter isn't being totally honest. (The letter-writer knows you can read the letter and thus might make it more positive or less complete.) Second, many writers by policy do not write letters unless that clause is waived. (I know of some people who never write recommendation letters to some universities because those universities do not guarantee confidentiality of recommendation letters.) Don't be paranoid about not seeing the letter: it is completely standard. An ethical letter-writer would warn you before writing a negative recommendation, but then again, you should only be asking people with a good impression of you.

Follow up.

• Letters sometimes get lost, and people sometimes forget to write them. You should double-check that the letter has arrived, and if not, ask the writer to send another copy.
• After you have completed your application/interview/etc., tell your letter-writers the outcome. The letter-writers care about you and want to know whether their letter was effective. Furthermore, letter-writers will often lobby directly on your behalf, but the letter-writer will look silly if he/she isn't aware that this is moot because you already either got an interview or got rejected.
• Don't give gifts. It is not appropriate. The letter-writer is just doing his/her job.

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