Recommendation Letters

Brought to you by the Career Options Resource Center

What are letters of recommendation?
As an undergraduate, as well as after graduation, you will need letters of recommendation from people who know you well. Prospective employers, graduate institutions, and scholarship foundations will usually ask for 2-3 letters to support your application. It is important to establish relationships with teachers and mentors who are qualified to comment on your academic accomplishments, work habits, personality, and likelihood of succeeding at a given endeavor. Depending on the application, your recommenders may be professors or staff at your school, supervisors at your part-time job, summer internship, or community service activity. Your recommenders will always be asked to comment on the capacity in which they know you, and how long they have known you; obviously, their recommendations will be taken more seriously if they can show that they know you well.

When should you ask for a letter of recommendation?
Even if you are not planning to apply for anything just yet, keep an eye out for suitable recommenders. You may want to ask a supervisor at the end of a successful internship, or a professor in whose class you did well, whether they would be willing to write a letter on your behalf. A recommender may agree to support you for a future application, or may write a general letter of recommendation for you to keep on file (see "How to store and send letters of recommendation"). Give your recommender plenty of advance notice when asking for letters of support. Not only is it good manners, but it will also allow him/her to compose a thoughtful letter that can effectively support your application. Asking early will also allow you to find another recommender if your first choice is busy, absent, or reluctant to recommend you.

How should you ask professors for letters of recommendation?
If you are on campus, make the request in person. That will allow the professor to ask you about your goals and plans, and give you a chance to gauge the professor’s willingness to write a positive letter. If you've graduated and left the area, you will need to make the request by phone or in writing. It might be a good idea, especially if it's been a few years since the professor has seen you, to attach a small photo of yourself to your request. Ask your recommender if he or she would be willing to write a good (i.e. strong, supportive) letter on your behalf. Don't assume - some people will agree to write letters only for students they know very well, or for students who did well in their classes. Some will not agree to write letters unless they have several weeks’ notice, especially at busy times of the year. (Should you decide not to follow through with your application, be sure to let your recommender know immediately.)

Follow up.
Always check in with your recommender several days before the letter is due. Sometimes even the most organized and conscientious recommendation writer will appreciate a reminder. A thank you note is always in order when someone writes a letter on your behalf. (Gifts are not necessary, and often considered inappropriate.) Be sure to inform the recommender about the outcome of your application.

What Will Your Recommender Need From You?
You should provide the following in writing to your recommender:


 * The date the recommendation is due.
 * Your current contact information, so that your recommender can reach you if necessary.
 * Stamps, address labels, stationery and envelopes, if necessary. (Some recommenders may prefer to use departmental stationery for all their correspondence).
 * The name, title, organization, and address of the person to whom the letter should be addressed.
 * The address to which it should be sent. Some organizations require that recommendation letters be sent in sealed and signed envelopes together with the rest of your application. Others want letters to be mailed directly by the recommender. Make sure you follow all directions and inform your recommender accordingly.
 * Information about the position/scholarship/graduate program to which you are applying.
 * A brief description of your goals and plans. Your resume, if you have one; transcripts, if relevant; and any information that you would like your recommender to address in his/her letter.


 * A draft of your personal statement or research proposal, if required for your application.
 * A reminder of how you and your recommender know one another; classes you have taken with him/her, evaluations you got in those classes, paper topics you worked on, etc. You may wish to include a copy of a successful paper or final exam, and any comments your professor gave you on your work.

Interfolio
Interfolio is an independent company that allows you to store your reference letters, maintain their confidentiality, and have them distributed per your instructions at any time in the future. Interfolio offers these features:


 * 1) 24/7 access to your references file.
 * 2) Distribution requests go out within one business day. Priority requests made by 2:00 pm will go out the same day.
 * 3) Confidentiality of records: Interfolio enforces the same federal privacy regulations as an educational institution.
 * 4) As a business, Interfolio charges fees for its service. According to company research, 95% of their users say their service is worth the cost, and 98% say they are happy with the service.

Currently, Interfolio is used by students and alumni at over 500 schools each year.

Interfolio allows letters of recommendation to be received and distributed electronically or on paper. For example, a letter writer can submit a hard copy or email version of a recommendation, which can then be sent electronically or on paper to jobs, academic programs, or other opportunities.

Users can add new letters and request letter delivery through the web or a toll-free number.

Interfolio maintains the confidentiality of all closed letters of recommendation and follows strict guidelines for receiving and mailing all closed letters of recommendation to ensure that confidential documents stay that way.

Interfolio is available at http://www.interfolio.com