It’s the season for students to request letters of recommendation from professors and employers. If you ask generically for a letter, you will get a generic letter. Follow the guidelines below to get the best letters from your busy recommenders:
Request a letter only if you need it. Sometimes students request a letter and a week later, they decide not to apply and forget to tell recommenders. Or they ask for a general letter to keep in their files. Make sure you have a specific job in mind and a deadline before you ask for a letter.
Email your request. It is best not to ask this favor during hallway passing or in a text message- it will likely be forgotten- or it will be perceived as unimportant to you.
Ask permission. Ask permission before you list a name as a reference on applications.
Ask for letters at least 2 weeks in advance of the deadline. Writing reference letters is a part of every professor/supervisor’s job, so they are accustomed to getting requests. Give a DEADLINE that is a week or so before your application due date. Do not be offended if they decline. They may not know your work well enough or may not have time in their schedule to meet the deadline. Make sure you have a list of people to ask.
Explain the job/internship you hope to get. Send details about the job to which you are applying. Send a link to the job posting.
Remind your recommender of his/her relationship to you. In your email, describe what value you think you have brought to his/her as an employee, student, or volunteer; list any experience you have had with the recommender that might be relevant to the position to which you are applying; offer a specific reminder of your history together- something that is of importance to you…something you hope will be detailed in the letter being sent.
Don’t be shy. Recommenders write numerous letters every year. You want them to have an easy time remembering all of your best qualities. This is not the time to be shy or humble about your quality interactions with your professors and supervisors. If you have a difficult time with these guidelines for a certain recommender, maybe he/she is not the best person to ask. You want your letters to be from people who really know your work, or at least some aspect of your work.
Ask for the letter to be on letterhead. This is pretty standard, but a reminder doesn’t hurt. You want to make sure the contact info for your recommender is included- letterhead is the easiest way to ensure this happens.
Provide the proper email address or a stamped, addressed envelope. Don’t forget to communicate WHERE to send the letter and the format- electronic or paper letter. If a paper letter is needed, make the extra effort to offer addressed & stamped envelopes to your recommenders.
Send a Reminder. It is perfectly fine to email a reminder a week or so before you the letter should be sent.