Want a strong recommendation letter that sets you apart? Here’s how to do it:
- Choose the right recommender: Pick someone who knows your work well, like a recent professor or a direct supervisor.
- Ask early: Give at least 2-3 weeks’ notice, or more for academic or fellowship applications.
- Provide materials: Share your resume, personal statement, and details about the opportunity to help them write a tailored letter.
- Follow up politely: Send reminders 2 weeks and 1 week before the deadline.
- Say thank you: Send a thank-you note within 48 hours of submission and keep them updated on your progress.
Key tip: A detailed, personalized letter from someone who knows you well is more impactful than a generic one from a high-profile name. Start planning early and make it easy for your recommender to help you succeed.
7 Tips to Get the Best College Recommendation Letters
Selecting the Best Recommenders
Choosing the right recommenders is a key part of strengthening your application. The goal is to find people who can write detailed, credible letters that highlight your skills and potential.
Finding Suitable Recommenders
The best recommenders are individuals who know your work, skills, and character well – whether in a professional or academic environment. Here’s a quick breakdown:
| Recommender Type | Why They’re Helpful | Best For |
|---|---|---|
| Recent Professors | They can discuss your academic performance | Academic applications |
| Direct Supervisors | Provide insights into your work ethic and skills | Job applications |
| Project Leaders | Highlight specific achievements and leadership | Academic and professional settings |
| Research Mentors | Focus on your research and scholarly potential | Academic applications |
For the strongest recommendations, focus on people you’ve worked with in the last two years.
Assessing Recommender Suitability
Before asking someone to write a recommendation, consider these factors:
- Relevance of their role to your application
- How well they know your work and capabilities
- Their writing skills and attention to detail
- Their availability to write a thoughtful letter
Avoid common mistakes, like:
- Choosing someone based on their title instead of their familiarity with you
- Asking overly busy individuals who may not have time to write a strong letter
- Selecting someone who barely knows you or your work
- Turning to family friends or relatives, regardless of their status
A detailed, personalized letter from someone who knows you well is always more impactful than a generic one from a high-profile name. Focus on quality over prestige.
Timing and Preparing Your Request
Once you’ve chosen the right person to write your recommendation, the next step is to approach them in a professional and timely manner.
When to Request a Recommendation
Give your recommender plenty of notice – ideally, at least 2-3 weeks before the deadline. For some applications, you might need even more time. Here’s a quick guide:
| Application Type | Minimum Lead Time | Ideal Lead Time |
|---|---|---|
| Graduate School | 3 weeks | 4-6 weeks |
| Job Applications | 2 weeks | 3-4 weeks |
| Academic Programs | 3 weeks | 5-6 weeks |
| Fellowship Applications | 4 weeks | 6-8 weeks |
How to Ask for a Recommendation
Use a two-step approach to make your request:
-
Step 1: Have a conversation. Schedule an in-person meeting or a phone call to:
- Explain the opportunity or program you’re applying for.
- Share why you believe they are the right person to recommend you.
- Highlight specific experiences or achievements that they could mention in the letter.
-
Step 2: Follow up with an email. Once they agree, send a detailed email that includes:
- The submission deadline.
- Instructions for submitting the letter.
- Your updated resume.
- A copy of your personal statement or application essay.
- Any specific requirements or guidelines for the recommendation.
Indeed’s career experts note: "Having a conversation with them will also provide you with an opportunity to update them on any recent accomplishments they could include in their recommendation" [3].
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Supplying Materials to Recommenders
What to Include in Your Request
Make it easier for recommenders to write personalized and effective letters by providing them with key documents:
| Material Type | Purpose | Key Elements to Include |
|---|---|---|
| Resume/CV | Overview of your career | Highlight recent achievements, relevant experience, and skills |
| Academic Records | Showcase performance history | Include transcripts, notable coursework, and academic honors |
| Personal Statement | Share goals and motivation | Outline career objectives, program fit, and future plans |
| Project Samples | Provide concrete examples | Add research papers, work samples, or portfolio pieces |
| Position Details | Give context for the letter | Share program descriptions, job postings, and requirements |
Adding a short cover sheet explaining the purpose of each document can save your recommenders time and help them focus on the most relevant details.
"Having a detailed understanding of the applicant’s goals, motivations, and achievements allows recommenders to write more tailored and impactful letters", notes Handshake’s career guidance team [1].
Instructions for Submission
Simplify the process by including a clear instruction sheet with the following details:
Submission Method Details:
- Steps for portal access (e.g., login info, navigation tips)
- Accepted file formats and any word/character limits
- Email or mailing addresses for submission
- Any required forms or additional documentation
For physical submissions, include pre-addressed, stamped envelopes. For digital submissions, organize everything in a shared folder for easy access.
Important Deadlines:
- Final submission date
- Internal deadlines for draft reviews (if applicable)
- Application or program closing dates
Make sure to include your contact information on all documents so recommenders can easily reach out if they have questions.
Indeed’s career experts highlight: "Sending a formal recommendation request with clear instructions and deadlines helps ensure a smooth submission process and demonstrates your professional approach" [3].
Following Up and Building Relationships
How to Follow Up
Staying on top of recommendation letter deadlines is key, and effective follow-up can help ensure everything stays on track while keeping the relationship professional. Use a simple tracking system to stay organized and time your follow-ups appropriately.
Here’s a suggested timeline:
- 2 weeks before the deadline: Send a short email asking if they need any additional materials.
- 1 week before the deadline: Send a polite reminder with clear instructions and the deadline.
- 3 days before the deadline: Send a final note, expressing gratitude and offering further help if needed.
When reaching out, keep your tone professional but approachable. Here’s an example of what you might write:
"Dear [Recommender’s Name], I hope this message finds you well. I wanted to check in regarding the letter of recommendation and see if there’s anything else I can provide to help. The deadline is coming up, and I just want to make sure everything is on schedule" [1].
If you’ve already sent two reminders and haven’t received a response, a brief phone call might be a good next step. Also, referencing materials like your resume or personal statement in your follow-ups can help reinforce your goals and achievements.
Expressing Thanks
Showing gratitude doesn’t end with the submission of your recommendation letter. A personalized thank-you note sent within 48 hours of submission can leave a lasting impression. Mention specific ways their help has impacted your application to make your message more meaningful. For example:
"Sharing application outcomes with recommenders shows that you value their investment in your career and keeps them informed about your progress. It can also lead to further mentorship and networking opportunities" [1].
Beyond the thank-you note, keep the relationship alive by updating them on your application results, sharing career milestones, and offering your support for their projects. These small gestures can turn a one-time favor into a lasting mentorship. Keeping them informed about your progress shows genuine appreciation and strengthens your professional connection.
Conclusion: Key Points for Effective Recommendation Requests
Getting strong recommendation letters requires thoughtful planning, clear communication, and nurturing professional relationships. Success comes from using effective strategies at every step.
Here’s a simple framework to manage your recommendation requests:
| Phase | Key Actions | Timeline |
|---|---|---|
| Planning & Request | Choose recommenders, prepare materials, send formal request | 6-4 weeks before deadline |
| Follow-up | Send polite reminders and any additional materials | 2 weeks and 1 week before deadline |
| Post-submission | Send a thank-you note and stay in touch | Within 48 hours of submission |
Timing and Preparation are key. Giving your recommenders at least 2-3 weeks’ notice gives them enough time to write thoughtful, detailed letters [1]. This timeline helps them reflect on your strengths and craft a meaningful endorsement.
Providing the Right Materials makes a big difference. Be sure to check the earlier "Supplying Materials to Recommenders" section for a full list of documents to share with your recommenders.
Maintaining Professional Relationships goes beyond just the recommendation request. Staying connected with your recommenders can lead to mentorship and future career opportunities [1][2]. The best letters come from individuals who know your work and growth well, allowing them to write genuine and impactful endorsements [2][4]. By investing in these relationships, you not only secure strong recommendations but also build a network of supporters for your future.
"Requesting letters of recommendation can be an opportunity to build professional relationships by engaging with your recommenders, seeking their advice, and keeping them informed about your career progress" [1].
FAQs
What do grad schools look for in recommendation letters?
Graduate schools want recommendation letters that clearly highlight your qualifications for advanced study and align with their program’s goals. These letters often set top candidates apart by offering detailed, firsthand accounts of their abilities and potential.
| Quality | What Recommenders Should Address |
|---|---|
| Academic Ability | Research skills, writing proficiency, analytical thinking |
| Professional Skills | Work ethic, leadership potential, teamwork abilities |
| Personal Attributes | Initiative, resilience, intellectual curiosity |
| Program Fit | How you could contribute specifically to their program |
The best letters come from people who know your work well and can provide specific examples of your achievements and how you might contribute to the program. This echoes the importance of choosing recommenders who can speak directly to your strengths.
"Requesting letters of recommendation requires thoughtful preparation. The best letters come from recommenders who can provide specific examples and anecdotes that demonstrate your readiness for graduate study" [1].
To help your recommenders, consider giving them a brief summary of your key accomplishments and goals. This makes it easier for them to focus on the most relevant details. Also, giving them plenty of time ensures they can write a well-thought-out letter.
