There are many circumstances within your career where you may be asked to find someone to speak on your behalf, whether that be references for a job search or recommendation letters for graduate or professional school.
When applying to graduate schools, many programs will ask for 3 letters of recommendation from people who can speak to your character and work ethic to accompany your application materials. The purpose of a letter of recommendation is to learn about you, your strengths, your skills, and your professionalism, all through the lens of a professional figure in your life.
Once you know that you must submit letters of recommendation, how should you go about this process? Continue reading for information on who you should ask, when you should ask, and how you should ask.
Who Should Write Letters of Recommendation:
It is best to first read the application details thoroughly. Some graduate or professional schools are specific in asking for academic references only, so follow all instructions to a tee. If the application is not specific about who to ask, consider asking professional figures, including faculty members, campus organization advisors, part-time job supervisors, volunteer coordinators, study abroad faculty, or others who have observed you utilizing and developing your professional skill set. You want to ask someone you have formed a connection with and preferably someone whom you recently, (or currently) worked alongside.
Consider asking people from unique parts of your life. The goal is for each letter to show off a different side of your professional personality and strengths. It is also a best practice to identify beyond the required number of people in the case that someone is too busy.
When to Ask for Your Letters:
Ask well in advance of your internal deadline and actual deadline. Although this timeline can vary, it is best to ask recommenders 2-3 months in advance, and certainly, no less than 1 month. This will give you time to find new recommenders if someone is unavailable as well as give you ample time to follow up as the deadline for applications approaches. Be sure to let the recommenders know your desired deadline for them to submit the letter, regardless of the actual application deadline.
How to Approach Recommenders:
For anyone you see regularly, it is best to ask them in person. If you are reconnecting with someone from your past, it would be best to ask them to meet in person or call on the phone, if meeting in person is not an option. Have a conversation to discuss your intention to attend graduate school and be sure to catch them up on any recent professional achievements before asking.
Upon confirming your recommenders, follow up via email with key information, including your internal deadline, application deadline, a copy of your resume, copies of any essays such as your personal statement, and any other important information. Including your resume and application essays can help the recommenders remember key parts of your professional history when they begin to write the letter. Some recommenders may also benefit from a short list of meaningful interactions or characteristics you feel they can speak to – this is especially helpful if you are reconnecting after some time. Finally, thank them and ask if they need other information to move forward with writing their recommendation.
Following-Up with Recommenders:
Be sure to follow up as your deadline approaches. Many applications allow you to see if and when your recommenders have submitted their letters, even if you cannot see the letter itself. Check this status well in advance of deadlines in case you need to follow up with anyone.
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