On Thursday, Nov. 21, the University of Connecticut hosted an online event dedicated to teaching undergraduate students how to ask for and organize letters of recommendation. The event, which took place between 4 and 5 p.m., included speakers Anabelle S. Bergstrom, Hansuja Chaurasia, and Emily Rose Schwab.
They began by discussing why letters of recommendation are so important: “A well-written letter of recommendation from a mentor who can speak to your preparations can positively impact the outcome of your application and often tip the scale in your favor,” said Schwab.
You need to consider the opportunity you are applying for and who can speak to your qualifications for that specific opportunity — for example, a professor, an advisor, or a head of activities or volunteer experiences.
The speakers recommended that you review the guidance from the program or opportunity to see if there are specific parameters. Understanding what the program is asking for is crucial to filling out the application correctly.
Make sure to mention to your professors or advisors that you plan to reach out for a letter of recommendation at some point in the future. This prior notice paired with your casual interactions with professors you admire will help you stick out.
An essential part of the process, Schwab said, is knowing who the appropriate choice is. For example, for faculty recommendations, choose professors that know you well. If they only know you from class, then they may not have the right things to say in a letter of recommendation. As you get to know your professors, they, in turn, will get to know you.
Strong recommendations will come from people who can provide detailed examples of how you demonstrated the right attributions and skills.
Schwab said letters from well-known professors only carry weight if the professor genuinely knows you and can speak positively about your work. If that professor can’t speak on your capabilities beyond the classroom, you might want to consider other recommenders.
Bergstrom mentioned that asking recommenders in person adds an excellent personal touch. “Make sure you are being authentic and genuine in your requests and take it seriously. You never know when these connections can follow you later in life.”
So, who should you not ask? Asking family and friends, peers, or someone who does not know you well or only knows you in an unrelated capacity will not be of any help in an application. You may also want to consider other possible recommenders if your mentor or supervisor don’t know you well enough to make a good letter of recommendation.
Next, they got into the etiquette of asking for a letter. Their first piece of advice was to start early. Even if you don’t have all the programs in mind but you know that you may need a particular professor, make sure that they (your recommender) know so they can check their availability and how they may format it.
It’s common courtesy to give three to four weeks, and often longer, when placing a formal letter of recommendation request. If you are aware of a request with a late turnaround, it’s important to ask as soon as possible, as the professor you want to ask might not have the appropriate time to do so.
For graduate school, make sure you ask well enough in advance since those professors and other people you may want to ask will be writing letters for many other students at the same time. You can reach out so that they know you plan to ask for a letter.
Never show up to someone’s office and ask for a letter. Always make sure that you have a meeting set up so that they are not too surprised by your request.
The speakers next provided a letter of request template that is also available on the OUR website. They mentioned that you shouldn’t just copy and paste the template to make sure the letter has a personal and authentic touch.
Once you have a meeting set up, prepare for the conversation you will be having. You need to prepare to discuss the program, why you are interested in the opportunity, and how it fits with your goals.
It is encouraged that you bring an updated resume or cv, the description of the program and materials relating to the course that can remind them of your academic potential.
Information on how to submit the recommendation, including deadlines and specific points the recommenders
Approach the conversation in a formal, professional manner. Be prepared to guide the conversation, thank them for taking the time to talk with you, discuss programs and opportunities you’re looking at, express appreciation and gratitude and ask if they would be willing to write the letter.
If they say yes, that’s a good time to share the materials you need. And if they say no, don’t take it personally. There are many reasons why they may deny your requests. They might not feel like they know you well enough or don’t have sufficient knowledge about themost likely reason is that they don’t have enough time. Respect their decision and accept it. Still thank them for their time and make sure you send a follow-up email to reiterate your gratitude.
If a letter is confidential, it means you are unable to see the letter submitted on your behalf. A confidential letter usually shows confidence from the candidate and provides those writing the letter with more space and ease to write it. As you wait for your letter to be completed, send polite reminders as your deadline approaches and a thank you once it’s submitted. Final notes included ways to reach the office of undergraduate research and highlights of the conversation.