How to Request a Reference

 

Letters of reference are important components of most applications.  Most people can obtain a few supportive letters.  To stand out, a letter must offer substantial praise in significant, documented, detail. 

 

Few things are more satisfying to a faculty member than to be able to write a glowing, detailed letter for a student.  A few simple steps on your part will help faculty members to provide the strongest letters for you that they can.

 

It is never too early to think about the letters you will eventually need.  If you were on an admissions committee or hiring a new employee, what characteristics would you seek?  Intelligence sure, but what else?  Honesty? Attitude?  Initiative?  Perseverance? 

 

1.   Who should you ask to write your reference letters?

 

Most letters praise applicants but not all such letters have much influence.  Each letter should make clear that that writer knows the candidate well and that the writer knows the candidates future goals.  Therefore, it is important that you request letters from the faculty members who know you best. Superficial letters are almost worthless.  Detailed letters carry much more weight.

 

If you request a letter from a particular individual, s/he may inquire why you are not requesting the letter from someone else.  Be prepared to answer this question.  If you are strongly encouraged to request a letter from someone else, do so.  This may be a gentle way of being told that a writer’s letter would not be strong.

 

2.   How can you enable faculty members to write the strongest letters that they can?

 

First, do not request letters at the last minute.  Rather, make the process as easy for the letter writer as you can.  Try to give at least two week’s notice.  If this is impossible, request the letter anyway, but do not make short notice a habit lest it become a topic of discussion in your letters.

 

Second, meet with your letter writers to make sure they understand your future goals and why you plan to submit particular applications.  This is especially important if you have not previously discussed these items at length with your letter writer, or if your thoughts and plans have changed since you last discussed them.

 

Third, provide your letter writers with all of the necessary information in writing in one package (on paper or electronically).  The necessary information includes:

1.        The deadline for the letter.

2.        A description of the program or opportunity for which you are applying.  Often the name of the program will be sufficient, but if in doubt, provide a copy of the relevant organization’s description of its program.

3.        The name, title of the individual, committee, or program to whom the letter should be written.

4.        A phone number or e-mail address that the letter writer can use to contact the individual, committee, or program if necessary.

5.        Whether the letter is to be printed on paper or submitted electronically.  If electronically, the letter writer may not be able to submit the letter until they have received a password from the institution to which you are applying.  Such passwords are generally not sent until the student sends in their application.

6.        If the letter is to be printed, the address to which the letter should be sent.  (If the letter is to be delivered to you and mailed with your other application materials, expect to receive it in an envelope that the faculty member has signed across the seal).

7.        If the reference is to be submitted electronically, any web addresses necessary for accessing the appropriate forms, etc.

8.        A copy of any form provided by the prospective school, funding organization, or employer.  Be sure to complete any entries that are to be completed by the applicant, including any section on waiving your right of access to the letter.  (If you do not waive your right of access the letter will not be taken seriously.  If you are concerned that the letter writer may not write a strong letter, ask them.  If they equivocate at all, request a letter from someone else unless you absolutely must have a letter from that person.)

9.        A copy of any essays, personal statements, etc. that you will include in your application.  If a final copy is not available, a draft is better than nothing.  This material will help the letter writer demonstrate detailed knowledge of your qualifications and plans.  This means you need to have this material available before you can expect the letter writer to prepare a letter, which means you need to plan ahead if the letter writer is to have sufficient notice.

10.      A copy of your Austin College transcript that you have printed from webhopper (unless the letter writer is your advisor).  Your advisor (“mentor”) can easily access this information, but other faculty cannot.

11.      A list of the courses you have taken from the letter writer with the years and semesters that you took the courses.

12.      A copy of your résumé.  Highlight any items that you like the letter writer to consider mentioning.

13.      Any special situation that the letter writer could address better than you.   For example, if you had a bad semester due to a family emergency, a letter writer who knows you well can address this sort of issue in ways that you may not be able to or may not wish to in your own application.  In a similar vein, if you have gracefully overcome some tremendous hardship, a reference letter can be the best opportunity to comment on this aspect of your qualifications.

 

Notes:

It is not necessary to provide stamped, addressed envelopes.  Faculty will prefer to submit letters in Austin College envelopes and the college can afford the postage.

 

If you request multiple letters from the same individual (e.g. to multiple graduate programs), you need only provide one copy of your résumé and one copy of any essay that will be sent with multiple applications.

 

4.         How can you ensure that your letters has been submitted on time?

 

Send a gentle reminder one week before the letter is due.  If you have not heard that the letter has been sent a couple of days before it is due, check with the faculty member in person to make sure they have not forgotten about it.

 

A final note:

 

            Your application will undoubtedly include a transcript.  Therefore, to be informative, your letters need to go beyond the information available on a transcript.  The better that the writer knows you, the more potential they have to go beyond the obvious information on your transcript.  Try to imagine the situation from the perspective of a letter writer.  What might impress them besides your performance on exams, labs, papers, and talks?  A’s and B’s for these assignments are great.  But frankly, lots of people make A’s and B’s.  Do you ask questions during class?  Are you inquisitive?  Do you ask questions of speakers?  Do you appreciate constructive criticism?  Does your interest in subjects go beyond that necessary to make high grades?  Are you helpful in situations that provide opportunities to be so?  Do you volunteer when a volunteer is needed?  How do you interact with your peers? Do you appreciate effort extended on your behalf?  Do you respect people’s time?  Do you constantly ask for extensions or special considerations?  Are you whiny?  Do you express disappointment when, for example, a lab takes a long time to complete or some problem arises, or do you roll with it and maintain a good attitude?  Do you routinely disrupt classes by walking in late, talking, giggling, or otherwise being unprofessional?  Do you wear shirts whose messages suggest a lack of maturity?

 

Letters often conclude with summary statements.  If you are fortunate, your writers will be able to end their letters with statements like the following.

 

            “………… makes the most of every opportunity.”

 

            “…………. has carefully considered her options and is deeply committed to

………”

 

“…………. will enrich the experience of any group he joins.”

 

“Knowing what I know, if I were in your position, I would be delighted to accept/hire/fund …………”

 

“If I were at a university with a graduate program in …… I would be delighted to take on ………. as a graduate student.”

 

            “In summary, …….. has my highest recommendation, one that I can offer with no

reservation whatsoever.”

 

            “I know of no reason to hesitate in recommending ……….. for ………..”

 

            “……………is among the top XX% (or even X%) of students I have known.”

 

            “I am confident that ………….. will make substantial contributions to society and

will enhance the reputation of any group with which she is associated.”