Crafting an application might feel like a one-person show, but it is paramount to find the right referees to add their perspectives to the stage. Here are some tips to help you request your next letters of recommendation for both academic and professional pursuits.
Who:
Consider carefully who you want to pick as your referees. Who do you know that can attest to the qualities that you want to shine through in your application? Paul Joyce, professor and chair of the chemistry and biochemistry department at Concordia University, shared: “The best way to write a reference letter is to have lots of material with which to work and that only comes from knowing the person. Also, if the letter writer knows you, they are more likely to accept the challenge (but there are also cases where they might not).” Try to find an advisor/professor who has worked closely with you and who has seen you in action, perhaps due to a smaller class size or because you’ve had a chance to see them during office hours on a regular basis.
If the application includes a section on social involvement, perhaps ask your volunteer coordinator, your coach, your supervisor, or a trusted peer. If the application is for an internship or professional position, ask former supervisors to speak to your capabilities. Sometimes for these positions, you are asked for a reference from an academic. This is someone who has taught you in a class or supervised your research. Highlight the key points on your CV that you want to shine, and make sure that at least one of your referees can attest to each one.
The name of an experienced professor might also help bolster your chances of success, but Dr. Joyce issued a warning, “A second way to pick a reference is to find someone whose reputation in the community is so good, the simple fact that they agreed to write you the letter will get your file in the mix. However, again they are unlikely to write a letter on your behalf if they do not know you well.” Make sure that your reference can speak to your strengths, without riding on their coattails. Another benefit of choosing a more experienced referee would be that they can more easily compare you to your peers. “Also, it is helpful if the letter writer has a large data set with which to compare you,” Dr. Joyce pointed out, “For example, if I have had only two graduate students, my top student would only be in the top 50 per cent of students I have directed.”
It can be nerve-wracking to ask for a letter of recommendation, especially if you are uncertain if the person will say yes. “If you think of someone who knows you well enough to write a good letter on your behalf, ask them,” Dr. Joyce said. “If they say no (there could be any number of reasons: perhaps they are too busy, do not feel they know you well enough, or cannot think of anything good to say about you), you have not lost anything, but if they say yes, it likely means they will write a good letter. I do not think that most people will agree to write a letter for you and then write a poor one unless they really dislike you, or are trying to protect the world from you.”
When:
Give your referee plenty of time before your deadline. Your referees are likely busy and will need time to craft a thoughtful letter. Reach out to them as soon as possible requesting the letter, with no less than two weeks notice. A gentle reminder email could also ensure that the application timeline is followed. Sarah Turner, associate professor in geography, planning and environment at Concordia, explained, “At certain times of the year, I get asked for a lot of reference letters. When we’re running around and we’re busy, my fear is always that I will forget. And I obviously don’t want to forget to write somebody’s reference letter. I’m grateful when students send me reminders, I tell them, “please don’t hesitate to remind me if your letter hasn’t gone through,” because I wouldn’t want to miss somebody’s important deadline.”
What:
How do you ask someone to write a letter expounding your greatest qualities? While it might be tempting to send a quick email, Dr. Joyce advised, “Ask in person if possible. From my perspective, it puts a face to a name and also speaks to your character (you are not hiding behind an email).” During this meeting, be sure to mention all necessary information and follow-up with an email containing the application guidelines, an updated CV, reminders of your accomplishments under their supervision/in their class (e.g., final grade, class project details, honour’s thesis summary, etc.) and a huge thank you for their time.
Dr. Turner implemented a system for students to submit their reference letter requests, using a Google Form, wherein they input their information in one place so that it is easy to find. This includes basic information (full name, student ID, GPA, how long you have known each other), information about the application (Where are you applying? When is the deadline? How is it submitted?), other helpful identifying information (year and semester when you took their course, your grade in this course, and your final paper title), as well as two points from your CV that you think make you a good candidate for this application. “When they send me an email asking for a letter, I ask them to send me their CV, transcript and any documents associated with their application, like a statement of interest. And I ask them to fill out my Google form. I think providing as much information as you can to the person that you’re asking for a reference letter from and having it all in one place is really helpful,” said Dr. Turner. “Because we all teach a lot of students and I do remember students, but I might not remember the exact context where I taught somebody or the details of their work if it was two or three years ago.”
One important tip for requesting a reference letter: always be polite and address your referee appropriately. “Just be conscious that whatever you called somebody in class, it’s probably the way you want to address the letter to them,” Dr. Turner said. Carefully select the correct title of your referee, be it Dr., Prof., Mr., Mrs., Ms., Mx., etc.
Where:
Once the letter is written, where is it sent? Often, the letter never enters your hands – it might feel awkward for your referee to write about you and know that you will read it. Direct your referee to the appropriate online portal, email address, or mailing address, as applicable. Provide this information up-front so that your referee can take the appropriate amount of time to submit the document, since online portals can crash and shipping a physical letter will involve extra time.
How:
Plot twist. What happens if one of your referees says yes, with the caveat that you must first draft the letter on their behalf? If you feel comfortable with this arrangement, sit down with the reference letter guidelines and your CV. Do not worry – many online resources exist to help you write it. Think about what you want this referee to highlight about your character. For instance, if this is a professor in whose lab you performed a research internship, you might want them to describe your creativity, eagerness, and attention to detail. However, a coach might be more apt to speak to your integrity, teamwork skills, and perseverance. Do not sell yourself short but also remain humble and professional. Remember to have your draft approved with your referee prior to submission.
And finally…
Follow up! Be sure to thank your referee warmly and let them know how things go. They will be curious to know whether you received that scholarship, spot in the program, or professional position. Regardless of the outcome, let them know that you appreciate their support. Foster this relationship – you never know when you might need another reference letter!
