MCB WORKSHOP:Asking for a Letter of Recommendation

Aurora Cruz-Torres, M.S.MCB Academic Advisor

Before we start, let’s take a look at some letters of recommendation…

What’s wrong with this letter?

Way too short. Doesn't take time to delve into the applicant’s qualities.

Little information or insight. Quickly forgettable.

A letter that seems distant and impersonal is not effective.

What’s wrong with this letter?

Admissions committees want letters of recommendation from professionals who know a student well and can speak to their good

qualities.

Little insight into the student’s character or personal qualities.

Repeats a lot of information that the admissions committee already has on file.

Positive things but doesn’t sound like they took the time to write a strong letter.

What’s wrong with this letter?

What Can You Do to Avoid a Bad Letter of Recommendation?

Who should write the letter?• Most programs and jobs will ask for 3 reference/recommendation letters: make sure

they can all speak about different aspects of your professional, academic, and

personal accomplishments.

• Having 3 or more letters that say the same thing about you is not going to be effective.

• Have you ever spoken to him/her outside of class (office hours)? Have you discussed

with this person your goals or plans for the future?

• If it is a professor, did you earn a grade of 'B' or higher in the course?

• But don’t simply think of those classes in which you have done well. Think of instructors or

supervisors who are most familiar with your work and achievements.

• You might be tempted to request a letter from a tenured academic superstar or

someone with a lot of influence but…

• DON’T DO IT unless you know the recommendation will be strong. An impressive signature will

not compensate for a lukewarm letter.

Proper way to ask?

In person!!! If not possible, send a professional email.

Start early. Meet with them or send your email at least 3-5 weeks before the due date.

Email composition

• Send the email from your illinois.edu account. NO PERSONAL EMAILS.

• Write “Recommendation Letter for _______” on the subject line.• Greet them in a professional matter and use their title even if

they have asked to be called by their first name:• “Good morning/afternoon/evening Mrs./Mr. _________”• “Dear Dr. _______”

• Ask for a read receipt to make sure they received your email.

Email composition

• Start the first paragraph by stating what you want. "I am writing to ask if you would be willing to write a letter of recommendation for me." In the next few sentences, lay out the facts:

• Your name• Year in school• Major• If it is a professor, which course or courses you took with

him/her, when, and what grade you earned• Why you need a recommendation (that is, what you are

applying for, name of program, school, internship)• When the recommendation letter is due (VERY IMPORTANT)

• For the second paragraph, outline your relationship with the person.

• Point out why you have asked him/her specifically. • Share a little about yourself and why you are interested in whatever you

need the reference for.• Don't use mundane reasons like "I want to work there because they

offered the most money" or "I want to go to this school because the degree looks really good on a resume.”

• If your experience with this person had any influence on your choice, say so!

• "I had not considered going into research until I took your class. That motivated me to do ______ program and now I'm excited about the possibility of doing research after graduating."

• However, don't force this connection if it's not true.

Email composition

• Use the third paragraph as an opportunity to hint at what you'd like the writer to say about you.

• Include any information about yourself that he/she may not be aware of.

• "I believe that you're aware through our conversations and my participation in your course that my ultimate goal is to _______. I have interned at _____ and I am part of various student organizations, including _______."

• Explain why his/her recommendation letter will be different from others.

• "My other references will be able to talk about my academic ability, but you are the only one who really knows how hard I worked on my senior thesis and some of the obstacles I faced. I was hoping maybe you could talk about how I handle stress and deal with setbacks, because those are qualities the selection committee wants to see.”

Email composition

DETAILS!• Where does the letter need to go? And when do you need it? • Are there forms he/she will need to fill out?• Electronic recommendation systems: tell the writer to be on

the lookout for an email from your chosen program.• Include your CV, the essays you have written for admissions (if

it's a grad program), and detailed instructions for how to submit the letter (including all contact information) along with your email.

Email composition

THANK YOU, THANK YOU, THANK YOU!

• Thanktheperson,whetherornothe/shewritestheletter.• "Thankyouinadvanceforyourtimeandconsideration.IalsowantedtoextendanadditionalthankyouforthetimeIspentunderyourinstruction/workingwithyou.Yourmentoringreallyhadapositiveimpactinmylife,andIcanneverthankyouenough.”

• Iftheyagreetowritealetterforyou,THANKTHEMAGAIN!!!!

Additional tips

• Point out in the email that you have attached your Resume and any additional documents for the person’s reference.

• Read the email before you send it. • Make sure you have no spelling or grammatical errors. • Have someone else proofread it for you if you're not a strong writer.

• If you need a recommendation on short notice, write a short email asking whether he or she has time to do a one-time favor for you and explain the circumstances. If you get a positive response, write a second, more detailed email.

• If you can, visiting the person in office hours, scheduling an appointment, or making a phone call shows that you are willing to give up your time and energy rather than simply writing an email.

• Remember that they are not obligated to write recommendations. In general, they are only going to do so for students whom they really believe in.

• Never list people as recommenders without prior agreement with them. This is true even if you have worked a lot with these people and think you are sure they will write you a letter.

• DO NOT ask to read a copy of the letter before it is sent. • The writer should send an honest evaluation without having to explain

him/herself to you.

Additional tips

Questions?