Although grade point averages and Graduate Record Exam (GRE) scores
play a central role in graduate admissions and job opportunity, most
graduate programs and employers do not base their decisions on numeric
scores alone. In fact, highly competitive programs may simply use these
scores as a screening device to reduce the size of their applicant pool.
In such a situation, letters of recommendation can be extremely
important.
In general, the best letters of recommendation are from people who:
- Have worked with you closely (e.g., a research supervisor)
- Have known you long enough to write with authority (e.g., academic
advisor)
- Have relevant expertise (e.g., professors in the case of academic
applications)
- Are senior and well known (e.g., a departmental chair)
- Have a positive opinion of you and your abilities
- Have a warm and supportive personal style
Because the choice of letter writers is important, it's best to begin
cultivating personal relationships with potential writers early on. Also, if
you're not sure whether prospective letter writers have enough experience with
you or have a positive enough impression to write a good letter, there's nothing
wrong with asking them whether they would be able to write a strong letter.
After all, if you're going to compete with people who have uniformly glowing
letters of recommendation, a mildly positive letter from someone who doesn't
really know you can actually do more harm than good.
Another issue is whether letter writers should attempt to address weaknesses
in your application. For example, if you received a low Quantitative GRE score
due to a family crisis immediately before the test date, your letter writer
might mention this and argue that the "A" you received in Statistics is a better
measure of your quantitative skill. This strategy can be very helpful in some
situations, but it is also a double-edged sword that can draw attention to
weaknesses in your application. Thus, you should discuss the pro's and con's of
this approach with your letter writer before adopting such a strategy -- each
situation is unique, and there is no single best way to proceed.
Once you have 3-4 letter writers and a game plan for what you'd like the
letters to say, there are two more things you can do to increase your chances of
success:
- Give your writers plenty of time so they
aren't forced to slap together a quick letter or miss any application
deadlines. A minimum of three or four weeks is customary and will allow you
to check back a few days before the deadline to ensure that the letter has
been sent or faxed.
- Give your writers a well-organized, thorough packet
of materials with all the elements clipped together or contained
in a single large envelope. Ideally, these elements should include:
- A current copy of your academic transcript showing the courses
you've taken and the level at which you've performed. This does not have
to be an official copy; a photocopy of your record is fine.
- A copy of your academic vita or résumé (for information on how to
create an academic vita, click
- A pre-addressed envelope for each letter -- regardless of whether
the letter is being sent through campus mail or the postal mail -- with
postage affixed if the letter is being sent via postal mail. If there
are graduate school letters that should be returned to you in a sealed
envelope, be sure to write your name and the school's name on the
outside of each envelope. Many letter writers also appreciate
self-adhesive envelopes that don't require licking or wetting to seal.
- Any forms that are supposed to be submitted with the letter. If
there is a form that goes with the letter, complete as much information
as possible. Type in the recommender's name, the person's title (e.g.,
Associate Professor), and the person's contact information (e.g.,
telephone number, fax number, street address). That way, your letter
writer can focus strictly on the recommendation itself. If you are asked
to indicate whether or not you waive access to the letter of
recommendation, be sure to answer affirmatively (that you do waive the
right). Answering otherwise gives the appearance of not trusting your
letter writer, and it dilutes the effectiveness of the letter.
- A cover note briefly listing:
- Your contact information in case the letter writer needs to
reach you
- A table or list of deadlines covering all the letters that you
need
- Your career aspirations and the type of position you're applying
for
- Information or points you would like your letter writer to
emphasize
- Summary of work/projects you did with your writer (including
dates)
- Any other information you deem relevant
By adhering to these general guidelines, you will increase the chances of
getting good letters of recommendation and ultimately securing the position you
seek.
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