References and Letters of Recommendation

A reference is a person who can attest to one's character and ability, sometimes in writing but often verbally. It is also a statement of qualifications, usually for employment, by someone familiar with the applicant.

A recommender is a person who attests to an applicant's suitability for graduate study or to receive a merit award in writing.

The following advice is written for persons seeking letters of recommendation but is also applicable to references.

Letters for Fellowship Competitions or Graduate Study

Students applying for research grants or fellowships or who are bound for a post-graduate degree should ask individuals in the proposed (or closely related) field of study for letters of recommendation. These individuals should know the applicant well in an academic context. Senior faculty have the potential to write the strongest letters because they are able to compare candidates to their peers over time (it is difficult for graduate students to write letters of equivalent strength). These letters should support the application by offering detailed commentary about the applicant's academic achievements and potential for research. It is therefore essential that students who are bound for graduate school get to know the faculty.

In vocational fields (business, law, medicine) all letters need not come from instructors or from the proposed field of study. In fact, one or more non-academic letters is encouraged. Such letters support the application by focusing on accomplishments and the probability of future success, rather than on the applicant’s academic achievements or research skills.

Letters for Other Purposes

Applicants to study abroad programs, College-sponsored language study programs, internships, jobs, or RA positions, are generally asked to supply a list of references and sometimes one or two letters of reference. In addition to instructors, students may ask TAs, College advisers, or Resident Heads, as appropriate. For example, an application to an academically oriented program typically includes a letter from an instructor or TA who can write about abilities in the classroom. Some programs offer applicants guidelines for letters of recommendation:

Foreign Language Acquisition Grant (FLAG) Guidelines

Letters of Recommendation for Law School

University of Chicago Study Abroad Program Guidelines

Prepare to Ask for a Letter of Recommendation

The strongest letters go beyond stating the basic facts of the recommender's knowledge of a candidate. Applicants can help recommenders by providing sufficient materials to support their candidacy. Before contacting a potential recommender:

Think about the kind of letter that you need and be prepared to ask for that letter
Be ready to explain why you have asked this particular person for a letter
Be prepared to explain your motivation for applying to [fill in the blank]
Create:
- A one-paragraph summary of work or activities accomplished with the recommender
- A one-paragraph summary of background qualifications, skills, and consequent interests in the program
- A draft of the application essay (if required)
- A resume or curriculum vitae as appropriate
Provide stamps if necessary (ask if the office budgets for postage)

How to Ask for a Letter of Recommendation

Make an appointment with a potential recommender by e-mail or telephone for the purpose of discussing a possible letter of recommendation. At a minimum, provide one month's notice before the deadline, and remember that many faculty are away during the summer.

Give potential writers a polite way to decline if they are unable to write the kind of letter that is needed. Ask:
- Are you able to write a strong letter?
- Do you have the time to write this letter?
Hesitations, negative body language, or failure to write after several requests are indicative of someone who is probably not a suitable recommender.

During the Appointment

Explain how this program conforms to short- and long-term goals
Provide copies of the summary materials (listed above), in addition to the required reference letter release forms, as necessary:
- Interfolio.com cover sheet
- Law School Admissions Council Letter of Recommendation Form
- Health Professions Advising Letter of Recommendation Waiver Form (available from your HPA)
Explain the procedures for submitting letters of recommendation and deadlines.

Thank the writer once the letter has been received, and keep him or her up-to-date throughout the application process.

Confidentiality and Letters of Recommendation

The Federal Education Right to Privacy Act provides students with the legal right-of-access to letters of recommendation written on their behalf unless the right-of-access is waived. In deciding whether to waive or retain access, keep in mind that recommenders will probably feel more comfortable (and recipients will most certainly regard letters as candid) when the right-of-access is waived.