Making a recommendation
Know what to ask the student
When a request for a letter of recommendation comes in, you may want to ask the student for an interview to discuss the student’s goals, and ask them to bring a resume, paper from a course with you, a copy of the application essay, a transcript, literature that describes the program, the due date for the recommendation, and the address or a pre-addressed envelope. Some campuses require a waiver form on which the student waives their right to see the letter of recommendation if a letter is to be confidential. Some faculty members ask for a photo of the student as well, since there are many students with similar names or some time may have passed since a student had a class with the professor.
Know what to include and expected format
The letter of recommendation is a statement of support, and a well-documented evaluation, providing evidence and information to help a selection committee make a decision. It should address the specific purpose for which it is written. If there are any questions about what to include, contact the advising office at your campus to be certain you address all appropriate issues. Identify yourself and your knowledge of the student. Address both academic and professional qualities of the student. The length of a letter of recommendation is typically one to two pages. A well-written letter will convey your recommendation. Be sensitive to gender differences in the way you write letters, there is a tendency to include more personal information in a letter written for a female, and keeping that in mind will help avoid that occurrence. Use sample letters to determine a style and format that work for your situation, and ask colleagues for copies of theirs to determine what the range of styles may be.
Know how to handle a difficult recommendation
If you know a student well, it is fairly easy to write a letter of recommendation. If you lack information to write a well-documented letter, the interview and the support materials you requested may be enough. The most difficult letter is for a student for whom you have no impression or a negative impression. If you cannot write a supportive letter, it is important to have a candid discussion with the student. By setting up a meeting, the student will have an opportunity to change your mind, or at least hear about some of your concerns. It would help the student if you emphasize their strengths, and convey constructive steps that could be taken to improve a negative impression. A letter can be used to explain some ambiguity in a student’s record, such as a family situation or financial hardship.
Recommending mentors or advisors.
Another responsiblity of faculty members is to assist students in finding advisors doing work related to their academic interests. Create a series of questions to elicit information from students that will help you make effective matches. Know your colleagues interests by asking for their vita or looking for a database of faculty vitae or biographies that some campuses compile may provide a quick reference guide. Guidance from faulty about making good choices of mentors and advisors is invaluable to students and facilitates their progress toward academic goals.
Letters of Recommendation
GSAS Guide for Teaching Fellows on Writing Letters of Recommendation
Verba, C., Derek Bok Center for Teaching and Learning. Harvard University
This guide offers tips for writing a letter of recommendation, including contents, how to acquire sufficient information, handling an easy, in-between and difficult case, questions of format and style, and offers four example letters.
Faculty and Staff: Letters of Recommendation
Career Services, University of Wisconsin Green Bay
This site offers FERPA privacy guidelines, how to prepare a letter, additional resources, and a sample letter.
Career Center
Humboldt State University
Suggestions for information to request from the student, and a list of what to address in a letter are included on this site.
Guidelines for Writing Letters of Recommendation
Career Center, University of California Berkeley
This site offers particulars of formatting letters for different purposes, and suggests including elements of intellect, knowledge, ability to communicate, industry, and self-discipline.
Recommending Mentors or Advisors
How to Mentor Graduate Students: A Guide for Faculty
Rackham Graduate School (2009), University of Michigan
This guide offers faculty members suggestions about recommending mentors or advisors.
