Tips for Letters of Recommendation
Before approaching faculty for letters of recommendation, review these words of advice (pdf) from two people who have been on the receiving end of the request! Their insights should help guide you through the process.
Interfolio, is now the provider of dossier management for all students and alumni. The online system allows one to build a portfolio of all one’s credentials. Nearly any document can be stored, including, but not limited to confidential letters of recommendation, resumes and curriculum vitae, statements of purpose, writing samples, dissertation abstracts, teaching portfolio documents, supervising teacher evaluations, student and peer evaluations, and transcripts. There is a $19 charge for this service, payable online to Interfolio.
Applying to Graduate School
Key Questions
- What have you learned about the application process from your contact with each of the programs to which you are applying?
- What is the preferred method each program has to receive your application (i.e., online, paper, CD)?
If you are applying to graduate school, particularly if you are applying to more than one program, organization is critical. Deadlines, requirements and testing may vary widely. It is your responsibility to meet each program’s unique application requirements.
Exercise
Purchase an accordion file with enough pockets to house information for each of the programs to which you are applying, plus one (a small file box would work just as well). Make a chart that contains the name of each program, the date of its deadline(s) and the components of its application requirements that may include:
- Application Forms
- Application Fees
- Transcripts
- Letters of Recommendation
- Essays or Personal Statements
- Admissions Tests
- Portfolios
- Resumes
- Interviews
Place this summary sheet in the first pocket of your file and use it to track the completion of each required component for each application. Create checklists for each program’s requirements with space to note your progress on each component of the application and space to indicate the date of completion. Label the remaining file pockets with the name of each program to which you are applying and place the appropriate checklist in each pocket. Keep all of your notes, documents and application components in the appropriate pocket and keep a copy of each document (with the exception of confidential references) you submit to each program.
Application Components
Application Forms
The application form is comprised of information the graduate school needs to process your application. Most are now available online. Accuracy, completeness, and well-considered answers, as well as neatness, correct spelling, and proper grammar are critical. If you are submitting a paper application, use a typewriter to enter your data.
Application Fees
Most schools require application fees. Occasionally this fee is waived if specific financial criteria are met. If you believe that you are eligible for a fee waiver, check with the financial aid office of the graduate school and the financial aid office at Brandeis University.
Transcripts
Official transcripts from each college or university attended are required. Once you have decided to which programs you are applying, request an appropriate number of transcripts from Brandeis and any other college(s) you have attended. It is your responsibility to ensure that transcripts have been sent and received by each graduate school. Allow plenty of time for transcripts to be processed and sent.
Letters of Recommendation
Follow schools’ requirements regarding submitting your recommendation letters. These are a critical component of your application and schools are very particular about how they are sent. When deciding from whom to ask a recommendation, consider the following:
- Is the individual willing to write you a strong, favorable reference?
- Is the individual’s academic or professional area relevant to your area of study?
- Does the individual know you well enough to say substantive things about you?
If you plan to apply to graduate school at some point after commencement, we recommend that you use the online credential service Interfolio, with which Hiatt has partnered. Interfolio houses your letters from faculty until you would like to send them to schools.
Before you take the next step, read these "words of advice" from a faculty member who has crafted many letters of recommendation.
Key considerations to take into account when requesting a letter of reference:
Quality of the relationship: In an ideal world, the people you will ask to write letters on your behalf are those whom you have gotten to know well. Active participation in class is perhaps the best way to get to know a professor. It is also a good idea to take advantage of open faculty office hours and departmental meetings as a way to establish additional personal and academic connections with professors early in your studies. Don’t discount relationships with graduate teaching assistants. If you feel the graduate TA for a course knows you well and the professor only slightly, consider asking them to write a joint letter. Consider using one of your meal-plan guest meals to invite a professor to lunch. This type of initiative is an excellent way to keep in touch with faculty whom you may not have seen in a while.
Time: No matter how well a professor knows you, if you ask for a reference at the last minute, you are in danger of jeopardizing the quality of your recommendation or a professor’s ability to write on your behalf at all. It is wise to allow a professor at least one month to prepare a letter of reference.
Preparation: Before requesting a reference, it is a good idea to prepare the following information:
- A copy of a CV or resume highlighting your accomplishments.
- A copy of your transcript or an informal record printed from sage indicating courses you have taken with the particular professor and/or in your concentration, if applicable.
- Copies of exams or papers you have written for this instructor, including your grades and the comments.
- A description of the program or fellowship to which you are applying.
- A copy of any personal statements you will be submitting along with your application.
- The program or institution’s reference form, filled out appropriately. Many faculty members will choose to write their reference on formal letterhead instead of filling out an individual form. Ask your references if they would like a stamped, addressed envelope to mail directly or if they prefer to return the letter in a signed, sealed envelope for you to send.
Confidentiality: Consider carefully whether you will choose to waive your right to read the recommendation and sign your form at the appropriate place. Whereas admissions committees recognize and respect that you have the legal right not to waive access to your recommendation, some schools or agencies may consider confidential letters more useful.
Making the Request: Although most professors are happy to be of help, please keep in mind that no one is required to write a letter of reference and circumstances may dictate that a professor is unable to accommodate your request. It is thus a good idea to set up an appointment with a professor well in advance to discuss your goals and to make the request. Do not simply drop off a reference form in a professor’s box or send her or him a casual email. If special circumstances mean that you are forced to ask for a reference on short notice, be sure to ascertain that the professor is willing to meet your tight deadline.
Confirm receipt: You should always check with your school or program that your application is complete and that your references have arrived.
Notification: Make sure to notify your reference writers of your final decisions. Professors generally like to hear about your acceptances and can help provide useful perspective in the event you were not successful. Please know that writing a thoughtful reference letter takes a great deal of time. Be sure to send a thank you note to each person who has written a letter on your behalf.
Essays and Personal Statement/Statement of Purpose
Your essay(s) and/or personal statement is the heart of your application. It provides the application review committee a glimpse into how you came to the decision to want to attend graduate school, how you selected their program and what you hope to accomplish after attaining your graduate degree. Your writing is the medium through which the committee will “meet” you.
Your essay also serves as a writing sample and therefore it must be error-free. A minimum of three readers is recommended to proof your writing and review your content. An ideal review team might include a faculty member in the academic area to which you are applying, a staff member who serves as a writing consultant and a staff member in the Hiatt Career Center.
For step-by-step guidance on writing a personal statement, please read Writing Personal Statements (.doc).
Admissions Tests for Graduate and Professional Schools
Check each program's requirements to determine if testing is required, such as GRE, GMAT or subject-specific exams. Even similar programs may have different testing requirements. Be sure to leave plenty of time to have scores sent to schools to meet deadlines. If you are concerned about your scores, feel free to ask each program how much they weigh the scores in their decision-making process.
Portfolios
Graduate programs, including those in the fine arts, music and writing, may ask for a sampling of your work. Follow the application instructions carefully regarding format and media required. For example, a M.F.A. program may require an art portfolio, whicle an M.A. in music may require a submission on CD. If your program allows you to sumbit a web portfolio, you may use OptimalPortfolio, available through the Hiatt Career Center to create one.
Resumes
Graduate school resumes are different from work resumes in that they are not limited in length. In addition to your leadership, internship and work experience, you may wish to include research and class projects. For more extensive information regarding creating a resume, please visit the resume writing section of the website. Also, feel free to use our online system, OptimalResume to create your resume.
Interviews
For some graduate schools, interviews may be required or optional. It is in your best interest to be interviewed, if you can. An interview allows you an opportunity, beyond your essay or personal statement, to make the case for your acceptance. Preparation for any interview is key to success.
Ask yourself the following:
- What are the questions that might be asked?
- What is this program seeking in applicants?
- What do you have to contribute to the program and the field?
- How will you benefit from the program?
- How will the program contribute to your career goals?
- What do you want the interviewer to know about you?
- What are some questions you would like to ask (be sure these are based on preparation)?
Preparation tips:
- Practice the interview in a mirror.
- Practice the interview with a career counselor and discuss feedback/suggestions.
- Use video equipment to record your practice interviews.
- Research the school, program, and your qualifications and characteristics.
For more detailed interviewing guidelines, please visit the interviewing section of the website. After each interview remember to send a thank you note to your interviewer.