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• Applying to graduate school

How (and Who) to Ask For a Letter of Recommendation

Published on October 30, 2020 by Lauren Thomas . Revised on June 1, 2023.

Letters of recommendation often make or break a graduate school application . It’s important to think carefully about who to ask and how to do it.

Ideally, you should approach former supervisors who know you and your work well, and can advise you. Different programs require different types of recommendation letters, but the process of requesting them is similar.

Follow these five steps to guarantee a great recommendation, including program-specific tips and email examples.

Table of contents

Step 1: choose who to ask, step 2: reach out and request a meeting, step 3: ask for a letter of recommendation, step 4: share your resume and other materials, step 5: remind your recommenders of upcoming deadlines, other interesting articles, frequently asked questions about recommendation letters.

Your first step is to decide who you’ll ask to write a letter for you. Ideally, this should be someone who you worked with outside of just the classroom context—for example, a former professor who supervised your research.

It’s important to ask someone who knows you well, even if they are less well known than other professors at your institution. Graduate admissions committees want to get a good sense of your ability to perform well in their program, and this is difficult to accomplish if your recommender only knows you as a face in the crowd.

Who you should ask also strongly depends on the type of program that you’re applying to. Different programs prefer different qualities in their admitted students, and thus weigh types of recommenders differently. Take a look at the program-specific tips below.

For research programs (MPhil, DPhil, PhD , Research Master’s), graduate admissions committees are looking for evidence of your potential as a future researcher.

Since this is tricky to assess from test scores and transcripts, letters of recommendation are often the most important part of a graduate research program application.

Your letter should thus be from someone who can speak to your skills as a researcher. This could be, for example, a professor who supervised you on an independent research project, or the head of a lab that you worked in as an undergraduate.

If you worked as a full-time research or lab assistant after undergrad, ask your managers, who are usually full-time researchers themselves and therefore experts on what makes a good researcher.

Unlike most graduate programs, business schools are less interested in your undergraduate academic performance. Instead, they try to assess your potential to succeed in the workplace, particularly in managerial or leadership positions. The same applies to public policy and other professional programs.

Ideally, your letters of recommendation should come from current supervisors at your work. If this isn’t possible, you should ask coworkers who are senior to you and know your work well.

Although business schools normally prefer candidates with several years of experience, current undergraduates sometimes apply as well. In this case, you should ask internship supervisors or—as a last resort—professors who know you well.

Medical schools look for evidence that you are academically prepared for the study of medicine and that your character is well-suited to becoming a doctor. Admissions committees in medicine prefer academic references, but they also require a few extra steps.

Firstly, while graduate programs usually require two or three recommendation letters, medical schools often ask for more—you may have to submit up to six letters, some of which should be from former professors in the natural sciences.

In addition, many schools recommend that you submit a letter from the premedical advisory committee at your undergraduate institution, which summarizes your overall suitability for medical school. Be aware that deadlines for materials for these letters are very early—often the spring of the year before you are due to start medical school.

Finally, if you’ve worked on any research projects, you should submit a letter from your supervisor. Medical schools view research competence as a plus.

Law school letters of recommendation should mostly be from former professors or other academic supervisors.

You should only use non-academic recommenders if they can directly speak to your suitability to study law—for example, if you regularly work with lawyers, or if your job involves skills like critical reading or research that are relevant to legal practice.

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The next step is to get in contact with your potential recommender. If you haven’t talked to them in a while, begin your email with a quick reminder to jog their memory. Be friendly, direct, and concise.

If possible, it’s best to plan a meeting to discuss your request. However, if this isn’t practical (for example, if you’ve moved far away from your undergrad institution), you can skip this step and head straight to the third.

Hi Professor Smith!

I hope that everything is going well with you and that you’re still enjoying teaching your seminar on the post World War II international order. I thoroughly enjoyed taking it with you last year as a junior.

I’m currently thinking about what I want to do next year, which will hopefully involve graduate work in political science, and was hoping to meet with you to discuss your thoughts on graduate school. Do you have any time over the next few weeks to meet?

Make your request during your meeting or, if necessary, via email. Let them know what sort of programs you are applying to and when the deadlines are. Make sure to give your recommenders plenty of time!

Instead of just asking for a recommendation letter, specifically ask if they can write you a strong recommendation . This allows your recommender an “out”—for example, if they don’t feel they know you well enough. A bad or even lukewarm recommendation is the kiss of death for any application, so it’s important to ensure your letters will be positive!

If they say they can’t give you a strong recommendation, don’t panic. This gives you the opportunity to ask someone else who can provide you a better recommendation.

Hi Professor Jones!

How are you? I hope everything is going well and you’re still teaching Introduction to Labor Economics to eager students!

I’ve been out of school for a year now, working as a full-time research assistant in New York City. Come this fall, I’m hoping to apply to a few programs for graduate school, mostly doctoral programs in Economics.

Since I took two economics classes with you (Introduction to Labor Economics in Spring 2018 and Industrial Organization in Fall 2019), I was hoping that you might agree to serve as a letter writer for my graduate program. I wanted to highlight my work in labor economics, since that’s what I’m hoping to study in graduate school. Also, since I loved your classes, I thought you might be a good person to ask!

The letters of recommendation would be due to each individual program’s website in December. I understand, of course, if you’re too busy this summer or if you don’t feel that you would be the best fit to write a letter. My goal is simply to paint as complete a picture as possible of my undergrad career at Western. If you’d like, we can also discuss this on the phone.

I look forward to hearing back from you!

You should send your resume or CV to your recommenders, along with any other material that might jog their memory or aid in their recommendation.

For instance, you may want to send along your statement of purpose or writing sample if one is requested in your application. Admission committees are looking for a cohesive story that the letters of recommendation, personal statement , and CV work together to tell.

You should also check whether the school provides any prompts or guidelines for recommenders. Many programs want your recommenders to comment on your potential to serve in the specific role the graduate program prepares you for. See the program-specific tips below.

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Finally, you should send an email to your recommenders a few weeks before the letters are due, reminding them of the deadline and asking if there is anything else you can send them to assist in writing the letter.

If any materials are late, programs will often reject your entire application, so it is imperative that your recommenders get their letters in on time. However, you should also keep in mind that your letter writers are probably quite busy, so don’t send too many reminders!

Dear Professor Jones,

Hope the semester is going well! Thank you again for agreeing to serve as my recommender. I just wanted to send you a quick reminder that recommendations for Program X, Y, and Z are due in two weeks, on December 15. Please let me know if you need anything else from me, and thank you again!

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Choose people who know your work well and can speak to your ability to succeed in the program that you are applying to.

Remember, it is far more important to choose someone who knows you well than someone well-known. You may have taken classes with more prominent professors, but if they haven’t worked closely with you, they probably can’t write you a strong letter.

This depends on the program that you are applying for. Generally, for professional programs like business and policy school, you should ask managers who can speak to your future leadership potential and ability to succeed in your chosen career path.

However, in other graduate programs, you should mostly ask your former professors or research supervisors to write your recommendation letters , unless you have worked in a job that corresponds closely with your chosen field (e.g., as a full-time research assistant).

It’s best to ask in person if possible, so first reach out and request a meeting to discuss your graduate school plans.

Let the potential recommender know which programs you’re applying to, and ask if they feel they can provide a strong letter of recommendation . A lukewarm recommendation can be the kiss of death for an application, so make sure your letter writers are enthusiastic about recommending you and your work!

Always remember to remain polite. Your recommenders are doing you a favor by taking the time to write a letter in support of your graduate school goals.

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Thomas, L. (2023, June 01). How (and Who) to Ask For a Letter of Recommendation. Scribbr. Retrieved November 6, 2023, from https://www.scribbr.com/graduate-school/letter-of-recommendation/

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Recommendations

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Three letters of recommendation are required for your application.

Choose Your Recommenders

Letters of recommendation should come from academic or professional references who know you well and are qualified to evaluate your potential for graduate study. It is strongly recommended that at least one of these letters be from a university professor familiar with your academic work.

Refer to your  graduate program’s website to check whether it offers specific guidance on choosing your recommenders.

Register Your Recommenders

Register your recommenders in the online application as early as possible to ensure their letters are received by the application deadline.

• After you enter your recommender’s information, the application system sends a personalized link to that individual to submit the recommendation online.
• After your recommender submits the recommendation letter, you will receive an email notification.
• You may manage your recommenders on the same Recommendations page where you registered them. This includes sending reminder emails and changing recommenders. You continue to have access to this page after you submit your application.

Note: Departments in the School of Engineering will NOT accept letters of recommendation via Interfolio submission. This includes: Aeronautics and Astronautics, Bioengineering, Chemical Engineering, Civil & Environmental Engineering, Computer Science, Electrical Engineering, Management Science & Engineering, Materials Science & Engineering, and Mechanical Engineering. 

Recommendation Form

Each of your recommenders are asked to respond to the following questions:

• Undergraduate students
• Master's level students
• Doctoral level students
• Other (please specify)
• How many years have you evaluated people in this group?
• Approximately how many people are in this group, totaled over those years?
• Second quarter
• Third quarter
• Bottom quarter
• No basis for judgment
• Strongly recommended
• Recommended
• Recommended with reservations
• NOT recommended

Recommendation Letter

The general prompt for the recommendation letter is:

Please write candidly about the applicant’s qualifications, potential to carry on advanced study in the field specified, intellectual independence, capability for analytical thinking, ability to organize and express ideas clearly, and potential for teaching. Descriptions of significant actions, accomplishments, character, and personal qualities related to scholarly achievement are particularly helpful.

The exact prompt displayed to the recommender may differ depending on the graduate program you select.

Refer to your  graduate program’s website  to check whether it offers specific guidance on what recommenders should include in their letters.

Your recommenders must be the sole authors of your letters of recommendation. Drafting, writing, translating, or submitting your own reference, even if asked to do so by a recommender, is a violation of our application terms. You are responsible for informing your recommenders of this policy.

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Graduate School Letter of Recommendation Examples 2022-2023

Grad school recommendation letters are an essential part of every graduate school application package–even in this (almost) post-COVID era of remote work and Zoom classes. Nearly all applications to graduate school still require at least two recommendation letters from individuals who can discuss your abilities, competencies, and personal character in a coherent way and recommend you for admission to graduate school.

Many referees have difficulty writing these recommendations themselves (for language issues or simply because they are busy) and some rely on the applicant to pen the draft of the letter and receive confirmation before submitting it to the graduate school. But regardless of who is writing the letter, there are a few key elements the recommender needs to include to craft a stellar recommendation for their graduate candidate.

Who should write a recommendation letter for graduate school?

Choosing which professors, supervisors, or advisors to request a graduate school recommendation letter from can be somewhat overwhelming. Should you choose someone who does not know you personally but who has connections to your target graduate school? If a famous professor writes you a grad school recommendation letter, will this automatically give you an advantage with the admissions committee? 

In general, graduate recommendation letters should come from people who know you well, who respect you enough to say glowing things about you as a student and researcher, and who hold positions in school or work that are above your own. At least one letter of recommendation should be submitted from a past or current professor or academic advisor. 

Another could be from someone in a slightly different role, including an employer, a research adviser, a senior colleague, or a professor from a different department or kind of class (e.g., a discussion class professor instead of a lecturer). No matter who it is, the recommender should know the applicant and recognize their accomplishments. It also helps if the recommender understands some details about the program to which their candidate is applying.

Here are some guidelines to follow when choosing who to ask for letters of recommendation for graduate school. Select someone who:

• Knows you well and can answer positively. Choose an individual who you have spent time with outside the classroom if possible. They should also be familiar with your career goals and hold a favorable view of you. 
• Has known you for quite a while. A recommendation letter for graduate school carries more influence if the person has known you for months or years instead of months. If you can, find someone who knows you from various contexts, such as a professor who is also your advisor. 
• Can speak to your strengths in relation to your graduate program. Choosing a finance professor to write your recommendation letter for an MBA program would be a good idea because they can write about the qualities that will aid you in pursuing an MBA (qualities you can also include in your MBA essay ) and a broader career in business. 
• Has substantive stories to share about you. Who was fortunate enough to see you succeed in an academic, extracurricular, or professional setting? Having someone write your LOR who has good stories to share about you is certainly going to benefit you more than someone whose class you took with two hundred other students. 

How to Request a Letter of Recommendation for Graduate School

Knowing how to request a letter of recommendation for graduate school can directly impact the quality of the letter your referee writes for you. Show respect and consideration for the time that your recommender is taking to write a glowing review that will get you into graduate school and positively impact the rest of your life. 

With this in mind, it may seem obvious that the very best way to ask for a letter of recommendation for graduate school is to do so in person. While this isn’t possible for all students (due to availability or schedule), it is the best route if you want to ensure that your LOR is not only written on time, but includes all the positive information about you that admissions committees want to see in a graduate candidate. When you cannot ask in person, sending an email is an appropriate second-best option. But remember to always be cordial and polite when making this request. 

What information should be included in a graduate recommendation letter?

Your referral letter should cover a range of skills, from academic abilities to research experiences, to applied experiences in and out of class. As the recommender, your letter should clearly answer some specific questions:

Your letter of recommendation should cover a range of skills, from academic abilities to research experiences, to applied experiences in and out of class. As the recommender, your letter should clearly answer some specific questions:

• What is your relationship with the student?
• Why should the graduate faculty listen to your opinion? (include your status, title)
• What makes this student special? (discuss their characteristics, qualities, traits)
• What specifically did this student do to impress you? (discuss their accomplishments, habits in class)
• What makes this student qualified for graduate school and for this program? (include specific courses or interests of the student in addition to abilities and traits)
• What do you know about the program the student is applying to?

What information does the LOR recommender need from me?

The recommender should be given sufficient time to write (and/or confirm) the letter. If it has been a while since you were last in contact, sending a background information file will make things easier. Include the following information so that the recommender can use a few details to bolster their letter:

• Classes the student has taken with the recommender
• Experiences you have shared
• Transcripts
• Research experience and internships
• Awards and achievements
• Academic/career goals
• Relevant professional experience

In addition to background information, make sure that the recommender has the necessary information to plan the writing in a timely manner and target the letter as much as possible:

• Graduate program application due date
• Copy of recommendation forms (if applicable)
• Instructions for submitting LORs (hard copy, soft copy, or direct to school)
• Details about the program and school the student is applying to

What style of writing should be used in a recommendation letter?

Although the letter of recommendation is more informal than academic writing, you should make sure that your language has no grammatical or mechanics errors and that it is of an academic level that reflects the author’s educational level and qualifications. Apply the following standards to the writing and the essay-drafting process:

• Make your language more personal in tone than research writing.
• Use the active voice and first-person point of view more often.
• Write chronologically, starting from important traits and then moving on to actions and achievements.
• Use lots of details—list course names, scores, and specific achievements of the student.
• Edit your letter before submitting it to the graduate admissions faculty.

How to Write a Grad School Letter of Recommendation Letter: LOR Outline

A well-structured recommendation letter (like any organized essay) will guide the reader logically towards an understanding of why this student is worthy not only of praise but of admission to graduate school. Grad school requires quite a few high-level scholastic attributes that not all students possess, and therefore it is important to focus on both the achievements of the candidate and on their personal character and potential to thrive in a difficult academic environment.

Use this outline as a letter of recommendation template in which to input your candidate’s achievements, skills, and traits. Note that the flow of information moves the reader into greater detail, using form phrases and transitions that increase the readability of the letter.

1. Greeting to the recipient

Dear {Name}, or To Whom It May Concern, To the graduate faculty of the {University / Department}

2. Opening paragraph: position; relationship to the applicant; general assessment of the applicant

It is my absolute pleasure to recommend {Name} for admissions to {Program} at {University}… I am a professor of {area of study} in the department of {department} at {University}.

3. Second paragraph: positive skill or trait; evidence of trait or skill; anecdotes demonstrating this skill

Jane has excellent communication skills. Her written work is both clear and concise, as well as interesting to read…

4. Third (up to fifth) paragraph: Other skills or traits; evidence of character and skills; detailed anecdotes

At a personal level, Jane is a well-disciplined, industrious student with a pleasant personality. She went well beyond the course expectations…

5. Final Paragraph: clear recommendation of the candidate to the specific school or program.

Jane is unquestionably an exceptional candidate for graduate study in {Program Applying for}. Jane’s work in “Developments in Anthropology” suggests that she would greatly benefit from the opportunities for intellectual development provided by a sustained period of graduate study…

6. Closing line: polite offer to be contacted if needed

If I can be of any further assistance, or provide you with any further information, please do not hesitate to contact me.

Letter of Recommendation Template and Useful Phrases

Admission essays often contain template phrases or “form phrases” that allow the writer to plug in their specific information while not spending too much time deciding how to compose every single aspect of the writing. This can be especially useful for ESL authors because conventional expressions used in academic and essay writing can be difficult to learn and memorize. Use the following form phrases to help craft a more professional letter of recommendation.

Introducing yourself

• My name is  {Author}  and I have been a Professor of Math at  {University}  since  {date} .
• I write to you today to proudly express my support for  {Student}  in applying to your prestigious university.

Discussing your relationship with the applicant

• I first came to know  {Student}  while teaching him/her in my  {Course Name}  course…
• I was  {Student} ’s thesis advisor during his/her senior year.
• I have known  {Student}  for several years now and can attest to his/her strengths and quality of character.

Discussing the student’s general positive traits

• {Student}  has excellent communication skills and displays them regularly in class discussions.
• He/She is a highly intelligent and competent student who excels in many areas.
• Not only is  {Student}  hard-working and thoughtful, but he/she also demonstrates kindness and generosity towards his/her peers.

Demonstrating evidence of student’s character and skills

• She/he has shown herself/himself to be a true leader who is able to successfully develop plans and implement them in his/her work.
• {Student}  demonstrated his/her independence daily, completing difficult lab exercises by researching outside of class.
• During his/her internship,  {Student}  consistently managed his/her work responsibilities diligently and learned quickly. For example…

Discussing the school/program the student is applying to

• As  {University}  is renowned for its  {Program} , I believe this is an ideal place for  {Student}  to solidify his/her abilities and cement his/her knowledge of  {area of study} .
• The learning environment that  {University}  is famous for creating excellent opportunities in which  {Student}  to apply his/her skills.

Final endorsement and offer to be contacted

• For the above reasons, I am confident that  {Student}  will make an excellent addition to your graduate program, and I wholeheartedly support him/her for admission to your program.
• Thank you for your time and attention in reading my endorsement.

Further Tips for Writing Admissions Essays

• Highlight your self-motivation, competence, and potential in this essay
• Emphasize everything from a positive perspective and write in the active voice.
• Demonstrate through examples; don’t just write that you are a “persistent person”—show it!
• Approach every topic with continuity and focus.

The Final Step: Editing Your Recommendation Letter

As any good writer knows, it takes more than one draft to create a strong and compelling work of writing. After you have written your recommendation letter draft, there is still a lot of room for revision. One way to ensure that grammar mistakes and style errors do not get in the way of a strong letter is to let the admissions experts at Wordvice’s Admissions Editing Services edit and proofread your (of your candidate’s) letter of recommendation or other application essays, raising the chances that your candidate will be admitted to the program of their choice.

With a full suite of professional proofreading services , we edit thousands of admission documents each year for all kinds of authors of academic and admissions documents just like you. Furthermore, our application essay editing services , recommendation letter editing services , personal statement editing services , CV editing services , cover letter editing services , and SOP editing services are tailored to the needs of your specific admissions essay.

For more articles on writing and editing your essays and academic work, visit Wordvice’s Academic Resource page . 

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Home » Blog » The Ultimate Guide to Grad School Letters of Recommendation

The Ultimate Guide to Grad School Letters of Recommendation

GRADUATE STUDIES  | 5 MIN READ

An application to graduate school should paint a picture of who you are. Much of that illustration comes from you: You’ll be writing your essay and putting together your resume. Test scores and transcripts provide an objective measuring stick. But grad school letters of recommendation round everything out, giving a subjective glimpse of how others see you—your qualities, your competencies and your potential. So, the question is, how long should a letter of recommendation be?

Even though you won’t be the one writing these letters, it’s still important to understand how to facilitate the process. You want letters that are accurate, authentic and on time.

What Should a Graduate School Recommendation Letter Include?

Your letters should provide information not found elsewhere in your application. They don’t need to rehash which classes you took or what your GPA is. They shouldn’t repeat the same things you use in your personal essay .

What they should do is validate and expand on the information you are providing. Good letters cover your personal qualities and the accomplishments and experiences that make you stand out from others. They underscore the attributes that make you a match for the program to which you are applying.

Provide your letter writers with a copy of your admission essay and resume so that they are prepared before they start writing. This way, they can bolster your submissions without echoing them.

When Should I Ask for Grad School Recommendations?

A good rule of thumb is to give your letter writers at least a month’s notice. That means asking to meet with them about six weeks in advance.

You’ll want to talk in person, if possible, so that they can ask you questions. Meanwhile, you can get a sense of whether they have any hesitation in recommending you. Don’t take it personally if they do! Some people might feel that they don’t know you well enough to give an accurate review, and others might just be too swamped to add another item to their to-do list.

Asking early enough will give you plenty of time to approach a backup if your first choice doesn’t pan out. It also means your letter won’t be forgotten in the end-of-semester rush.

How Long Should a Recommendation Letter Be for Graduate School?

Always follow the guidance given by the school you are applying to. But, generally speaking, use the same rule of thumb for a letter of recommendation as for a resume: Stick to one page.

Three to four nice paragraphs should suffice, hitting the highlights without bogging the reader down with fluff or hard-to-follow stories.

Basically, your letter writers should very briefly introduce themselves, say how they know you and then make the case for you. Most of the letter should detail why they recommend you for the program, with a couple of broad statements and a few supporting details.

Do Recommendations for Graduate School Have to be From Professors?

Again, first and foremost, follow whatever guidelines the school you’re applying to is providing. Usually, though, of the two or three letters you submit, one or two should know you in an academic setting. For the other(s), you may want to include someone who knows you professionally or from some kind of work that you do.

A professor who knows you well can speak to your academic and career goals—and your strengths in the classroom. A supervisor or work mentor can talk about your experience in the field and your work ethic.

It’s not a good idea to ask a family member to write you a letter unless you truly have an outstanding reason to do it. Just know that most schools will frown on it. Instead, consider someone outside of your family who nevertheless has a personal connection to you and can highlight your character traits, personality and leadership potential.

Can Recommendation Letters be Sent After the Grad School Deadline?

Do everything you can to avoid this. If you request your letters far enough in advance—at least a month, but more time is better—and follow up by providing the information the letter writer will need, you should be in good shape.

Keep on top of your application status. If you see that a letter hasn’t been submitted and the deadline is nearing, send a nice email asking if the writers need any further information from you. If that doesn’t help, follow up with a phone call.

Being selective about who you ask for a letter—and being clear on the deadline—should keep you from white-knuckling it as the due date approaches. Also, if two to three letters are needed and two of yours are submitted, don’t sweat the third one. But in a worst-case scenario, contact your institution, tell them what happened and see what they recommend.

What About the Rest of the Application Process?

Get the support you need to get into grad school and start your journey toward a master’s degree. Elmhurst University’s admission counselors monitor your progress and stay in contact with you to keep your application on track.

Want to learn more about Elmhurst’s graduate studies? Fill in the form below!

• https://www.collegexpress.com/articles-and-advice/grad-school/articles/grad-school-applications/recommendation-letters-graduate-school-what-you-need-know/
• https://www.thoughtco.com/getting-recommendation-letters-for-grad-school-1684902
• https://www.thebalancecareers.com/sample-reference-letter-for-graduate-school-2062937
• https://www.thebalancecareers.com/how-to-write-a-reference-letter-2064324#:~:text=Length%3A%20A%20letter%20of%20recommendation,writing%20more%20than%20one%20page

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Before applying, confirm that three faculty members or others qualified to evaluate your potential for graduate study have agreed to submit letters of recommendation on your behalf. At least one letter should be from a faculty member at the school where you earned your most recent degree, unless you have been out of school for more than five years. 

Your recommenders must submit their letters through the recommender portal by the application deadline: Harvard Griffin GSAS does not accept letters submitted via email, mail, or a dossier service. 

During the application process, you will be asked whether you wish to waive your right to see these letters. By law, enrolled students have the right to view their letters of recommendation unless they indicate otherwise at the time of application. Learn more about your right to inspect letters of recommendation . 

Can I submit my application before my recommenders submit their letters? 

Yes. Please remember that letters of recommendation must be received by the graduate program’s application deadline. 

How many letters of recommendation can be included in my application? 

Harvard Griffin GSAS requires three letters of recommendation. You may ask additional recommenders to submit letters if you choose, however, it is not guaranteed that the admissions committee will review additional letters. 

What if my recommender is unable to submit a letter in English?

If you have a recommender who is unable to submit a letter in English, they can choose to obtain a certified English translation of their letter. The recommender would need to upload a copy of their original letter in the language it was written, a copy of the English translation of the letter, and verification from the professional translator certifying the translation. Translations must be literal and complete versions of the original record. Harvard Griffin GSAS does not endorse a specific translator or translation service.

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Grad School Letters of Recommendation

Commonly asked questions:.

Berkeley Career Engagement no longer maintains a Letter Service and most Berkeley students/grad students/postdocs utilize an outside vendor such as Interfolio.com . Rather than requesting multiple copies of your letters from your advisor to be sent to the many institutions on your list, a service like Interfolio will house your confidential letters and distribute them as requested by you for a modest fee. A letter service vendor can provide you with a quick and easy means of submitting dossiers even after you have left Berkeley. And as your career develops, new letters can be added.

Letters of recommendation are required for almost every graduate school application and are a very important part of the application process.

Although it can vary, generally, you will be asked for three letters. We recommend that you send only the number of letters requested. This speaks to being able to follow directions.

The best letter writers are those that know you well and can provide an evaluation of your ability to perform and succeed at the graduate level. Check each graduate program's website to see if they require letters from specific individuals. Those who work in graduate and professional school admissions tell us the following generally make the best letter writers:

• Someone who knows you well
• Someone with the title of "professor"
• Someone who is a professor at the school granting your baccalaureate degree
• Someone who has earned the degree which you are seeking in your graduate work
• Someone with an advanced degree who has supervised you in a job or internship aligned with the graduate program you are pursuing
• Someone who has academically evaluated you in an upper-division class

Note: Letters from family friends, political figures, and the like are discouraged and, in fact, may be detrimental.

First, make a list of professors and/or supervisors who will be your best advocates. Then, set up an appointment to discuss your request in person. Do not make the request via email if possible. Be prepared to articulate your interest and reasons for attending graduate school. Letters of recommendation are written strictly on a voluntary basis. The best approach is to ask potential letter writers if they are willing to write you a strong letter. If you sense reluctance or the answer is no, ask someone else..

Professors and supervisors are generally pleased to write on your behalf, however, they are usually involved in many activities. Faculty are especially busy during the months of November and December. Be considerate of your letter writers’ time and approach them at least two months before you need the letter.

If you plan to take some time off before going to graduate school, don’t wait until you want to apply to graduate school to ask for letters. Your professors could be on sabbatical or you may not be fresh in their minds anymore. You can ask professors for a "general" letter of recommendation before you leave Cal and ask that they keep the letter in a safe place or send it to a letter service for safe keeping (see below for more information). When you are ready to apply to graduate school, contact the professors again and ask them to update your letters.

Since your best letters will come from those who know you well, make an effort to get to know your professors and/or supervisors. A few ways you can do this are to speak up in class, select courses with small class sizes, take more than one class from a professor, do research for a professor, take on optional projects, and regularly attend office hours.

The best strategy you can use to get a good letter of recommendation, particularly if a professor hasn't known you long, is to provide your letter writer with ample information about you. This way, you will get a letter that includes concrete details about you instead of a letter that contains only your grade, which is of limited value.

The letter writer should make it clear how they know you and how well. The writer should be as specific as possible about your relevant academic skills and personal traits. The writer should also put you in perspective with other students the writer has recommended in the past, such as, "I have taught at Cal for X years and during that time have recommended X# for grad school. I put this student in the top X percent." The more detailed a letter, the more it reflects the writer's direct knowledge of your work and potential and the more credible it will appear to members of the admissions committee.

If you ask a faculty member or GSI to write you a letter, they may not feel comfortable saying "no" even if they don't feel able to write a strong endorsement. Give them another option. Rather than asking if they'd write you a letter, you can ask if they feel they know you and your work well enough to write a good letter. This allows them a graceful out and saves you from having a letter with faint praise.

You can help your letter writers write enlightening letters by giving each of them a portfolio comprised of:

• Information on how to get in touch with you in case they need to reach you
• A list of schools to which you are applying
• What you would like emphasized in the letter(s). Check your specific graduate program's letter of recommendation guidelines. If there is specific information being requested, advise your letter writer to include this information.
• Links to or information on where they can submit the letters
• Due dates for the letters with the earliest due date at the top
• Any other information that is relevant
• Open and close your note with thanks, acknowledge that the letter writer’s time is valuable, and include how the letters are important to your professional future.
• Type in your applicant information
• Type in the recommender’s name, title, and contact info (telephone, email, address, etc.)
• Your unofficial transcripts (note the courses you took with them)
• A draft of your statement of purpose
• A copy of your best work in the course (with instructor comments on it), lab evaluations, projects, etc.
• Your resume

Yes, you can, but as a general rule it is better to have letters written by professors rather than GSIs. The professor may be in a better position to evaluate you and to compare you to current and previous classes of students. GSIs often write fine letters and frequently write parts or all of letters which professors sign or co-sign. Having a GSI’s letter co-signed by a professor adds to its strength, especially if the professor can add useful comments.

However, it is better to have a strong letter from a GSI than a letter from a professor that says little or nothing. Ultimately, because some graduate schools specifically state that they will only accept letters from professors, it is in your best interest to get to know your professors well enough so that they can write a strong recommendation letter for you.

If you must get a letter from a GSI, strategize with the GSI to draft a letter of evaluation then forward it to the professor, using the pronoun "we" instead of "I." For example, the GSI could write, "We saw Mr. Conner struggle before the midterm and we were impressed with his tenacity and capacity to master the material." Then, the letter can be signed by both the GSI and professor at the bottom of the page.

In addition, sometimes GSIs are willing to provide some written insight or notes for the professor so that the letter can be written and signed solely by the faculty member. You will need to give your portfolio to both the GSI and the professor and see how they want to do business.

In general, graduate programs prefer confidential letters. Admissions officials say that it displays more confidence on the part of the applicant if letters are "confidential" (meaning that you cannot see or read the letters).

Additionally, your recommender will only need to write one letter instead of one for each school you are applying to. Two such vendors for Letter Service include Interfolio or Virtual Evals .

Tips for Requesting Letters:

• Ask a person who knows you well, thinks well of you, and is willing to write a thoughtful appraisal of your qualifications. If your professor doesn’t know you well enough, you might want to ask the GSI to write the letter and have the professor co-sign it.
• Discuss your plans with the writer and remind him/her about your background. A resume or summary of your background might be useful to the letter writer.
• Check your specific schools’ letter of recommendation guidelines. If there is specific information being requested, please advise letter writers so that this can be included.
• Provide the letter writer sufficient advance notice. Often, faculty members are asked to write recommendations for many students, so requesting your recommendation several weeks before you need them in your file will be helpful to the letter writer.
• Provide your writer with a note containing your full name (first, middle, last, and any other name used so as to prevent confusion), your contact phone number, email address, and what kind of letter you need from them. If you have preferred pronouns, you may consider including that as well.
• You should maintain at least some contact with your writer. Gently remind your writer about the letter as your deadline approaches. A brief email or voice message will be sufficient.

Application FAQs: Letters of recommendation

As part of the application for admission, three individuals who are familiar with your work—either academic or professional—will be required to submit letters of recommendation endorsing your candidacy. These letters provide the Admissions Committee with valuable insight into your character and performance in the classroom and workplace.

Below, you’ll find answers to some of the most frequently asked questions we receive about letters of recommendation .

Do my recommenders need to submit their letters by the December 1 deadline?

Your completed application, including all supporting materials, must be received no later than Friday, December 1, 2023 at 12 p.m. ET. Please be in touch with your recommenders as December 1 approaches to ensure that their recommendations are submitted prior to the deadline.

Who should I ask to provide letters of recommendation?

• If you are an undergraduate or have less than two years of work experience, we encourage you to submit two letters of recommendation from university faculty members and the third from your immediate supervisor from a professional work environment or internship.
• If you have more than two years of work experience, two of your three letters of recommendation should be from current or previous work colleagues, including a supervisor. We also encourage you to submit an academic reference as well.
• We understand that many applicants to the Mid-Career MPA Program may not be able to submit recommendations from professors. If you are a Mid-Career applicant, you should have colleagues or supervisors who can evaluate your ability to succeed in a rigorous academic environment write your letters of recommendation.

Is it beneficial to have a high-profile recommender?

You should select recommenders who can speak to qualities such as your intellectual ability, problem-solving skills, leadership ability, and commitment to public service. It is much more important to have recommenders who can write in detail about your performance in the workplace or classroom than it is to have high-profile recommenders.

Can I submit more than three letters of recommendation?

No, we will only accept three letters of recommendation. Please do not send additional letters of recommendation—we will not consider these as part of your application.

My recommenders are not native English speakers. Can they submit letters in another language?

We will accept a recommendation letter in a language other than English; however, the letter must be translated into English. You, the applicant, cannot complete the translation. In such cases, both the original letter and English translation should be submitted.

How do my recommenders submit their letters of recommendation?

You will enter the names and email addresses of each of your recommenders in your online application. An email with instructions, a username, and password will be sent to each registered recommender through our application system.  After adding your recommenders, you may check their letter submission status under the “Recommendations” section of your online application and on your application status portal.

Get to know HKS: Assistant Director of Admissions & Financial Aid Leigh McLaren

Starting Your Graduate School Application? Here’s How to Request Compelling Letters of Recommendation

Navigating the graduate school application process can be an exciting, yet overwhelming experience. After all, it’s not just a matter of obtaining a transcript and a check — personal statements often need to be written, resumes have to be updated and letters of recommendation need to be procured.

A letter of recommendation can be exactly what an application needs to boost it above the rest, and a well-written letter will demonstrate your skills, your personality and what sets you apart from others, all coming from a trusted secondary source.

So, how do you ensure you receive a strong, compelling letter of recommendation?

Below, we’ve broken down who you should ask, what you’ll need and what the letter should ultimately include.

Who Should You Ask to Write Your Letter of Recommendation?

Most schools will ask you for two to three letters of recommendation. Some will have specific requirements for who can recommend you: Perhaps it has to be a former supervisor or a professor who taught you the subject. Usually, though, it’s broader than that, and you have more freedom.

That doesn’t mean, however, you can ask just anyone.

“[Applicants] should avoid asking their friends or family members,” said Hoon H. Kang, a graduate/international credentials analyst for the Office of Graduate Admission at USC . “If applicants are recent graduates, then they should ask their academic advisor or professor … If they are currently in the field, then they should definitely ask their supervisor, or a manager, or co-workers.”

While choosing which manager or professor to ask, consider some important factors. Do they know you well? If they don’t, they won’t have much to say in the letter. Someone who has known you longer is better, too. If they’ve known you for two years instead of two months, they will have much more to say. Do they regard you in a positive light? That question needs the answer to be “yes” for the letter to be great.

And of course, consider whether this person is an effective communicator. You want this letter to truly convey who you are and what your strengths are and really stand out to the admissions board.

How to Ask Someone to Write a Letter of Recommendation for You

The best way to ask someone to write a letter of recommendation is in-person. If that’s not possible, you can request to schedule a phone call to discuss it. Emailing also works — but make sure you’re asking in a respectful and considerate way.

Explain specifically why you’re asking them, and why you think they’re the right person to recommend you. It’s important to highlight why you’ve chosen them, as this may impact their desire to participate and the quality of the letter.

And of course, make sure you provide an easy out, so no one feels pressured into writing a letter of recommendation. Be considerate and phrase it as a request, not a demand.

When Should You Ask Someone to Write Your Letter of Recommendation?

We recommend asking someone to write your letter as early as six months before the application is due. Don’t ask later than two months before the due date — there just might not be enough time for them to complete it.

If you’re waiting on the letter and it’s getting close to the deadline, it’s fine to follow up. Just make sure you touch base in a considerate manner and that enough time has elapsed where a follow-up seems necessary, not pushy.

What Information Should You Give Your Recommenders?

Before they start crafting your letter, whoever you asked is going to need some important information. Here is what you should pass along to them:

• A current transcript
• Your most recent resume
• A list of where you’re applying
• A copy of your personal statement and a brief paragraph explaining your career goals
• Any instructions for the letter of recommendation
• The submission deadline
• Anything specific you’d like included in the letter

What Should a Letter of Recommendation Include?

A good letter of recommendation answers the crucial question: Among a competitive field of qualified candidates, why should the school choose you? It demonstrates which skills and qualities you have that will make you a great fit for the program.

The author should provide a description of how exactly they know you and for how long. They should then move into why exactly they’re recommending you for the program. Specificity is key, and detailed anecdotes that highlight your work and skills will make for a stronger letter. They also prove your letter writer is sincere and enthusiastic. You want concrete proof that you’re the right candidate.

“A recommender who knows the applicant pretty well would be able to give a much better image of the applicant to the department,” said Moises Cortés, a graduate/international credentials analyst for the Office of Graduate Admission at USC.

While a letter of recommendation is a formal piece of writing, a sense of personality is encouraged. If it’s very brief, overly dry or too detailed, the admissions board may be less impressed with it.

What to Do After Someone Writes Your Letter of Recommendation

There is a crucial final step after someone writes you a letter of recommendation that you should not skip: Send them a thank-you letter.

They took the time to write something that could help change your life, so be sure to express gratitude for that, whether it’s an email, thank-you card or personalized letter.

After that, it’s time to celebrate this major step in the graduate school application timeline .

For more information, visit the  Office of Graduate Admission at USC  and explore  USC Online ’s master’s degrees, doctoral programs and graduate certificates.

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Graduate School Applications: Requesting Recommendation Letters

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During the application process, much of the process is in the hands of the applicant, but recommendation letters are often in the hands of the recommenders. You can't control what someone says, or whether or not they'll meet the deadline, but you can make the process run more smoothly overall. This resource is designed to offer applicants advice on handling the occasionally sticky process of requesting letters of recommendation.

Getting organized

The first thing you'll want to do when planning for recommendation letters is to organize your application materials. For example: Where are you applying, and to which program(s)? What do you need to send them? What criteria will each school look at when considering applicants? Collect transcripts and test scores as well, and compile a dossier on yourself. You'll want to provide your recommenders with as much information as possible. Even if you think they know you very well, they might find it useful to have reference material. If there are any other particular points on which you'd like them to focus--such as your extracurricular or research activity--be sure that you have a document with that information available for your recommenders. You may also want to include a copy of your résumé or CV.

It's important to compile this information before you determine whom you'll ask for your letters of recommendation, as it can save considerable amounts of time. It also gives your recommenders the impression that you are well prepared. Taking the time to compile this information for potential reviewers can also highlight gaps that might appear in your other application materials, gaps that might be filled by approaching the right person for a letter of recommendation. Perhaps, you are applying to a school that values research, but your research background—as it is presented in your other application documents—appears lacking. This means that it might be beneficial to get a recommendation from a professor that has worked with you on research, or that could speak to your potential to carry out meaningful research.

It may also be helpful to prepare any essays, or writing samples, that you might need in advance. Your potential recommenders may want to see your work in progress. Providing your recommenders with the writing samples that you plan to include in your graduate school application gives them addition reference material while writing your recommendation. Given the time-sensitive nature of these documents, you do not want to be caught unprepared should a recommender ask for a copy of your writing sample. Being unprepared may delay the process, which can have potentially negative consequences for your application.

Letter of Recommendation Formats

Unfortunately, there is no standard submission format for recommendation letters. Some school will require that you use a standardized form specific to that school or program, some will accept more traditional letters, and others will require electronic submissions. Be sure that you keep track of the format required for the schools to which you are applying. If the school requires that you use a standardized form that they provide, be sure to take a copy of that form with you when you approach potential recommenders. Also, be sure that you have filled out any required, personal information on the form. This may include information such as: your name and the program to which you are applying. It may also include a box where you can give up your right to see what your recommenders have written. Please note that you are not required to waive your right to see the letters that your recommenders have written. However, not waiving this right may limit what and how your recommender might write their letter.

Choosing recommenders

Choosing who you will ask to write your recommendation letters is very important, and if you are fortunate enough to have several potential recommenders, narrow your list down early. You’ll want to approach your potential recommenders early because many professors and professionals often find themselves inundated with recommendation requests during the application season.

Your field of study will play a large role in your choice of potential recommenders, as you will want to have at least one person who knows your work, and the field, quite well. If you completed any internships or fieldwork, professionals who you have worked alongside of may be excellent choices for potential recommenders. However, if you are having problems finding potential recommenders from within your field, remember that sheer academic readiness can count for a lot. Professors in related fields may also make good choices, so long as they are familiar with your character and your work ethic.

Regardless of your field of study, choose recommenders you are certain are familiar with your scholarship, skills, and personality. A boilerplate letter from a big name in your field may not be worth as much as a lesser-known scholar who can speak candidly about you as an individual. It may also be wise to have a backup recommender in case one of your recommenders is unable, for any reason, to complete a letter or two on time.

Requesting recommendations

There is no one ideal way to request a recommendation letter—your relationship with and access to the potential recommender will determine your best course of action—but there are certain steps you can take to facilitate the process. While you may want to ask some potential recommenders in person, it is always a good idea to follow up with a reference request letter or email. See the OWL's resource on requesting employment references for a model. This allows you to track the date you requested the reference. If they have already agreed in person, reference the conversation, but still include the relevant information about the school to which you are applying, the due date for the letter of recommendation, and the method for letter submission—paper, electronic, etc. You may also want to include the application materials mentioned above (CV, writing sample, etc.) so that your recommender is prepared.

Make your requests early. Give your letter-writers at least six weeks to complete the letters, though ideally, eight to ten weeks is a comfortable amount of time. If you are applying to eight or more schools, you may want to begin twelve to fourteen weeks before the deadline.

Set reminders on your calendar for follow-up dates. Many recommenders will inform you that the letters have been sent, but it is a good idea to follow-up on the status of your letters just in case. This can be done by contacting the school or program to which you are applying. If the school is requiring electronic recommendation letters, it may be possible to track these online. Work backwards from the deadline, setting reminders at one, two, and four weeks before the deadline date. Inquire politely as to the state of your letters, and ask your recommenders if they need any additional information or if they have encountered any problems. Send these follow-ups via e-mail, unless you know a recommender is unlikely to keep up with e-mail. Do not be afraid to follow-up with your recommenders. Professors and other professionals are busy individuals, and they may appreciate the follow-up. Be polite, courteous, and, when necessary, firm in your follow-ups.

Some schools allow applicants to collect sealed letters and include them with their application packets. While this may cost extra postage, it does allow a measure of certainty regarding the status of the recommendation letters, as you will often collect all of your letters of recommendation for a particular school before sending them in together as part of your application packet. Schools with fully electronic applications may also display information about whether or not a letter has been submitted. If a letter has not been submitted, check in periodically with the schools, even after a recommender says they have sent letters. Materials sometimes get lost in the shuffle, or are misfiled. Keep up with your applications. You may find it helpful to include a spreadsheet or handwritten chart that tracks the status of recommendation letters.

After the application process

Many people send their recommenders thank-you cards or small gifts after their applications are complete. A handwritten note, a small gift card, or baked goods are popular choices, though decisions should be tailored to the individuals. This a nice way to thank recommenders, particularly those who have written many recommendations on your behalf. You may need to ask them for further letters down the road. Not everyone is successful on his or her first attempt at getting into graduate school, and even students who are accepted sometimes turn down offers in favor of trying again in the next application season for a better offer. Sending thank-you notes or gifts can pave the way for asking for more letters on subsequent attempts.

It is also a good idea to keep your recommenders apprised of the outcome of your applications. Do not inundate them with e-mails every time you receive a response from a school, but do let them know about your final results. Your recommenders have invested time and effort in your academic career; they will want to know if their work has paid off.

How to Request Letters of Recommendation for Grad School

• by Heidi Kerr
• June 15, 2021

As you embark on your graduate school admissions process, strong letters of recommendations are a crucial part of your applications. These reference letters are often written by individuals who are familiar with your academic work and interests. As such, they can highlight your potential for success in a graduate program and contribute significantly to your admissions application. 

Unfortunately, requesting and receiving letters of recommendation can be a lengthy process. Additionally, most graduate programs require more than one letter, so it’s important to identify a strategy, develop relationships, and establish a timeline early in your graduate school admissions process. Below we’ve outlined a few tips to help ensure strong letters of recommendations from your professors. 

Identify the right people to ask 

Your letters of recommendation should come from individuals who know you well. Ideally, these people are professors who have evaluated your work in upper-division courses or can comment on your research and professional potential . If it’s been a few years since you’ve graduated from college, it’s appropriate to ask supervisors in your career, though it’s also worth reaching out to professors you were close with as an undergrad. Regardless of who you ask, you want them to write a strong letter of recommendation, not something generic, so it is an advantage to find someone who is familiar with you, your experiences, and your goals. 

Start early and build relationships

It’s important to identify potential letter writers well in advance of the admissions process when applying to graduate school. This will give you the necessary time to build relationships that will help ensure your recommenders will provide strong letters in your favor. Create a list of five potential writers who you would like to ask for a recommendation. While most graduate programs at UC Davis require only three letters, it’s good to have backups. Focus on professors who have areas of expertise that are relevant to your graduate education interests.

Connecting with faculty members is key to securing a strong letter of recommendation. There are multiple ways to build a strong professional relationship with your professors. Consider trying the following as part of your strategy to secure a letter of recommendation: 

• Take multiple courses with the same professor 
• Attend office hours 
• Take smaller classes or seminars with the professor
• Participate regularly in class and make insightful contributions to discussions
• Join a club with faculty mentors 
• Join a professor’s research project or request to do independent research with them as your mentor 
• Attend department events and colloquia 
• Volunteer for opportunities in your department

How and when to ask

Request letters of recommendation at least one or two months in advance of your admissions deadline. It’s important to ask in a timely manner to give recommenders plenty of time to write. It’s also important to make the request personal. Ask to meet with your professor, either virtually or in person, to discuss your plans for graduate school.

Phrase your request this way: “Would you feel comfortable writing me a strong letter of recommendation for graduate school?” This will provide them with an opportunity to answer honestly if they feel they would not be a good choice. 

Make it easy for your recommenders 

Give your recommender supporting documentation about what makes you a strong candidate for graduate school. This will help them write a stronger letter. This information can include: 

• A list of institutions, programs and their deadlines
• A copy of your CV or resume
• An unofficial transcript
• A list of any awards, achievements and papers you may have published
• A copy of your admissions essays
• A statement of purpose or a few paragraphs about what you hope to gain from graduate school and your future goals

Additionally, you should check in with your letter writer as your deadline approaches to ask if they have received their letter of recommendation request and if they have any questions about submitting the recommendation online. Since many graduate school applications only accept letters of recommendations online, you will also want to explain how to submit the letter electronically. 

Send a thank you and updates

Always thank your professors for taking the time to write a letter of recommendation. A handwritten thank you note is a personal and thoughtful way to say thank you, but an email will also suffice. It’s also nice to keep your letter writers updated on your application process, especially if you’ve been admitted to the program of your choice.

Although it can be daunting to ask for these letters, remember that your professors are where they are because others wrote them letters of recommendation. They were once in the very same spot as you! Furthermore, it is an expectation of their profession that they provide letters of recommendation for the students they teach.

For more information on how to prepare for graduate school, visit the UC Davis Office of Educational Opportunity and Enrichment Services . 

Tips for International Applicants

• Explain to your recommender that letters of recommendation should be written in English.  
• Since there may be firewalls or other technology barriers that block individuals from receiving email outside of their organization, ask for the recommender’s personal email address as a backup. 

Special thanks to Josephine Moreno, Ph.D., Graduate Diversity Officer for the Humanities, Arts, Social Science, and Education programs, for her contributions to this article.

Heidi Kerr works as the content and media manager at UC Davis’ Graduate Studies. She has worked as a communications professional at multiple higher education institutions and is passionate about promoting student success.

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• Recommendation Letters

Recommendation Letters for Graduate School Admissions

Recommendation letters are required by most programs to help determine a student’s qualifications. Check with your specific program for their letter of recommendation requirements.

What Are Recommendation Letters?

Recommendation letters are written by people who know you on a personal, professional, or academic level. They are often written by professors, or co-workers in an effort to demonstrate your qualifications for acceptance into a graduate program at the University of Minnesota. These letters go beyond test scores and GPA to illustrate your experience, skills, character, work ethic, and commitment to your chosen field of study.

How Do I Request Recommendations?

Plan ahead. Your preparation for your graduate school application should include contacting potential recommendation providers. You will then provide their names and contact information as part of your application, and they will submit their recommendation via the same system.   

Waiving Your Right to View Recommendation Letters

When adding recommendation provider information to your application, you will see the following question:

"Do you wish to waive your right to examine this letter of recommendation?"

What does this question mean?

If you check YES: You will NOT be able to view the letters submitted on your behalf, even if you are admitted and choose to enroll at the University of Minnesota.

If you check NO: You will have the right to request your letters upon submitting your application, per the Minnesota Government Data Practices Act (MGDPA). 

Why do we ask this question?

Your recommendation providers and your graduate program will see your response to this question--they both have the right to know whether the information provided in your letter could be accessible to you in the future.

How to Check the Status of your requested Recommendations

If you have not submitted your application yet, view the status of your recommendations on the “Recommendations” page in your application. If you have already submitted your application, you’ll find recommendation status on your Application Status page. In both cases, access your application here.

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• How to Get Great Letters of Recommendation for Grad School

If you’re planning to apply to grad school, one of the top items on your to-do list is likely getting letters of recommendation.

But who? How? When? This part of the application process can generate anxiety for even the most confident grad school hopeful.

Don’t worry, we've got your back. With input from admissions experts at the University of Washington, we’ve compiled a list of eight tips for asking for — and receiving — great letters of recommendation. Follow this simple formula and get recommendations that will help your grad school application land in the “yes” pile.

1. Do Your Research

First, read your program’s requirements carefully. Graduate programs typically require you to submit two or three letters of recommendation with your application, but there are variations, depending on the school and type of program.

2. Plan Ahead

Remember to give your recommenders plenty of time to write their letters — a couple months of lead time is not too much! This is especially true if you are asking them to write multiple letters for you (for different programs).

Besides being considerate, giving your recommenders an early heads-up also leaves them ample time to produce a strong letter. If you ask someone a week before the deadline, it shows a (possibly annoying) lack of planning on your part. Plus, it’s possible they won’t be able to turn it around in that timeframe.

3. Identify the Right Recommenders

You should know your recommenders well and have a good working relationship with them. They need to be able to speak to things like your work ethic, professionalism, writing ability, lab and/or research skills, readiness for grad school and what you can contribute to the program.

While former professors are an obvious choice, don’t assume all your recommendations need to come from that category. “That’s a common misconception,” says Crystal Galván, a graduate adviser in the School of Interdisciplinary Arts & Sciences at University of Washington Bothell. “A campus staff member or program director that you worked with directly might be a great choice, too.”

What if you’ve been out of school for a while and don’t have any academic contacts? If that’s the case, you can often substitute professional references for academic ones, says Galván. But explain this choice in your statement of purpose, and don’t be afraid to reach out to the graduate program for any special instructions.

Just like for academic recommendations, make sure your professional recommenders know you and your strengths well. It might be tempting to ask someone like your company’s CEO, but that approach can backfire if they can’t provide specifics.

“It should be someone who knows your work performance and can talk about it — whether that’s a supervisor, a peer or even a client,” says Randell Hernandez, who has served as the director of admissions for the Executive MBA program at the UW for the last 15 years. “For an MBA program, for example, I think current and former managers are probably the best sources for recommendations.”

4. Communicate Intentionally

Once you have your list of possible recommenders, it’s time to reach out. Schedule a meeting (virtual or in-person) to discuss your request.

Seem unnecessary? Galván explains why it’s a vital step. In this meeting you can:

• Discuss more fully why you’re interested in graduate school in general, and these programs in particular.
• Explain the process and the timeline, and talk about next steps.
• Open up the lines of communication and answer any questions they might have on the spot.

If you can’t meet one-on-one, email works too, according to Galván. But she also suggests that you pay attention to how they respond to your request.

“If the person hesitates when you ask them for a letter, then it’s probably better to ask someone else,” she says.

Hernandez agrees. “The challenge with letters of recommendation is that once you ask the person to do it, you lose control of the process,” he says. “So I always advise applicants to choose their recommenders with care.”

5. Prepare a Portfolio

Whew! Once your recommenders are on board, the next step is to supply them with materials that will make their task easier: a digital or physical portfolio.

The portfolio should include copies of:

• Key application materials, including program descriptions and deadlines
• Your personal statement
• Your resume and/or curriculum vitae (CV)
• A writing sample
• Your unofficial transcripts
• Anything else that could help your recommender write a strong letter

If you want to handle this task digitally, a good option is to place the materials in a dedicated folder on a service like Google Drive, OneDrive or Dropbox.

6. Explain Any Academic Dips or Gaps

Everyone understands that life isn’t always predictable. If you’ve experienced hardship — such as the death of a family member — that has impacted either your academic record or your career trajectory, it could be helpful to let your recommender know about it. This allows them to help explain the circumstances.

“For students who had a difficult quarter or semester (or two), it’s helpful for admissions committees to learn about the reasons why, especially as many graduate programs are moving to more holistic admission processes,” Galván says. “Your recommender can help address these gaps in their letter and serve as your advocate.”

7. Follow Up

It’s OK to follow up with your recommenders as the deadline approaches (these are busy people, after all). Many graduate programs give you the option of sending a reminder directly through the application portal, according to both Galván and Hernandez.

“Our portal at the University of Washington has that feature embedded in it,” Galván says. “It’s nice because it allows you to avoid that uncomfortable conversation if you feel anxious about the situation.”

Email or phone reminders are fine too. Better to risk being a little bothersome than to have a recommender completely forget about your request!

8. Remember to Say Thanks

Good manners count! Don’t forget to send your recommenders a thank-you note after they submit the letter and your application is complete. This gesture goes a long way toward maintaining a good relationship, and it’s quite possible you’ll have to call on this network for further help down the road.

And be sure to let your recommenders know the outcome of your application! Even if you weren’t accepted, they’ll appreciate the follow-up.

Take a Deep Breath, Then Move Forward

If you follow all these tips, you can relax — you’ve done your part. The rest is up to the recommender.

Next up: the rest of your grad school application! Check out our other articles for tips on writing a statement of purpose and advice on  going back to school as a working professional .

For more insights, see all our articles about going back to school at any age or stage of life.

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For more career tips and industry trends,  visit the News & Features section  of our website, and subscribe to our email list. To learn more about UW Professional & Continuing Education certificates, specializations, degrees and courses,  explore your options  or contact us .

David Hirning

David Hirning is an accomplished writer and editor with extensive experience in both tech and higher education. He began his career in journalism, then spent over a decade as an editor at Microsoft, where he worked on Encarta Encyclopedia and related reference products.

David worked for six years as a full-time writer and content manager at UW Professional & Continuing Education. He also operated his own editorial consulting business, with stints at leading companies like Amazon and Expedia, and taught English for two years in Costa Rica.

David has served as an instructor for the UW Certificate in Editing program and as a teaching assistant for the UW Certificate in Storytelling & Content Strategy. He holds a bachelor’s degree in English from Stanford University and a Certificate in Literary Fiction from the UW.

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How to Secure Great Letters of Recommendation for Grad School

If you’re applying for a master’s program, you know that obtaining graduate school letters of recommendation is a critical part of the process. However, unlike your resume or personal statement, you can’t control the final product. That makes choosing the right recommenders even more important.

An effective letter gives the admissions team insight into your potential as a graduate student and a professional, so you need to be sure to ask the right people to represent you. You may feel awkward or unsure about how to ask for letters of recommendation for grad school, but this task doesn’t have to be an uncomfortable one.

Keep reading for some actionable advice that will help you get the best possible graduate school recommendation letters to bolster your grad school application.

Who should write letters of recommendation for grad school?

Most programs will require 2-3 letters of recommendation be included with any grad school applications. Read each program’s directions carefully, as many programs stipulate whether your letters should come from academic or professional connections.

Once you understand the guidelines, it’s time to start thinking of who to get letters of recommendation from. What matters most is that the person you’re engaging with has worked with you before in some capacity and can speak to specific traits about you that make you qualified for the program you’re applying to.

When making your list, keep these tips in mind:

• Choose someone in a relevant field. If you are applying to a Master of Science in Educational Leadership program, it may not make sense to ask your Intro to Music professor from freshman year.
• Seek out a variety of individuals and identify “roles” for them. Your letter writers will help to represent you, so rather than choosing three people who all know you in the same way, think about who can help represent different aspects of your achievement and potential. Let them know if you want them to highlight a particular accomplishment, project or skill.
• Select people who know you well. Sometimes students make the mistake of thinking that having a letter written by someone with a reputable name is impressive. But regardless of how renowned a person is, if they don’t know you well enough to write more than a vague statement or two, it probably won’t have a significant impact on your application.

Consider reaching out to professors or mentors with whom you have a close relationship. They will be able to speak about you in detail. The best kinds of people to ask include:

• Professors who taught you recently and/or taught subjects that are relevant to the program you’re applying for.
• Mentors or supervisors who can speak to your strengths or about challenges you’ve overcome.
• A professional colleague or manager who can share about your success and habits in the workplace.

How to ask for a recommendation letter

Now that you have ideas of who you can reach out to, you may be wondering how to ask for a letter of recommendation for grad school. It’s best to make this request in person, but these days that may not always be possible. You may need to communicate virtually via email, but that doesn’t mean you should treat “the ask” informally.

Keep the following considerations in mind as you begin approaching potential letter writers:

• Give your recommender(s) plenty of advance notice (4-6 weeks, ideally). Faculty members are usually quite busy, and writing a strong, personalized recommendation letter takes a significant amount of time. If you ask them a week before the deadline, they may still agree to write it, but the lack of time you gave them to prepare may be reflected in the quality of the letter.
• There is always a chance they may say “No.” If the individual says no, do not take it personally. Thank them for their consideration and go back to your list of options. Begging or bargaining with someone who has declined to write for you is never a good idea.
• Review all recommendation requirements and inform your letter writer(s) accordingly. Every program has slightly different requirements for recommendation letters, so be informed as to whether they should be submitted electronically or by mail. In the event that hard copies are required, you should provide your writer with a stamped and addressed envelope. (At Creighton University, grad school recommendation letters are submitted electronically after you identify your recommenders in your application.)
• A current transcript
• An updated resume or CV
• Your personal statement
• Any applicable research proposal
• Relevant extracurricular activities (i.e., research, internships or volunteer projects you’ve undertaken, or involvement in a fraternity/sorority or academic societies)
• A brief outline of your career goals
• A list of all the graduate schools and specific programs you are applying to  
• Detailed instructions for submitting the letter of recommendation
• A clearly marked deadline for submission
• Follow up on your requests. It is your responsibility to check with the school or program to make sure that your letters of recommendations have been received.  You may send a personal reminder email one week before your deadline. Remember that your professors do not owe you recommendations. Be sure to let them know what you hear from the programs, even if you don’t get the results that you wanted. And don’t forget to thank them for their time and effort.

If you’re wondering how to request a recommendation letter via email, consider using the following template, personalized to your situation:

Dear [Individual’s Name],

I hope this email finds you well. I’m writing to ask if you’d be willing to write a letter of recommendation on my behalf. I’m currently preparing to apply for the [graduate program name] at [university] this fall, and I believe a letter from you would strengthen my application. [Add a personal, unique sentiment about why you chose this person and a few ideas of what they might speak about in their letter.]

My goal is to have my application ready to submit by [date]. If you would let me know that you’re willing and able to write this letter, I will follow up and send supporting materials: [include a list of everything you plan to send to help them write the letter]

Thank you for your consideration,

[Your First and Last Name]

Build a strong graduate school application

The advice outlined above should have you feeling more confident about identifying and approaching individuals to write you a letter of recommendation for graduate school. This is a crucial element of your overall application, so it shouldn’t be taken lightly – but as long as you prepare for it, it shouldn’t be scary.

The fact that you’re doing your research now is a good sign that you have what it takes to thrive. Get firsthand advice from others who’ve been in your shoes in our article “ How to Succeed in Graduate School .”

Want to know more about what else goes into building a top-notch graduate school application? Review the requirements for Creighton University by visiting our How to Apply page .

Considering grad school?

Regardless of where you are in your journey, our admissions advisors are ready to help you take the next step.

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/images/cornell/logo35pt_cornell_white.svg" alt="graduate school application letters of recommendation"> Cornell University --> Graduate School

Requesting letters of recommendation.

Recommendation letters are a crucial piece of your graduate school application.  An effective letter should provide those making admissions decisions with an assessment of your potential as a graduate student and/or researcher.

It is important that a recommendation letter be written by someone who knows you well academically.  Faculty members most commonly write letters of recommendation; however, other professionals who know you well and have supervised your work in academia or research may also be appropriate choices.

Although as an applicant you cannot control a letter’s content or ensure your recommender submits the letter on time, there are things you can do to make the process as successful as possible. How you request a letter of recommendation influences the quality and type of response you receive from your recommender. Below are some tips for making your request:

• Ask to meet with your recommender(s) to discuss your desire to apply to graduate school. During the meeting you will have the opportunity to discuss your academic interests further, and request the letter of recommendation in person. Ask them if they are willing to write you a strong letter.
• Communicate with your recommenders about your goals for graduate study, your career aspirations, and how you chose your schools and programs.
• Give your recommenders a copy of your transcript and CV or resume. This helps them gain a better understanding of your background and interests.
• A list of the schools and programs to which you are applying, along with the deadlines and formats for submitting recommendation letters
• A copy of your transcript and a list of relevant courses taken
• Titles and abstracts of pertinent research papers you have written
• Honors and awards received
• Related academic and research activities (poster presentations, symposia, internship programs, etc.)
• Copies of admissions essays
• Give your recommenders at least several weeks’ notice. You do not want your recommenders to be rushed; instead, you want to give them enough time to write a comprehensive and accurate letter.
• The Cornell Graduate School application utilizes an electronic recommendation letter submission system in which applicants provide the names and contact information for their recommenders as part of the online application. Recommenders then receive an email instructing them how to submit their letter. Learn more about Cornell’s letter of recommendation requirements .
• Check with your recommenders to make sure they submit the letter, but do not hound them.
• Anything other than a positive letter has the potential to harm your application. If a recommender denies your request for a letter, thank them for their consideration and find another recommender.

Make time to let your recommenders know the final outcome of your graduate school search; it is considerate and they will want to know.

Why should you consider Cornell?

Who Should You Ask for a Recommendation Letter?

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Recommendation letters are a non-negotiable part of every graduate school application. Nearly all applications to graduate school require at least 3 letters of recommendation from individuals who can discuss your competencies in a coherent way and recommend that you be admitted to graduate school. Many students find that it is not difficult to select one or two people to approach for letters of recommendation. Others aren't sure of who to approach.

Who Is the Best Choice? 

Who can write the best letter? Remember the main criterion of the letter of recommendation : It must provide a comprehensive and positive evaluation of your abilities and aptitude. It should not be surprising that letters from professors are highly valued by admissions committees. However, the best letters are written by faculty who know you, from whom you have taken multiple classes and/or have completed substantial projects and/or have received very positive evaluations. Professors provide insight into your academic competencies and aptitude as well as personality characteristics that may contribute to your potential to succeed in graduate schools, such as motivation, conscientiousness, and timeliness.

Should You Ask Your Employer for a Letter?

Not always, but some students include a letter from an employer . Letters from employers are useful if you are working in a field that is related to that which you intend to study. However, even a letter from an employer in an unrelated field can be useful to your application if he or she discusses skills and competencies that will contribute to your success in graduate school, such as the ability to read and integrate information in order to draw conclusions, lead others, or carry out complex tasks in a timely and competent fashion. Essentially it's all about spin—spinning the material so that it matches what committees are looking for .

What Makes for an Effective Recommendation Letter?

An effective recommendation letter is written by someone who meets some of the following criteria:

• Is aware of your field of interest and the schools you are applying to.
• Is able to evaluate your performance in your field of interest.
• Is able to discuss your personal characteristics
• Is able to discuss your capacity to work with others
• Can discuss your leadership skills
• Can evaluate your level of professionalism (e.g., punctuality, efficiency, assertiveness)
• Can discuss your academic skills—not simply experience, but your potential to succeed in graduate-level study
• Evaluates you positively relative to others
• Has some recognition and whose judgment is highly valued within the field.
• Has the skills to write a helpful letter.

Many students become nervous when they see this list. Remember that no one person will meet all of these criteria, so don't fret or feel bad. Instead, consider all of the people who you might approach and attempt to compose a balanced panel of reviewers. Seek individuals who will collectively fulfill as many of the above criteria as possible.

Avoid This Mistake

The biggest mistake most students make in the recommendation letter-phase of the graduate school application is to fail to plan ahead and establish relationships that lead to good letters. Or to not consider what each professor brings to the table and to instead settle for whoever is available. This is not the time to settle, choose the easiest path, or be impulsive. Take the time and make the effort to consider all of the possibilities—each professor you have had and all persons you have come into contact with (e.g., employers, internship supervisors, supervisors from settings in which you have volunteered). Don't rule anyone out at first, just make a long list. After you have created an exhausted list, rule out those who you know will not give you a positive recommendation . The next step is to determine how many criteria those remaining on your list might fulfill—even if you have not had recent contact with them. Continue evaluating each person to choose potential referees.

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How to Request a Grad School Recommendation Letter

Letters of recommendation are a crucial part of any grad school application. They help admissions officers see beyond test scores and connect the dots about who you are and why you will be a strong fit for their program. But how can you ensure that the letter submitted on your behalf will impress admissions and help you stand out from the crowd?

Read on to explore some of the best tips for requesting a graduate school recommendation letter.

How to Ask for a Grad School Recommendation Letter

Requesting a letter of recommendation may seem daunting, considering how big of an impact it could have on your future. To navigate the process successfully, follow the steps below. 

1. Understand the application requirements.

For most graduate programs, you’ll need two or three letters of recommendation. Be sure to check the application guidelines for each graduate program you’re applying to. In addition, specific programs will stipulate if your letters of recommendation should be from an academic or professional reference, which might include your manager or colleagues. Take the time to understand precisely what each program is looking for before reaching out to recommenders.

Additionally, it can be helpful to review the degree program website and talk with an admissions officer to get a clear sense of the program requirements and what attributes or academic skills are most valued within the program. You can later share these insights with those writing your recommendations. 

2. Choose your recommenders carefully.

After exploring the guidelines for letters of recommendation for your particular program, it’s important to review who you might consider asking to attest on your behalf. You may consider requesting a letter from a professor, faculty member, researcher, employer, mentor, or even a peer with who you have a positive relationship.

What matters most is that you engage someone who: 

• You’ve worked with directly for a meaningful amount of time
• Can speak to your specific strengths
• Will describe how these strengths will serve you well in the graduate program

“You don’t just want a letter that says you’re a hard worker, but one that demonstrates [the]  ways that you are a hard worker,” says Mallory Leiendecker,  a ssociate director of enrollment at Northeastern University . “Admissions officers want to know how you would benefit their program, so you want letters that will help bring that to life.”

Interested in learning more about Northeastern’s graduate programs?

Get your questions answered by our enrollment team.

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3. Frame your request.

How you present your request for a letter is just as important as who you ask. Carefully consider your plan and be sure to “show genuine appreciation to recommenders for helping you,” Leiendecker says. 

Be Thoughtful in Your Approach

Writing a letter of recommendation is a big favor, so be sure that you approach asking from a respectful, formal, and grateful place. 

One way to bridge this conversation is by asking for a brief meeting with them. You can walk them through how much you value your experiences working with them, how their input will be significant to your application, and what you hope to achieve from the graduate program.

What’s more, be sure to clearly state in this conversation why you chose them specifically to write a letter for you. Perhaps they helped you learn essential skills, or they inspired you to pursue a particular area of study. No matter the reason, they are more likely to feel connected to your request if they know there’s been a lot of thought and time behind your decision.

If possible, try to hold this conversation in person. If you can’t, aim for a video or phone call instead. Although email is efficient, it often leaves room for interpretation in messages. With an ask as crucial as this, your contact must know how important this is to you and how thankful you are for their consideration.

Provide an Easy “Out” for Recommenders

Receiving lukewarm letters of recommendation can actually do more harm than good. To avoid this problem, consider framing your request to potential recommenders in a way that allows them to politely decline if they don’t feel their insight will be impactful. Ask if they would feel “comfortable writing you a letter of recommendation that will highlight your particular strengths.” That way, if they aren’t likely to write a glowing recommendation, they have an opportunity to bow out gracefully.

If they do deny your request at this stage, consider it a gift; you will still have an opportunity to find someone else who will write an impactful letter on your behalf, and you can avoid including a generic recommendation in your application.

Be Considerate of Their Time

Professors and other professionals receive countless requests for letters of recommendation, so it’s best to give your contact plenty of lead time to write yours. Generally, it’s a good idea to ask for recommendations at least one month or more in advance of the application due date. Leiendecker explains that “t he worst thing you can do is wait until a few days before the deadline on something that’s this important.”

If possible, you may also want to build in some buffer time to your request and ask them to provide the letter a week or two before the actual deadline. That way, even if your recommender faces an unexpected obstacle or delay, you can still ensure your materials are submitted on time.

4. Make the request.

To help ensure that your request gets completed on time and to your standards, be sure to provide your recommenders with everything they may need to write a letter on your behalf. 

Set the Stage

Set the stage for recommenders by explaining why you selected this particular graduate program and why you feel you’re a good fit. Gently guide recommenders to ensure each letter of recommendation:

• Describes how the recommender knows you and your work
• Outlines how and why they anticipate you will be successful in the program
• Provides specific examples that illustrate your top attributes

Providing your recommender with a bulleted list of highlights relating your experience to the program’s requirements can be incredibly helpful as they work to tie what they know about you and your work ethic to the specifics of this program.

Leiendecker explains:

“If you provide recommenders a format for the letter and points to think about, that can help get you a better letter . Be very clear about what you need from them and what the admissions committee is looking for. A personal letter that connects the program with your work and your professional goals will have the highest value. ”

Make it Easy for Recommenders

Whether you make your initial request in person or in writing , be sure to follow up and provide any relevant information the recommender may need to craft their letter. Depending on the situation, this might include:

• The university name
• The college name 
• The program name
• Your application
• Your statement of purpose
• Your college transcripts
• Any additionally required essays or statements
• Your research work highlights
• A list of any awards and honors you’ve received
• Your resumé
• The letter submission deadline
• Instructions for submitting the letter
• Your contact information (so recommenders can reach out to you with any clarifying questions)

Providing these materials upfront will remind the reviewer of your most important skills and help add color and context to each letter. 

5. Follow Up

It’s understandable to feel a bit shy about following up with recommenders. Still, if done politely and appropriately, this is useful in ensuring letters are written and submitted on time—and that they are the best reflection of you.

Review the Letter in Advance

If possible, consider politely asking recommenders if they can send you a copy of the letter before they submit it. This way, you’ll know what was written and potentially have more control over the process. If the letter is meandering or doesn’t hit the salient points you’re looking for, there may be an opportunity to tactfully ask if the recommender would mind making a few minor changes before sending in your letter.

Just remember to remain polite, receptive, and grateful for their time and energy throughout the process, and limit requests for edits or re-writes to one or two maximum.

Remember:  Some programs ask if applicants want to waive their right to review recommendation letters submitted on their behalf. Be sure to consider whether or not you’ve chosen to waive this right before requesting to review the letter with your recommender.

Provide Respectful Reminders

If you haven’t heard from recommenders as you get closer to the application deadline, it’s a good idea to make a polite inquiry several weeks before your application due date. There’s no need to pester them, but it can be helpful to send one gentle reminder confirming that they plan to write a letter and asking if they have any questions or points you can provide some insight on as they work. 

Hearing from you may be the prompt they need to get to work or follow up and ask for further input. The opportunity to answer any follow-up questions may even negate the need to ask for a copy of the letter ahead of time and allow you the opportunity to provide some input or feedback during the writing stage.

6.  Share Your Success

Send a note of gratitude as soon as recommenders write you a letter. “A thank you note goes a long way,” Leiendecker says. “Also, if you get into the program, write to recommenders letting them know and thanking them for their role in your success.” 

Want more tips and advice for applying to grad school? Explore our related articles . 

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Sample Graduate School Recommendation Letters

The three sample recommendation letters that follow, which you can download by clicking on the link below, are effective because they detail what makes the students stand out as exceptional and because they paint individual pictures of each student. Note how these excerpts, excerpted from each of the three letters, individualize and humanize the student:

“I have been especially impressed by Janet’s determination and sparkle.” “I enthusiastically supported her application for the student position on the Mythic University Board of Trustees for the same reasons. She was the runner-up for that distinguished post, and Mythic University lost out on a true leader. But I believe her time is yet to come.” “In short, John is both scholarly and culturally entrenched, ambitious but not pretentious, self-deprecating yet confident, forthright but unassuming, delightfully irreverent yet appropriately respectful—a complex and whole human being.”

In addition, the writers of these three letters take advantage of many of the rhetorical strategies discussed in Chapters 3 and 4 of this manual: enhancing their own credibility, narrative technique, anecdotal evidence, recommending by citing others, and using active verbs and transitions.

Finally, a late paragraph in the last letter, at the prompting of the graduate scholarship application, even provides a few criticisms of the student. Because these criticisms are offered even-handedly and efficiently, I would argue that the letter has even more ethos, and it is noteworthy that the student still landed the desired scholarship.

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Please read our Frequently Asked Questions before contacting us. Answers to many common questions can be found here.

• PhD/Master's Application Process

Application FAQs (18)

Questions in this category relate to the application process and topics associated with the process.

Admission Decision FAQs (9)

Questions and answers in this category relate to the process of communicating admissions decisions and responding to those decisions.

Letter of Recommendation FAQs (9)

Questions in this section relate to letters of recommendation.

All letters must be submitted by your provider online. There are no exceptions to this policy.

Standardized Test FAQs (18)

The questions in this section relate to standardized tests that are required as part of the application process. We urge you to review these questions and the answers to them.

Please note that the Graduate School of Arts and Sciences does not accept paper score reports for any Standardized Test.

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The questions in this section deal with transcripts.

All academic records uploaded to your application must be in English or accompanied by a translation to English.

We do not accept transcripts in any form sent via post or email during the initial application review process.

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Requesting and Submitting Letters of Recommendation

The Graduate School Letter of Recommendation Form

Most graduate school applications provide applicants with a specific letter of recommendation form to be completed by faculty. The form is either available online as a downloadable pdf document or an integral component of the online application form. In some cases faculty’s email are submitted as part of the application and the graduate school will contact the faculty for your recommendations. The Law School Data Assembly Service (LSDAS) and American Medical College Application Service (AMCAS) provide their own program-specific letter of recommendation forms. Visit the  Law School Admission Information website and  Medical School Admission Information website for information about the LSDAS and AMCAS formats.

The FERPA waiver

The form offers the applicant the opportunity to waive the rights associated with the Family Education Rights and Privacy Act (FERPA). By signing the FERPA waiver (or checking the box on an on-line form), the applicant surrenders the right to ever see the letter, whether the applicant is admitted or not. If you sign the FERPA waiver, the graduate program will understand that the person writing the letter of recommendation is being honest and candid in the letter, knowing that you will never see the letter. Therefore, letters of recommendation accompanied by a FERPA waiver signature carry greater validity in the eyes of graduate program selection committees.

When to Ask Professors

As you consider when to ask professors for letters of recommendation, be mindful of the application deadline (the date by which the letter must reach the graduate program) and how incredibly busy your professors are with preparing lessons, conducting research, correcting papers/exams, and other non-teaching related responsibilities, such as curriculum revision and search committee work to hire new faculty. Also consider the reality that you’re one of many students seeking a letter of recommendation. For all of these reasons, it’s important to give professors ample time to write the letter of recommendation. If possible, ask them early in the semester (at least two months in advance), before they are consumed with correcting mid-term and final exams.

How to Ask Professors

You are encouraged to request a letter of recommendation in writing. As you can see from the sample letter of request below, the student provides the professor with the graduate schools’ letter of recommendation forms, a list of schools to which the student is applying, directions for how to submit the recommendation, a summary of courses taken with the professor, examples of larger projects and papers completed for the courses taken with the professor, the grades earned in the courses, the student’s GPA, and a summary of extracurricular and work activities. Professors usually welcome all of this information as it helps remind them of your achievements, which makes it easier for them to reference the achievements in the letter they write. If you do not provide this information, you are counting on professors to accurately recollect who you are and what you accomplished in their classes. If you prompt their memory with specific examples, you enhance their ability to cite specific examples of your accomplishments. And, a letter of recommendation containing specific examples is a stronger letter of recommendation.

Sample Letter of Request

Sept. 15, 2012

Dear Dr. Rankin,

I’m writing to ask if you would be willing to write me a supportive letter of recommendation for my graduate school applications to the counselor education programs at the University of Maine, the University of Southern Maine, and the University of New Hampshire. The application deadline for each school is February 15. I have enclosed a recommendation form required by each application and signed the FERPA waiver indicating that I surrender my right to see the letter at any time.

As you may recall, I have taken two courses with you: Child Counseling and Psychopathology and Introduction to Counseling and Personality. I earned an A- in each course and wrote my 10-page final papers on The Efficacy of Cognitive Behavioral Therapy in Children with Bi-Polar Disorder and The Influence of Adlerian Psychology on the Work of Dreikurs . Currently, my GPA is 3.47.

I also have enclosed a copy of my resume so you can see the extracurricular and work experience I have amassed during my four years at UMF. I think my part-time work as a Behavioral Specialist I for Atlantic Home Health Services has given me useful direct service experience. My clients have included children ages 7 to 12 with Opposition Defiant Disorder, ADHD, Autism, and mild mental retardation. Working one-to-one with these children has given me the opportunity to move from theory to practice with the concepts I learned in your Child Counseling and Psychopathology course.

Thank your for considering my request for letters of recommendation. If you would like further information, please feel welcome to contact me at x7232 or [email protected].

(Jack’s signature goes here)

Jack Johnson

Related Links: Action Plan for Applying to Graduate School Common Forms of Financial Aid Requesting Info from Grad Schools Requesting and Submitting Letters of Recommendation MBA Resources GRE General Test Information Miller Analogies Test Information Law School Admission Information Medical School Admission Information MCAT Registration and Test Preparation GMAT Registration and Test Preparation