Be Fully Prepared
You should do everything possible to make it easier for people to write a letter on your behalf or serve as a reference. We recommend the following steps:
1. Fully investigate all of the requirements for the application process.
2. Make a list of the 2-3 professors who know you the best and can speak to your particular strengths and accomplishments as a student.
3. Contact the people on your list at least one month in advance of the due date to ask them if they will write a letter on your behalf or serve as a reference.
a) It is usually best to make this contact in-person or via the phone rather than through email.
b) Explain what the reference is for (e.g., “I am applying to graduate school”, “I am interviewing for a job with the FBI”).
c) Explain why you have chosen that specific person (e.g., “I really enjoyed your Theories class”).
d) Inform the person what is expected (e.g., write a letter, fill out rating forms, participate in an interview).
e) Provide a clear due date for when the material needs to be submitted.
1 Academic references and letters of recommendation should be from a professor or instructor. It is usually not appropriate to ask a graduate teaching assistant, staff person, or academic adviser for such a letter.
f) Recognize that most faculty members are on 9-month contracts with the university and do not get paid during the summer months. As such, there may be delays in hearing back from people during this time.
4. Based on your conversations, identify the professor(s) who will be your best advocate.
a) Remember that professors provide references on a strictly voluntary basis. If you sense that someone is reluctant to serve as a reference it is probably best to thank him/her and move on.
b) If no one from your initial list is willing to serve as a reference then you may need to broaden the pool, work harder to cultivate relationships with faculty, seek out non-academic references, or rethink your plans altogether.
5. Once you identify someone who is willing to provide you with a reference send them a package of information to facilitate the process. This should include all of the following:
a) A cover letter that includes your contact information, the list of schools/jobs to which you are applying, and due dates for each location.
b) A signed release form.2
c) All rating forms that are required by the school/employer or the web address necessary for online forms. With the former fill in all of the information you can in advance to save time for your recommender.
d) Your unofficial PSU transcripts with courses you took with that person highlighted.
e) A draft of your statement of purpose.
f) A copy of your best work from the person’s course (e.g., paper, presentation, project).
g) Your resume.
h) Stamped and addressed envelopes to send letters and forms directly to the schools/employers
listed.
6. After your application has been completed and the references are submitted send a note of thanks.
a) Writing a reference letter can take several hours and, as mentioned previously, this is done solely on a voluntary basis. As such, it is important to show appreciation for the person’s efforts on your behalf.
b) Most people also like to hear what happens with your application: whether you get into the school or get the job in question.