I. Preparation:
1. Request the Recommendation Well in Advance: Give the recommender ample time (at least 2-3 weeks, ideally longer). This allows them to write a thoughtful letter without feeling rushed. Provide them with all necessary materials as early as possible.
2. Provide Comprehensive Materials: This package should include:
* Your CV/Resume: Highlights your academic and professional achievements.
* Your Personal Statement: Gives the recommender context for your goals and motivations.
* The Program's Requirements: Details about the specific program you're applying to (e.g., research focus, required skills).
* A List of Your Strengths and Weaknesses (Self-Assessment): Helps the recommender tailor their letter and address any potential concerns proactively.
* A List of Courses Taken and Grades: If you have access to unofficial transcripts, this is helpful.
* The Application Deadline: Crucial for the recommender's scheduling.
* Pre-addressed, stamped envelope (if needed): Makes submission easier. Some online applications handle this directly.
* Instructions on how to submit the letter: Is it an online submission portal, email, or mailed?
3. Choose the Right Recommender: Select individuals who know you well and can speak to your abilities in a way that supports your application. Ideally, these are professors who have taught you in relevant courses, supervisors from research projects or internships, or mentors who have worked closely with you.
II. Structure of the Letter:
A strong recommendation letter typically follows this structure:
1. Introduction: Briefly introduce yourself and your relationship with the applicant (e.g., "I have had the pleasure of knowing [Applicant's Name] for the past three years as their professor in [Course Name]"). Clearly state your confidence in recommending them.
2. Applicant's Strengths: Focus on specific examples demonstrating the applicant's abilities relevant to graduate study. This is the most crucial part. Instead of general statements like "intelligent" or "hardworking," provide concrete evidence:
* Academic Performance: Mention specific achievements, like high grades in challenging courses, exceptional research projects, or impressive presentations. Quantify whenever possible (e.g., "ranked in the top 5% of the class").
* Research Skills: Describe their research abilities, including independent work, problem-solving skills, data analysis, and communication of findings.
* Critical Thinking & Analytical Skills: Showcase their ability to analyze complex information, formulate hypotheses, and draw reasoned conclusions.
* Work Ethic & Collaboration Skills: Describe their commitment, dedication, perseverance, and ability to work effectively with others.
* Personal Qualities: Highlight relevant personal traits such as intellectual curiosity, creativity, resilience, and maturity.
3. Comparison to Others: Subtly compare the applicant to other students you've worked with. Phrases like "among the most promising students I've had the privilege of teaching" or "their work consistently surpassed expectations" are effective.
4. Specific Examples: Use vivid anecdotes and specific examples to support your claims. Show, don't just tell. For example, instead of saying "she's a great researcher," describe a specific research project she excelled in and the results she achieved.
5. Suitability for the Program: Explicitly connect the applicant's skills and experiences to the specific requirements and goals of the graduate program they're applying to. Show you understand the program and why the applicant is a good fit.
6. Conclusion: Reiterate your strong recommendation and offer final thoughts on the applicant's potential for success in graduate school.
III. Writing Style:
* Be Specific and Detailed: Avoid vague generalizations. Use concrete examples and quantifiable achievements.
* Use Strong Verbs: Choose active voice verbs that showcase the applicant's abilities (e.g., "demonstrated," "analyzed," "developed," "achieved").
* Professional Tone: Maintain a formal and professional tone throughout the letter.
* Proofread Carefully: Grammar and spelling errors can significantly detract from the letter's impact.
IV. After Submission:
* Follow Up (If Appropriate): A brief email thanking the recommender for their time and effort is always appreciated.
By following these steps, you can significantly increase the chances of receiving a strong recommendation letter that will help you succeed in your graduate school applications. Remember, the letter is a crucial component of your application, so invest the necessary time and effort to ensure it is well-prepared and effectively communicates your strengths.