I. Preparation & Understanding:
* Request the letter well in advance: Give the recommender at least 2-4 weeks, preferably more. This allows them ample time to write a thoughtful letter without feeling rushed. Provide all necessary materials *at the same time*:
* The graduate program's application instructions and any specific questions: Some programs ask specific questions, and the recommender needs this information.
* Your CV/resume: This provides context about your accomplishments and experiences.
* Your personal statement or statement of purpose: This helps the recommender understand your goals and motivations.
* A list of your key accomplishments and skills relevant to the program: Highlight your strongest attributes that are directly relevant to the program's focus. This will help them focus their letter and avoid generic statements.
* Transcripts (optional, but helpful): If you are comfortable sharing your transcript, it can help the recommender accurately assess your academic performance.
* Choose the right recommender: Select individuals who know you well and can speak to your abilities in a specific and compelling way. Professors who taught you in relevant courses are ideal, but supervisors from research experiences or internships can also be excellent choices. Avoid asking someone who only knows you superficially.
* Discuss your application with your recommender: Schedule a meeting to discuss your goals, the program you're applying to, and your key strengths. This ensures the letter aligns with your application and avoids any surprises for your recommender.
II. Structure of the Letter:
* Introduction: Clearly state your relationship with the applicant and the length of time you've known them. Immediately highlight the applicant's suitability for the program.
* Body Paragraphs (2-3): Focus on specific examples and anecdotes to demonstrate the applicant's abilities. Avoid generalizations. Structure each paragraph around a specific skill or attribute:
* Academic ability: Discuss their intellectual curiosity, research skills, analytical thinking, critical thinking, problem-solving skills, ability to synthesize information, and academic performance (grades, GPA, relevant coursework). Use specific examples, such as a research project, a particularly insightful discussion, or a challenging course they excelled in.
* Research experience (if applicable): Describe their contributions to research projects, highlighting their initiative, diligence, creativity, and problem-solving skills. Quantify their contributions whenever possible (e.g., "analyzed X datasets," "authored Y publications").
* Work experience (if applicable): Discuss relevant professional experience, emphasizing transferable skills like teamwork, leadership, communication, and problem-solving.
* Personal qualities: Mention their work ethic, motivation, perseverance, collaboration skills, maturity, and any other relevant personal attributes.
* Concluding Paragraph: Reiterate your strong recommendation and summarize the applicant's potential for success in the graduate program. End with a confident and enthusiastic endorsement. Offer contact information if they have any questions.
III. Writing Style & Tone:
* Specific and detailed: Avoid vague statements like "a hard worker" or "very intelligent." Instead, use concrete examples to illustrate these qualities.
* Positive and enthusiastic: Your letter should convey your genuine belief in the applicant's potential.
* Professional and formal: Use proper grammar, spelling, and punctuation. Maintain a formal and professional tone.
* Honest and accurate: Do not exaggerate the applicant's abilities or make claims you cannot substantiate. If you have reservations, it's better not to write the letter at all.
* Tailored to the program: The letter should clearly demonstrate how the applicant's skills and experiences align with the specific program's requirements and goals.
IV. After the Letter is Written:
* Proofread carefully: Ensure there are no grammatical errors or typos.
* Submit on time: Adhere to the program's deadlines.
By following these guidelines, you can write a compelling and effective recommendation letter that significantly strengthens the applicant's graduate school application. Remember, your letter is a powerful tool that can influence the admissions committee's decision.