I. Preparation and Information Gathering:
1. Request Sufficient Time: Don't agree to write a letter unless you can dedicate ample time (at least a few hours) to craft a thoughtful and detailed recommendation. A rushed letter will be noticeably weaker.
2. Obtain Necessary Information: Ask the applicant for the following:
* Their CV/Resume: This provides context on their academic and professional background.
* Their personal statement/statement of purpose: Understanding their goals and aspirations is crucial.
* Transcripts (if possible): This allows you to comment specifically on their academic performance.
* A list of programs they are applying to: Tailor your letter to the specific requirements and focus of each program (if you're writing multiple letters).
* The application deadline: Plan your writing schedule accordingly.
* Specific questions the program might ask: Some programs have specific questions for recommenders.
* Anything they want you to highlight: This helps you focus on their strengths.
3. Reflect on Your Relationship with the Applicant: Consider the specific interactions you've had with the applicant. What stands out? What specific examples can you provide to support your claims? The more specific you are, the more credible your letter will be.
II. Structure and Content:
A strong letter typically follows this structure:
* Introduction:
* Begin by stating your name, title, institution, and your relationship with the applicant (how long you've known them, in what capacity, e.g., "Professor of Biology at X University, where I have supervised Ms. Y's research for the past two years").
* Clearly state your overall assessment of the applicant's suitability for graduate study. Avoid vague statements; be confident and enthusiastic (e.g., "Ms. Y is an exceptionally talented and dedicated student who I wholeheartedly recommend for admission to your program").
* Body Paragraphs (2-3): Use specific examples to illustrate your points. Consider structuring each paragraph around a different key strength:
* Academic Ability: Discuss their intellectual capabilities, research skills, critical thinking, analytical abilities, problem-solving skills, and writing skills. Use specific examples from their work (e.g., "In my advanced statistics course, Ms. Y consistently demonstrated a superior understanding of complex concepts, frequently asking insightful questions and contributing valuable insights to class discussions").
* Research Experience (if applicable): Detail their contributions to research projects, highlighting their initiative, independence, and ability to work collaboratively. Quantify their achievements whenever possible (e.g., "As a research assistant, Ms. Y played a crucial role in our project on X, contributing to the publication of Y in the journal Z").
* Personal Qualities: Describe their work ethic, motivation, resilience, creativity, and communication skills. Again, support these claims with concrete examples (e.g., "Ms. Y's unwavering dedication to her work is truly impressive. Despite facing unexpected challenges in her research, she remained focused and persistent, eventually overcoming the obstacles and achieving remarkable results").
* Comparison to Peers: (Use cautiously) You can subtly compare the applicant to other students you've known, but avoid direct comparisons. Focus on the applicant's unique strengths.
* Conclusion:
* Reiterate your strong recommendation and briefly summarize the applicant's key strengths in relation to the graduate program.
* Offer to provide further information if needed.
III. Writing Style and Tone:
* Be Specific and Concise: Use concrete examples and avoid generalizations. Get to the point and avoid unnecessary jargon.
* Maintain a Professional Tone: While enthusiasm is good, avoid overly informal language.
* Proofread Carefully: Errors in grammar and spelling undermine your credibility. Have someone else proofread your letter.
* Be Honest and Ethical: Don't exaggerate or misrepresent the applicant's abilities. If you have reservations, you can decline to write the letter.
IV. Submission:
* Submit Electronically: Most programs accept electronic submissions, often through a dedicated portal. Follow the instructions carefully.
* Confidentiality: Maintain the confidentiality of the recommendation.
By following these steps, you can write a compelling and effective letter of recommendation that significantly enhances the applicant's chances of admission to graduate school. Remember, your letter is a powerful endorsement; make it count.