How To Get Letters Of Recommendation For Grad School

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A great letter of recommendation from a professor, manager or colleague can set your graduate school application apart from other candidates. For effective letters of recommendation, choose people who are acquainted with your skills, accomplishments and strengths. You can send a formal, written request to your chosen reference that includes information to help them write the letter. In this article, we explain how to request a recommendation letter for graduate school and provide a sample request to help you compose your own.

What is a letter of recommendation?

A letter of recommendation is a document a professional or academic reference writes to verify your skills, character traits and attitude for the desired role or program. It can also help you gain financial aid or employment as a teacher's assistant or research assistant at your graduate school. When you apply for a graduate school program, you typically submit the letter with your other application materials.

Recommendation Letter Format

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Recommendation Letter Format
1. Introduction and statement of recommendation
2. List of specific reasons you are recommending them to the position
3. Personal story with evidence of their qualities (soft and hard skills)
4. Closing statement with contact information
5. Signature

Related: Letter of Recommendation for College Students

How to request a recommendation letter for graduate school

Aim to provide the people you choose with as much information about yourself as possible so they can write thorough letters of recommendation. Here are steps that walk you through providing your reference with the right information to create an outstanding letter:

1. Choose who you want to write your letter

Most graduate programs require two to four letters of recommendation per application, and some programs may specify that letters of recommendation must be submitted solely from professors or professors and employers.

Try creating a list of several people you work closely with either in college or work. Consider who you think recognizes your work ethic and who can write a positive review of your accomplishments. If you're an undergraduate student, you may choose to ask a few of your professors or an academic advisor to write your letters. If you're no longer in college, you may want to ask your manager and a colleague to write your letters. You might also consider a volunteer organizer or club president to write a letter for you.

2. Make a formal request

It's professional courtesy to have a conversation first before you submit a formal, written request for a recommendation. Try to schedule a meeting to ask your chosen reference in person if they would be willing to write a recommendation for you. If an in-person meeting isn't possible, you can ask over the phone or send a brief email before following up with more details.

Next, you should email a formal, written request for the letter of recommendation. A formal request also maintains professional courtesy, and it provides information to assist them in composing the recommendation.

Related: How to Ask Someone to be your Reference: Email Examples

3. Provide information to the writer

For your reference to write the most comprehensive letter of recommendation, you should provide as much information on the qualifications that make you suitable for the degree program as you can. You can email them items such as your resume, academic transcripts, information about the program you wish to enter and even previous graded work. You may also provide the personal essay you're including in your application that outlines what value you believe you bring to the degree program and how it can help you achieve specific career goals. Here are some tips for providing the best information to the writers:

Choose people you value

Requesting a letter of recommendation from a professor or manager is an opportunity to show them you value their opinion about your skills, so you can also tell your reference why you chose to ask them for a recommendation. For example, if you've asked your accounting professor to write a letter for your Master of Business Administration program application, you could explain how their classes inspired you to pursue an advanced degree in the field. Consider including specific examples of insights they provided you to show how impactful their guidance has been.

Describe what you've learned from your referrer

If you've chosen an employer or coworker, you can discuss how your opportunity with them helped you grow as a professional. You can highlight the skills they've helped you develop or the support they've given you as you find your ideal career path.

Remind the writer of your achievements

All of this information can remind your reference of your achievements, work ethic and positive character traits so they can tailor the letter to best represent the value you bring to the degree program.

Be clear about the process

You should also inform your reference of the submission process for the school. Some institutions allow applicants to collect letters or their own to turn in with all of their materials. Other schools may require the reference to send the letter directly to the decision committee, via email, online application portal or traditional mail. Let your reference know how they should send the letter, and consider providing them additional resources, such as an addressed and stamped envelope for their convenience.

4. Give plenty of time to write the letter

Consider informing your reference of the application deadline in your request to give them enough time to thoughtfully consider your qualifications for that specific program and write their recommendation. Try to make your formal request as early as possible, such as a month before the application due date. You can provide your reference a deadline for the letter of recommendation that is before the application deadline to give yourself ample time.

You can decide on the deadline you want to provide by considering the number of responsibilities your reference has at the moment. If your coworker or manager is handling an increase in work or your professor is in the middle of a heavy exam period during midterms or finals, it may be wise to give them more than a month.

5. Write a thank you letter

Consider writing a thank you letter to each of your references following your application to graduate school. They've taken time out of their schedule to write the letter and supporting your pursuit of higher education and career development.

In your thank you note, thank them for their time and effort, and show appreciation for endorsing your qualifications. You can also let them know if you've been accepted to your graduate program yet and what your plans are for the future. This added gesture is another professional courtesy that is likely to strengthen your relationship with that reference, which can benefit you in the future should you need their endorsement again.

Read more: Guide to Thank-You Notes

Example of a request for a recommendation letter for graduate school

Review this example of a formal request to help you write your own request for a recommendation letter to graduate school:

To: BCopeland@swansoncollege.edu
Subject: Letter of Recommendation Request for Jill Smith

Dear Professor Copeland,

I am emailing to request a letter of recommendation for Triton University's MFA in Visual Arts program for the fall of 2019. I was fortunate enough to take two classes with you—Advanced Color Theory and Contemporary Techniques of Painting—and you mentored me for my final art project. I am excited to build my portfolio and refine my artistic techniques while I earn my MFA in Visual Arts.

After researching many MFA programs, I chose TU's program because of the school's philosophy to think creatively and challenge the status quo. I remember you encouraged us to always challenge the rules in your classes, and I think this program will make a great fit for me after taking your influential courses.

You were the first teacher to help me explore surrealism and abstract compositions. You saw how my work evolved after I found a new art form to pursue. If it weren't for your encouragement, I would have never entered into The Drip 34 painting competition. Because of your encouragement, I placed 3rd in the competition. Since then, I have created a diverse portfolio and grown in confidence. I'm hoping to one day teach other young people how to think creatively and produce inspiring works of visual art.

The letter should be mailed directly to the Triton University's MFA program and postmarked no later than November 15, 2019. If you can write the recommendation letter, I will send you a stamped and addressed envelope for your convenience.

I have attached samples of my portfolio, my academic transcripts and a list of competitions I've entered, including where I placed in them.

I know you are busy, so I appreciate your time and effort if you decide to write this letter for me. Thank you for being such an inspiring professor and artist.

Best regards,
Jill Smith

Example of a thank you letter after receiving a recommendation

Your thank you letter may follow several different forms, but you can review this example to help you write yours:

Dear Professor Copeland,

Thank you for taking the time to write a letter of recommendation for me to enter Triton University's MFA in Visual Arts program. I know you have a busy class schedule, and I appreciate your help.

Your assessment of my academic achievements and artistic skills got me accepted to the program, and they offered a teacher's assistant position. I'm excited for what the future holds and what the program will teach me. I'm so glad I had the privilege of having you as my mentor and my professor. My artistic success is partly thanks to you.

Kindest regards,
Jill Smith