Tips for Writing Letters of Recommendation

From Tara Kuther, Ph.D.

As a college professor, many students approach me for letters of

recommendation. Writing these letters is one of the most challenging

aspects of my job. How do you fit a comprehensive profile and

assessment of a student into a 1-2 page letter? How do you ensure that

students provide you with all the relevant information that will help

you to write the best letter than you can? How do you protect yourself

from liability in writing letters of recommendation? This article takes

a closer look at tips to help you in writing letters of recommendation.

Inform Students
Students tend to be uninformed about their needs and responsibilities

in seeking letters of recommendation. Guide students by providing them

with a detailed list of what will assist you in writing a letter on

their behalf.

Many professors create a handout or web page listing the desired

information. Here are some suggestions:
Explain the purpose of the letter
Desired focus of the letter (e.g., discuss my research skills and

experiences in your lab, or discuss my responsibilities as a teaching

assistant in your class)
Useful skills (e.g., computer, statistical, or interpersonal skills)
Related experiences (extracurricular, work experience, clubs, volunteer

work)
Courses taken with the faculty member, with grades and sample work

(e.g., term paper)
Reasons for pursing graduate study
Resume
Transcript
Think About It
Do not immediately agree to write a letter on behalf of a student.

Instead, take a little bit of time to think about it and reflect on

your experiences with the student.

Be Honest
If you don`t know a student well or cannot write a positive letter on

his or her behalf, explain your reservations to inform the applicant.

If he or she insists, you can either refuse, write a neutral letter, or

include negative evaluations with supporting behavioral examples.

Get Permission
Obtain the student`s written permission (the signed recommendation form

included in admissions packets for most graduate programs is suitable)

Be Specific
Use specific examples to support your statements. Specific examples

will enhance the value of positive comments and will protect you from

legal action. If you choose to include unfavorable information, you

must include specific examples to illustrate your point.

Organize the Letter
An effective letter of recommendation is structured. Begin your letter

by indicating for whom you are writing, what they are applying to, and

an overview of the tone of the letter. Indicate to what extent and

length of time you have known the student. Your next step should be to

review grades and your records regarding the student.

Next, provide specific examples that illustrate the student`s

intellectual ability, capacity for independent and original thought,

knowledge of the field, or attitude and motivation. Close by

reiterating your overall recommendation and its strength.

Beware of Ambiguity
Letters of recommendation tend to be overwhelmingly positive. Because

most letters are inflated, readers examine them as if they were written

in code. Recommendation letters thus become a projective test wherein

any ambiguity is questioned. Any equivocal information might be

interpreted in a negative light, even if you did not intend so.
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TIPS Interview
Before The Interview

Prepare in advance.
Ahead of time, consider the purpose of the interview. Review your UC

application for admission as it may be brought up during your

interview. Create mock questions you think might be asked. When

formulating your answers, remember to emphasize your strengths.

Practice your interview skills with a friend.
Review your interview skills aloud with someone and brainstorm

hypothetical situations the interview may encompass. Ask your friend to

count the number of times you say "like" and "you know" to make sure

you aren`t overusing such filler phrases.

Consider bringing letters of recommendation.
Letters of recommendation are optional. Submit them to your interviewer

at the time of your interview. (Letters of recommendation sent to the

office may not be considered.)

The Interview

Dress appropriately.
Dress comfortably for your interview, but not too casually. Rule of

thumb: wear business casual and no more than two colors. If you are

interviewing on the UC Berkeley campus, wear walking shoes.

Arrive on time.
Create a positive first impression by arriving on time.

Monitor your body language.
Good posture gives a confident impression. Keep your hands in your lap

or on the table to seem calm rather than touching your hair and face.

Monitor your speech.
Answer in complete sentences when possible, avoiding interjections of

"uhm", "like", and "you know". When asked a yes/no question, follow up

with a brief, interesting detail that the interviewer might remember.

If you don`t understand a question, it`s perfectly acceptable to ask

the interviewer to rephrase or repeat the question.

Make eye contact.
Make eye contact throughout the interview. Avoid looking at the floor

or ceiling while listening and speaking.

Volunteer information.
When offering information during an interview, remember that it`s the

interviewer`s job to decide what`s pertinent and what`s not. It`s your

job to "flesh out" your application with details that will convince the

interviewer of your strengths. Prepare answers to questions you think

might highlight desirable qualities or accomplishments. Phrase what you

say about yourself positively. If you are asked why you performed

poorly in the sciences, emphasize your talent in creative writing, for

example, instead of enumerating excuses.

Be prepared with a good close. At the end of the interview, you may be

asked whether you have questions or something to add. You can ask a

question, add information that you prepared before the interview, or

follow up on a topic covered during the interview itself. Good closure

shows that you have been engaged in the exchange. Thank the interviewer

for giving you the opportunity to meet and make a timely exit, i.e.

avoid running out, but also refrain from lingering.

What to avoid.

Don`t ...
chew gum
tell sob stories
yawn
look at your watch
appear bored
fidget