Guidelines for Requesting Letters of Reference from Faculty

The first thing to keep in mind is that the vast majority of professors understand that writing letters of reference is part of their job and take pride in being able to help students succeed professionally. Many students, however, may not be aware of how to best approach faculty to request a letter of reference. Here are a few helpful tips on how to get the references you need.

Who to ask

  • Choose faculty members who know you well, preferably in a variety of contexts.
  • Select professors in courses where you excelled.
  • Employers read many reference letters, most of which are filled with generic praise. Specific reference letters are more likely to get noticed. The more a professor knows about you, the more specific the letter will be.

How to ask appropriately

  • Make a formal request of your professor, by email or appointment, asking if he or she would be willing to write a reference letter.
  • Explain the purpose of the recommendation and why you have chosen the professor.
  • Give the professor time to consider your request.
  • Arrange an appointment to discuss the recommendation a few weeks in advance of the deadline, especially if you need multiple letters. Professors have very busy schedules and need ample time to write a thoughtful and distinctive letter, so ask early.

What materials to send or bring to an appointment

  • Provide information about the position (job description). The more professors know about the position the more easily they can tailor the letter toward a specific audience.
  • Bring the application forms and materials, with the deadlines clearly indicated and the relevant portions completed.
  • Provide a written description about yourself and why you are applying to this position. The more professors know about your past academic work, extracurricular interests and your aspirations, the more specific they can be about your talents and motivation.
  • Have available your graded papers and assignments that you completed for the professor’s class.
  • Provide an updated resume that highlights the experience and skills relevant to the position. When sending resumes electronically, please include your surname in the name of the file.
  • Offer a pre-addressed envelope with proper postage.

Follow-up

  • Double-check that the letter has arrived by the deadline. If not, contact the professor.
  • Always send the professor a thank-you note. 
  • Let the professor know whether you got the position.