A letter of recommendation provides a third-party perspective on a candidate’s character, skills, and accomplishments. Authored by someone with direct knowledge of the applicant’s abilities, its purpose is to add personal validation to an application that cannot be captured by resumes or transcripts alone. It offers a credible endorsement of their qualifications and potential for success.
When a Letter of Recommendation Is Typically Required
For individuals applying to undergraduate or graduate programs, these letters are a standard component of the application process. Universities rely on them to gauge an applicant’s academic capabilities and potential for contributing to the school’s community. The requirement is particularly pronounced for graduate, medical, and law school admissions, where competition is high and committees seek a holistic view of each candidate.
Scholarship and grant applications are another area where recommendation letters are frequently mandatory. Funding organizations use these letters to identify candidates who not only meet the academic or merit criteria but also exhibit the character and dedication necessary to make the most of the opportunity.
In the professional world, letters of recommendation are common for certain types of employment. Academic jobs, for instance, require letters from other academics who can speak to a candidate’s research and teaching abilities. Some government positions, non-profit roles, and senior-level corporate jobs also request letters to verify a candidate’s experience and leadership skills.
Benefits of a Strong Letter of Recommendation
A strong letter of recommendation enhances an application by providing a narrative that brings a candidate’s resume to life. Where a resume lists skills, a letter can provide concrete examples of those skills in action, validating the applicant’s claims with specific anecdotes and observations from a supervisor or professor.
This external validation offers insight into an applicant’s character, work ethic, and interpersonal skills—qualities that are difficult to assess from a transcript or list of job duties. A strong letter can highlight an individual’s resilience, creativity, or leadership potential, providing a more complete picture for admissions officers or hiring managers.
Securing a positive letter demonstrates that the applicant has built and maintained professional relationships. It shows they have earned the respect of mentors, professors, or managers who are willing to advocate for them. This ability to cultivate strong professional connections reflects well on the candidate.
Who to Ask for a Letter of Recommendation
Select a recommender based on the quality of your relationship, not their title. The most effective recommender is someone who knows you well and can speak with authority about your specific accomplishments and qualifications. A letter from a direct supervisor who managed you on a successful project will carry more weight than one from a high-level executive who barely knows your name.
For academic applications, the ideal recommender is a professor who has instructed you in a relevant course, preferably in a smaller class setting where they could observe your participation and intellectual curiosity. If you have worked as a research or teaching assistant, that professor is also an excellent choice. Their letter can provide detailed accounts of your academic performance, analytical skills, and readiness for advanced study.
Avoid asking a family friend or relative, as they lack the professional or academic objectivity required for a credible recommendation. Similarly, a professor from a large introductory lecture course who cannot recall you personally will likely only be able to produce a generic and unhelpful letter.
How to Properly Request a Letter
It is best to make the request at least three to four weeks before the deadline, and for academic references, an even earlier notice of three months is suggested. This provides the recommender ample time to compose a thoughtful and detailed letter without feeling rushed. An in-person or personalized email request is more appropriate than a generic message.
When you make the request, equip your recommender with materials to help them write a strong, tailored letter. This packet of information should include:
- Your resume or curriculum vitae
- Your personal statement or cover letter
- A description of the program or job you are applying for
- A list of key accomplishments or projects you worked on with them to jog their memory
You must also provide clear logistical information, including the submission deadline, the format of the letter, and the method of submission. It is common practice to waive your right to view the letter, as confidential letters are given more weight by admissions and hiring committees. After they agree, send a follow-up email a week or two before the deadline as a gentle reminder, and send a thank-you note for their time and support.
Alternatives if You Cannot Get a Letter
A previous supervisor may have left the company and be unreachable, or a company may have a strict policy against providing letters. For individuals new to the workforce or those who have been out of it for an extended period, finding a suitable recommender can also be a challenge. In these cases, there are several effective alternatives to consider.
One common alternative is to provide a list of professional references. A reference list provides the contact information for individuals who have agreed to speak about your work and character if contacted by the potential employer. This list should include former managers, colleagues, or clients who can attest to your skills and qualifications.
Another option is to showcase your abilities through a portfolio of your work, which can be particularly effective for creative or project-based fields. You might also be able to submit performance reviews, project summaries, or official reports that document your successes and contributions in previous roles. These documents provide objective validation when a traditional letter is not an option.