Gallman - Request for letter of reference: instructions - June, 2006
Requesting a letter of reference At some point, you will almost certainly benefit from strong letters of reference. You can plan ahead now to ensure that those who might be in a position to write you a letter in future will have the knowledge of you that will allow them to write a good letter. Talk to your professors! Visit them during office hours. Let them get to know you as a person. Even if you cannot be the top student academically, you can be the best prepared. Or the most enthusiastic and motivated. Or the most likely to help other students to succeed. Or the one who asks the probing questions. There are many things that can make you stand out to a potential reference, but it is up to you to see that you DO stand out. Here are a few characteristics of a good letter of reference (ie one that will impress a selections committee). • • • • • • • It will take the letter writer several hours to construct. It will be clear that the letter writer is personally acquainted with you. The letter writer will compare you with other students he/she has taught. It will include specifics about your personal strengths (and, in fairness, weaknesses). The letter will include examples from interactions or conversations between you and the person who has agreed to write a letter. The letter is tailored to the specific application and speaks to any strengths you have that are key to that particular situation. Depending upon the purpose of the letter, it may emphasize your academic qualification, your potential, your degree of motivation, your maturity, your integrity, your commitment to your career, your leadership skills, your imagination, and so on.
Consider the above list before asking anyone to write a letter for you. Specifically, should you request a letter from me, bear this in mind: • If you are at the top of the class, but I have never really met you other than an occasional interaction in lab, all that I know, and all I can say, is that you are academically strong. • If we have gotten to know each other very well because you have had difficulty in my class, I may be able to speak in glowing terms of many aspects of your character and your motivation (and will likely do so), but I will not be able to say that you are one of the most academically qualified students that I have taught. Consider how you approach your potential reference. Personally, I take my cue from you: • If you drop a casual email, giving me little pertinent information and no reminders as to who you are (I have several hundred current and former students who might email me for a letter of reference) and why I might be interested in writing a letter for you, then I will assume that this letter is not terribly important to you. In turn, I will limit the time I devote to this letter. (Depending upon what you need, that may be fine.) • If you make an appointment to see me in person, take time to explain exactly what you are applying for, provide me with information about the organization to which you are applying (when appropriate), and then ask whether I feel that I have time and I could write you a strong letter, you give me the impression that this matters a lot to you. You also present yourself as a serious and professional individual. In turn, I feel obliged to do my best for you. (If you are no longer in town, a call or an email with sufficient information to remind me who you are will substitute for an appointment. One student included a photo of herself in the email!)
Gallman - Request for letter of reference: instructions - June, 2006
Information that you MUST supply to me before I will begin to write a letter: 1. A cover letter explaining to me exactly what the letter of reference is for. The more information I have, the better directed a letter I can write for you. If they have a web site, include the url. A copy of your CV. A personal statement, if you are sending one with your application. VERY clear instructions as to WHEN and WHERE this letter is due, including an appropriate pre-addressed envelope. (I encourage you to give me a deadline that is several days or even weeks before the actual due date.) Optionally, but strongly encouraged: Tell me everything about your attributes and talents that you hope I will be able to include in your reference. I have many students and a bad memory. A little prompting from you may help me to quickly remember many things about you that would help me to write a good, and personal, letter. And, since you are the one who has carefully researched this position or scholarship, you should have a good idea as to why a selection committee should see you as an excellent choice. Don’t worry, though. I will make the final decision as to what I can say about you and will only include things that I can say from my own experience, including things you may have not thought to mention.
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To the extent possible, I prefer the above to be supplied to me electronically (email). And, finally, once I have agreed to write you a letter and you have passed me all of the required information, you are VERY welcome to check back with me several times to “encourage” me to get that letter written. A good letter requires much thought and can get pushed aside for easier tasks. I do not mind in the least if you keep after me. (However, do not assume that all of your letter writers feel this way.)
Good luck to you! Eve Gallman, Ph.D. eag@uiuc.edu Discipline Coordinator, Medical Neuroscience University of Illinois - College of Medicine Office: 349 Medical Sciences Bldg 217 244-9621 (office) 217 333-8868 (FAX) Mail: UIUC-COM 190 Medical Sciences Building MC-714 506 S. Matthews Urbana, Illinois 61801