How to Request Strong Letters of Recommendation

Letters of recommendation provide admissions committees with insight into your character, work ethic, and potential that cannot be captured through grades and test scores alone. The strongest letters include specific examples of your accomplishments, demonstrate personal knowledge of your abilities, and address qualities that align with the institutions to which you’re applying.

According to the University of North Carolina at Chapel Hill Writing Center, admissions committees carefully scrutinize recommendation letters, and sparse or non-specific recommendations may negatively impact an application. Letters that claim an applicant is exceptional require specific evidence to back up these claims, as committees are skeptical of general, unsubstantiated praise.

Colleges depend heavily on recommendation letters to gain insight into applicants’ personal strengths, character, and accomplishments that cannot be readily gleaned from transcripts and test scores. According to Stanford University’s Academic Advising office, even in large classes, students can get to know professors through extra effort, as the strongest recommendation letters come from people who have known you a long time.

The most effective recommenders are people who know you well and can speak to your specific strengths with concrete examples. According to UC Berkeley’s Office of Undergraduate Admissions, you should ask yourself two key questions: Who knows me best? And who can speak to characteristics valued by the institution?

Ideal recommenders include junior or senior year teachers in core academic subjects where you performed well or showed significant growth, teachers who can address qualities related to your intended major, school counselors who can speak to your overall academic trajectory and character, and community leaders, coaches, or employers who have observed your leadership and work ethic.

Roger Williams University emphasizes that it’s not about how impressive the recommender is; it’s about how well they really know you. Requesting a letter from someone who does not know you well but may have a recognizable name or title is a common mistake.

According to ACT, students should alert letter writers in the spring of their junior year, giving them plenty of time to plan and fit writing into their schedules. Many teachers put a cap on the number of letters they are willing to write, since they receive many requests. Planning ahead and requesting early is essential.

At a minimum, you should ask someone to write a letter at least one month before the application deadline; most universities, including the University of Cincinnati, recommend four to six weeks.

If possible, make your request in person rather than via email. According to ACT, this makes the request personal, respectful, and responsible. Practice what you’re going to say beforehand, and make your request heartfelt, explaining how you’ve enjoyed their instruction and guidance.

When you request a recommendation, ask if the person feels they know you well enough to write a strong letter rather than simply asking, “Will you write me a recommendation?” This approach, recommended by the University of South Carolina, gives them a graceful way to decline if they don’t feel comfortable.

Here’s an example request:

“Hi, Mr. Johnson. I’ve really valued your AP Biology class this year, and I was wondering if you’d be willing to write me a letter of recommendation for my college applications. I think you could speak to my curiosity and persistence in problem-solving, and the deadline is November 1st. Would you feel comfortable doing this?”

A brag sheet is a document that provides your recommender with detailed information about your accomplishments, experiences, and goals. According to Command Education, the best brag sheets are thorough, specific, and intentional, cataloguing meaningful events to give your recommender ample material to build from in their letter.

Your brag sheet should include:

– Full name, graduation year, and frequently-checked email address
– List of schools or programs you’re applying to with deadlines
– Your intended major and career goals
– Relevant coursework and academic achievements
– Extracurricular activities with leadership roles and time commitments
– Work and volunteer experiences
– Awards and honors
– Three to five adjectives that describe you accurately
– Specific memories or projects from the recommender’s class
– Challenges you’ve overcome and what you learned
– Why you chose this particular recommender

What FERPA Is and How It Works

The Family Educational Rights and Privacy Act of 1974 (FERPA) is a federal law that protects the privacy of student education records. According to the Common Application, FERPA regulates the privacy of student education records and gives you the right to review confidential letters of recommendation after you enroll at a college.

It’s important to understand that FERPA only allows you to access recommendation letters after you have been admitted to and enrolled in a college. You cannot view letters before admission decisions are made, or if you don’t attend that institution, regardless of whether you waive your rights.

According to PrepScholar, waiving your rights lets colleges know that you will never read your recommendations, which reassures them that your recommenders have provided candid, truthful support. Multiple sources emphasize that in nearly every case, you should waive your FERPA rights.

Consequences of not waiving include:

– Admissions officers may question the authenticity of your letters
– They might think you helped write them or pressured teachers
– Some teachers may decline to write letters if you don’t waive rights
– Some colleges may disregard letters submitted without waivers

According to Scholarships360, if you don’t waive FERPA, colleges may be skeptical about the authenticity of your recommendations. They might think you helped your teachers write them or pressured them into writing positive things, which will hurt your application.

While the vast majority of students should waive their rights, there are rare exceptions. According to Fortuna Admissions, which specializes in MBA applications, if you have concerns about a recommender’s ability to write fairly or accurately, you should address this by choosing a different recommender rather than retaining the right to review.

The key principle is to choose recommenders you trust completely. If you’ve done your due diligence in selecting teachers who truly view you in a positive light and have your best interests at heart, you should proceed with faith that they’ve written a stellar recommendation, according to Ivy Coach.

When and How to Check Status

According to the University of South Carolina, you should follow up at least one week before the letter is due, either in person or via email, to check in and see if your recommender needs any additional information. About two weeks before the deadline, it’s appropriate to send a gentle reminder.

Example follow-up message:

“Hi, Mr. Johnson,

I just wanted to check in to see if you need any additional info from me for the recommendation letter. The deadline is coming up on November 1st, and I appreciate your help so much!”

If you’re truly concerned about your recommendation being completed on time and you’ve given your recommender ample time, consider giving them an early deadline—either asking to pick up the recommendation early or requesting they send it by a certain date before the actual deadline.

What to Do If They Miss the Deadline

If a recommender misses the deadline, reach out politely to ask if they need assistance. Sometimes technical issues prevent submission. Contact the admissions office to explain the situation—many schools will accept late recommendation letters if the rest of your application is complete.

Always have a backup recommender in mind, particularly if you’re requesting letters close to deadlines. However, most teachers who agree to write recommendations take the commitment seriously and will follow through.

Maintaining Professional Communication

According to The Graduate Writing Guy, when communicating via email, always:

– Use a proper greeting with the person’s title and name
– Be clear and specific about your request
– Be careful with word choice to avoid unintended implications
– Thank them in advance for their time and efforts

Use professional sign-offs like “Thank you for your time,” followed by “Best regards” or “Sincerely.”
Remember that etiquette is essential, and politeness never hurts and almost always helps.

Why Thank-You Notes Matter

According to CollegeVine, teachers write between 50 and 70 letters of recommendation per application cycle on top of their other commitments, and they don’t get paid to write these letters. While it may not always be expected, sending a thank-you note is good manners and shows that you care about and appreciate their hard work.

A thank-you note can have professional benefits down the line as well. If you work with this teacher or someone close to them in the future, or need another letter of reference, you want a positive memory like a heartfelt thank-you to be the first thing that comes to mind when they see your name.

Sample Thank-You Messages

“Dear Ms. Johnson,

Thank you so much for agreeing to write me a letter of recommendation for my college applications. I truly appreciate your willingness to support me in this process. I’ll send you all the materials you need by Friday, including my resume and information about the schools I’m applying to.

Best regards,
Sarah”

Thank-you after submission:

“Dear Ms. Johnson,

Thank you so much for taking the time to write me a thoughtful letter of recommendation. I really appreciated your support throughout my junior year, especially during our unit on cellular biology, which inspired me to pursue a biology major.

The deadline has passed, and I’m confident that your letter will make a difference in my applications. I’ll be sure to keep you updated on my college decisions.

Thank you again for your time and guidance.

Sincerely,
Sarah”

Thank-you with acceptance news:

“Dear Ms. Johnson,

I wanted to let you know that I’ve been accepted to UC Berkeley, and I’m so excited to start this next chapter! Your recommendation letter definitely played a big part in helping me get there.

I’ll always remember how you made biology come alive in the classroom. Thank you again for all your support and mentorship.

Best regards,
Sarah”

Waiting Until the Last Minute

One of the most common mistakes is waiting too long to request letters. According to Roger Williams University, you should ask at least 4 weeks in advance of college application deadlines. Rushed, last-minute requests make it difficult for recommenders to write strong, detailed letters.

When you wait until the last minute, you also risk the possibility that your preferred recommender has already agreed to write the maximum number of letters they’re willing to commit to for that application cycle.

Asking Your Favorite Teacher Instead of the Right Teacher

According to UC Berkeley, you shouldn’t automatically ask your favorite teacher. Instead, consider if that teacher is the one who knows you best. Just because you enjoyed someone’s class doesn’t mean they can write about specific examples of your work ethic, intellectual curiosity, or character.

Similarly, don’t request a letter from someone who doesn’t know you well but who may have a recognizable name, position, or title. As Roger Williams University emphasizes, it’s about how well they know you, not how impressive they are.

Submitting Too Many Letters

According to Roger Williams University, more does not equal better when it comes to recommendations. You should only send optional, additional letters when they offer a distinct insight from that of the required letters and recommenders.

For example, if you’ve been promoted to a shift supervisor at your part-time job, your boss likely has different insights than your counselor and teacher. But submitting five or six letters when only two are required can actually hurt your application by overwhelming admissions officers.

Not Providing Adequate Information

Don’t assume your recommender remembers everything about you or knows about your accomplishments outside their class. According to Command Education, providing a thorough, specific brag sheet helps your recommender write a detailed, personalized letter rather than a generic one.

Without sufficient information, recommenders may rely solely on a summary of your performance in class or a cursory review of your transcript, which Reed College notes does not make a strong, lasting impression.

Forgetting to Update Recommenders on Results

Many students forget to let recommenders know the outcome of their applications. According to the University of South Carolina, teachers agree to write recommendations because they’re invested in your success, so you should tell them about any positive admissions results they helped you earn.

This courtesy not only shows appreciation but also helps maintain the relationship for potential future recommendations or networking opportunities.