Winning Letters of Recommendation:Both Sides of the Equation

What makes a winning application?  Obviously the candidate must meet all the scholarship’s criteria and send all the requested information.  Following directions is important.  Most candidates take great pains with their packets.  There is one portion, however, over which they have little control: the letter (or letters) of recommendation.

Many scholarships require letters from certain individuals: a dean, an organization’s adviser, an academic adviser, a professor in the major.   The applicant has little choice but to ask the individual in that position, if she wants to meet the scholarship’s requirements. 

I am struck, as I read these letters of recommendation, at how well-meaning yet how unhelpful some of them are.  And sometimes, frankly, the letters are just bad—obviously thrown together, not proofread, a form letter with the name changed. 

Below I offer you some suggestions that can help you succeed.

Tips for applicants

1. Always ask if an individual will write for you.Do not just thrust the application at him or her and say, “I need a letter.”Sometimes the person who must write the letter may not know you well.If so, provide a resume or statement about yourself that will help the writer personalize your letter.Offer to spend some time chatting if they have specific questions.
2. If the letter requires postage, provide a stamped envelope or at a minimum stamps.If you are to collect the letter and send it with a completed packet, ask that the letter be placed in a sealed envelope with a signature over the flap.
3. Be sure to give the writer enough time.A week would be a minimum, and some people will need more time.
4. Respect the writer if he or she says he cannot write the letter.Ask for an option.If a dean can not do it, an associate or assistant dean will usually be acceptable.If an adviser or counselor won’t do it, you may need to reevaluate your pursuit of the scholarship.If time is the issue, the individual may offer an alternative (a colleague) or may even ask you to write a draft that he or she will edit.These are two legitimate suggestions you can make yourself.
5. If you are asking for multiple letters from the same person, realize that he or she will probably use the same basic letter and change certain key phrases.Be sure you feel the writer is detail-oriented enough to do this correctly.
6. It is acceptable to ask for a copy of your letter, and many writers will gladly give you one.However, not everyone will be willing.You must decide if you are comfortable with this.
7. Always send a thank you note.A handwritten note is best, but an e-mail may be acceptable.
8. If you ask for a letter and do not get an enthusiastic yes ― beware!Do not push.Ask about time constraints and the other options suggested above.If you still get a negative or even lukewarm response, ask another individual.

Tips for Writing Letters of Recommendation

1. Unless the application states that you must write in a specified space, always use letterhead.This makes a big difference because it is “official” and readers know that the person signing the letter is actually in the position he/she claims.If you don’t have letterhead, be creative and produce something that can be used on your word processor.It is always better than just typing on the application itself, which subconsciously communicates a lack of effort.
2. Letters should always be a full page long.Longer letters are sometimes appropriate, but letters that are too short make readers feel you don’t really know the applicant enough to write about them.
3. You must proofread all letters carefully.Spell check is helpful, but be sure that if you are writing multiple letters for one candidate that all the particulars are correct.
4. Good letters address each element in the directions.They clearly state how the candidate meets each criteria (grades, involvement, etc.)
5. Excellent letters give concrete details.Instead of, “Sarah was chapter vice president and did a fine job,” they add HOW she did a fine job.What activities did she initiate, take part in, design, lead?How long has she been a chapter member?
6. The best letters have a “hook” to engage the reader.Start with something you know personally about the candidate.“The first time I met Sally…..”
7. Consider your audience.The applicant should be a stand-out.Show her unique qualifications for the prize.
8. Try to add a personal comment at the end if you have not incorporated one earlier in your letter.Although a candidate may be brilliant, many readers like to think they are giving money to “good” people.
9. Give the candidate a copy before you turn in the letter to be sure you have your facts right and for an extra proofreading eye.Students have a vested interest in the letter being perfect, so they may pick up on things you missed.
10. You may not be able to write letters for everyone who asks.If you do not feel you can recommend a candidate, try to steer her elsewhere.
11. And last but not least, if you agree to write a letter, write the best one you can!

Lienne Federico Medford, EdD, is an Associate Professor of Teacher Education at Clemson University in Clemson, South Carolina, where she coordinates the Master of Arts in Teaching program.  She is a member of Xi Theta Chapter of Delta Zeta at the University of North Carolina/Wilmington and a former College Chapter Director and Province Collegiate Director.  She currently serves as a member of the Foundation’s Graduate Scholarship Committee and is Faculty and Academic Adviser for the Pi Epsilon Chapter at Clemson University.