Procedure for Requesting a Letter of Recommendation (or, how to get the best letter that you can)
Plan ahead: Give me a minimum of two weeks, preferably a month, to write a letter. I have other responsibilities and deadlines, and you don't want me to do a shoddy rush job.
What I need from you:
- A brief description of the position or honor (and possibly provide a URL or a pamphlet), so that I can tailor the letter to the position you're applying for. It's helpful for me to know, for instance, the three most important attributes that the position calls for so that I can be sure to speak about those.
- Specific items that you would like me to specifically mention (e.g., teaching experience, pedagogical knowledge, ability to get along with others, courses taken).
- All required forms, filled-out, a pre-addressed, stamped envelope, and any other necessary materials.
- Your resume or c.v. and your personal statement, if one is required for the application. If it's been a while since we last talked, you should remind me which class you took from me and provide an update on what you have been up to recently.
- The name and title of the person who will receive the completed letter. "To whom it may concern" sounds awful, and inappropriate use of Miss, Mrs, Ms, Mr, and Dr can be offensive.
- THE DATE THAT THE LETTER NEEDS TO BE COMPLETE AND WHAT I SHOULD DO WITH IT. Will you pick it up in a sealed envelope? Should I mail it in the pre-addressed, pre-stamped envelope?
- A REMINDER! Even if you've asked weeks in advance and given me everything I asked for, it never hurts to remind me that the due date for the letter is approaching. One tactful way of reminding is asking if there's any other information I need to make sure the letter gets sent off by, for example, the end of the week.