Reference Letters

How Are Reference Letters Used?

You may need letters of recommendation for scholarships and other professional or other academic opportunities, such as internships. The purpose of the letter of recommendation is for a professional to speak to your personal and academic strengths- so... who in your life could speak to your strengths? Think about the organizations and programs you're involved in or your workplace. Supervisors and managers, coaches, volunteer coordinators, and faith leaders can all be professional references as long as you worked with them in some professional, academic, employment or extracurricular-based way.

Before You Ask...

Before you even need a letter of recommendation from someone, cultivate positive relationships with them. For professors, sit in the front or middle of classes. Ask questions, send polite emails, be an engaged learner, or join a club. 

For employers, show that your work matters to you. Show up to your shifts on time, take on projects or leadership opportunities, and treat your coworkers with respect.

For professionals from your extracurricular or volunteer experiences, be a reliable and consistent team player, take your obligations seriously, and stay engaged in the organization.

Step 1: Plan Ahead

Two weeks lead time is standard for providing a recommendation letter. Try the template below for a professor:

Dear Professor Cisneros, 

This is Abdul from your Introduction to Basket-Weaving Class. I am applying for the Aims2UNC Single Parent Scholarship. I was hoping that you would be willing to write me a letter of recommendation, since you have seen my academic work in this class, History of Basket Making, and also in Basket-Assembly Club. The letter of recommendation is due two weeks from today, on March 3rd, via email. If you are willing, I will send more information about my academic progress and goals, as well as the scholarship details.

Thank you for your consideration, 

Abdul

Try this template for an employer or other professional:

Dear John Doe,

This is Abdul from the Cat Lovers Volunteer Crew. I am applying for the Aims2UNC Single Parent Scholarship. I was hoping that you would be willing to write me a letter of recommendation, since you have seen my work volunteering for Cat Lovers Cat Shelter both as a volunteer in the Scaredy Cat room and in the Foster Cats program. The letter of recommendation is due two weeks from today, on March 3rd, via email. If you are willing, I will send more information about my academic progress and goals, as well as the scholarship details.

Thank you for your consideration,

Abdul

Step 2: Provide information

Once the person has agreed to write a reference, give them everything they need to write an outstanding letter. If you were asking for a scholarship reference, you would provide them with, at minimum:

• The scholarship information: What is the scholarship criteria? What does it reward? How do you meet the criteria?

• Your GPA

• (If asking a professor for a reference letter): which classes you have taken with the professor writing the letter of recommendation

• Your academic plans and goals

• (If asking a professional): what is your relationship to the professional? Do you volunteer with their organization? Are they your manager or coach or faith leader? In what ways have you worked with this person?

You should also include, if applicable:

• Volunteering activities

• Awards won (Dean's list, President's list, etc.)

• Clubs or organizations you are a part of

• Leadership roles you have occupied or occupy

• Anything else that makes you stand out as a candidate

Step 3: Follow up

Professionals are busy. If you have not received a confirmation, do not be shy about reaching out 48 hours before the letter is due to check in (politely). 

Dear Professor Cisneros,

Thank you for agreeing to write me a letter of recommendation for the Aims2UNC Single Parent Scholarship. The due date is in two days, and I have not yet received confirmation that a letter has been submitted. I am just checking in to make sure you have all the information you need. Thank you for your time, and thank you again for writing this letter on my behalf. 

Sincerely, 

Abdul

Step 4: Express your thanks

Do not give people who write letters of recommendation gift cards or any sort of cash gift. Rather, an emailed or handwritten thank-you note is sufficient. The best way to thank them (and ensure that they will continue to write excellent letters on your behalf) is to check back in, whether you received the scholarship or not, to say thank you and let them know the result.

Dear Professor Cisneros,

I have just received word that I am a recipient of the Aims2UNC Single Parent Scholarship! These funds will help me buy materials for my Basket-weaving program. Thank you for your support and especially for your letter of recommendation for this scholarship.

Best,

Abdul