Every academic year, faculty in FAS write upwards of thirty thousand letters for students and former students. Faculty members take considerable time to write in detail and make every effort to present a candidate in the best possible light. The reasons for these letters include: graduate, law, business, medical, and other professional schools, summer fellowships, travelling fellowships, study abroad programs, Phi Beta Kappa, prizes, employment, and internships. Following are some suggestions to facilitate this process:

• Give at least three, preferably four or more, weeks notice for any request. Even if you know that the instructor has a letter already on file, do not assume that it can be changed and quickly printed. Letters may need significant revision best to fit a particular purpose.
  
  
• Include a written statement of the due date and whether it is a postmark or a receipt date.
  
  
• Provide a written description of the purpose of the letter and/or a copy of instructions intended for the person writing. If there are multiple letters for different purposes, provide a description for each (e.g., graduate school, law school, travelling fellowship).
  
  
• Provide copies of class papers and of any other papers directly relevant, with instructor's original comments if possible.
  
  
• Fill out any forms as completely as you can. Do not expect the person writing for you to fill out any information that you yourself know.
  
  
• It is advisable to provide a copy of your transcript (an unofficial one is fine) and a CV.
  
  
• Offer to have an individual conference about the reasons for your application(s). At the very least, explain these reasons either by including a written statement or by including a draft of your project or statement of purpose submitted with your application.
  
  
• Include fully addressed envelopes for each letter.
  
  
• Affix sufficient postage, even if it's going elsewhere in the university (letters are often mailed from home or from other locations). Don't make someone else pay.
  
  
• Make certain to fill out any waiver request, either yes or no. This is easily missed.
  
  
• Do not give short notice for letters. Short notice is anything less than two weeks. Three weeks or more is preferable.
  
  
• Do not email requests for letters along with attachments. Print out everything and give or send all materials to the person whom you are asking to write for you. In other words, don't expect the person writing for you to print out your work or to visit a web site (unless strictly required by the party receiving the letter).
  
  
• Never assume that a letter can be faxed or emailed at the last minute. This puts unacceptable constraints on the person writing on your behalf.
  

Last Updated: Oct 27 2004