Letters of recommendation (LORs) are a key part of your application. A strong one can provide meaningful support, while a lukewarm one can really hurt your chances of admission. In this post, we’ll answer two questions: (1) Who should write in support of your PhD application? And (2) how can you make sure your LORs are as good as they can be?

How to choose the best LOR writers

It is important to select LOR writers who truly know you well and, ideally, have known you for a reasonably long period of time. Select individuals who can comment specifically and knowledgeably about your abilities. It is helpful if you have stayed in touch with your recommenders since you studied or worked with them. You should select recommenders who are aware of your interests, skills, and strengths.

Choose individuals who can  and your potential. The more closely the writer’s background aligns with your field of study, the better. You should select faculty members to write the majority of your LORs for PhD programs. Some programs will specify how many of your letters should be from academic recommenders. 

If you have relevant work experience, you can ask a current or previous employer to write an LOR on your behalf. In it, they should focus on your research potential. You could also ask your internship supervisor if the type of work you did as an intern is related to your intended field of study.

When you approach your recommenders about writing in support of your application, ask whether they feel they could write a strong, positive letter. This provides a gentle way for a hesitant recommender to decline – they can admit that they don’t think they know you well enough to do so (or you might sense their hesitation), and you can move on to someone else who can and will.

How to help your recommenders write strong LORs

It is important to provide information and materials to your recommenders that will help them write the strongest letter possible. These can include a copy of your resume, copies of work you produced for their class (for faculty members), and a list of job accomplishments (for supervisors). You should also share your current research interests with the letter writer, as well as a list of the schools you are applying to and the specific degree programs. Provide all these materials at one time in an organized manner. 

Offer to meet with your recommender to discuss your plans and goals. You can also send them a link to Accepted’s Ten Tips for Writers of Letters of Recommendation.

Most graduate schools use online systems for their LORs, in which the letter writer fills out a form and uploads or attaches a written statement. You give your recommender’s contact information to the schools you’re targeting, and the schools will send your recommenders details on accessing the online form.

Agree with your recommender on a timeline that gives them at least several weeks to complete their letter. If you are asking a faculty member, be aware of the academic calendar; the final weeks of the semester are often very busy. And remember that professors sometimes go on sabbatical, which means they might not be available at certain times.

A few days before the agreed-upon deadline, send a reminder to your letter writer.

Say thank you!

Always remember to follow up with a thank-you note. (Ideally, you can write another thank-you note after you get in, sharing the good news!)

You must choose your PhD LOR writers wisely and then ensure that they have all the materials they need to construct strong letters that will represent your greatest strengths. We can help! Schedule a free consultation to discuss your LORs or any other aspect of your PhD application.

By Alice Diamond, former associate dean for career and community service at Lesley University. Alice has a BA from Colgate University, an MA from Bryn Mawr College, and an MS from Cornell University. She has more than 35 years of experience in career and admissions advising for undergraduate and graduate candidates. Alice’s clients have been accepted to top programs in a wide range of fields. Want an admissions expert to help you get accepted? Click here to get in touch!

Related Resources:

• Choosing the Best PhD Program, a free guide
• Applying to PhD Programs: When, Where, How, and Why?
• Get Accepted to PhD Programs in the Humanities, podcast Episode 568