4/22/2002

Professor Weinman Jagosh’s

Students’ Guide to

Letters of Reference Etiquette

Rule number one: ASK

Rule number two: When asking someone for a letter of reference, or asking someone’s permission to include his or her name on a list of references, remember that you are asking for a special privilege. You are not entitled to a letter or to list a name simply because you are associated with the person in some way.

Rule number three: Ask people to write on your behalf only if they know you and your abilities well enough to write strong letters. Ask yourself: Will this person take the time to write a thorough letter? Does this person write well? Will the recipients of the letter respect the writer’s authority and opinion?

Rule number four: Always waive your right to access letters of reference that are kept in an application file. Those reading and assessing the value of the letters will discount letters that are not strictly confidential. Besides, you shouldn’t be asking anyone to write on your behalf unless you know the person well and trust the person to give an honest account of your finest qualities. By the same token, do not ask the writer for a copy of the letter, especially after it has been written. (Remember—trust!) If the writer voluntarily gives you a copy, you may not reproduce the letter for other purposes without the writer’s permission.

Rule number five: Ask the writer what information and materials he or she will require to compose an informative and convincing letter. Provide such materials only upon request, lest the writer should suspect you are instructing him or her what to say. Make sure you supply your writer with all the necessary forms and information such as addresses and deadlines. Include the names of the programs, jobs, or foundations to which you are applying. Deliver the materials promptly, making sure to include a self-addressed stamped envelope for any materials you want returned.

Rule number six: Recognize that writing a thoughtful and meaningful letter of reference takes time. Writers should be given plenty of time (4-6 weeks when possible) to meet a deadline and should be properly thanked for taking the time to honor you and your ambitions by writing on your behalf.

Rule number seven: After the letter is well on its way to the recipient, a proper acknowledgement of the writer’s time and effort should take the form of a note, which expresses your gratitude for providing the letter of reference. Small gifts are appropriate if you know the writer’s preferences, but never give a gift in advance lest it should appear as a bribe.