How do I ask people to serve as a reference or recommender?
Hi everyone! My name is Elaine Jessica Tamargo, and I’m a Graduate Educational Development Fellow at the Center for the Advancement of Teaching. I’ve also worked in career services for nearly a decade, focusing more recently on career and professional development for graduate students.
Whether you’re applying for awards, fellowships, internships, or full-time jobs, all of these applications can be pretty stressful. Many of us feel an extra sense of dread when an application requires references or recommendation letters, but it doesn’t have to be that way. Serving as a reference or writing letters is a part of your faculty’s job description, and it reflects well on them when their students secure good jobs or win awards. So here are few tips to make this process a little easier for everyone:
Consider who you want to ask: Your advisor or dissertation chair is usually the first person we think of, but what about the professor whose class you really enjoyed TA’ing for? Even if a faculty did not oversee your research, your TA supervisor could potentially speak to your communication, teamwork, organizational skills, and much more. If you have at least 1 faculty supervisor, you could also consider asking a fellow graduate student or postdoc in your research group, or even a fellow TA. Be strategic in ensuring your references can highlight different, but relevant, aspects of you and your work. Generally, applications ask for 3 references, but it doesn’t hurt to ask more people than that so that you can name the 3 most relevant people for each application.
Ask as early as possible: Most advice says to give recommenders a minimum 2-3 weeks before a deadline, but during busy seasons it is completely reasonable to ask a few months in advance. My advice–ask now, even if you are not actively applying for anything. As we wrap up Spring Quarter, casually bring up the topic to your faculty supervisors and ask if they would be willing to serve as references in the future. What are their preferences? What’s worked well for them in the past? Assure them that you will follow these guidelines when the time comes.
Clarify why you are asking that person: Sometimes a person is surprised to be asked to serve as a reference. Whether you ask in person or over email, include a short note clarifying your reasons for asking them (e.g. “My experience teaching your course both in-person and on Zoom helped me gain skills that directly connect to this hybrid job position.”; “Your mentorship on how to handle difficult situations in class influenced how I developed my teaching philosophy.”). If possible, take some time to meet with 1-on-1 with a potential reference to discuss your application(s) and how their reference can best showcase your strengths.
Make it clear what you need from them: While most academic positions require references to write letters of recommendation, most non-academic positions simply need the names and contact information for your references. Make sure your references are updated on your different applications, deadlines, and whether they need to submit a letter or not. If you are applying widely and frequently, some find it helpful to create an organizational system (like a Google spreadsheet) or share a designated Box folder with their references.
Thank them and keep them updated (no matter the outcome): Although serving as a reference or writing recommendation letters is a part of many faculty’s job descriptions, it is still good practice to thank them for their time. If you are asking a fellow TA or postdoc to write recommendation letters, please be extra mindful that they are volunteering their labor beyond their compensated duties. A token of appreciation, a thank you note, treating them to coffee or a meal, or returning the favor in some way is the least you can do. Make sure to also update your references on the status of your applications, offers, and your ultimate decision.
In closing, it can feel like recommendation letters or asking for references are an added burden to the application process–and I’m not denying that. But if you start early, ask clearly, and define what types of content are helpful, your faculty and peer recommenders are much more likely to contribute information that is additive to your applications, highlighting your strengths and putting your best foot forward.
Additional Resources:
Advice for securing good reference letters (opinion) from Inside Higher Ed
Sample Letters and Emails to Ask for a Reference from The Balance Money
How To Ask for a Reference Letter (With Tips and Examples) from Indeed