If you have been asked to write a
letter of recommendation -- whether by a student or employee -- you must first
make sure that you feel comfortable with the task. If you feel you are not
familiar enough with the individual's performance or work style, let him/her
down gently. A vague, lukewarm letter is invariably a disservice to the
applicant.
Even if you do feel familiar
enough with the individual's work to write the letter, it is always a good idea
to request extra materials, to conduct a brief interview, or both.
EXTRA MATERIALS
If the applicant has not already
done so, ask for extra materials that can give you a better sense of the
individual's direction, focus, accomplishments, and future plans. Materials
particularly useful for letters about academic applicants include transcripts,
papers and writing samples, a copy of the Personal Statement, and/or a resume.
The job applicants can submit a professional resume, a description of the
coveted job, and summaries of projects completed.
THE INTERVIEW
Such an interview gives the
applicant a chance to rehash his/her accomplishments, and it gives you the
opportunity to get a better sense of the person's past experiences and
aspirations. This, in turn, leads to a more tailored letter -- and, the more
tailored the letter, the more convincing it is.
The interview should help you to clarify a number of points:
1. The Purpose of the Letter.
Ask the applicant about short-term and long-term goals, choice of school
program or job, and reasons behind this choice.
2. The Applicant's Main
Accomplishments.
Ask the applicant about major achievements, and how they relate to their choice
of program or job.
3. The Applicant's Main Qualities.
Ask the applicant for a short list of adjectives describing his/her temperament
and work style. If the letter of recommendation form specifically asks you to
address the applicant's weaknesses, ask the individual to pinpoint areas of
weakness that could be addressed through the program or job.
4. Anything Else the Applicant
Would Like to Bring Up.
Make sure you give the applicant the opportunity to bring up any information
which might be relevant to the letter of recommendation.
5. Practical Information.
Make sure you are clear on the deadline, how many copies/versions the applicant
needs, and exactly where the finished letters must be sent.
