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Letter of Recommendation for PhD: Sample, Examples & PDFs

• Last Updated On November 19, 2024
• Published In General

Did you know that by 2030, over 8,00,000 people in the US will get their doctorates? That’s a lot of competition! To stand out, you need more than just strong grades. Letters of recommendation offer a crucial personal perspective on your research abilities.

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These letters, written by professors or supervisors, highlight your potential and confirm your application’s claims. Admissions committees rely on them to make informed decisions.

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This guide will help you create an influential letter of recommendation for a PhD that opens doors and advances your academic journey. Dive in!

Key Highlights

Here is a quick overview of everything you will learn in greater detail in this blog on the letter of recommendation for a PhD program.

What is a Letter of Recommendation for a PhD Program?

A Letter of Recommendation, or LOR, is a crucial component of your PhD application. It provides valuable insights into your academic brilliance, personal character, and research potential from a trusted source, such as a professor or employer. 

Many universities in the United States, such as Harvard University and Stanford University , mandate the submission of two to three academic Letters of Recommendation for PhD applicants. 

Crafting a compelling LOR can be challenging, which makes having a sample LOR an invaluable resource. By studying a well-structured sample, you can effectively highlight your strengths and experiences, impressing the admissions committee.

What is the Need for Letter of Recommendation for a PhD Student?

A letter of recommendation is crucial for PhD students because it offers a detailed look at your academic skills, research potential, and personal qualities from someone who knows you well. 

Universities like Stanford require three letters of recommendation for their PhD programs. Admissions committees use these letters to understand your past achievements, work ethic, and fit for advanced study. 

LOR’s often highlight your strengths, accomplishments, and specific contributions to research projects. This outside perspective helps set you apart in a competitive selection process, showing you have the skills, dedication, and curiosity needed for the program.

Whom Should You Ask for a Letter of Recommendation for a PhD?

Selecting the right recommender is critical in crafting a compelling letter of recommendation for a PhD. Your recommender should be a determined advocate capable of providing an unbiased assessment. 

Given that 25% of the US’s one million foreign student population is Indian, competition is fierce. Unlike self-authored documents, an LOR offers an external perspective exclusively shaped by the recommender’s observations. This unique viewpoint is invaluable. 

Your PhD recommender should be someone who:

• Has a good rapport with you.
• Understand your strengths, weaknesses, and potential.
• Has witnessed your academic and professional growth.
• Is familiar with your research interests.
• Believes in your research goals.

2 Types of Letter of Recommendation for a PhD Program

Securing admission to a prestigious PhD program like MIT’s is highly competitive. A critical factor in your application is the strength of your Letters of Recommendation (LORs). Universities like MIT often require three LORs, with a strong preference for academic references who can testify to your research potential.

Of course, you might be eager to check out a sample letter of recommendation for a PhD. However, you first need to understand the types of LORs, listed below.

1. Academic LOR

An academic LOR is typically penned by a professor or academic advisor who can confirm your intellectual abilities and scholarly potential. 

A letter of recommendation for a PhD dives deeper into your research aptitude, critical thinking skills, and independent research capabilities. This type of recommendation emphasises your readiness for doctoral-level research.

2. Professional LOR

A professional LOR is typically authored by a supervisor or manager from your workplace. A letter of recommendation for a PhD from an employer should emphasise your research contributions, problem-solving abilities, and potential for independent scholarly work. 

It should demonstrate how your practical experience has equipped you with the foundation to excel in doctoral studies.

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Letter of recommendation for phd sample: structure.

When constructing a compelling letter of recommendation for a PhD program, academic and professional recommendations are typically the most sought-after types. These letters are the unsung heroes of your application, providing crucial external validation of your qualifications.

Here’s a quick overview of a Letter of Recommendation (LOR) sample structure.

Letter of Recommendation for PhD Sample: Format

While you’re likely engaged in GRE preparation and other PhD application requirements, don’t forget to notice the critical role of a strong letter of recommendation for a PhD. This document can significantly influence your admission chances, making crafting a compelling and well-structured LOR essential.

Here is the format you need to follow for your sample letter of recommendation for PhD.

Letter of Recommendation for PhD Sample

A sample letter of recommendation for a PhD program can provide valuable guidance in crafting a compelling recommendation. However, it’s essential to remember that these samples are for illustrative purposes only and should not be copied directly. 

Below, you’ll find sample LORs for the two primary types of recommendations: academic and professional. These examples demonstrate how your professors or supervisors can effectively articulate your qualifications for doctoral studies.

Academic Letter Of Recommendation for a PhD: Example

DISCLAIMER: The name “Rose Tennent” is used in this sample LOR for illustrative purposes only. 

Dr. [Full Name]

Professor of [Department]

[University Name]

[University Address]

[City, State ZIP Code]

[Email Address]

[Phone Number]

I am delighted to write this letter of recommendation for Rose Tennent, who has been an exemplary student in my [Course Name] class at the [College/University Name]. I have had the privilege of teaching Rose for the past [Mention Years], during which time she has consistently impressed me with her intellectual curiosity, dedication, and exceptional academic abilities. Rose has consistently demonstrated a profound understanding of [Subject Area] concepts and theories. Her ability to analyse complex problems, develop innovative solutions, and articulate her ideas clearly is exceptional. 

For instance, in a class project on [Project Topic], Rose took the initiative to explore [Specific Aspect of Project] in depth. Her research was meticulous, and her findings were presented clearly and precisely. Beyond her academic achievements, Rose has shown a remarkable aptitude for [Specific Skill, e.g., data analysis, research methodology]. Her proficiency in [Software or Tool] was evident in her coursework, where she produced exceptional results. Her ability to [Specific Skill Application] significantly enhanced her work’s quality and demonstrated her research potential.

Rose’s dedication to her studies is unparalleled. She consistently sought opportunities to challenge herself inside and outside the classroom. She participated actively in class discussions, offering insightful perspectives and stimulating intellectual debate. Her enthusiasm for learning is contagious, and she can inspire and motivate her peers.

Furthermore, Rose has demonstrated exceptional research potential. As a research assistant on my project, [Project Title], she significantly contributed to data collection, analysis, and interpretation. Her attention to detail and strong analytical skills allowed her to identify patterns and trends that were instrumental in advancing our research. Rose is also a highly collaborative and supportive classmate. She is always willing to help her peers and has a strong sense of teamwork. Her positive attitude and infectious enthusiasm create a supportive learning environment for everyone.

In conclusion, Rose Tennent is an exceptional student with a bright future. Her intellectual abilities, strong work ethic, and collaborative spirit make her an ideal candidate for a PhD program. I wholeheartedly recommend her for admission to your program and am confident she will significantly contribute to your academic community. Please do not hesitate to contact me if you require any further information.

[Full Name]

Professional Letter Of Recommendation for a PhD: Example

DISCLAIMER: The name “John Smith” is used in this sample LOR for illustrative purposes only. 

Research Scientist

[Company Name]

[Company Address]

I am delighted to write this letter of recommendation in solid support of John Smith, who has been an exceptional research team member at [Company Name] for the past three years. During this time, I have had the pleasure of directly supervising John Smith and witnessing firsthand his remarkable intellectual abilities, unwavering dedication, and exceptional problem-solving skills.

John Smith has consistently exceeded expectations in his role as a research scientist. His contributions to our team have been invaluable, particularly in [specific research area]. For instance, his pivotal role in the [project name] initiative was instrumental in achieving [specific outcome]. John Smith demonstrated a deep understanding of the complex challenges associated with this project and developed innovative solutions that significantly advanced our research goals.

One of John Smith’s most impressive qualities is his ability to blend theoretical knowledge with practical application seamlessly. His work on [specific project or task] is a prime example. By [briefly describing particular actions taken], John Smith could [quantifiable result]. This achievement highlights his exceptional analytical skills and ability to translate complex scientific concepts into tangible outcomes.

Beyond his technical expertise, John Smith possesses exceptional interpersonal and communication skills. He is a collaborative team player who readily shares his knowledge and insights with colleagues. His ability to articulate complex ideas clearly and concisely has been invaluable in internal and external presentations. John Smith has also taken on leadership roles within the team, mentoring junior researchers and fostering a positive and productive work environment.

John Smith’s enthusiasm for research and relentless pursuit of knowledge are truly inspiring. He is constantly seeking out new challenges and opportunities for growth. For example, [describe a specific instance of initiative or self-directed learning]. This proactive approach to his work demonstrates his intellectual curiosity and commitment to professional development.

I am confident that John Smith possesses the intellectual capacity, technical skills, and personal qualities necessary to excel in a PhD program. His strong foundation in [specific field] and his passion for research make him an ideal candidate for advanced studies. I wholeheartedly recommend John Smith for admission to your program, and he will be a valuable asset to your research community. Please do not hesitate to contact me if you require any further information.

Struggling with your LOR? Join LeapScholar’s live events now! Network with other students and get expert advice on how to create a winning recommendation letter.

Vocabulary for Writing a Letter of Recommendation for a PhD Program

A compelling Letter of Recommendation (LOR) requires proper structure and precise language. The words used can profoundly influence the admissions committee’s perception of you. 

Below, you’ll find a selection of vocabulary to enhance your LOR’s impact. 

Remember, these words are merely suggestions to complement your writing, and thoughtful use will improve your LOR’s professionalism and appeal.

Letter of Recommendation for a PhD Program: Guidelines for Top Universities

When universities offer PhD programs, they want to pick candidates who can work well with mentors and achieve great results. They expect you to be dedicated and focused on your chosen field. 

Letters of recommendation are crucial in helping them find the right fit. You will find the requirements for a letter of recommendation for a PhD from the famous institutions listed below.

8 Tips to Write A Better Letter of Recommendation for a PhD Program

Are you aspiring to join the ranks of 1.3 million Indian students pursuing higher education, such as PhDs abroad ? Then, crafting exceptional LORs is crucial. 

This section will highlight typical letter of recommendation for a PhD program mistakes to avoid. A little motivation: The average monthly salary for a research scientist in the US and UK is INR 1.2Cr ($144K) and INR 55.8L (£52K). 

Now, please find below the essential tips for writing a compelling letter of recommendation for a PhD program.

• Strategic Recommender Selection: Carefully choose recommenders who align with your PhD program’s requirements and can effectively highlight your strengths.
• Open Communication: Maintain regular contact with your recommenders, sharing your research goals and achievements to provide them with plenty of information.
• Diverse Perspectives: Encourage each recommender to focus on different aspects of your qualifications to create a well-rounded picture.
• Timely Submission: To avoid last-minute stress, ensure that online recommendation forms are submitted well in advance of the application deadline.
• Authenticity and Accuracy: Emphasise the importance of honest and detailed information in the LOR, avoiding exaggeration or false claims.
• Clear Relationship: The recommender’s relationship with you should be established within the letter.
• Highlight Strengths: The LOR should effectively showcase your unique qualities, abilities, and potential for doctoral research.
• Avoid Generic Templates: Encourage recommenders to write personalised letters that avoid generic or formulaic language.

To Conclude

Imagine yourself studying for a PhD at prestigious institutions like Stanford University or Oxford University , followed by a fulfilling career as a research scientist earning competitive salaries—up to INR 1.2Cr ($144K) and INR 55.8L (£52K) per year, respectively. 

Achieving this dream begins with a strong Letter of Recommendation for a PhD program. Our expert counsellors at Leap Scholar are dedicated to helping you craft a standout LOR and guiding you through the entire admissions process. Let us help you realise your potential.

Take the first step towards your ideal future. Book a consultation now .

Also Read: Study PhD Abroad for Indian Students

Frequently Asked Questions

Q. what is a letter of recommendation for a phd.

Ans. A Letter of Recommendation for a PhD is a critical document in your application process. It provides insights into your academic brilliance, personal character, and research potential from a trusted source, such as a professor or employer. This letter helps admissions committees evaluate your readiness and fit for a doctoral program.

Q. Who should I ask to craft a Letter of Recommendation for my PhD application?

Ans. It’s essential to choose recommenders who know you well and can confirm your abilities. Ideally, this would be a professor familiar with your academic performance or a supervisor who understands your professional contributions. They should be able to provide a detailed assessment of your strengths, achievements, and potential for research.

Q. How many Letters of Recommendation do I need for a PhD application?

Ans. Most universities require two to three letters of recommendation for PhD applications. These letters should come from individuals who can attest to different aspects of your abilities and potential, ensuring a well-rounded view of your qualifications.

Q. What are the types of Letters of Recommendation for PhD programs?

Ans. There are two primary types of LORs: Academic and Professional. An Academic LOR is written by a faculty member who can highlight your intellectual abilities and research potential. A Professional LOR, on the other hand, is provided by an employer or supervisor who can discuss your skills and contributions in a workplace setting.

Q. How long should a Letter of Recommendation for a PhD be?

Ans. A typical LOR should be 400-500 words, spanning one to two pages. It should provide a comprehensive view of your qualifications, achievements, and potential without being overly verbose or too brief.

Q. How does a Letter of Recommendation for PhD admission impact my application?

Ans. A Letter of Recommendation for PhD admission is crucial because it provides an external perspective on your abilities, character, and potential as a researcher.  This letter helps the admissions committee understand your readiness for a doctoral program by highlighting your academic achievements and personal qualities, offering insights beyond what grades and test scores can convey.

Q. How can a sample LOR help me write my recommendation?

Ans. A sample LOR can provide a useful template or guide, showing how to structure the letter and what elements to include. It helps you understand how to effectively highlight your strengths and tailor the letter to the specific program you’re applying to.

Q. How should I format a Letter of Recommendation for a PhD?

Ans. Use Times New Roman font, size 10 to 12, with 1-inch margins. The letter should be single-spaced with double spaces between paragraphs, left-aligned, and include the recommender’s signature and contact information.

Q. What common mistakes should be avoided in a Letter of Recommendation for a PhD?

Ans. Avoid generic or vague language, unclear descriptions of your relationship with the recommender, and late submissions. Ensure the letter is honest and detailed and highlights your strengths and unique qualities.

Q. Can a Letter of Recommendation for a PhD impact my application?

Ans. Absolutely. A strong LOR can significantly influence the admissions committee by providing validation of your academic and research capabilities. It adds a personal dimension to your application that grades and test scores alone cannot convey.

Q. What should I include in a Letter of Recommendation for a PhD application?

Ans. When writing a Letter of Recommendation for a PhD application, include details about your relationship with the applicant, their academic and research achievements, and specific examples of their skills and contributions.  The letter should also discuss the applicant’s potential for success in a doctoral program, and why they are a strong candidate for the PhD program they are applying to.

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Writing Letters of Recommendation

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• Examples of what the applicant has done (e.g., if the student wrote a brilliant paper, mention its topic and why it stood out).
• Merits of the proposed research project, course of study, internship, etc.
• Positive impact the fellowship would have on the student's short- or long-term goals and overall educational trajectory.Place the student in a larger context: e.g., a letter could compare the present applicant to past applicants/winners. If possible, the student can be compared to graduate students or professionals. Quantitative remarks and percentages may be useful: "among the three best students I have taught." The strongest comparisons have the widest reach: "top 5% of students in my 20 years of teaching" is stronger than "the best in his section."
• Draw on the remarks of colleagues for supporting evidence or the acknowledgement of specific strengths. Letters from professors may also draw on the comments from teaching assistants who may have worked more closely with the applicants.
• Ask a student to send you a current resume and relevant application materials and have a conversation with the student about what to highlight. These can be helpful guides as you craft your recommendation. 
• Be aware of bias in letter writing (avoid gendered language, racial stereotypes) 
• Be honest with yourself. Consider whether you can dedicate the time and energy to writing a detailed letter. If not, say no (see below.)

  Avoiding Racial Bias in Letter of Reference Writing 

Avoiding Gender Bias in Letter of Reference Writing 

Tip: Think about how your letter of recommendation might help shape an interview with the fellowship committee.

On the whole, the following are not helpful: 

• Letters that consist largely of unsupported praise and fail to provide specific examples of points mentioned or generic letters sent without regard to the specific fellowship, course of study, or project proposed.
• Letters that may be read as implying criticism (beware of left-handed compliments) or whose criticisms might be taken to indicate stronger reservations than stated. Letters should be honest - and honest criticism, if generously presented, can enhance the force of a letter - but committees take critical comments very seriously.

When to Say "No"

There may be times when declining to write a letter is the best thing to do, such as:

• If the student asks too close to the deadline or approaches you in a highly unprofessional manner (We advise students to ask for letters no less than three weeks in advance of a deadline.)
• If you feel that you cannot be emphatically positive in support of a student.
• If you recall little more about a student than the recorded grades.
• If you do not have the time to write a good letter or if you think that you are not the best person to write a letter. 

Tip: You can help the student to consider alternative letter writers, but agreeing to write for a student whom you cannot strongly support does not help.

Other Considerations

• If you are called upon to write letters for two or more applicants for the same fellowship, beware of using too much of the same language in each, especially if they will be read by the same committee. If you have questions about whether your students are applying through the same region for external fellowships, please contact Fellowship Programs ( [email protected] or 203-432-8685).
• Although we encourage students to provide their recommenders with helpful, detailed information, it is not ethical to request that students provide drafts of their own letters. Faculty should also beware of leaning too heavily on material provided by students, since students give much the same information to each recommender and following this too closely can lead to letters that sound too similar.
• If you have written a letter in collaboration with another faculty member, be mindful about how you and your colleague use subsequent versions of that letter. We want to avoid situations in which a student is represented by different letters with largely identical language from two different faculty members.

(Some of the items above are responses to an informal survey of Truman Scholarship selection panel members. With thanks to Mary Tolar, former Deputy Secretary of the Truman Scholarship Foundation.)

Note: Lost your copy of a letter you wrote? If it was submitted through our office and we still have it on file, we'll gladly send it to you upon your request.

If you are writing for an external award like the Truman, Rhodes, Marshall, or Fulbright, the applicant should provide you with specific guidelines pertaining to that competition.

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Ten simple rules for writing compelling recommendation letters

Jennifer h kong, latishya j steele, crystal m botham.

• Author information
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The authors have declared that no competing interests exist.

* E-mail: [email protected]

Collection date 2021 Feb.

This is an open access article distributed under the terms of the Creative Commons Attribution License , which permits unrestricted use, distribution, and reproduction in any medium, provided the original author and source are credited.

Introduction

Recommendation letters are necessary for advancement at all levels of academics, as they are widely required for grants and applications ranging from graduate school to tenured academic positions. As the name suggests, a recommendation letter is a written referral. However, writing an impactful recommendation that both stands out and voices genuine support for an applicant is a time-consuming task. The following tips will help you write more convincing recommendation letters that are NOT generic, resume-repeating, lacking substance, and doubt raisers [ 1 ]. To craft a compelling recommendation letter, discuss with the applicant the letter’s purpose and what they would like you to incorporate, ensure that you are the best person to write the recommendation, think deeply about the audience that will assess the letter, and take the time to craft a personalized letter that appropriately highlights the applicant’s fit for the award or position. The 10 simple rules outlined below work best if you know the applicant and their work well.

Rule 1: Gather relevant information to assess if you can write a strong recommendation letter

If new to writing recommendation letters, start by collecting a few sample letters, which can be found on the internet. Ask your colleagues if they have any redacted examples that they are willing to share. Assess which recommendation letters stand out and use these as models.

Identify letter requirements

Before agreeing to write a letter, gather basic information from the applicant and ask: When is the letter due? What is the letter for? How is the letter submitted? Who will the letter be addressed to? What is known about the organization or individual that will receive the letter? Why was I chosen as a letter writer?

Respond with enthusiasm or decline

After gathering basic information about the needed letter, be honest and assess your ability to write a strong recommendation letter for the applicant. Do not hesitate to decline, if you can only provide a weak, generic, or unenthusiastic letter. In your assessment of your ability to write a strong recommendation letter, think about the following questions: Do I have enough time to write a strong letter? Am I the most appropriate reference? Have I observed specific traits/accomplishments that embody the needed qualifications for this opportunity? Can I sincerely, and with enthusiasm, recommend this applicant for this position or award?

Gather relevant information about the applicant

If you agree to write a recommendation letter, take time to learn more about the applicant. Ask the applicant for an updated biosketch or curriculum vitae (CV) to gather detailed information about their training and publications. Meet with the applicant (either in person, video conference, or by phone) to discuss their goals and career objectives. In addition, use this meeting to discuss the content of the letter. Ask what accomplishments or other information the applicant would like you to highlight. Develop a sense of the skills that you can emphasize to promote the applicant for the job, fellowship, or award they are applying for. The more information you gather about the applicant, the better equipped you will be to write a personalized letter that highlights their strengths and sincerely voices your support for their application.

Some letter writers ask the applicant to provide a draft letter as a starting point or recommend a joint effort in writing letters [ 2 ]. The practice of ghostwriting letters may seem like it saves time but can be problematic, especially when the letters lack your authentic language and voice [ 3 , 4 ]. Instead, ask for a bulleted list of points that the applicant thinks you should highlight in your letter.

Rule 2: Allow sufficient time to write

Once you have agreed to write the letter, add the due date to your calendar and commit time to completing the task. Even for the most experienced letter writers, the creation of a strong and thoughtful letter for a new individual takes time. Expect the process to take 1 to 2 hours, potentially longer. To avoid last minute panic writing, create reminders for yourself. In addition, for the mental well-being of the applicant, submit the letter ahead of the deadline and notify the applicant when the task has been completed.

Rule 3: Provide context for why you are a suitable letter writer

After a short introductory paragraph summarizing the applicant’s skills and qualifications for this opportunity, describe what makes you qualified to write the recommendation letter. This description of your prior experiences and relationship with the applicant will set the stage for the reader to trust your judgement. Remember, the letter is not about you so don’t go overboard, but you need to communicate to the reviewer that you are a credible source and possess the credentials necessary to accurately assess the applicant. The description of your qualifications should vary based on the context of the letter, for instance, listing your own awards may be appropriate when nominating a MacArthur Fellow but less so when writing a letter for an undergraduate applying to medical school. In describing your relationship with the applicant, include positive details regarding the length of time you have known the applicant, how extensively you have worked with the applicant, and any significant growth observed over the duration of your relationship.

Rule 4: Address the requirements needed to be successful

In the main body of the letter, describe why you are recommending this applicant and elaborate on the applicant’s strengths for this opportunity. Focus on describing concrete accomplishments and examples of core competencies, for example, discipline-specific knowledge, communication skills, leadership, and management skills. Many professional societies focused on training have generated core competencies relevant for their trainees, for example, the National Postdoc Association core competencies [ 5 ] and Association of American Medical Colleges entry-level medical school competencies [ 6 ]. Refer to the applicant’s biosketch or CV to highlight accomplishments that set them apart from the applicant pool and make them the ideal candidate. For example, if the recommendation letter is for a research grant application, then focus on the applicant’s research accomplishments. In the letter’s middle paragraphs, describe accomplishments/technical competencies, like how the applicant developed an assay, used this assay to make novel discoveries, and published these findings in peer-reviewed journals. Conversely, if the recommendation letter is for a managerial position, then focus on the applicant’s abilities to lead a research team. Again, focus on accomplishments relevant for this opportunity, for instance, the applicant led productive team meetings, played a critical role in synthesizing data from multiple researchers, and mentored a summer student on a project that was ultimately published. Whether the recommendation letter is for a grant or job application, remember to tailor the letter to address the needs of the application.

Rule 5: Be memorable by adding illustrative anecdotes

In your evaluation of the applicant, abstain from using generic praises or cliché statements like “accomplished student” or “highly motivated learner” without also describing a specific example illustrating that characteristic. Outline memorable stories that illustrate the applicant’s successes, as suggested by Dino Di Carlo, Professor of Bioengineering at University of California, Los Angeles [ 7 ]. As with any good story, create a narrative that includes background or context, introduces a turning point or conflict, and concludes with a resolution.

Use strong descriptors associated with traits you want to highlight ( Table 1 ) but mindful of your word choices. Just as we write and then edit to fix grammatical errors, it is equally important to write and then edit to identify and minimize bias. By definition, implicit bias or unconscious bias is difficult to detect because the perceptions and stereotypes from which they arise can be outside our own conscious awareness. In academic recommendation letters, bias often surfaces inadvertently through the use of stereotypical descriptors. While we recognize that there are many other types of biases (e.g., affinity/similarity bias, conformity bias, halo or horns (seeing people as angels—positively or negatively), ageism, beauty), we focus here on recommendations to address gender and racial biases as these are common types of bias in recommendation letters. Moreover, the strategies presented here can be informative in addressing other biases. These descriptors are by no means a comprehensive list but seek to provide some awareness behind word choice and its consequences.

Table 1. Shortlist of superlatives to elevate descriptions of accomplishments or competencies.

Groups across multiple disciplines have studied recommendation letters by closely analyzing the words used to describe the candidate [ 8 – 13 ]. Remarkably, all of these studies concluded that the words used to describe women and minorities are often quantitatively different than the words used to describe men. Women and minorities are more frequently described as communal or compassionate using words like “unselfish,” “warm,” “helpful,” “kind,” “interpersonal,” “sensitive,” or “caring.” These words are not bad or negative, in fact they are highly valued traits in society, but these words can be associated with negative hiring decisions and if used, should be done so carefully to avoid unconscious bias. Women and minorities are also frequently described using grindstone adjectives like “tireless,” “committed,” or “hardworking,” which evoke effort but not concrete skills. Lastly, letters written for women and minorities frequently lack repeated superlatives like “superb,” “outstanding,” “exceptional,” “excellent,” or “rising star”. We recommend using a bias calculator for feedback on your word choice [ 14 ] and completing bias training to become more aware of how bias can influence your writing. Print out and keep these tip sheets [ 15 – 17 ] on hand as well to avoid gender and/or racial bias. Lastly, be mindful that stereotypes are not limited to gender and race. Bias shades our perception of age, disabilities, and socioeconomic status. To learn more about the many biases that exist and how to avoid perpetuating these beliefs through your writing, we highly recommend reading the Bias-Free Language Guidelines published by the American Psychological Association (APA) [ 18 ].

Rule 6: Quantify by comparing applicant to peers

We are taught to value individuality and appreciate that each researcher comes with a unique set of skills and insights. As a result, ranking people feels strange and uncomfortable. However, comparing an applicant to their peers is an important way to quantify and communicate their fit for the opportunity at hand. This comparison can be done casually by describing the applicant as “one of the best graduate students I have trained in their ability to integrate ideas from diverse fields into new research avenues.” Or the applicant can be elevated even further by providing just a little more detail. For example, describing the applicant as “among the top 1% of students I have trained in the past 10 years.”

Rule 7: Keep it professional

Avoid including details about the applicant’s personal life without verifying it with the applicant. It may seem helpful to provide context about obstacles the applicant has overcome, but be conscious that the applicant may not want that information disclosed. Also, be aware that mentioning the applicant’s affiliations with certain groups may reveal information about their identity that they don’t want discussed. Generally speaking, avoid topics such as the following without first discussing it with the candidate: mental illness, gender, race, nationality, religion, age, appearance, physical or mental handicaps, marital status, parental status, or any political point of views. Avoid descriptions of individuals, primarily based on personality characteristics, that reinforce stereotypes about gender, race, and/or other identity characteristics (refer to Rule 5). If you want to include potentially sensitive information, ask the applicant for permission, but be aware that reference letters for females are more likely to mention irrelevant personal life information [ 19 ].

During your information gathering step (see Rule 1), the applicant may reveal information that they specifically would like conveyed in the letter. For example, as the letter writer, it can be helpful if you explain an unproductive research period in the applicant’s PhD because of the need to switch mentors as a fourth-year graduate student. Or that the applicant had extensive caregiving responsibilities for a younger sibling as an undergraduate which affected their grades during sophomore year. Mentioning these types of situations in your letter can communicate these circumstances without making the applicant sound like they are making excuses.

Keep the tone of the letter positive and avoid inserting unnecessary doubt in an effort to make the letter sound more sincere, such as using “although” or “even though.” For example, rephrase “Although the applicant came in with very little research experience in Field A, their background in Field B has transformed our research” to “This applicant’s expertise in Field B has transformed our research focus in Field A in the following ways …” Don’t use ambiguous language, like “I assume…”, or any statements that lack specificity. Honesty is essential in a recommendation letter, so offset any potentially perceived weaknesses with positivity and/or stories of overcoming academic or research challenges.

Rule 8: Maintain a level of high enthusiasm

Generally speaking, longer letters are perceived as more enthusiastic [ 13 ]. Systematically studied letters of recommendations have revealed that female applicants’ letters are generally shorter in length [ 19 ]. Don’t go overboard but aim to get each recommendation letter on to the second page, unless otherwise limited by the instructions.

In writing a recommendation letter, you have committed to helping your colleague or trainee. Presumably, you will spend time crafting this letter because you want the applicant to be successful and you believe the applicant deserves what they are applying for. So, remember to express this enthusiasm in your letter when describing both the applicant’s work and their future prospects. This is not the time for modesty, if appropriate include statements like “the applicant has conducted groundbreaking research in the lab and I am excited about their future studies” or “the applicant is an exceptional young scientist with a stellar academic future as an independent investigator and scientific leader.” Additional useful phrases to use in recommendations are listed here [ 20 ].

Rule 9: Express your willingness to help further

In the concluding paragraph of the reference letter, express an eagerness to help further if there are additional questions. Make sure to provide your contact information in the form of an email address and/or phone number. As stated in Rule 7, avoid raising any unnecessary doubts about the applicant. However, if doubts are raised in the letter, then it is equally as important to provide an avenue for clarification and an opportunity for follow-up.

Rule 10: Edit and proofread

When writing any document, we tend to get too close. If time allows, put the letter aside, create some distance between you and your writing, then come back to it with a fresh set of eyes. This technique will help you improve the letter. In addition, during this break your brain will unconsciously think about the letter, latent memories or experiences will surface, and these additional insights can be added to further personalize the letter and make it stronger.

With the text of the letter finalized, make the letter look professional by using your institution’s letterhead, as appropriate, and adding your signature. If possible, include a personalized salutation instead of something general like “to whom it may concern.”

Note to applicants: Instructions for getting great recommendation letters

Having been on both the giving and receiving side of the recommendation letter process, we can confidently say that the applicant has the power to significantly contribute to the strength of their own letter [ 21 ]. As an applicant, request a letter at least a month in advance to provide your referee with time to craft a strong letter. Set up a time to meet with your referee and discuss the contents of the letter, specifically why you chose your referee and what you would like them to address in the reference letter. Provide your referee with all the information necessary to write a strong letter; this includes an updated biosketch or CV, detailed letter instructions, and a personal statement that addresses your academic and professional goals. If the letter needs to be mailed, provide an envelope and postage. Lastly, send a friendly reminder to your referees as the due date approaches. Afterwards, send a thank you note to your referees and let them know how it turned out.

Acknowledgments

We would like to express thanks to Bryan Thomas, Jr., Dr. MarYam Hamedani, and Chris M. Golde for feedback and inspiring conversations during the early phases of this manuscript.

Funding Statement

The authors received no specific funding for this work.

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• CAREER COLUMN
• 20 July 2020

Writing the perfect recommendation letter

Andy Tay is a freelance writer based in Singapore.

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Three scientists offer their tips on writing a stellar letter of recommendation. Credit: Getty

Undergraduates need them for graduate-school applications; PhD students and postdocs use them to apply for fellowships and jobs; senior scientists often have to have them to apply for awards and promotions. But writing an effective and personal recommendation letter can be time-consuming, especially for academics who must juggle grant applications, manuscripts, teaching and student supervision. And some might struggle to say the right things to support a former employee or student in their career move, while sounding original and unique.

Nature spoke to three experienced professors to get their tips for writing the perfect recommendation letter.

ELIZABETH NANCE: Create a process

Elizabeth Nance, assistant professor of chemical engineering, University of Washington, Seattle

For the past five years, as an assistant professor, I have written recommendation letters for 15–20 students each year. I commit a significant amount of time to make each letter personal.

In preparing letters, I follow a defined process, outlined on my website, that I make clear to my students. Students should ask me at least four weeks before the letter deadline — and I do not always say yes, because I might not know the student well enough to write something compelling. Once I confirm that I will write a letter, students should send me an updated CV, a draft of their application essays and notes about why they are applying for this particular opportunity.

Collection: Coronavirus and scientific careers

In every recommendation I write, I aim to comment on the individual’s traits beyond the classroom or laboratory when I can do so meaningfully. For example, students who organize events demonstrate abilities in project management and troubleshooting that go beyond the prescriptive nature of most classroom assignments. I think these aspects of a student’s life are important to capture, and should be treated similarly to highlighting academic and technical achievements.

Occasionally, I’ll seek input from graduate-student mentors in my lab, or even faculty members if they can provide examples or comments.

Creating a process for my students to request a letter, and making sure they know about it well in advance, has been useful in allowing me to produce quality letters for students and to communicate clearly what I need to write a strong letter.

ALEX SHALEK: Manage expectations

Alex Shalek, associate professor of chemistry, Massachusetts Institute of Technology, Cambridge

A good recommendation letter needs to speak to its audience. When I am writing letters for students who are applying for jobs or admission to academic institutions, I not only emphasize their strengths, achievements and potential, but also try to convey a sense of what makes them a potential fit. When I am writing letters to nominate colleagues for awards, depending on the particular opportunity, I might place stronger emphasis on their achievements and contributions to a field, or on their track record of mentorship, to aid the panel in their judging. I feel that a good letter writer should consider the purpose of the recommendation and present information that helps to properly inform readers to that end.

Before I agree to write such a letter, I try to have an open conversation with my student or colleague to let them know what I can and cannot say. For instance, when I write letters for undergraduates who have taken my class and are applying to graduate schools, but with whom I’ve otherwise had limited contact, I emphasize that I can comment strongly on their class performance but not their character or research achievements, for which I have limited evidence. To me, this is important for cultivating a sense of trust with those who read my letters now and in the future.

A clear conversation with a student or colleague about what they’re hoping for in a letter helps me to understand how they would like my letter to be read in the context of their entire application package, which could include a personal statement, additional documents and other letters. Whenever possible, I want my writing to highlight the individual and ‘fill in the gaps’ left by the other documents. These frank conversations allow me to understand the individual’s ambitions and goals. With students, this helps me to mentor them on a deeper level going forward, and with colleagues, it enables deeper and richer interactions in the future.

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Recommendation Letters

Recommendation letters are a critical element of every application. They validate the claims you've made as an applicant, providing specific examples and details of your academic accomplishments, personal endeavors, and character. Selection committees rely on them to impartially evaluate your performance and potential to be successful in the opportunity you are pursuing. Good letter-writers are those who know you well enough to provide these assessments with enthusiasm and authenticity.

Academic letters are typically written by faculty, lecturers, or faculty research advisors who have overseen your work in courses, research settings, or other academic contexts. These letters generally address how you performed, your potential for future success in the field, and any other attributes that make you qualified for the particular award. Post-doctoral associates/fellows and graduate students may also have insight into your performance if they've worked with you in a course or project. However, depending on the fellowship or research opportunity, they do not usually make suitable academic letter-writers. It is important that you check the criteria of the award and/or check-in with administrators who manage the award to see whether letters from non-faculty members would be appropriate for that opportunity.

Some students, especially those in their early college years, have not yet had the opportunity to directly interact with faculty – perhaps you have had more direct interaction with Teaching Fellows ("TFs"). In these cases, you might consider asking the faculty course leader or head of a research group to work together with your TF to generate a co-signed letter. Keep in mind, though, that coordinating co-signed letters takes more time than usual, so plan ahead. Peers (other college students or recent alumni in student organizations), on the other hand,  are not suitable letter writers. If you're applying for a non-academic opportunity, or one that is specifically interested in learning about the applicant's personal attributes (character, leadership potential, commitment to service, etc.), then you might consider asking for a letter of recommendation from a College staff member or organization supervisor, coach, faculty who may be familiar with your work outside of the classroom, work supervisor, or Resident Dean or other House staff.

Letters from high school teachers or your high school years: Soliciting letters from high school teachers is not usually acceptable for fellowship and research opportunities at the college level. However, there are some exceptions to this rule. If you've engaged in research as a high school student and are applying to a competitive research fellowship that funds independent study (e.g. Herchel Smith Harvard Summer Science Fellowship ) as a first-year student, it may be acceptable to provide a letter from that experience, but only if the writer can provide strong evidence that you are qualified to pursue an independent research project.

Navigating Recommendations

Letters of recommendation are a critical part of academic and professional development. If you need a letter from a faculty member, research advisor, or other Harvard community member, do not be afraid to ask if they'd be willing to provide you a strong recommendation letter (even if the deadline is still years away, for instance, a medical school/graduate school application).

Help them help you.

• Ask for recommendation letters in advance of the deadline—at least 3-4 weeks' notice is typical. Usually, letters of recommendation are due at the  same time as your own materials! Please take note of this.
• Remind the recommender how they know you, if they have not heard from you in a while. If being in their course was significant to your development or trajectory, let them know! You might also consider re-sending a copy of a paper or project you wrote for their class, to remind them of your good work.
• Give your recommenders specific instructions – this includes how, where, and when to submit the recommendation letter and any guidance from the selection committee on specific topics recommenders should be addressing. If you'd like the recommender to highlight events, skills, or experiences that speak to your qualifications for the opportunity, tell them so. Invite their questions about your materials and the application process, and check-in with them frequently as the deadline approaches.
• Don’t be afraid to ask for multiple letters. Recommenders who have agreed to support your application for one opportunity may also be willing to recommend you for another. If you are considering asking for multiple letters, you'll need to provide specific information about each opportunity, so that your recommender knows how to tailor their letter to best complement your application. (Remember, give plenty of notice—just because they have written for you before doesn't mean they can write a new letter overnight!) Check in frequently to see if they have any questions or concerns or need more information from you.

Give thanks and provide updates.

Regardless of the outcome of your application, be sure that you let your recommenders know you appreciate the effort and time they put toward the recommendation and update them on the outcome of your joint efforts. Even after the experience is long over, do your best to check-in with those recommenders; keeping them engaged with your trajectory is the best way to keep them engaged as your advocate and mentor.

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Recommendation Letters

Tips for writing letters of recommendation.

As a research mentor who works closely with students in the lab, you will likely be asked to write recommendation letters for your student for research fellowships. Below are some tips for writing good letters.

1. Be sure that the student has given you enough information about the program or fellowship for which the letter is requested. Also make sure that you will have enough time to write the letter before the deadline. It is the student’s responsibility to give you all the information you need and enough time – a few weeks is best. If they do not, you may decline to write the letter.

2. If the letter is confidential, be sure that the student has given you a preaddressed envelope that will go directly to the program and not to the student and that they have signed a waiver indicating that they will not have access to the letter or its contents.

3. If you do not think that you can write a strong or positive letter for the student because you don’t know them well enough, are not familiar with their strengths in the area specified by the program, or you do not think that they are a good fit for the program, it is a good idea to tell the student before you agree to write the letter. You may want to meet with the student to talk about the program, find out why they are applying and what you can say in support of their application. A weak or neutral letter is often worse than no letter at all. If you feel that you cannot write a good letter it may be better for the student to ask someone else.

4. Begin the letter by stating that you are recommending student X for the Y Fellowship. Then write a sentence or two indicating how long and in what connection you have known the student.

5. Direct your comments about the student to the specific interests of the program or fellowship to which they are applying. Is it purely research or are they also looking for leadership or community service activities?

6. It is a good idea to provide specific examples of the student’s qualifications for the program rather than to list their accomplishments as they appear on the student’s resume. The personal story can be more compelling than a list.

7. If you think that the student has some very positive attributes but at the same time has a problem, it is VERY helpful to the selection committee if you mention the problem or if you do not want to put confidential information in a letter, you may say that you would be willing to discuss the student in more detail by phone.

8. It is useful to the application review committee for you to discuss where you would rank this student among other students with whom you have worked. Is this student in the top 10% of students you have mentored in the lab? If you are just getting started as a mentor and recommendation letter writer, then obviously this would not be possible for you to do.

9. For some programs it is better for the student to have a letter that is signed by the lab PI or a faculty member. In this case, you may be asked by your PI to write the letter since you are working more directly with the student and can write in more detail about their commitment and abilities in the lab. Some PI’s will then ask you to co-sign the letter with them. Alternatively, the PI may ask you to write a summary of the student’s progress in the lab, but prefer to write their own letter.

10. If you are asked to write letters for a student for more than one program, make sure that the letter is adapted to reflect the specific focus of the program. And always double check to make sure that the heading, greeting and first sentence are correct for the new letter. Unfortunately, it is a common mistake to send a letter to a fellowship committee without making the editorial changes to address the committee of the new program.

11. You may be asked to write letters for more than one student for the same program; PRISE is a good example. Since the same reviewers will read these letters, it is important to make each letter as individual and personal as possible.

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