Recommendation Letters - Part 1
Tackling one of the crucial aspects of your application that can make or break your admission to your dream university.
The previous post discussed the processes of shortlisting universities, considering the factors that matter to you the most, and converting them into three categories: dream, target, and safety schools. This post will elaborate on a key aspect of your application, regardless of your final list of universities: Letters of Recommendation (LoRs).
The article on LoRs will comprise two parts. The first part is about shortlisting potential recommenders and establishing initial contact with them. The second part involves finalising your recommenders for each university, entering their details on the application portal, and helping them customise the letter based on the requirements of the specific university.
Listing down potential recommenders
To start, you need to list down your potential recommenders. Yes, asking for a recommendation might be one of the most frightening tasks. You may ask yourself questions like, "Will the person even agree?" "If they do, will they write me a good letter?" "If they don't, what will I do about my recommendations?" These thoughts may linger in your mind as you think about LoRs.
However, hold on. You're not asking for a recommendation just yet. You're only making a list. So, be unsparing in this stage. Write down the names of anyone who has taught you, managed your work, or mentored you in your journey, whether it be professional, personal, or otherwise. Don't think about whether the person will give a recommendation or not - just write down their names. Don't worry about any other factors at this point.
Categorising them into Academic, Professional, and General Recommendations
Academic recommendations will include your professors, teachers, and academic researchers. Professional recommendations will be from individuals you have worked with as a full-time or part-time employee. If you're a freshman, it is acceptable to include managers from your internship or freelance work as well.
General recommenders are those who are aware of your growth as an individual, encompassing your professional, academic, and personal development. They may have served as mentors to you and have consistently observed your holistic progress. These recommenders can shed light on the softer aspects of your personality. For instance, your extracurricular activities may demonstrate your abilities as a charismatic collaborator and team leader. Some individuals may also ask their sports coaches for general recommendations, focusing on qualities that differ from their academic and professional achievements.
Preference Level and Likelihood of Recommenders Providing the Letter
Once you have categorised your potential recommenders, you may want to assign a preference level to each of them. For example, if you have listed down five individuals as academic recommenders, you won’t be approaching all of them simultaneously. It would be best to contact your top choice first and move down the list if they are unable to provide you with an LoR. Therefore, listing preference levels within each category will help you identify whom to contact first.
Furthermore, based on your engagement and relationship with each person, you can estimate the likelihood of them agreeing to write you an LoR. This will give you a sense of what to expect before entering into the conversation. However, keep in mind that sometimes your expectations may differ from reality. For instance, suppose your top preference for an LoR is the CEO of a non-profit organisation where you have worked. However, your interaction with them has been limited. In this case, you may consider them a high preference but have low expectations. Nonetheless, they may have heard positive feedback about your work from your manager, which could influence their decision.
You can use the following template to list your preferred recommenders in each category:
A common quandary: Credentials of recommenders v/s your engagement with them
Let's consider three potential academic recommenders: Dr Mann, Dr Ray, and Dr Lee. Dr Mann is the Dean of your university and has also taught you one course in which you scored a B. Dr Ray is the Head of the Department and your academic advisor. Dr Lee is your project guide and has taught you during your undergraduate years.
The question arises: who should be your top preference and why? Well, the answer isn't plain and simple. It depends on several factors.
Firstly, think about whom you would love to get an LoR from, regardless of other conditions. Which professor's LoR would ideally guarantee you a strong application? Most likely, it is Dr Mann, as they have the highest credentials and have also witnessed your academic performance to a certain extent.
However, there are considerations to keep in mind. Dr Mann, being the Dean of the university, may not have the time to write you a comprehensive LoR. Moreover, they may be in high demand, as you're not the only person applying for higher education.
Taking this into account, you might consider Dr Lee as your top preference. They have closely observed your growth and interests in academics, and they are likely willing to write you an LoR. Dr Lee can provide detailed insights into your projects and the specific work you completed under their guidance. Since they have been your project guide, they can speak to your credibility and rigour as an academician, which Dr Mann may not be able to cover. Dr Lee may be able to write you a great LoR as well.
However, this is just one scenario, and there can be multiple other situations. For example, there might be a case where the Dean of the institute has personally guided you on a project.
It's important to note that I haven't stated that Dr Lee's LoR would be more effective than Dr Mann's. The final decision regarding your preference level rests with you. It's your choice based on the kind of relationship and engagement you've had with your professors.
The following matrix may help you understand the trade-off between the credentials of the recommender and your level of engagement with them:
Please note that this matrix is just an example and may not apply directly to your specific situation. It's essential to carefully evaluate each potential recommender based on their credentials, your engagement with them, and their capacity to provide a strong LoR.
University Requirements of LoRs
In most universities, you are required to submit up to three recommendations. The type of recommendations expected by the university may vary based on the program requirements and your level of work experience. For instance, if you are applying for a PhD or an MS by research program after two years of work experience, more emphasis may be placed on your academic recommendations, and the university may prefer academic references exclusively. On the other hand, if you have been out of university for more than ten years and have lost contact with your professors, all your recommendations can be professional ones.
However, it is generally a good practice to have at least two academic references and two professional references in your pipeline. Even if your first-choice professional recommender agrees, it is advisable to contact the second person as well, as you may need two professional references according to the requirements.
To give you a sense of how many recommenders are expected across different schools and programs, I have compiled a list of LoR requirements from various universities.
How to Start the Conversation with Recommenders?
It is important to inform your recommenders early on that you are planning to apply for a master's program and that you would appreciate their guidance and assistance throughout the process. If they inquire about how they can help you, it is helpful to have a list of questions prepared. For example, you may request their assistance in connecting you with individuals within the alumni network of your potential university.
Engaging with a distinguished alum from your target university can provide valuable insider tips and suggestions to focus on during your application process. By keeping your recommenders in the loop, you have subtly hinted at an upcoming LoR request while still needing to finalise your universities, as each institution may have different LoR requirements. However, they will understand that an LoR request is underway, and you have prepared them for the expectation.
Depending on your relationship with the person, you may be able to state your LoR requirement early on in the conversation. I had this opportunity with all six of my chosen recommenders due to my strong relationships with my professors, managers, and mentors. Even if they decline to provide a recommendation, they may still be willing to support you through the application process. Do not hesitate to request a follow-up conversation, as they may be busy but will find a way to stay connected with you throughout the process. It is essential to show respect and appreciation for the work they are putting in, as their network and guidance are truly invaluable.
Key Takeaways: What’s my point?
Among the listed recommenders, categorise them into academic, professional, and general categories. Assign a preference level to each person on the list. If your top preference agrees, don't stop there. Approach the second preference as well, just in case you need to submit two LoRs from a specific category.
There may be a trade-off between the credentials of the recommender and your level of engagement with them. For example, if you are in an entry-level position, your interaction with higher-ups in the organisation may be limited. In such cases, it might be more beneficial to ask your line manager for a recommendation letter rather than approaching the CEO. However, there are exceptions to this, and the trade-off mentioned may vary depending on the situation.
Each university has its own requirement regarding the number of LoRs to be submitted with the application, which can range from one to three letters.
Initiate the conversation with your recommenders early on; don't wait until the last moment. Even if you can't directly ask them for a letter at this stage, communicate your plans for higher education with them and seek their support for feedback on university selection or assistance with draft essays.
What's next?
Every application to universities abroad requires the submission of several documents. The upcoming post will cover these requirements and provide tips on how to manage these files before you begin your application, regardless of your final selection of universities.