Q: Asking faculty or supervisors for a reference or a recommendation

How should I go about asking for a reference or recommendation when I'm applying for a job, graduate school, or other programs?

Answer

Sometimes organizations are simply looking to confirm your work history for a particular organization during a particular time. MIT Employment verification is most quickly provided by asking them to contact:
Student Financial Service (SFS) Student Employment http://sfs.mit.edu/jobs/verify-employment

Here are some tips to help when seeking more substantial references

• Provide a description of the job, internship, or degree program to which you are applying. It will help tailor the reference to the situation.

• Offer current copies of your resume and/or a statement of purpose, or a few sentences about what you hope to get out of the position. Provide a couple of sentences about your long-terms goals, too (grad school, industry, research, medical/law/business school). Describe which area(s) within your field interest you the most.

• Provide a short list of skills or accomplishments that you might want the reviewer to share. The writer may be asked to write in behalf of many candidates, and it can help to offer a convenient reminder of work or classroom achievements. It's also a good exercise to go through as you may be asked to provide similar information in an interview.

• Ask the right person. Put yourself in the referee's shoes. Can the person be a strong advocate for you? If you did a mediocre or poor job in a course, if you weren't reliable keeping your schedule or submitting assignments on time, or if you are not sure they know much about you, ask someone else. Consider informally asking first whether the person can give you an enthusiastic endorsement. You can then provide a lot of help to them by asking them early and giving them all the information they need to do a good job.

• Put your request in writing. A chat is fine to ask whether it's OK to offer a faculty/supervisor name and contact details, but follow up with something written. Verify appropriate contact information.

• If a reference will be sought by phone, ask if there are best or worst times to be contacted and pass that information along to those who'll be making contact.

• When asking for a letter or form to be completed, provide as much lead time as possible. Clearly specify the date by which the item must be submitted. Send a gentle reminder about 5-7 days before the deadline.

• For each reference you request, make very clear whether it should be sent by email, submitted on a web site (provide the link), sent as a hard-copy letter directly to the program, or given to you in a sealed and signed envelope for mailing together with your application. Every program does it differently, and you should be the one to summarize the information. Provide addressed and stamped envelopes, if appropriate, to your reference.

• Some positions (federal agencies, defense contractors, military) will require a background check and security clearance. In those instances, make reference providers aware that they will be solicited for in-person interviews.

• Send a note of thanks, and follow up to let the reference know if you are selected/admitted.

• Let your referee know how it went after the placement or intership. Would you recommend this position to someone else? Why or why not?

Acknowledging contributions of Professor L.H. Carney, Department of Biomedical Engineering, University of Rochester, Rochester, NY.